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HomeMy WebLinkAbout01/03/2006 - PB&R CommissionJANUARY 3, 2Oo6 APPROVED PB &R COMMISSION MINUTES sCITY OF NEWPORT BEACH Parks, Beaches 8 Recreation Commission • Regular Meeting January 3, 2006- 7pm Convened 7:11 pm ROLL CALL Present: Debra Allen Tim Brown Allen Doby Bill Garrett Phillip Lugar Greg Ruzicka Tom Tobin Staff: Marie Knight, Recreation £t Senior Services Director Mark Harmon, General Services Director Dan Sereno, Parks ft Tree Superintendent Teri Craig, Administrative Assistant DIRECTOR'S COMMENTS Director Knight announced that item 4 — Reconsideration of the Restriction of Parking Cars on the South Side of Ofd Ford Road adjacent to Bonita Canyon Sports Park would be pulled from the agenda. She noted that after talking to the Traffic Engineers it was decided that this item realty needs to go to the Traffic Affairs Committee because it involves safety and traffic related issues that need to be discussed within the committee and is not appropriate to come to the Commission. She stated that • Transportation/ Development Manager Rich Edmonston is here for any question but that the item would be pulled. Commissioner Lugar asked how the Traffic Affairs Committee is apprised. Mr. Edmonston stated that the Committee is comprised of himself, the Assistant City Manager Dave Kiff, and a Lieutenant from the Traffic Division of the Police Department. Director Knight stated that the Winter Wonderland held in December was very successful with over 2700 people in attendance at Bonita Creek Park and a successful trip to the Rose Parade with 4 full buses to cheer on in the wet weather the City's entry in to the Rose Parade and announced that it won the Lathrop K. Leishman award for Most Beautiful - Non Commercial float. She also stated that the CPRS Conference would be held on March 16 -18 in Ontario, CA and asked if anyone wanted to attend to please let staff know as registration would be covered. Director Harmon introduced Administrative Analyst Chris Marcarello as a new member of the General Services staff to the Commission. PUBLIC COMMENTS None CONSENT CALENDAR 1. Minutes of the November 10, 2005 regular meeting. waive reading of subject minutes, amended as discussed. 2. Item Pulled by a member of the audience • 3. Item pulled by Commissioner Garrett Motion by Commissioner Allen to accept item 1 of the Consent Calendar. Motion carried by acclamation Parks, Beaches ft Recreation Commission • Regular Meeting January 3, 2006 - 7pm Page 2 2. Park and Tree Division Activity Report. Jan Vandersloot complimented the City and staff for not removing very many trees over the past year and for the root pruning of 743 trees and by continuing this more trees will be preserved. 3. Recreation & Senior Services Activity Report. Commissioner Garrett asked how long has Rent - A -Santa been going on and asked if the Santa's are contract instructors or staff. Director Knight stated that it has been going on for over 20 years and over the past several years had to limit it to just City residents because of the demand for the program. She also noted that contract staff are used to play Santa. Motion by Commissioner to accept items 2 and 3 of the Consent Calendar. Motion carried by acclamation. NEW BUSINESS 4. Reconsideration of the Restriction of Parking Cars on the South Side of Old Ford Road adjacent to Bonita Canyon Sports Park - Pulled by staff as noted above. 5. City Street Tree Designation - Parks 8 Tree Superintendent Sereno stated that request tonight is to approve the Magnolia Tree (Magnolia grandiflora) as the newly designated street tree for Dover • Drive, between West Pacific Coast Highway and Westcliff Drive. He stated that the staff report outlines those reasons but noted that of the 22 Coral Gum trees planted in 1997, that many have been replaced over the last four years because they have died or failed to grow. Staff believes that these trees are not adapting to this coastal climate zone. Staff has tried several methods to ensure survival of these trees including injecting fertilizer and pesticides into the ground surrounding the root balls, as well as adding supplemental water during the warm months. He noted that many have been topped and are now bent over. He stated that Mayor Don Webb requested to meet staff onsite to determine if a change of the designated street tree was required due to the failure of the Coral Gum trees and to recommend the Magnolia tree as the new designated street tree. Commissioner Doby asked if the idea for the street tree designation is so there are fuller, larger trees. Superintendent Sereno stated yes Commissioner Garrett stated that it was his understanding that that you can get a Eucalyptus tree to grown almost anywhere and asked why they are failing at this location. Superintendent Sereno stated that these trees they have been subjected to lerps which have caused them to fail, injections were done along with soil probing but in this area the trees just are not doing well. Commissioner Brown asked what size tree would be used. • Superintendent Sereno stated that there would be 36" and several 48" boxed trees. Parks, Beaches l3 Recreation Commission Regular Meeting • January 3, 2006 - 7pm Page 3 Chair Ruzicka opened the public discussion Jan Vandersloot stated that he had been at a Commission meeting 7 years ago when this issue was brought up because the original tree for that area was the Jacaranda tree and on a 4 to 3 vote it was decided to go with a Coral Gum to keep the train of the Eucalyptus trees that are behind that area. He recommended the Jacaranda tree be the designated street tree but noted that his wife likes the Magnolia tree. Chair Ruzicka closed the public discussion Motion by Commission Allen to designate the Magnolia Tree (Magnolia grandiflora) as the newly designated street tree for Dover Drive, between West Pacific Coast Highway and Westcliff Drive. Motion carried by acclamation. 6. Reforestation Request - Director Harmon stated as part of the presentation staff had requested Cameo Shores HOA present a brief PowerPoint to the Commission. Chair Ruzicka asked how long the presentation would last. Discussion ensued regarding the length of the presentation; Commissioner Brown stated that he wanted to hear the entire presentation. • John Lungren, Past President of Cameo Shores HOA presented a 15 minute presentation and urged the Commission to approve the reforestation request. Commissioner Lugar asked why a landscape plan was not included in the Commission packet and noted that it was hard to vote on something that does not have all the information and stated that he has many questions. Chair Ruzicka stated that during the intervening period has anyone been responsible for pruning the bushes and ivy that are clearly out of control. Jeff Cole stated that the property was originatty deeded to the City 20 years ago and that technically the City is responsible for that property, but that the community took it upon themselves to irrigate the property as well as maintaining the entrances. He went on to say that the City has been trimming the trees over the years and that possibly the overgrown area is "no mans land" but technically the City is responsible for all of it. Chair Ruzicka opened the public discussion Jan Vandersloot stated that he has some of the same questions as Commissioner Lugar specifically what are we getting with the reforestation. He stated that he did not know if everyone has been happy with the performance of the Hong Kong Orchid and that it really has not been a very good performer for the City and that normally in a reforestation the trees are replaced with a City designated street tree. He suggested using a bigger tree then the Hong Kong Orchid 24" boxed trees as they are slow in growing and do not look good during certain parts of the year. He stated that even though the Coral tree is on the problem tree list it should not mean that it should be removed • and suggested retaining those 13 Coral trees. He questioned why all 41 trees have to be removed and why they would replace them with a little bitty pygmy of a Hong Kong Orchid that looks Parks, Beaches & Recreation Commission Regutar Meeting • January 3, 2006 - 7pm Page 4 scraggly most of the year. He seconded Commissioner Lugar's comments and noted that more information is needed. Chair Ruzicka stated that he noticed that some of the Eucalyptus trees from the photographs are at least 80 feet high and stated his concern of replacing them with a 36" boxed tree and that they would not become factor of blocking views in our lifetime. He asked if there had been any consideration made of potentially planting more substantive trees that would fill the void. Jeff Cole stated that the HOA was given the direction by staff to replace them with that size and were told that this is what was preferred by replacing them with 24" to 36" boxed trees alternating them with Hong Kong Orchids and King Palms. He stated that the HOA agreed to this but that the architect would be open to something more significant and mature and stated that they were not stuck on those trees but were given that direction. Chair Ruzicka asked if the specific type of tree was mandated. Director Harmon stated that it is not mandated and certainly could be a Commission decision if they wanted to redesignate the tree species for that area. That it is within the Commission's right to do that but the Hong Kong Orchid and the King Palm are the designated tree for that area. Chair Ruzicka stated that he is not that adamant about the kind of tree but noted his concern about • the specific replacement size. He asked what specific size a tree has to be before they become a view impairment. Commissioner Allen stated that he disagreed with Director Harmon in that the Commission can redesignate a street tree as that is a Council function. She went on to say that the Commission can recommend a change in the designated street tree but the Council actually has to make that decision. She stated that the issue of view is that the way the G -1 Policy is written is when you have a incorporated community homeowner association with a board of directors. And then that board of directors come in with a plan under G -1 that meets the criteria of G -1 and in other words they community has been notified and gone through its process and makes application to the City for reforestation of trees at their own expense that she believes that the Commission teamed in the last go around that the Commission does not have the jurisdiction to tell the HOA that they must put in 36" boxed trees and the G -1 calls for 24" and we do not have jurisdiction over how tall they are either. She went on to say that however having said that if the Association is willing to put in larger trees that is certainly something that the Commission should be appreciative of but is reluctant to have the Commission violate the G -1 policy by mandating a taller tree. Chair Ruzicka stated that he understands and respects that position but was just curious if the Association if the aesthetics of the project could be enhanced by using taller or bigger trees. Jeff Cole stated that the community is even more sensitive then even the Commission when it comes to how it looks and acknowledge that those are tall trees and want them to be replaced with mature trees as long as those trees won't become a view impairment in the next 10 to 15 years and along those lines they are looking for some guidance about that because if the Association is not limited to the City designate tree then there might be another alternative. • Chair Ruzicka stated that Commissioner Allen just made the point that the Commission cannot dictate what you do but if you voluntarily do it then the Commission will not impede that request. Parks, Beaches 13 Recreation Commission Regular Meeting • January 3, 2006 - 7pm Page 5 Commissioner Allen stated that a problem might occur if they decide that they do not want to put in the City designated tree but however since they have an agreement that must be approved by the City Council and working with the City Attorney regarding language then they might on their own work through those channel with the Council to get some kind of exception for this project because it's an approved revitalization or beautification project. Discussion ensued regarding the project and the look and expense of the community. Director Harmon stated that the reforestation was done correctly and that they have acted in good faith with all the particulars of the project and noted that the community will not only plant 1 for 1 tree but will do more when space allows. Commissioner Garrett stated that the Commission needs to be cognizant of peoples feelings in the neighborhood and that this HOA has taken a lot of time to complete this project. Karen Tringalli urged support of the project but was a little concerned with the notification. Jeff Cole stated that Karen Tringlalli is actually the web master for the association and knows that the monthly newsletter has discussed this project every month for the past 2 years the only thing that is a little wrong is the number of trees as that was not known until a count was done and it is 41. is Chair Ruzicka closed the public discussion Motion by Commissioner Garrett the reforestation of 41 City parkway trees that border the Cameo Association along East Coast Highway from Cameo Shores entrance to the intersection of Milford Drive and Hampden Road. Motion carried by acclamation. Facility Inspection Report - Director Knight stated at that last meeting it was asked that this item be brought back for discussion and have included for your information is both those inspection reports that have been turned in this year as well as last years report because some Commissioners had indicated that they did not recall reviewing it. The discussion for tonight is whether or not the Commission want to continue being a part of the inspection or leave it to staff. Director Knight stated that staff finds it helpful and crucial for the operation and provides a new set of eyes to the facilities, different perspective but does realize that some of the Commission have been on the board for many years may have tired of this process but restated that they are very helpful to staff. Director Knight stated that this year to supplement those that were turned in, was to send staff out to complete because this is the time of the year that CIP Projects Requests must be turned in. Commissioner Garrett stated that he agrees with staff and is in the business of property and facility maintenance and management business and so the adage of another set of eyes is true, but he believes that the form needs to be revised and that the time of year could be changed. He went on to say that the Department does have staff who are out there all the time and added that he is unsure how a system could be put in place that would work for everybody. He went on to say that he agrees that there is value to inspect the properties but the system needs to be revamped and would like to see if the inspections could be done and then a follow up in • six months and does not believe that has been done in the past. Parks, Beaches 8 Recreation Commission Regular Meeting • January 3, 2006 - 7pm Page 6 Director Knight stated that she had one exception and with all due respect have to differ about the size of the staff and noted that Recreation does not have a large staff but have increased programming almost 10 fold in the last several years and went on to say that staff does not have a lot of time to do inspecting and many of the staff in the general services area are contract staff and quite frankly cannot rely on them to give an accurate perspective. Director Knight stated that some changes could be made and willing to look at the form and follow -up. Chair Ruzicka asked if the inspection area could be situated around where they reside. Director Knight stated that could be a factor but that her understanding of the background of these inspections was that they are also to help commissioners become more familiar with other areas in the community, but possibly staff needs to do a better job in shuffling. She noted that if they would prefer as a Commission that staff could locate inspection areas closer to their own homes. Commissioner Tobin stated that he is not in the facilities management business and that there appears to be a more than adequate number of staff and that they should be in the filed quite often including the Park Patrol and does not feel that it is in the Commissioner job description to go flush toilets and observe different restrooms around the community and noted that he had seen them all and it is a repetition of futility. He went on to say that Director Knight has enough staff and that they should not ask the commission to inspect. • Chair Ruzicka asked staff to come up with different suggestions and new forms for next year. Commissioner Garrett stated that he has yet to find one facility that is in dire need and that everything seems to be in good condition and noted that someone is doing the job somewhere along the line because there is nothing out there that requires emergency service. He went on to say that it begins to feel like there really is nothing wrong. Director Ruzicka stated that most municipalities would be thrilled to have their facilities look this good. Director Knight stated the Commission should keep in mind that it is not only maintenance issue and that we are maintaining the facilities in good standard and that staff sees these facilities every day and is helpful to have others look view them from an aesthetic perspective as members of the community. She noted that the City will be embarking overall on assessing all facilities and that the City does not have a facility replacement fund and that there is no money going toward the replacement and many have been here for many years and are in need of refurbishment. Discussion ensued. It was decided that the form would be revised and that areas would be assigned to area around their homes. COMMITTEE REPORTS - Park Development - Commissioner Allen will serve as chair. No meetings are scheduled for January. Recreation Activities - Commissioner Brown will serve as chair. He noted that there would be a public discussion on the placement of firepits and volleyball courts at CdM State Beach on January 18 at the • Newport Beach Public Library. Ad Hoc Committees: Parks, Beaches ft Recreation Commission Regular Meeting • January 3, 2006 - 7pm Page 7 Donation - Chair Ruzicka stated that they had met and had eliminated many bench types and that they would need to meet again before bringing it to the Commission. Youth Sports - Nothing to Report Community Service Award - Superintendent McGuire stated that the Committee would meet to look at two nominations and would forward their recommendations to the Commission at the February meeting. FUTURE AGENDA ITEMS Discussion ensued regarding the next Commissioner Meeting as the General Plan Committee would be using the Chambers on February 7. A consensus was that they would meet on either February 15 or 16. Staff will coordinate. Discussion ensued regarding a possible stipend for the Commissioners to receive for serving. Director Knight stated that was something that the Commission would need to bring that up to the City Council. ADJOURNMENT- 8:53pm Submitted by:� —� Teri Craig, Admin Asiltant • •