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HomeMy WebLinkAbout07/05/2006 - PB&R Commission (2)JULY 5, 2006 APPROVED PB &R COMMISSION MINUTES CITY OF NEWPORT BEACH Parks, Beaches Et Recreation Commission Regular Meeting July 5, 2006 - 7pm Convened 7:11 pm ROLL CALL Present: Debra Allen Tim Brown Allen Doby Bill Garrett Phillip Lugar Greg Ruzicka Marie Marston Christine Trapp Absent: Tom Tobin Staff: Mark Harmon, General Services Director Dan Sereno, Parks Et Tree Superintendent Sean Levin, Recreation Manager Teri Craig, Administrative Assistant PRESENTATION TO OUTGOING COMMISSIONERS Chair Ruzicka presented a plaque to Commissioner Doby with the thanks of the City and staff for his work as a commissioner and noted that one would be mailed to Commissioner Tobin as well. Commissioner Doby stated that he was leaving the commission because he was getting married and moving to Laguna Beach but thanked the City and staff. SEATING OF NEW COMMISSIONERS Commissioners Marie Marston and Christine Trapp were seated on the dias. Commissioner Trapp stated that she had been on the EQAC for the past five years and as chair for the Last three and half years. She noted that she has a background in landscape architecture and an attorney as well. Commissioner Marston stated that she has worked on the GPAC for the past three years and works as a civil engineer and owns her business and has worked on a number of park projects. ELECTION OF OFFICERS Chair Ruzicka opened the nominations for Chair for FY 2006/07. Motion by Chair Ruzicka to elect Commissioner Garrett as Chair. Hearing no other nominations, Chair Ruzicka closed the nominations for Chair Motion carried by the following vote: Ayes: Allen, Brown, Garrett, Lugar, Marston, Ruzicka, Trapp Chair Ruzicka opened the nominations for Vice Chair for FY 2006/07. Motion by Commissioner Garrett to elect Commissioner Brown as Vice Chair. Parks, Beaches 8 Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 2 Hearing no other nominations, Chair Ruzicka closed the nominations for Vice Chair Motion carried by the following vote: Ayes: Allen, Brown, Garrett, Lugar, Marston, Ruzicka, Trapp Commissioner took their appropriate seats. DIRECTOR'S COMMENTS Director Knight stated that she had a couple updates. She noted we are in the second week of summer programs and are full at day camps and aquatic programs and that we are all over the beach and are very pleased with how the summer is going. She stated that an extensive staff training was done last week for summer staff. She went on to say that yesterday the City partnered with the Mariners School Foundation, with staff from General Services and Recreation for the Independence Day Parade. Director Harmon stated that a full report of the 4`h of July cleanup would be available at the next meeting but noted that it was not as messy as years past. Commissioner Brown noted that he had worked with Zambelli fireworks at the Newport Dunes and has a whole new appreciation of what it is like to prepare for a show of that magnitude. PUBLIC COMMENTS None CONSENT CALENDAR Minutes of the Mav 2 2006 regular meeting. filed. Park and Operation Division Activity Report. projects. Recreation Et Senior Services Activity Report. projects. Waive reading of subject minutes, approve as written and order Receive /file monthly Activity Report for activities and upcoming Receive /file monthly Activity Report for activities and upcoming Motion by Chair Garrett to accept items 1 -3 of the Consent Calendar. Motion carried by acclamation. NEW BUSINESS 4. Eagle Scout Project at Castaways Park. Superintendent Serreno introduced Austin McCullough to the Commission noting that he would be making a short presentation on his request to add three custom benches, accent boulders and the renovation of four pathways at Castaways Park as part of his Eagle Scout Project. Scout McCullough stated that he was part of Troop 90 and had been working towards this project for 14 years. He then made his PowerPoint presentation to the Commission. Motion made by Commissioner Brown that the Eagle Scout Project by Austin McCullough be approved. Motion carried by acclamation Parks, Beaches a Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 3 5. Lot Line Adjustment Encroachment Request. Director Knight stated that the request from the Harbor View Community Association (HVCA) for a lot line adjustment. She stated that staff had been contacted from the HVCA several months ago with an initial request to look at a proposal for an enlargement of their clubhouse which is owned and operated by HVCA. She went on to say that at the time staff met with HVCA the proposal presented suggested that the construction would stay within their current lot tine and only landscaping or roof over hang would be on City property, but when final plans were received they were a bit different than the original proposal and for a number of reasons that will be outlined, staff recommends that this request be denied or continued and ask HVCA to come back with other mitigating measures or a different plan. Director Knight stated that first and foremost the City always looks at giving up City property for private use and what would the gain be for the overall community in general to do this. She stated that staff feels that there is not enough community benefit in this request and asked the Commission to review the colored map that displays that several years ago HVCA requested a land swap and that the City gained land on the left side and that HVCA gained quite a bit of usable land on the right side of their building. She noted that some folks have stated that this land that is being requested is unusable park space and philosophically staff has a problem with that thought since the City has a lot of park space within the community of Newport Beach that is not programmable yet serves a very useful purpose to the City and that should the City start taking all those pieces of land that folks deem as un- programmable and parceling them off for private use that the City will begin to start chopping up parks and that is not the intent of public parks. Director Knight stated that the proposal shows a fence surrounding the project that originally was not proposed. Staff feels that the current configuration is nice and open and a fence would change that and make it less an open public space. In addition, the fence encroaches upon a utility easement and staff would not allow that as that easement can be anywhere within 3 to 4 feet to where it is marked on the plans and so no permanent structure can be built near that easement. She went on to say that staff does not feel that there is enough public benefit coming back from this request, however, should the Commission want to approve this request staff feels that HVCA should offer more in exchange for the adjustment. She also suggested that the Commission appoint a sub- committee to look at developing some criteria or guidelines to propose to the City Council under which the Commission could look at this and other future requests for use of public land. She stated that the Commission is going to look at an issue at the September meeting at San Miguel park where a homeowner saw that another person with property that abuts the parks has stairs leading to the park so the homeowner felt that they should be able to build stairs and embarked on a extensive project to do so only his land is public property and the homeowner is appealing the decision to remove the stairs and will be requesting an encroachment for a lot line adjustment. She stated that there seems to be trend and that staff believes that at a minimum it would be helpful for this Commission to look at what under parameters the Commission might consider giving up land and what should be expected in return. Commissioner Ruzicka asked how $100 a foot for the park land was arrived at. Discussion ensued on how exactly that cost was priced. Commissioner Lugar stated that he believed that $100 a foot was way too low and believed that park and public land is not comparable. Commissioner Ruzicka asked how it was arrived at being non - usable. Commissioner Brown asked what kind of exchange would staff be requesting Parks, Beaches & Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 4 Director Knight stated that in the original meetings with HVCA some suggestions that were made such as use of the newly expanded clubhouse for community -wide classes; the restrooms as proposed is really just a facelift versus renovation. A PowerPoint presentation was made by Ryan Smith representing the HVCA to propose a lot line adjustment that would allow a new clubhouse to be built and to better serve the community. He stated that the proposal is to enhance and ultimately maintain the small piece of land and would not only make it more attractive for the public but also to better serve the needs of the HVCA as well. He stated that they are looking to expand the clubhouse by about 50 %. The HVCA is requesting that the City transfer 3,356 sq it of park land that the Association feels is unusable and quite frankly inadequately maintained to the HVCA. He went on to say that the land is unusable because it is a soft tooth configuration and abuts the existing clubhouse and wedged in between a public sidewalk and restrooms. He stated that the condition of the land that currently sits on HVCA property but also City land is adequately maintained and that they feet that it really poses a hazard to the public and the community that come through that area and showed some examples of how that property looks today such as water pooling and poor drainage in places. Mr. Smith stated that they want to create a new clubhouse by straightening the lot line which will enable the HVCA to create a more functional facility for their use and as far as that there would only be an actual encroachment of 934 sq ft of land and that the balance would be used as open public use space. They stated that they would be using solar panels to heat and coot the clubhouse as well as the pool. He stated that the initial proposal was changed such as - upgrade the existing restrooms and add an ADA water fountain as well as a pet drinking fountain and install a new irrigation system and at[ new Landscaping in between the clubhouse the restrooms and the existing sidewalk and would maintain the landscaped area which is not kept up adequately now. He went on to say that on the NE corner is on their property but is accessible to the public and would upgrade the existing BBQ and a more permanent trellis to benefit their community as well as the public. He stated that the fixed costs using the $78 sq it would be the total cost obligation of the HVCA to $440,000. He stated that if you compare that to the equivalent land value of the City land you will see that there is a City benefit economically with respect to this. He urged approval of this request for the benefit of the HVCA as well as the City as well. Director Knight asked for some clarification of the tot line. Commissioner Ruzicka asked how anything could be extrapolated as far as costs are concerned 50 years in the future. Mr. Smith stated that he believed it was just an arbitrary number that was used to show comparison. Commissioner Allen asked Mr. Smith if he was on the Clubhouse Committee. Mr. Smith said yes. Commissioner Allen stated that she was curious and concerned because one of the letters in the packet from your committee to the HVCA stated that the meeting to present this is not scheduled for three more weeks. She stated that she would have like to see community support of this project and feels uncomfortable that they are asking for a decision before this meeting with the homeowners. Parks, Beaches 8 Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 5 Mr. Smith stated that she has a valid point but these plans have been show and there is some community support and a list of signatures was provided. Commissioner Allen stated that it seems that the Committee is asking the community to come on July 27`h and hear what you want to propose to the City. Commissioner Lugar stated that he is un- persuaded but noted that the concept is good but the plans do not show elevations and the trade outs are not comparable such as staff thoughts on a new restroom. Chair Garrett opened the item for public discussion Barney Peterson stated that he is a member of the Committee but noted that there must be a sub- committee to the committee because he has personally not seen this proposal and to be frank is a little taken aback. He noted that he believed that an appraisal would need to be done before a land swap could be done. He noted that there is no question that improvements need to be done but believes that this is premature until the entire HVCA has reviewed and voted on this issue and recommended that the Commission table the issue. Commissioner Lugar asked if there would be a homeowner assessment because of this. Mr. Peterson stated that of course that would happen and because the community at large does not know about this project and the costs this request should be tabled. Discussion ensued regarding actual fair market costs of the property. Mr. Smith stated that a community survey form had been sent to residents and that they had received 90% approving the need for a new clubhouse. Chair Garrett closed the item for public discussion Commissioner Lugar stated that it was unfair to ask people to approve a project without associated costs listed. Commissioner Allen suggested that the item be sent back to staff and that HVCA meet with the community. Discussion ensued regarding what would be needed from the Community and noted that staff had tasked the HVCA to show proof that public notices had been mailed and to provide minutes of the meeting. Director Harmon stated that he has some concerns regarding the utilities easement and would need to talk to Public Works. Commissioner Marston stated that she would like to see a plan from the HVCA where City park land would not be required. Chair Garrett stated that he would like to work with the HVCA to accomplish but more homework needs to be done. Parks, Beaches £t Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 6 Masum Azizi stated that he had me with utilities and that the plan shows that it is 15 feet back from the easement. Chair Garrett stated that he would like clarification from Utilities on this issue. He recommended that the committee retook at some of the ideas suggested by staff. Director Knight stated that this is not a staff request, but a request from the public. The Commission can elect to not make a decision with comments or continue the item to a future meeting when more information is received from the HVCA. She suggested to HVCA that they make sure that there is enough time to process their request before noticing the public and believes that it cannot come back until at least September. Motion by Commissioner Allen to continue the request for a tot line adjustment by HVCA it to a future meeting (no date certain). Motion carried by acclamation. 6. Reforestation Request. Superintendent Serreno stated that staff had received a 2d phase request from HVCA requesting the reforestation of 10 City parkway trees. He went on to say that the Association has met all requirements of the G -1 Policy and has assumed the full cost of the removal and replacement of the trees by submitting checks to pay for each removal and replacement. Discussion ensued regarding the intrinsic value of the tree and that the G -1 only requires the replacement of removal costs. Chair Garrett opened the item for public discussion; hearing none the public discussion was closed. Motion by Commissioner Allen to approve the request from HVCA to reforest 10 City parkway trees. Motion carried by acclamation. 7. Reforestation Request. Superintendent Serreno stated that the Harbor View Hills South Homeowners Association has submitted the attached Tree Reforestation Request form, pursuant to City Council Policy G -1, requesting the reforestation of 17 City parkway trees in front of their members' residence. He went on to say that this is the fifth phase of reforestation in the community; the first phase was completed in 1997, second reforestation in 1998, third phase in 2004, and the fourth phase was completed in 2005. He noted that the Association has met all requirements of the G -1 Policy and will fund the total cost of $4,862for the removal and replacement of the trees. Chair Garrett opened the item for public discussion: hearing none the public discussion was closed. Motion by Commissioner Allen to approve the request from Harbor View Hills South HOA to reforest 17 City parkway trees. Motion carried by acclamation. COMMITTEE REPORTS - Park Development - Commissioner Allen stated that a presentation on Newport Center Park will be presented to City Council on July 11, Recreation Activities - Director Knight stated that a joint use agreement might be needed for use the Mariners field and that some future discussions might include lights. Parks, Beaches £t Recreation Commission Regular Meeting July 5, 2006 - 7pm Page 7 Ad Hoc Committees Youth Sports - Director Knight stated that the next meeting was scheduled for June 21 at 5pm. Community Service Award - Nothing to report Budget - Nothing to report. FUTURE AGENDA ITEMS Bike Trails HVCA Lot Line Adjustment (when requested by HVCA) ADJOURNMENT- 8:29pm Submitted by: Teri Craig, Admin Ak stant