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HomeMy WebLinkAbout8/5/2014 - PB&R Commission This Parks, Beaches & Recreation Commission is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Parks, Beaches & Recreation Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Parks, Beaches & Recreation Commission and items not on the agenda but are within the subject matter jurisdiction of the Parks, Beaches & Recreation Commission. The Parks, Beaches & Recreation Commission may limit public comments to a reasonable amount of time, generally three (3) minutes per person. It is the intention of the City of Newport Beach to comply with the Americans with Disabilities Act (“ADA”) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, the City of Newport Beach will attempt to accommodate you in every reasonable manner. If requested, this agenda will be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. Please contact the Parks, Beaches & Recreation Commission Secretary at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 644-3151 or recreation@newportbeachca.gov. CITY OF NEWPORT BEACH PARKS, BEACHES & RECREATION AGENDA CITY COUNCIL CHAMBERS @ CIVIC CENTER 100 Civic Center Drive TUESDAY, August 5, 2014– 6PM PB&R Commission Members: Staff Members: Tom Anderson, Chair Ron Cole, Vice Chair Kathy Hamilton Laird Hayes Walt Howald Roy Englebrecht Marie Marston Laura Detweiler, Recreation & Senior Services Director Sean Levin, Recreation & Senior Services Deputy Director Mike Pisani, Acting Municipal Operations Co-Director Dan Sereno, Landscape Manager Teri Craig, Administrative Support Specialist 1) CONVENE MEETING OF THE PARKS BEACHES & RECREATION COMMISSION TO ORDER 2) ROLL CALL 3) NOTICE TO THE PUBLIC Public comments are invited on agenda items generally considered to be within the subject matter jurisdiction of the PB&R Commission. The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the PB&R Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The PB&R Commission has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. 4) PRESENTATION – Community Service Award presented to Karen Tringali 5) ELECTION OF OFFICERS 6) CONSENT CALENDAR All matters listed under Consent Calendar 6A-6D are considered by the PB&R Commission to be routine and will all be enacted by one motion in the form listed below. The Commission Members have received detailed staff reports on each of the items recommending approval and there will be no separate discussion of these items prior to the time the Commission votes on the motion unless members of the Commission, staff, or the public request a specific item to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A. Minutes of the June 3, 2014 meeting. Recommendation: Waive reading of subject minutes, approve and order filed. B. Parks & Operations Division Activity Report. Recommendation: Receive/file Activity Report. C. Recreation & Seniors Services Activity Report. Recommendation: Receive/file Activity Report of past and upcoming projects and events. D. Bench Donation — West Newport Park Recommendation: Approve donation of bench for Marian Citrano at West Newport Park. 7) CURRENT / NEW BUSINESS – Staff Report A. Request by Newport-Mesa Soccer Club for Temporary Lights at Bonita Canyon Sports Park Field #5 Recommendation: Staff recommends that the PB&R Commission consider the request of Newport Mesa Soccer Club for temporary lights at Bonita Canyon Sports Park field #5 from October 1 – November 2014 and January 15 – March 6, 2015 from dusk to 7:45pm, weekdays only. 2 B. Request to Modify the Youth Sports Commission Member Requirements, Field Allocation and Use Procedure Recommendation: Staff recommends that the PB&R Commission consider the modifications of the Youth Sports Commission Member Requirements, Field Allocation & Use Procedure. C. Special Tree Removal – North Side of Poppy Avenue Recommendation: Staff recommends that the PB&R Commission consider the removal of four Special City trees – Neighborhood Desert Gum trees at 500, 712 and 730 Poppy Avenue and 535 Hazel Drive (tree is located on Poppy Avenue) to ensure public safety and prevent property damage. Replanting of trees will be deferred until Street Tree Designation list has been reviewed and approved. D. Request to Change Location of a Recently Approved Bench Donation – K Street @ East Bay Avenue Recommendation: Staff recommends that the PB&R Commission consider the request to change the location of a recently approved Bench Donation from M Street Pier to the end of K Street at East Bay Avenue. E. FY 2014/15 Ad Hoc Committee Appointments Recommendation: Staff recommends that the PB&R Commission discuss and affirm the FY 2014/15 Ad Hoc Committee Appointments 8) PARKS, BEACHES & RECREATION COMMISSION / STAFF ANNOUNCEMENTS, AD HOC UPDATES OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) 9) PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the PB&R Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The PB&R Commission has the discretion to extend or shorten the speakers’ time limit on non-agenda items, provided the time limit adjustment is applied equally to all speakers. 10) ADJOURNMENT CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting June 3, 2014 – 6:00 pm 1) CONVENE MEETING OF THE PARKS BEACHES & RECREATION COMMISSION TO ORDER – 6:00 p.m. 2) ROLL CALL Present: Tom Anderson, Chair Ron Cole, Vice Chair Kathy Hamilton Laird Hayes Walt Howald Roy Englebrecht Marie Marston    Staff: Laura Detweiler, Recreation & Senior Services Director Sean Levin, Recreation Superintendent Mike Pisani, Deputy Municipal Operations Director Dan Sereno, Municipal Operations Superintendent Teri Craig, Administrative Assistant   3) NOTICE TO THE PUBLIC 4) CONSENT CALENDAR A. Minutes of the May 6, 2014 meeting. Recommendation: Waive reading of subject minutes, approve and order filed. B. Parks & Operations Division Activity Report. Recommendation: Receive/file Activity Report C. Recreation & Seniors Services Activity Report. Recommendation: Receive/file Activity Report of past and upcoming projects and events. Chair Anderson opened the public discussion; hearing none the public discussion was closed. Motion by Commissioner Marston; seconded by Commissioner Howald, to approve items 4A – 4C of the Consent Calendar. Motion carried unanimously. 5) CURRENT / NEW BUSINESS – Staff Report A. Request to Change Model & Relocate of a Recently Approved Bench Donation - Irvine Terrace Park Recommendation: Staff recommends that the PB&R Commission consider the request of the donor to change the bench model and relocate the recently approved bench donation location at Irvine Terrace Park for Matthew George Nichols. Parks, Beaches & Recreation Commission June 3, 2014 Page 2 Commissioner Englebrecht asked if this bench style was in any other location in the City. Superintendent Sereno stated that it matched the benches around the Sister City Association statue located in the bluffs. Commissioner Englebrecht stated that he liked this style of bench. Superintendent Sereno noted that this bench is about $700 more than the standard bench model, but maintenance is about the same and that it does not need to be varnished. Chair Anderson opened the public discussion. Jim Mosher indicated that he believes that these types of donations use public property to create a private memorial and that it is not the purpose of the bench donation policy. He went on to say that this bench if approved should face the park. Renee Nichols indicated that the location for the bench was chosen because her family believes that the public would want it at the park and the reason for the positioning is so people can sit in solitude and take advantage of the view. Chair Anderson closed the public discussion. Commissioner Englebrecht stated that the Commission needs to be sure that the best looking bench is placed in the proper location and he supports this donation. Commissioner Hamilton and Vice Chair Cole also voiced their support. Motion by Commissioner Englebrecht; seconded by Commissioner Hayes, to approve the request of the donor to change the bench model and relocate the recently approved bench donation location at Irvine Terrace Park for Matthew George Nichols. Motion carried unanimously. B. Special Tree Removal – 3300 Newport Boulevard Recommendation: Staff recommends that the PB&R Commission consider the request to remove four (4) Special Trees – Dedicated Trees located at the former City Hall site. The species that will be removed are: (1) Ficus benjamina, (2) Pinus halepensis and (1) Harprephyllum caffrum trees. These trees will not be replaced but staff has identified four (4) existing trees that will be re-dedicated in place of those removed trees. Superintendent Sereno presented a report on the request for tree removal. He introduced Principal Planner Jim Campbell and noted that he is in charge of redevelopment of the old City Hall site and that he prepared part of the report. Superintendent Sereno went on to say that that staff searched for existing City trees that would match the stature of trees proposed to be removed. In response to a question by Commissioner Hayes, Superintendent Sereno stated staff attempted to find trees that were the same genus and stature. Parks, Beaches & Recreation Commission June 3, 2014 Page 3 Commissioner Howald asked if the same plaques would be used. Superintendent Sereno stated the plaques would be placed at the specified tree location; he also noted that staff has attempted to reach out to the families to notify them of the potential relocation. He went on to say that the two trees in front of City Hall would be protected and remain in place. Superintendent Sereno clarified for Commissioner Marston which trees were being rededicated. Commissioner Englebrecht was concerned about the cost to relocate the trees without a signed contract from the site developer. Planner Campbell concurred that the City currently does not have a signed contract with the developer and ultimately the Commission is making a recommendation to be forwarded to the City Council for their review of the project in August, 2014. He stated that staff is following the G-1 Policy and is looking for Commission input. He further stated the two landmark trees will remain but that the others are in the way of development and staff wants to be sure they are relocated. Chair Anderson opened the public discussion. Jim Mosher suggested the Commission approve the rededications if necessary, asked for clarification on the timing and suggested making the recommendation contingent on the need for removal if the trees really must be removed once the project is approved. In response to Mr. Mosher’s comment Planner Campbell stated that the removal of the trees would be done by the developer in conjunction with demolition of City Hall, if the project is approved by City Council. In response to a question by Commissioner Hayes, Superintendent Sereno stated some of the types of ficus are listed as problem trees and are generally not planted in the streets. He further stated that staff is rededicating the trees proposed for removal to existing trees that are already in the City. Commissioner Howald stated that if the motion is made subject to when and if the trees need to be removed, he is in favor. Superintendent Sereno stated that the complete set of drawings and Environmental Impact Report (EIR) are available online and that about 20% of the site will be open space. Further, the EIR is out for public comment until June 13, 2014. Commissioner Englebrecht stated he would like to table the item until the project is completely approved by Council. Chair Anderson stated that he would like to be cautious, and is suspect about the ability to save the two large ficus trees and but would like to see the trees moved only if they absolutely have to. Motion by Commissioner Englebrecht to table the item until the project is completely approved by all parties, then brought back to the Commission for approval. Motion failed for lack of a second. Motion by Vice Chair Cole; seconded by Commissioner Howald, to approve the request to remove four (4) Special Trees – Dedicated Trees located at the former City Hall site with the condition that the trees not be removed until project is approved and only if it is deemed necessary that they be removed. The species that may/will be removed are: (1) Ficus benjamina, (2) Pinus halepensis and (1) Harprephyllum caffrum trees. These trees will not be replaced but Parks, Beaches & Recreation Commission June 3, 2014 Page 4 four (4) existing trees that will be re-dedicated in place of those removed trees in other locations. Motion carried by the following vote: Ayes: Anderson, Cole, Englebrecht, Hamilton, Howald, Hayes Nay: Marston C. Pickleball in Newport Beach Recommendation: Staff recommends that the PB&R Commission consider that pickleball lines be painted on one court at San Joaquin Hills tennis courts for a temporary pickleball facility while a location for dedicated courts is determined and developed. Chair Anderson gave an overview of the meeting process to the audience. Superintendent Levin introduced Recreation Supervisor Justin Schmillen who provided an overview and PowerPoint presentation. Supervisor Schmillen explained the game of pickelball and played a short video on how Pickleball came to be as a sport. He explained the various pickleball courts in Tustin, Fountain Valley, Huntington Beach, Anaheim and Seal Beach. He noted that over the last year the community has given its feedback on pickleball and in response, staff set up temporary courts. In February 2014, staff taped lines at the San Joaquin Hill tennis courts for a trial period and was selected because the location is centrally located and has adequate parking and restrooms. Supervisor Schmillen stated feedback has been strong; that tennis players feel the noise of the paddles are distracting and that multiple lines on one court can be confusing. He stated that pickleball players prefer to play outside and that the community is asking for more structured activities, organized group play, more tournaments and instructional classes. He went on to say that staff has been observing the tennis courts and that about 46% of the time all four courts are open and available for use; and that 13% of the time all courts are in use. He stated that goal is to fulfill the current demand for outdoor pickleball and expand the program with free classes. Staff is requesting approval that overlay temporary lines with the current tennis court lines. He stated that the proposed West Newport Community Center has pickleball courts in the plans and that staff is exploring building courts at a location on the east side of the bay. Supervisor Schmillen explained that the way the pickleball courts were taped seems to be the best orientation. He further stated there have been no complaints about the indoor courts at the Community Center. Further, that there are about 20 tennis courts in Newport Beach and the recommendation would be to use one of the courts temporarily for pickleball. Chair Anderson opened the public discussion. Sid Crossley spoke in favor of pickleball and commented about the lack of locations to play in Newport Beach. Terese Laudenbach, representing the tennis players, spoke about the seniors who have been playing there for over 15 years and noted that this location is ideal as it is easily accessible. She stated that pickleball is very distracting to the tennis players and questioned exactly what temporary means and that she was concerned that there had been no opportunity for tennis players to verbally give their input. Lloyd Sellinger spoke in favor of pickleball and would like to become an avid player. Parks, Beaches & Recreation Commission June 3, 2014 Page 5 Clay Nolde spoke in favor of pickleball and stated there is adequate parking at the San Joaquin Center. He further stated tennis players are embracing pickleball all over the United States. He would like to see the court be made permanent. Phil Dunmire spoke in favor of pickleball and stated it adds to the variety of options and opportunities for people in Newport Beach. Linda Hardenbergh stated she is a tennis player and thinks the staff recommendation is an excellent one. She would like to see a permanent pickleball facility identified quickly. Marc Arblaster spoke in favor of pickleball, thanked staff for their hard work and believes this is a great concept that he supports. Another tennis player (no name provided) stated that he would like to see a location for pickleball that everyone is happy with. Martin Flane commented that as a tennis player he would like to have a screen installed from one end of the court to another to cut down on the noise made from the pickleball paddles. Chair Anderson closed the public discussion. Vice Chair Cole stated that the tennis courts at Irvine Terrace Park always seem to be available. Supervisor Schmillen stated parking was an issue and that it only has two courts. Superintendent Levin indicated that staff is talking to Newport Coast homeowners to see if there is suitable location there. He went on to say that to stripe and put up the nets at the temporary location would be approximately $3,800. Vice Chair Cole stated that would like to see the temporary courts screened. Commissioner Hamilton reiterated this was temporary and the City is looking to find a permanent location and that should be encouraging for everyone. She agreed the sound was an issue. Commissioner Englebrecht stated the tennis players who have been playing every Monday, Wednesday and Friday for fifteen years should count for something and that this block of time should be protected for tennis players. Chair Anderson stated it is a public access area and given time, people will learn to work around each other. Vice Chair Cole would like to see the court made permanent until another site is chosen. Director Detweiler stated that with this recommendation both sports can be accommodated but could not give a timeframe on the permanent location. Motion by Commissioner Howald; seconded by Commissioner Cole, to approve that pickleball lines be painted on one court at San Joaquin Hills tennis courts for a temporary pickleball facility while a location for dedicated courts is determined and developed with the caveat that staff return to the Commission in 24 months with an update on permanent location for dedicated courts. Motion carried unanimously. Parks, Beaches & Recreation Commission June 3, 2014 Page 6 D. Spring 2014 Youth & Adult Field Use Resident/Non-Resident Statistics Recommendation: Receive & File. Recreation Supervisor Schmillen provided a PowerPoint presentation and provided background on field availability at all of the parks. He explained that the field allocation policy dictates how the fields are allocated. Further, fields are allocated from March 1–June 30 and from September 1 through the first week of December with the other months closed for maintenance and repair. Priority is determined based off of City programs which have priority, youth sports commission member groups, youth sports commission member out-of-season, public agencies that are sponsored, club groups and private or commercial organizations. He explained that the allocation formula is based on priority and gave statistical background on resident versus non- resident numbers, lit fields, open fields, changes being made for fall 2014 and how best to utilize the fields. Chair Anderson opened the public discussion. Marc Arblaster spoke about being part of a soccer club, the shortage of lit fields in Newport Beach and the shortage of fields for kids. Chair Anderson closed the public discussion. In response to a question by Commissioner Hamilton, Supervisor Schmillen stated Sunset Ridge will increase capacity but lights will not be available at that park. Chair Anderson stated that there are few lit fields in the City and few fields for kids. He suspects that many of the field users are from outside a 5-mile radius and believes the City has a responsibility to keep our youth using the fields. Chair Anderson thanked staff and asked that the report be received and filed. 6) PARKS, BEACHES & RECREATION COMMISSION / STAFF ANNOUNCEMENTS, AD HOC UPDATES OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Superintendent Levin made announcements regarding the upcoming Corona del Mar Scenic 5K, the Summer Newport Navigator, summer camps and upcoming staff training. 7) PUBLIC COMMENTS ON NON-AGENDA ITEMS Glen Frank commented on the Blackball working group. He stated he had put together some data and that there was a perception about inequities and time at the Wedge. The three important items to him were the surfing area, the area for the body boarders and the Wedge. Mr. Frank provided an analysis of the blackball times to the Commission. Vice Chair Cole commented on the meeting of May 15, 2014, with the Blackball committee. He stated it was a productive conversation and that the Committee is actively collecting data to provide an update to the Commission in in the fall. Chair Anderson spoke about the date of the next meeting date and when a new Chair would be selected. Parks, Beaches & Recreation Commission June 3, 2014 Page 7 Director Detweiler stated Council will make decisions related to commission vacancies in June and that she would update the Commission in the next few weeks if there are action items in July. If the Commission does not meet in July, they will meet in August and elect a new Chair and Vice Chair then. 8) ADJOURNMENT @ 8:15 pm Submitted by: _____________________ Teri Craig, Admin Assistant Approved by: Tom Anderson, Chair Recreation Services Monthly Activities Report To: Parks, Beaches & Recreation Commission From: Sean Levin, Recreation Superintendent Celeste Jardine-Haug, Senior Services Manager Re: Recreation & Senior Services Department Monthly Activities Report Newport Beach Art Students Shine Each spring, Arts Orange County presents Imagination Celebration, the annual, county-wide family arts festival! Presented in partnership with the Orange County Department of Education, Imagination Celebration dynamically connects the community, arts organizations, universities, and Orange County students through meaningful arts experiences. Out of 6,000 entries, 1,000 were chosen. Newport Beach Contract Art Instructor Brenda Benveniste (Mrs. B) had 29 of Newport’s art students selected and their work was displayed and judged at South Coast Plaza. Nine winners were selected from Mrs. B’s art student submissions and are on display at this summer’s Festival of Arts in Laguna Beach. Another shining moment was when Jaya Tewari, another one of Mrs. B’s Newport Beach art students, placed first at the Environmental Nature Center’s Wildlife Art Contest and Exhibition. OASIS Welcomes Leslie Back Leslie Hardy returned to the division where she started, the Senior Services Division. After a very lengthy recruitment process, Leslie returned to OASIS as the Health and Wellness Supervisor. Leslie previously held the position of Fitness Center Coordinator when the Center first re-opened. Leslie returned with plenty of health and wellness experience, fitness, customer service experience as well as knowledge of staff development and facility operations. Her positive attitude, team centered approach and great customer service skills continue to be an asset to this division. Congratulations to Leslie! Youth Track Stars Receive Medals On May 29th, 20 participants from the co-sponsored Youth Track Meet of Champions in memory of Frank E. Anderson attended the annual Newport Balboa Rotary Club Awards Banquet. All participants in attendance were selected in recognition of their top performances in multiple events at our Track Meet. Fifteen of the 20 children broke records in one or more of their events! The Rotary Club, a loyal sponsor of the Track Meet for over 30 years, awarded the track stars with the Friendship Medal, which is exchanged with students in Okazaki, Japan, one of Newport Beach’s sister cities. Everyone enjoyed a delicious dinner at the Bahia Corinthian Yacht Club, and were entertained with an inspirational talk from Olympian and past youth track and field participant Steve Scott. 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We ensure our s to be a go d to be a gr n Bernardino reserve our pools. are. mals. was field tr alifornia we e are known student visit ood tidepoo reat time! T o and Orang beautiful tid rip month! A ere looking n for beaut tors get to le oler. Our p The Team h ge Counties depools: After finishi for a fun, y iful tidepoo earn and ha programs a has conduct s! 2 ng yet ols, ave are ed 3 OASIS Fitness Center Challenge A total of 55 members participated in the OASIS Fitness Center’s Spring Cardio Challenge from March 17- June 9. The program challenged participants to log at least 20 minutes of cardio per day within the spring season. Participants who logged at least 7 days of cardio were given gift coupons from Spa Gregorie’s. The four main winners were: Joe Fox, Jane Hoummes, Grace Desutch and Derek MacWilkinson. Collectively the winners logged 271 cardio sessions! Prizes included a City of Newport Beach reusable cup, ear buds and a Fitness Center towel. Sailboat Caught on the Reef On Saturday, June 15, Park Patrol Officers DJ Ferris and Larry Jacklin were on patrol at Corona del Mar Beach and noticed a large sailboat dangerously close to the beach at Pirates Cove. The boat operator appeared to be attempting to pick up passengers that were waiting on nearby rocks. Park Patrol Officers Ferris and Jacklin contacted the sail boat operator and asked him to leave the area for his safety and the safety of all those nearby. Seconds later, a wave pushed the sailboat onto the submerged reef. Officer Jacklin proceeded by going into the ocean to get the boat operators wife and young children off the rocks and safely back to the beach. Officer Ferris radioed for Harbor Patrol and Newport Beach Lifeguards to respond to the vessel in distress. The OC Sheriff’s Department and Newport Beach Lifeguards towed the boat to safety while Officer’s Ferris and Jacklin managed the crowds on the beach and kept people a safe distance away and out of the water. Officer Ferris and Jacklin‘s keen observation skills and quick action prevented injuries to all involved and the public visiting the beach that day. Annual Irvine Ranch Conservancy Volunteer and Partner Celebration The Annual Irvine Ranch Conservancy Volunteer and Partner Celebration was held May 30 with over 300 guests in attendance. Three of Newport Beach’s volunteers were recognized: Peter Ridley, Bill Braly, and John Brown for their work in Buck Gully and Big Canyon. The residents and visitors have seen measurable improvements along the gully with the removal of poison oak and invasive plants, as well as the establishment of the native plant demonstration area. Visitation of Buck Gully has increased 10-fold as a result of the volunteer’s work which keeps it safe and enjoyable. Peter Ridley (pictured to the left) was honored that evening as one of the Conservancy’s outstanding volunteers who regularly leads hikes in Buck Gully and co ex to C ge A Th w ro th va as Ca Th an pr (I O Ba as   R ompleted o xpanded th o implement Conservancy enerations t All Staff Sum he Recreatio weekend of J oles in the D he City of N ariety of are ssisting with alling All V he City’s Na nd dedicate rograms wi nteractive S Over 30 peop ack Bay Sci s time goes ecreation L over 100 ho e land man t restoration y continues to come. Ma mmer In-Ser on & Senior June 13. Se Department, Newport Bea eas includin h facilities. olunteers atural Resou ed voluntee ith our new Sealife Outre ple attended ence Cente by. Leader Wins Co as Na Thi ass Wh Sum ours of volu agement ag n plans. The to bring m any thanks t rvice r Services D eventy Recr , sexual hara ach. 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Schull ttle CC gs 10 ler 11 PARTICIPANTS ATTENDING52,451CUSTOMERS RECREATIONAL CLASSES18,137CUSTOMERS FITNESS CENTER17,768CUSTOMERS PERSONALIZED SERVICES PROVIDED5,952CUSTOMERS Includes: Blood PressureMedical Equip Rentals Counseling-PersonsLegal Assistance EldercareAll Rentals EmploymentSenior Assessment(hrs) HICAP Telephone Reassurance Housing CounselingVisual Screening Information and ReferralTaxes (Seasonal) SENIORS RECEIVING TRANSPORTATION SRVCS3,469RIDERS Care-A-Van/Shuttle CUSTOMERS RECEIVING NOON MEALS @ OASIS5,232CUSTOMERS *includes meals on wheels VOLUNTEER SERVICES PROVIDED @ OASIS4,518HOURS Includes:Kitchen & Home Delivered Meals AdminTravel Office Gift ShopLibrary InstructorsBoard of Directors Casino Night Special Events/Montly Meeting/Pancake Breakfast PARTICIPANTS IN FRIENDS OF OASIS TRAVEL394CUSTOMERS Day Trips & Extended Trips SPECIAL EVENTS/SCREENINGS/LECTURES1,499PERSONS HOAG Lectures (Various) UCI Lectures (Various) Movies Presentations (Various) Bunco Games Sailing, Golf, Computer Friends, Big Band and Let’s Go Trippin’ OASIS UTILIZATION REPORT – APRIL, MAY & JUNE 2014   NNEEWWPPOORRTT BBEEAACCHH PB&R Commission Staff Report  CITY OF  Agenda Item No 7A. August 5, 2014 ABSTRACT: Request from Newport Mesa Soccer Club (NMSC) to utilize temporary lights at Bonita Canyon Sports Park (BCSP) field #5. RECOMMENDATION: Staff recommends that the PB&R Commission consider the request from NMSC (Attachment A) for temporary lights at BCSP field #5 October 1 – November 21, 2014 (7 ½ weeks) and January 5 – March 6, 2015 from dusk to 7:45pm (9 weeks), weekdays only. FUNDING REQUIREMENTS: No City funding required. All costs associated to be the responsibility of NMSC. DISCUSSION: The demand for lighted fields in the City cannot be met with the current supply that is available. Due to shortages in fields with lighting, NMSC was not allocated any lit field space for the upcoming fall season. NMSC is proposing to utilize temporary lights at Bonita Canyon Sports Park (BCSP) field #5 (see Attachment B). NMSC was granted use of temporary lights at BCSP field #5 over the past seven years and has complied with all conditions. A layout of the proposed light is attached (see Attachment C). NMSC will continue to use the recommended metal halide bulb fixture and is proposing to use four light standards, two each placed at opposite ends of the field. This configuration will help NMSC move their practice areas around which will reduce wear on the grass. The four light standards will be positioned so as not to shine toward bordering residents as well. TO: Parks, Beaches & Recreation Commission FROM: Recreation Department Laura Detweiler, Rec & Sr Service Director 949-644-3157, LDetweiler@newportbeachca.gov PREPARED BY: Janet L. Cates, Recreation Manager TITLE: Request by Newport Mesa Soccer Club for Temporary Lights at Bonita Canyon Sports Park Field #5 Request by Newport Mesa Soccer Club for Temporary Lights at Bonita Canyon Sports Park Field #5 August 05, 2014 Page 2 BACKGROUND: NMSC is a 501(c)3 club soccer organization that serves the youth in the Newport-Mesa area. Club soccer is an exclusive activity in which the players must be selected based on skill level in order to participate. The organization is in its 10th year of existence and currently has 30 teams with over 600 youth ages 5-17 years old. Over 75% of their current participants are Newport Beach residents. The Recreation Division allocates athletic field space to Youth Sports Commission Member Organizations (YSCMO), club sports groups and adult sports programs. There are currently eight lighted fields within the city. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). All residents within 300’ of Bonita Canyon Sports Park field #5 were noticed. Attachments: A. Letter from NMSC dated 6/25/14 B. An Example of the Portable Light C. Layout of Lights D. Sample Postcard mailed to residents within 300 feet of field #5 June 25, 2014 Mr. Sean Levin Recreation Superintendent City of Newport Beach Dear Mr. Levin, Please accept this letter as a formal request by the Newport Mesa Soccer Club for the use of temporary lighting at Bonita Canyon Sports Park Field #5 in the City of Newport Beach. The Newport Mesa Soccer Club is a 501(c)3 non-profit organization that serves children in the Newport- Mesa area. We provide a year-round, athletic, team-orientated experience for the community. Club soccer is often the next step for children who have progressed through AYSO programs and want to continue playing at a highly competitive level through their Jr. and Sr. High School years and possibly in College. Though only in our 10th year of existence, we currently have over 30 teams with over 600 children in the program ranging from ages 5-17 years old. Over 75% of our youth participants are Newport Beach residents and 57% are girls (an important factor towards the goal of gender equity for the city). The conditions for which we propose for our request are as follows: • Light fixtures: Four portable diesel-powered temporary lights, the type of which deemed acceptable to the City Recreation Department, as in prior years. Operated via security key. • Location: Two portable lights at each end of the field, positioned so as to not shine toward the bordering residences. • Hours of Operation: Oct. 1 – Nov. 21, 2014 (7 ½ weeks) and Jan. 5 – March 6, 2015 (9 weeks) from dusk to 7:45pm, weekdays only. Due to DST, the average daily light usage is projected to be minimal (1-2 hours/night, ending by 7:45pm). Historically, due to rain, we don’t operate 1-2 weeks. • Storage & Safety: During non–operational hours, the lights will be locked and stored in a location acceptable to the Recreation Dept. This will be our eighth year to use temporary lights at this field. We believe the City and local residents would agree that we have been good stewards of the City’s park. We work diligently with the Recreation staff, Park Patrol and our members to ensure the local residents are not inconvenienced. There are not enough lighted fields in the city to accommodate our kids. These temporary lights provide a welcome, but less than ideal solution. At this time of the year, it gets dark as early as 4:50pm. Without lights, we would not be able to continue to provide this positive and healthy activity for our local youth. The need for organized and constructive after-school activities for adolescents cannot be over-emphasized. This field is an ideal location for temporary lighting as there are no homes adjacent to the property and a wide greenbelt surrounds the field -- minimizing the impact on the local residents. In addition, we strictly adhere to the approved hours of operation and we work diligently to be good neighbors. Thank you for your consideration. Mark Arblaster President Newport Mesa Soccer Club is a 501(c)3 non-profit organization. ATTACHMENT A ATTACHMENT B ATTACHMENT C ATTACHMENT D ABSTRA The Yo docume Respons the Field This pas these d involved removin needed. RECOM Staff rec Sports Procedu FUNDIN None TO: FROM: PREPAR TITLE:  NE PB& ACT: outh Sports nts: the sibilities (A d Rental & st year, the documents d in the six g contradi MMENDATI commends Commissio ure (Attachm NG REQUIR RED BY: EWP &R Com  CITY OF s Commiss Youth Sp Attachment A Use Proce e Recreatio into one x-month pr ctory and/ ON: that the P on Membe ment D). REMENTS: Parks, Be Recreation Laura Det 949-644-3 Janet L. C 949-644-3 Justin Sch 949-644-3 Modificatio Requirem PORT mmissio F  sion (YSC) ports Com A); the Fie edure for U n sports st comprehen rocess, wh or outdate B&R Comm er Require : aches & Re n Departme tweiler, Rec 3157, LDetw Cates, Recr 3154, JCate hmillen, Rec 3160, JSchm ons to the Y ents & Field T BE on Staff ) currently mmission M ld Allocatio User Group aff and the nsive proce hich include ed portions mission con ements an ecreation C ent c & Sr Serv weiler@new eation Man es@newpo creation Su millen@new Youth Spor d Allocation ACH f Repor operates Member O on & Use P p Classificat e YSC unde edure. Me ed minimiz s, and pro nsider the m nd Field A Commission vice Directo wportbeach nager; rtbeachca.g upervisor wportbeach rts Commis n & Use Po H rt Agen under thr Organizatio Policy (Attac tions E-H ( ertook the t mbers of zing existin oviding clar modification Allocation n r hca.gov gov hca.gov sion Memb olicy nda Item No August 5, 2 ree (3) gu ns Criteri chment B); (Attachmen task of mer the YSC w ng duplicat rification w ns of the Y & Use P ber o. 7B 2014 iding a & ; and nt C). rging were tions, where Youth Policy Modifications to the Youth Sports Commission Member Requirements & Field Allocation & Use Policy August 05, 2014 Page 2 DISCUSSION: Background The guiding document for allocation of City of Newport Beach fields is the Allocation and Field Use Policy. The original document was created by a committee of user groups and staff and ratified by the PB&R Commission on 4/1/2003. Over time the document has evolved to assist the community and staff in the fair and equitable allocation of fields with additional revisions and PB&R ratification on 6/7/05, 8/4/09 and 9/4/12. The Process and Revisions At the YSC semi-annual meeting on December 11, 2013, Recreation staff and the YSC undertook the task of combining these documents into one comprehensive document, eliminating duplications and contradictory sections, improving procedure language, and clarifying and/or adding current practices. The new document went through four revision stages:  Stage 1: Merging the three existing color-coded documents under corresponding headings with no changes.  Stage 2: Removing duplications, contradictions and outdated portions.  Stage 3: Adding sections for clarification based on YSC input.  Stage 4: Reviewing and editing policy language by the City Attorney. Following each revision stage, all YSC member organizations received a draft of the document to provide input and feedback by email. This input and feedback was presented at the document study group sessions (January 22, February 13, and May 1, 2014) to discuss the changes proposed before moving forward in the revision process. Following Stage 4, the final draft was presented to the YSC at its semi-annual meeting on June 18, 2014 and was unanimously approved by the five voting member organizations. Other than language improvements by the City Attorney’s office, additions and/or changes to the document include:  Added a Table of Contents  Added Section 1: Philosophy  Added Section 3: City of Newport Beach: Code of Conduct. Modifications to the Youth Sports Commission Member Requirements & Field Allocation & Use Policy August 05, 2014 Page 3  Redefined YSC membership titles in Section 6: YSC Member-Open (formerly YSC Member Organizations) and Section 7: YSC-Club (formerly Club members)  Section 6.B: YSC Open Member Requirements states “Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Following years of less than 50% City resident participation may cause review for reclassification of membership. Organizations who are adhering to boundaries set by parent organization will retain Open Member status.” This reiterates that Open Member Organizations must maintain a residency rate of at least 50% Newport Beach participants, but those organizations whose boundaries extend beyond Newport Beach’s city limits (AYSO 97, Newport Harbor Baseball Association, Newport Mesa Girls Softball) and encompass members from those cities shall not lose their classification status if their resident percentage falls below that standard.  Section 7.C: YSC Club Member Requirements states “Organization’s roster of Participants shall include at least 50% City residents in first year of Organization’s existence. Any season of less than 50% resident participation will result in reclassification of membership.” Since Club Member organizations do not have boundaries set by national organizations, they can recruit members outside of Newport Beach. If their residency rate falls below 50%, they will no longer be considered as a Class E organization (as defined under Section 9. Field Allocation Procedure and Priority Formula) and will be reclassified to Class G.  Section 7.D of YSC Club Member Requirements states that “Organization’s roster of Participants shall include all registered Participants within an Organization that use fields.” This clarifies an ongoing practice of Club organizations submitting required information of all field users in an organization, regardless of the amount of field use or residency for necessary allocation procedures and billing.  Added Section 7.E of YSC Club Member Requirements: “Organizations with volunteer board members (all board members receiving no financial compensation) will be categorized as Class E1. All other Club organizations will be categorized as Class E2. Class E1 groups will receive priority over Class E2 groups.” This is a new requirement included by the document study group in an effort to further define priority and stratify the different types of club groups for allocation purposes. In conjunction with the allocation philosophy, this prioritizes groups who provide sports to youth without personal compensation.  Modified Section 9.B: Field Allocation Request to include “(digital format if possible)” and the data needed shall include “each Participant’s first and last name, home address, gender, and number of children per age division.” At the request of the YSC organizations at the document study group meetings, Modifications to the Youth Sports Commission Member Requirements & Field Allocation & Use Policy August 05, 2014 Page 4 birthdates and phone numbers were eliminated for privacy issues. Organizations are still required to provide the number of children enrolled per age division.  Section 9.C of the Field Allocation Request states that “Organizations are limited to two clinics and/or camps per year (totaling 10 calendar days) during downtime only; camps and/or clinics shall be available to Participants of the Organization only.” This clarifies an ongoing practice of allowing youth sports groups to hold additional in-depth training clinics outside of the allocation seasons. The Recreation division’s sports staff thanks all organization member representatives for their participation in this effort, whether it was by reading the 3 drafts, attending the document study session meetings to discuss and debate modifications, or responding with questions and opinions via email. Every effort was made to include all members of the YSC member organizations in this task. Organizations represented included Newport Mesa Girls Softball, Dirtdogs Baseball, AYSO Region 57, AYSO Region 97, Newport Mesa Soccer Club, Newport Beach Boys Lacrosse, Parks, Beaches and Recreation Commission Chair Tom Anderson, Parks, Beaches and Recreation Commission Member Roy Englebrecht, the Parks division, and the Recreation division. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Attachments: A. Youth Sports Commission Member Organizations Criteria & Responsibilities B. Field Allocation and Use Policy C. Field Rental and Use Procedure for User Group Classifications E – H D. Youth Sports Commission Member Requirements & Field Allocation & Use Policy YOUTH SPORTS COMMISSION Member Requirements & Field Allocation & Use Policy City of Newport Beach Recreation & Senior Services Department Parks, Beaches & Recreation Commission Revised ________________, 2014 Attachment D   NNEEWWPPOORRTT BBEEAACCHH PB&R Commission Staff Report  CITY OF  Item No. 7E August 5, 2014 RECOMMENDATION: Staff recommends that the PB&R Commission discuss and affirm the FY 2014/15 Ad Hoc Committee appointments. BACKGROUND: At their first meeting of the fiscal year, the PB&R Commission holds elections and discusses Ad Hoc Committee Appointments. The Committee has made great progress in each of these areas, with work still to be completed. Therefore to maintain momentum, staff recommends assignments remain the same with the exception of sun setting the West Side Dogs off Leash Ad Hoc Committee. No further action is needed as the community association was not open to considering allowance of dogs off leash at Galaxy View Park and Westcliff Park. Current assignments are as follows: Community Service Award Roy Englebrecht Kathy Hamilton Walt Howald Lower Castaways Park Design Kathy Hamilton Marie Marston Street Tree Designation List Tom Anderson Roy Englebrecht Council Policy G-1 Kathy Hamilton Walt Howald West Side Dogs Off Leash *SUNSET* Ron Cole Marie Marston West Newport Community Center Tom Anderson Laird Hayes Marie Marston Liaison Assignments Youth Sports Commission Member Organization Tom Anderson Roy Englebrecht Blackball (Surfing Regulations Working Group Ron Cole Laird Hayes Marie Marston NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the PB&R Commission considers the item). TO: Parks, Beaches & Recreation Commission FROM: Recreation Department Laura Detweiler, Rec & Sr Services Director 949-644-3157, LDetweiler@newportbeachca.gov TITLE: FY 2014/15 Ad Hoc Committee Appointments