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HomeMy WebLinkAbout01 - Draft Minutes - 12-05-2006CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting December 5, 2006 - 7pm Convened 7:09pm ROLL CALL Present: Debra Allen Tim Brown Bill Garrett Phillip Lugar Marie Marston Cristine Trapp Absent: Greg Ruzicka Staff: Wes Morgan, RSS Director Mark Harmon, General Services Director Andrea McGuire, Recreation Superintendent Dan Sereno, Parks Et Tree Superintendent Teri Craig, Administrative Assistant A. Eagle Scout Ross Evans presented an overview of his project for Castaways Park which will include the plantings of 26 natives and informational markers which he hopes will encourage use of the park. B. Senior Services Manager Celeste Jardine -Haug stated that a needs assessment for a new senior center was completed with over 600 respondents. She noted that needs for the center included: gymnasium and exercise classes, wireless ports for computer use, therapeutic pool. She stated that the RFQ came in with 4 leading architects. She noted that they hope to select an architect to do conceptual drawings. Discussion ensued regarding how to get a copy of the survey and how to get involved. PUBLIC COMMENTS None CONSENT CALENDAR 1. Minutes of the October 3, 2006 regular meeting. Waive reading of subject minutes, approve as written and order filed. 2. Park and Operations Division Activity Report. Receive /file monthly Activity Report for activities and upcoming projects. 3. Recreation & Senior Services Activity Report. Receive /file monthly Activity Report for activities and upcoming projects. 4. Tree Donation Request. Approve donation of 36" box Black Oak tree by Patricia Courteau to be located at Castaways Park. 5. Item removed by Council Member Nichols 6. Picnic Table Donation Request. Approve donation of picnic table by Ms. Milton Bartick to be located at Peninsula Park. Motion by Commission Lugar to accept items 1.4 and 6 of the Consent Calendar. Motion carried by acclamation. 5. Tree Donation Request - Council Member Nichols stated that he had pulled this item because he believes that the Torrey Pine will grow to be too large for that area and is not an appropriate tee for that site. He urged the Commission to not approve the donation of the tree. Parks, Beaches & Recreation Commission Regular Meeting December 5, 2006 - 7pm Page 2 Director Harmon stated that there have been some view issues but that his Department is geared to make sure that these trees are appropriately trimmed. Superintendent Sereno stated that this tree would not grow any larger then the others and that it would take at least 30 years for it to reach 30 -40 feet in height. Commissioner Lugar asked Council Member Nichols if he had another recommendation. Council Member Nichols stated that these trees are in the view plane and that just lately they had been trimmed but that the neighbors are concerned that it will continue to be a problem. He also asserted that there really is not a need for any additional trees in that area. Director Harmon stated that they had looked at the trees and that for aesthetic reasons it was felt that planting a tree by the picnic tables would provide shade over time and committed his department to keep these trees out of the view plane. Discussion ensued regarding the need for another tree or additional types. Motion by Commission Allen to continue consent calendar item 5 to provide additional time for Commissioners to visit the area. Motion carried by acclamation. City Street Tree Designation Change. Superintendent Sereno stated that staff had received a request from Greg Olafson to change the designated City parkway street tree on the 409 -417 block of Dahlia Avenue, in Corona Del Mar, from the Purple Leaf Plum (Prunus C. 'Newport') to the Southern Magnolia (Magnolia grandiflora 'St. Mary'). He stated that this request would not replace any existing trees on Dahlia Avenue and that currently there are a variety of species in this small block which includes: three Purple Leaf Plum trees, three Liquidambars, one Eucalyptus, one Magnolia and two Ficus trees. He went on to say of the 5 trees listed; 2 are problem trees; another has problems with insects and the Plum is too small and noted that the Magnolia is the more appropriate street tree for the block. Chair Garret opened the public comments, seeing none, the public comments were closed. Motion by Commissioner Trapp to approve the street tree designation change on the 409 -417 block of Dahlia from the Purple Leaf Plum to the Southern Magnolia tree. Motion carried by acclamation. Tree Reforestation. Superintendent Sereno stated that Susan T. Daly had submitted a reforestation request in September 2006 where the Commission had requested that this reforestation request be placed on hold until Mrs. Daly could verify the Seawind Community Association's as either an active or inactive association. He went on to say that staff had attached the Seawind Community Association's October 26, 2006 Board of Directors meeting minutes which confirmed the association to be an active HOA. Therefore, Mrs. Daly has resubmitting the request, pursuant to City Council Policy G -1, requesting the reforestation of two City Ficus parkway trees adjacent to her residence. Chair Garret opened the public comments, seeing none, the public comments were closed. Motion by Chair Garrett to approve the reforestation request of two City Fichus parkway street trees adjacent to Susan Daly at 2245 Port Carlisle. Motion carried by acclamation Parks, Beaches Et Recreation Commission Regular Meeting December 5, 2006 - 7pm Page 3 9. Tree Removal Appeal. Superintendent Sereno stated that staff had received an appeal for removal of two City Magnolia parkway street trees located at 501 Fullerton Avenue. He noted that In September 2005 Mr. Budnick had contacted staff in regards to the uplifted and cracked walkway in the public right -of -way in front of his home and that City staff had ground down the uplifted section of the walkway and ramped the uplifted area with no formal claim being filed. He went on to say that in March 2006, the property owner again contacted City staff and filed a formal claim with the City to make repairs to the uplifted walkway. The City later reached a claim settlement with the property owner in the amount of $1,461.33 to install a new stamped concrete approach. As part of the claim, the property owner filed a request to remove the trees adjacent to the walkway. Staff inspected the area and found that the two City -owned Magnolia grandiflora (Southern Magnolia) trees located in the adjacent parkway did not meet the criteria for removal. He stated that In order to mitigate future concrete damage to this walkway, root pruning was conducted concurrently with the repair of the concrete approach and root barriers were installed on November 29, 2006. Discussion ensued regarding an encroachment permit. Director Harmon stated that he would need to check with Public Works. Commissioner Allen stated that since staff has taken steps to mitigate future damage that it would be prudent to wait to see if it becomes a problem again. Chair Garret opened the public comments Chris Budnick stated that he has had repeated damage as City staff had repaired damage in September 2005 but no appeal was filed and now again in March 2006. He urged the Commission to go ahead and replace the trees and he would cover the cost of replacement. Commissioner asked if root barriers had been installed. Superintendent Sereno stated that they had been installed on December 4. Director Harmon stated that he and his staff believe that the root barriers will work; but noted should it become a problem again that they will be replaced with City funds. Chair Garret closed the public comments Motion by Chair Garrett to deny the appeal for removal of two City Magnolia parkway street trees located at 501 Fullerton Avenue by Chris Budnick with the understanding that documentation regarding the installation of the root barriers will be forwarded to the homeowner and that should future problems arise that the trees will be removed with City funds. Motion carried by acclamation. 10. Request by Newport Harbor High School (NHHS) to hold a Surf Contest April 7 -8, 2007. Recreation Supervisor Matt Dingwall stated that a request for a waiver of City Council Policy B -8 had been submitted by NHHS to hold a surf contest April 7 -8, 2007. He noted that this surf contest is an annual fundraiser for NHHS and has been held at this location (56`" Street Beach) for 7 years without any problems or issues. Approximately 100 local students participate in this event. He went on to say that the reason for the waiver is because City Council Policy B -8 requires that all surf contests be scheduled at least 3 weeks apart. In this case, another surf contest has already Parks, Beaches & Recreation Commission Regular Meeting December 5, 2006 - 7pm Page 4 been approved and scheduled for April 21.22, 2007, which would make this request only two (2) weeks from the already scheduled contest; once approved this issue will go to City Council for their review. Motion by Chair Garrett to approve the request for waiver of City Council Policy B -8 for their approval for a surf contest to be held on April 7 -8, 2007. Motion carried by acclamation 11. Review /Discussion of Budget Amendment (BA) Request to City Council. Director Morgan stated that the Budget Committee had met last week to discuss this BA and that it had been a very productive meeting with the request that this issue come to the full Commission for their review prior to Council for their approval of a budget amendment to increase Revenue by $378,000 and Expenditures Accounts by $332,968. Recreation Manager Matt Lohr stated that contract classes are expected to grow by 38% in FY 2006/07 with increased enrollment in surf camps, specialty camps, sailing and pre- school programs. Staff could not have predicted such growth, and past years increases had been based on a 5% annual growth. The continued growth stems from the popularity of City summer program offerings, the great summer weather, as well as offering residents the opportunity to register in mid - February instead of May. Staff has also worked with local hotels, the Newport Beach Visitor & Conference Bureau, and stores to place the Summer Class and Camp Information in stores to give tourists an opportunity to participate. He went on to say that the majority of expenditures ($272,160) will cover the additional payments to contract instructors who provide the classes /camps. As programs increase in size, additional funding is needed to help off -set costs for additional facility maintenance and repair, mailing, office supplies, printing, and additional pages in the Newport Navigator and added that with the additional increase in customer service and supervision of the program, staff requests additional funding for part -time staffing which will include a part -time Recreation Clerk (providing customer service, registration, answering phones, and assisting customers with questions, etc.); part -time Senior Recreation Leader II to help with the auditing of increased classes /camps and the assistance with the preparation of the summer and seasonal programs. Manager Lohr stated that revenue projections reflect an additional increase of $378,000 in FY 2006107 budget. Director Morgan stated that the reality is that this trend should continue because of the summer programs and the additional revenue from Newport Coast. Chair Garrett stated that by partnering with well known companies that more visitors will want to come here for the summer. He stated that the Budget Committee fully supports this request for a Budget Amendment to City Council and thanked staff for meeting with them. Commissioner Lugar also thanked staff for their work and for meeting with the Budget Committee. Motion by Commissioner Allen to forward request for the Contract Classes Budget Amendment to City Council for their review and approval. Motion carried by acclamation. 12. Foundation Concept for Recreation £t Senior Services. Director Morgan stated that staff had compiled a list of foundations, booster clubs and support groups that raise funds for various programs within Newport Beach. Parks, Beaches & Recreation Commission Regular Meeting December 5, 2006 - 7pm Page 5 Commissioner Brown stated that he had asked staff to look into this because of some issues with the fundraising for Newport Center Park. He went on to say that there are three parks coming up and that funding support will be needed and request that staff do some additional investigation. Director Morgan suggested that discussion of support for these parks should take place with City Council when a joint meeting will be convened. Discussion ensued regarding fundraising and the need to discuss with Council. COMMITTEE REPORTS - 13. Appoint Member to Santa Ana River Vision Plan - Advisor Committee. Both Commissioners Trapp and Lugar expressed interest. 14. Appointment of PBftR Chair Garrett to the Memorial Committee. Director Morgan stated that the City Manager had requested that someone from the Commission represent the Commission on the 1/1 Memorial Committee. He stated that he had called Chair Garrett and he had volunteered to serve on the committee. Parks- Commissioner Allen stated that she hoped a meeting would be set in January or February after the Commission meets with Council. RSS- Nothing to report. Budget - Director Morgan stated that the committee would be convened before the March 7 meeting with the City Manager to discuss the budget. AD - Hoc —Youth Sports Liaison - Director Morgan stated that Commissioner Ruzicka would not be able to attend the next meeting and asked if another commissioner could attend. Commissioner Brown stated that he would. — Community Services Award - Superintendent McGuire stated that staff had received a submission from the OASIS Travel Group and that with the ad in the Daily Pilot that they hoped to have an additional submission for review. — Facility Inspections - Commissioner Marston stated that it had been a good exercise and asked what happens when comments are turned in regarding paint chipping, etc. Director Harmon stated that these issues are forwarded to parks staff for completion. DIRECTOR'S COMMENTS - Director Morgan reminded the Commission that Winter Wonderland will be held at Bonita Creek Park on December 9 and hoped that they would be able to come. He also noted that a letter had been received from Costa Mesa Parks ft Recreation Commissioner Wendy Leece and asked if staff should prepare a letter for the Chair's signature. Chair Garrett stated yes and that it could be emailed to him for his review. Director Harmon - nothing to report. FUTURE AGENDA ITEMS The following are new or ongoing items to be discussed: • Fire pit discussion on safety and to regulate what is burned • Discussion of possible implementation of Parks Et Rec Foundation. ADJOURNMENT. 8:50pm Submitted by: Teri Craig, Admin Assistant