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HomeMy WebLinkAbout01/01/2011 - PB&R Commission`i ��n��s CrIY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting February 1, 2011 — 7Pm Convened 7:04pm ROLL CALL Present: Marie Marston, Chair Phillip Lugar, Vice Chair Tim Brown Ron Cole (arrived at 7. o7pm) Bill Garrett Kathy Hamilton Absent: Tom Anderson Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, General Services Director Teri Craig, Admin Asst DIRECTORS COMMENTS • Director Detweiler announced that CPRS has awarded the OASIS Senor Center Opening the Award of Excellence for Design and that staff will be attending the state conference in March to receive the award. She congratulated the entire project team as well as the community. She went on to say that the Fitness Center now has 1,235 members and noted that the Center is averaging about 18o participants daily, and hours were extended to meet the needs of the community. Director Detweiler stated that the Carroll Beek renovation is almost done and noted that a survey had been mailed to residents asking what type of classes they would like to see in the Center. A Grand Re- Opening Celebration will be held in May. • City Council Actions — Chair Marston reported that the Council had approved that the Ronald Reagan statue be placed somewhere in the City and asked that the Arts & PB &R Commission determine a possible location. She stated that she had asked Commissioner Hamilton to attend an Arts Commission meeting on Thursday of which Council Member Curry will be in attendance as well to discuss where it will be placed and asked the Commission if they had any thoughts on the matter. Discussion ensued regarding the scale, statue and location and that Chair Marston and Commissioner Hamilton would update the Commission at the next meeting. PUBLIC COMMENTS None. CONSENT CALENDAR 1. Minutes of the December 7, 2010 regular meeting. Reconmiendation: Waive reading ofsubject minutes, approve and orderfilel. 2. Removed by Commissioner Garrett 3. Recreation & Senior Services Activity Report. Rewnwwridation: Receive /file monthly ActivityReportfor activities and upcoming projects. 4. Bench Donation. Recommendation: Approve bench donation of Beth Miller to be located at Galaxy Yeu., Park. 2. Park & Operations Division Activity Report. Commissioner Garrett requested information regarding trash collection on the beach. Director Harmon stated that the City had solicited bids and that Rainbow had been selected to collect trash with their new sand colored containers from the Newport Pier to the River Jetty. Parks, Beaches & Recreation Commission February 1, 2011 Page 2 Motion by Commissioner Lugar to accept items 1 through 4 of the Consent Calendar. Motion carried by acclamation. NEW BUSINESS 5. City Council Policy G-1— Revision of Reforestation of City Trees. Director Harmon stated that staff supports forwarding a change to the policy regarding the minimum tree sixe from 24" box to 36" box trees to City Council. He stated that by using a 36" box trees that the tree is usually at least three feet taller and healthier. He also noted that the negative of this change would be the cost — from approximately $190 to $600. Discussion ensued regarding the reasons for reforestations and the failure rate noting that the more mature the tree the more chance the tree has of surviving. Commissioner Garrett stated that he could not support this change because of the cost factors. He suggested a senior citizen discount. Director Harmon stated that reforestations are usually for people that just do not like their tree. Commissioner Brown agreed that a request for reforestation is usually because the homeowner or HOA request that it be removed not because of tree failure. Chair Marston opened the public discussion, none the public discussion was closed. Motion by Commissioner Lugar to approve the change to Council Policy G -1. Motion fails due to lack of majority. Ayes: Cole, Lugar, Marston Noes: Brown, Garrett, Hamilton 6. Special Tree Removal. Director Hannon stated that staff is recommending approval of this Special Tree Removal request by Tom McAllister located adjacent to 1733 Candlestick Lane of a City Eucalyptus tree because of extensive private and public property damage and is diseased with Slime Flux. He noted that a replacement tree will be planted elsewhere in the community because of the location being near a sewer lateral. Discussion ensued regarding special tree designation and the definition. Chair Marston opened the public discussion; hearing none the public discussion was closed. Motion by Commissioner Lugar to approve the request for Special Tree Removal by Tom McAllister adjacent to 1733 Candlestick Lane. Motion carried by acclamation. 7. City Street Tree Designation. Director Harmon stated that staff had received a request to designate the King Palm as the designated tree from the Eucalyptus tree from property manager Bujor Boldea at 1728 Bedford Lane. He reminded the Commission that as time moves on it has become apparent that it is a good idea to have more than one tree designated so that homeowners have more than one choice. This particular tree has outgrown its growth space and is beginning to cause significant damage in the neighborhood. He went on to say that staff is not recommending that the entire street be reforested and that staff is not removing healthy trees and that is not the intent of the action tonight. Director Harmon stated that there is one tree and possibly others that are failing and will need to be replaced and that it would be better to have a different tree. Parks, Beaches & Recreation Commission February 1, 2011 Page 3 Chair Marston opened the public discussion Victoria Weston asked what was the plan for the failing trees. Director Harmon stated that there is at least one tree that is failing and will be removed and replaced with the King Palm; if approved by the Commission tonight. He also noted that there are other trees in the neighborhood and could be replaced as well. He stated again that healthy trees will not be replaced. Chair Marston closed the public discussion Commissioner Garrett stated that he believes that the King Palm will have the same problems in the future. Motion by Commissioner Lugar to approve the King Palm as the designated tree on Bedford Lane. Motion carried by acclamation. COMMITTEE REPORTS — Parks — Nothing to report RSS — Nothing to report. Budget — Nothing to report Community Service Award — Nothing to report. Youth S torts — Nothing to report AD-Hoc — Marina Park — Nothing to report. Artificial Turf— Nothing to report. FUTURE AGENDA ITEMS • Pirates Cove Lighting • Castaways Parks widening of downhill trail — Director Harmon stated that an information report would be presented to the Commission noting that the bike bath had been restriped. He commented that when they were first put down that some of the neighboring residents called to inquire about the work that had been done. But since then no complaints to the Operations Division have been received. ADJOURNED Ca? 7:59P Submitted by:� Teri Craig, AdmiWAssistant CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting March 1, 2011 — 7pm Convened 7:01pm ROLL CALL Present: Marie Marston, Chair Phillip Lugar, Vice Chair Tom Anderson Tim Brown Ron Cole (arrived at 7: o6pm) Kathy Hamilton Absent: Bill Garrett Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, General Services Director Sean Levin, Recreation Superintendent Teri Craig, Admin. Asst Director Detweiler stated that Commissioners should have received the spring Navigator and thanked Marketing Specialist Sarah Boulton and Department Assistant Sonia V llalvazo as well as all other staff that worked on the brochure for making it such an excellent document. She also stated that Commissioner's should have received an email from the City Attorney's office regarding Ethics Training requiring those that have not been to the training within the last two years to sign up with the City Attorney's office. She commented that staff had been meeting with the Mayor and some community members regarding a 4th of July Celebration on the Peninsula that would be held around Channel Place Park. • City Council Actions — Director Detweiler stated that Council determined that the Reagan statue would be placed at Castaways Park with exact location to be jointly recommended by the PB &R & Arts Commission Ad Hoc Committee to the City Manager. Also that the City Manager will process an RFP for an artist and with the Arts Commission help to select an artist. PUBLIC COMMENTS None. CONSENT CALENDAR 1. Minutes of the February 1, 2oi1 regular meeting. Recommendation: Waive reading of subject minutes, approve and order filed. 2. Parks & Operations Division Activity Report Recommendation: Receive /file monthly Activity Reportfor activities and upcoming Projects. 3. Recreation & Senior Services Activity Report. Recommendation: Receive /file monthly Activity Report for activities and upcoming projects. 4. Bench Donation. Recommendation: Approve bench donation of Patricia Kingsley to be located at Galaxy View Park. Motion by Commissioner Brown to accept items 1 through 4 of the Consent Calendar. Motion carried by acclamation. Parks, Beaches & Recreation Commission March 1, 2011 Page 2 5. Youth Sports Commission (YSC) Field Allocation Fees. Superintendent Levin reviewed the changes to the Youth Sports Commission Field Use Policy & Fees noting that the Ad Hoc Youth Sports Liaison — Commissioner Anderson and staff had met with the Youth Sports Commission (YSC) to discuss field maintenance costs and it was agreed that the YSC would increase their allocation to the City to $io per player per season. Discussion ensued regarding field maintenance costs. Commissioner Brown asked if the fees were received in -kind or in cash. Superintendent Levin stated that most YSC groups have paid in cash but that there have been times when they have partnered with the City. Director Harmon stated that his budget has been greatly reduced and that these funds from the YSC Commission help keep the fields maintained. Commissioner Anderson stated that through the guidance of Superintendent Levin that these groups now feel a sense of pride and feel that they are part of a committee with excellent communication. Chair Marston opened the public discussion Lance Bell, Newport Harbor Baseball stated that he opposes the fee increase because it will likely require him to raise his registration fee. Mark Arblaster, Newport-Mesa Soccer Club stated that the idea of home fields was brilliant and that they are currently providing approximately $10,00o a year towards field maintenance which is well in excess of what the proposed fees would bring in. He stated that for now these fees are fair. Chair Marston closed the public discussion Discussion ensued regarding costs for the fields and the need to look at the fee structure on an annual basis because of economic upturn. Superintendent Levin stated that the YSC revisits the Procedure each year. Director Detweiler stated that an annual report regarding field improvements and the funds can be provided to the Youth Sports Commission and if there are issues it can certainly be brought back to the PB &R Commission to revisit the fees. Motion by Commissioner Brown to approve the addition of section XVIII — Fees to the Field Allocation & Use Procedure as recommended. Motion carried by acclamation. Motion by Commissioner Brown that the Field Allocation & Use Procedure continue to be reviewed on an annual basis and that the financial information be made available to the Youth Sports Commission at that time. If any modification of the fees be necessary that it would be forwarded to the PB &R Commission for their review. Motion carried by acclamation. 6. Reforestation Request. Director Harmon stated that staff is recommending consideration for approval of the reforestation request of four City parkway trees for General Manager Bujor Boldea for property owner Steve Olson of Olson Multifamily Communities at 1069 Buckingham Lane, 1601 -1701 and 1728 Bedford Lane. Director Harmon also stated that the property owner has agreed to incur the costs of the removal of the four parkway trees and the installation of 12 additional Palm Trees on Bedford Lane. He went on to say that 15 property owners were petitioned in accordance with the City Council G -1 Policy. Parks, Beaches & Recreation Commission March 1, 2011 Page 3 Discussion ensued regarding reforestation and the definition. Chair Marston opened the public discussion: hearing none the public discussion was closed. Motion by Commissioner Brown to approve the reforestation of four City parkway trees and the replacement of 12 Palm Trees with all costs covered by property owner Steve Olson at io69 Buckingham Lane, 1601 -1701 and 1728 Bedford Lane. Motion carried by acclamation. COMMITTEE REPORTS — Parks — Nothing to report RSS — Nothing to report. Budget — Nothing to report Community Service Award — Nothing to report. Youth Sports — Nothing to report AD-Hoc — Marina Park —Chair Marston stated that she would be replacing Commission Garrett on this committee and would attend future meetings. Artificial Turf— Nothing to report. — Reagan Statue Placement — Chair Marston appointed herself & Commissioners Lugar and Cole to the committee. FUTURE AGENDA rrEMS • Pirates Cove Lighting • Update on Sunset Ridge & Marina Park ADJOURNED (& m. S9pm — next meeting will be April g (a 6pm Submitted by: Teri Craig, Adn. 1 Assistant CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting Apr115, 2011— 6pm Convened 6:oipm ROLL CALL Present: Marie Marston, Chair Tim Brown Ron Cole Kathy Hamilton Absent: Tom Anderson Phil Lugar Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, Municipal Operations Director Sean Levin, Recreation Superintendent Sonia Villalvazo, Department Asst DIRECTORS COMMENTS • Director Detweiler stated that the City received the Award of Excellence for Facility Design for the OASIS Project from CPRS and competed against facilities within the state and came out number one. She went on to remind the Commission that the City Youth Track Meet will be held at CdM High School on April 8. She also announced that the Summer Camp Brochure has been mailed to all Newport Beach residents and registration for the CdM 5k has begun and will be held on June 4. Director Detweiler noted that on April 7 the Ronald Reagan Ad Hoc Committee is getting together with the City Manager to discuss placement of the statue. • Director Harmon stated that the beige beach containers are now being used citywide and staff has received many compliments on the containers, specifically that trash is not being blown around or carried off by the birds due to the lids. • City Council Actions — None PUBLIC COMMENTS None. CONSENT CALENDAR 1. Minutes of the March 1, 2011 regular meeting. Recommendation: Waive reading of subject minutes, approve and orderfded. 2. Park & Operations Division Activity Report. Rernmmendafim Receive /file monthly Activity Reportfor activities and upcomingprojects. 3. Recreation & Senior Services Activity Report. Remnunendaiiaru Receive /file monthlyAdivity Reportforactivities and upeomingprajects. 4. Time Change for PB &R Commission Meetings. Reconanendatim Approve PB&R Commission meeting time be changedfrom 7pm to 6pm based on direction receivedf om Commissioners at the March 2021 meeting. 5. Item pulled by staff. 6. Bench Donation. Recotumendation: Approve bench donation ofMichaeI Moffitt to be located at Penninsula Park 7. Reforestation Request. Recommendation: Approve reforestation requestfrom Harbor View Hills South HomeewnersAssceiation ofone City Brazilian Pepper parkway treefrom 3721 Inlet Isle Drive. Motion by Commissioner Brown to accept items 1, 2, 3 4, 6 and 7 of the Consent Calendar. Motion carried by acclamation. Parks, Beaches & Recreation Commission April 5, 2ou Page 2 5. Tree Donation — Director Harmon noted that should the Commission approve this tree donation the plaque would read In Recognition of Arthur C Wahlstedt Jr. which is in compliance with Council Policy B -17 and not what the family requested: In Honor of DAD Arthur C. Wahhstedt Jr. Also a reminder that the Commission had approved about a year or so ago that no new trees be planted at Castaways Park but to be clear that this is a replacement tree. Motion by Commissioner Brown to accept the donation of one California Sycamore by Julie Wahlstedt to be located at Castaways Park. Motion carried by acclamation. NEW / CONTINUED BUSINESS 8. Tree Removal Request. Director Harmon stated that staff received a request from Mr. & Mrs. Chambers property owners at 2407 Holly Lane to remove a ficus tree which has caused significant problems with the sewer system and the underground utilities for that property. The Chambers have also expressed concern that the roots of the ficus tree will cause significant to a new driveway and walkway and that the fruit from the tree may cause damage to the automobiles. He went on to say that the Chambers have filed a report with a claim to the City to have the tree removed because of damage. He noted that it is not real clear in reading their application that they have incurred in excess of $5000 in damage or that they have a quote for that work. But to address the claim staff did hire an outside arborist to look at the tree and the potential for damage that it may have. Director Harmon reported that this has been the direction from the Commission in the past to hire an outside arborist for a third party to look at the tree. He reported that staff hired Mr. Jensen an arborist that the City has used before and that he made some significant findings regarding that tree and there are two that he would like to bring to the attention of the Commission. Director Harmon stated that the first was that Certified Arborist Jensen determined that the tree is not a healthy specimen of a ficus tree and that 70% of the tree roots have been removed to accommodate infrastructure improvements; curb and gutter and new driveway.. Director Harmon stated that the tree is very large and that 70% of the roots are a very significant reduction to the stability of the tree. He went on to say that Mr. Jensen in all fairness does go on to say that with a certain amount of care that possibly those roots could continue to grow and that the tree could become healthy again. Director Harmon reports that staff recommends that the Commission approve the removal of the tree based on Mr. Jensen's report. Chair Marston noted that staff has two conflicting arborist determinations by one saying that the tree is healthy and the other stating that it is not healthy. Director Harmon stated that this was correct as the staff arborist felt that there are aspects they do agree with Mr. Jensenregarding the color of the leaves and that the branches are not of the size that comparable trees in the area. He went on to say that staff feels that the tree can still be qualified as a healthy tree. He stated that there is no disagreement on the loss of roots for that tree and that is the concern that staff has. Chair Marston stated that there are several trees on that street of the same type and appear to be the same size and wondered if this was the only one that has had problems. Director Harmon stated that he does not have the records of the other trees on that street but that this tree has certainly caused issues with this property. Commissioner Brown stated that it is safe to assume that the homeowner wants the tree removed. Chair Marston stated that it looks to be their next door neighbor's tree. Director Harmon stated that it appears to be right on the property line. Commissioner Hamilton asked if there was a stability problem with the tree. Parks, Beaches & Recreation Commission April g, 2011 Page 3 Director Harmon stated you just really never know with trees but a 70% root structure for a heavy tree with a large canopy which means its prone to the wind moving it around. Staff's concerned with the significant loss of roots. Commissioner Garrett stated that his position in the past on these types of trees are clear and that there is no doubt that it is a beautiful tree and why anyone would want it removed; however it probably is in the wrong spot as many of our trees are and would support having the tree removed. He went on to say that his big concern is the safety issue and that if the roots continue to be cut because of the sewer intrusion then that tree will be weakened and if there is another big storm then this could become an issue and so would support removing it. Chair Marston opened the public discussion. James Devling of Holly Lane and two doors down from the tree stated that two years ago he appeared before the Commission requesting that the tree in front of his house be removed. He went on to say that he does not doubt that these roots are intruding on his neighbor's door as they are extremely invasive; he stated it is very emotional when you are having sewer backups. Mr. Devling stated that when he was here the Commission denied his request and he had a 15 year track record of problems with the tree. He noted that he worked with John Conway and a root barrier was placed and a sewer lateral and quite frankly the Commission's decision was correct. He stated that he was wrong and noted that he believes that the Commission is being misled from this report in that Mr. Conway has determined that the tree is a healthy tree and that if you look at the tree you would see that the tree is nowhere near the sewer lateral of the people requesting the removal and he is not debating that it is not effecting it but is not on top of it and it is immediately next to the driveway of the neighbor to the right at 2415 and that the address that the people are asking that the tree be removed is the next one over. He stated that they did not remove any big roots for the construction of the people that are requesting the removal and that it is way to the right of their house. He noted that they may have removed some small roots but if you look at these trees the roots are very big at the surface in that this is a long way away from their driveway as it is on the other side of the lot. Mr. Devling reiterated that the Commission is being misled and that the notice that the neighbors received stated that the meeting would be at 7Pm so believes that the people that live in the house where the tree is in front were given the wrong time as well and stated that he is quite certain that they would not want the tree removed. Chair Marston asked if he was talking about 2415 Holly Lane. Mr. Devling stated that yes and that this tree did have some history about 15 years ago as the City put a root barrier in on the north west side immediately and replaced the driveway apron adjacent to the tree and does not believe that there have been any problems since then as far as he is aware and so believes that this 7o year old tree should not be removed without looking at or replacing the sewer lateral is just ridiculous. Chair Marston closed the Dublic discussion. Chair Marston stated that she did go out to the property and had the same confusion because it appears that the next door neighbor is asking that it be removed with the driveway. Motion by Commissioner Brown that the tree removal request from Mr. & Mrs. Chambers be tabled until the next month and re -notify the effected property owners. Motion carried by acclamation. 9. Newport Theatre Arts Center Digital Sign Request. Superintendent Levin stated that staff had received a letter from Rae & Stan Cohen who have been running the theater on a volunteer basis since 1987 requesting that the existing illuminated marquee sign be changed to a digital sign with changeable copy. He went on to say that these types of signs are not allowed per the Municipal Code without City Council approval. He went on to say that staff is requesting that the PB &R Commission forward a request for the exemption to the City Parks, Beaches & Recreation Commission April 5, 2011 Page 4 Council for their approval. He noted that 145 residents within 500 feet of the theater were notified and no comments were received. Discussion ensued regarding the type of light display. Associate Planner Janet Brown discussed that the zoning code prohibits animated signs and some of the reasoning of prohibiting it is that it can cause distractions to motorists. Director Detweiler confirmed that this would not be a scrolling sign but rather static and remain the same throughout the day. Superintendent Levin stated that it would display the show name, the dates /times and the phone number for ticket information. Chair Marston opened the public discussion; hearing none the discussion was closed. Motion by Commissioner Harrison to forward the request an exemption of the provisions of Section 20.42.050 of the Newport Beach Municipal Code to the City Council to replace the existing illuminated marquee sign at the Newport Theatre Arts Center to a digital sign with changeable copy. Motion carried by acclamation. COMMITTEE REPORTS — Parks — Superintendent Levin stated that the Public Works Department received the confirmation letter from Coastal Commission regarding Sunset Ridge Park and will hear the issue within six months; and Marina Park has the State Lands issue pending and then that application should be deemed complete and a hearing date should be set with the Coastal Commission. He reminded the Commission that they can obtain up to date information on the City website under projects. Director Detweiler stated that the changes that have been made to the Marina Park project have provided more usable space for classes. RSS — Nothing to report. Budget — Nothing to report. Community Service Award —Superintendent Levin stated that he has an application that he will forward to the Committee. Youth Sports —Nothing to report AD-Hoc — Marina Park — Nothing to Report. Artificial TurjF Nothing to report. — Reagan Statue Placement — Pending a recommendation from PBR FUTURE AGENDA UEMS • Discussion ensued regarding Blackball — Chair Marston asked staff to provide information to the Commission regarding blackball regulations on the beachfront. ADJOURNED Cad 6:4opm Submitted by: 1 Teri Craig, Admin AOENnt CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting June 21, 2011— 6pm Convened 6:o1pm ROLL CALL Present: Marie Marston, Chair Tom Anderson Tim Brown Ron Cole Bill Garrett Kathy Hamilton Phil Lugar Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, Municipal Operations Director Sean Levin, Recreation Superintendent Teri Craig, Admin Assistant %- mam1ur 11 I arrLyL% -r 1iyyi-ymu- rresenLauun TU VyalcrpUlU Wncx11Cu D7uxuarum Superintendent Levin stated that this award had been given to many individuals but none more so than Coach Ted Bandaruk who has been working for and with the City since the 196o's and introduced Recreation Supervisor Leu who provided a brief background. He noted that Coach Ted has been involved since 1966 where he coached Flag Football for the City and then moved onto water polo when the Marian Bergeson Aquatic Center was opened. Coach Ted has become a community icon with his philosophy that everybody plays. Chair Marston presented the award with the Commission's congratulations to Coach Ted Bandaruk. Coach Ted thanked the Commission for this award as well as all the families in attendance. DIRECTORS COMMENTS • Director Detweiler announced that the Carroll Beek renovation was completed and hosted a barbeque on May loth at the facility with close to 500 people in attendance. Staff worked very closely with the Balboa Island Improvement Association and new instructors were at the event to preview their classes. Staff will continue to offer classes that are of interest to that community. She went on to state that the Summer Navigator is out and with a flurry of activities in the front office and the CdM 5k with 225 participants went off without a bitch as always and congratulated staff and the CdM Chamber for a great job. Director Detweiler also noted that Chair Marston helped out at the awards stage. She also asked that the Commission note the statistics included in the staff report regarding the Fitness Center and now has over 1800 members and the rentals have increased as well. Director Detweiler stated that there were several documents at each Commissioners seat advertising the 4t" of July parade at West Newport and Mariners and reminded them to let staff know if they would be attending. • Director Harmon stated that he wanted to mention the behind the scenes work that the Operations Division does and specifically the 4+h of July — the crews begin at gam that morning for street closures and litter abatement and noted that these guys are not often seen but wanted to make sure that they are recognized for their work with Recreation and the Police Departments. • City Council Actions — None PUBLIC COMMENT S Gary McCardle stated that he is aware that the Holly Lane tree removal is no longer being discussed by the PB&R Commission but wanted to make them aware that he and many of his neighbors would like to see the tree saved. CONSENT CALENDAR 1. Minutes of theApril 5, eon regular meeting. Recom7eendation: Waiue reading of subject minutes, approve andorderfded. Parks, Beaches & Recreation Commission June 21, 2011 Page 2 2. Park & Operations Division Activity Report. Recatmnendation: Receive /file monthlyActiuity Reportfor activities and upcomingpm*ts. 3. Recreation & Senior Services Activity Report Remrrmtendation; Ree'eiveffile monthlyActivity Reportfor adimbes and upromingproj ects. 4. Bench Donation. R €commendation: Approve bench donation of Beth Farrell to be located at Galaxy Ytetu Park. 5. Reforestation Request. Recommenda[ion: Approve reforestation requestfrom Iruine Terrace Community AS ociation of two 0 t Ttpu Pepp er parkway trees from 2000Althura Drive. Motion by Commissioner Brown to accept items 1 through 5 of the Consent Calendar. Motion carried by acclamation. NEW / CONTINUED BUSINESS 6. Rules & Regulations for Parks, Park Facilities and Beaches. Director Detweiler stated this item requests review of multiple amendments to Chapter 11.04 pertaining to use of parks, facilities and beaches and requested a recommendation be forwarded to the City Council for their final approval. She noted that Chapter 11.04 was last reviewed in 2004 and staff is now recommending several updates to ensure effective programming and management of facilities. Director Detweiler reviewed the amendments, some general language clean -up, inclusion of definitions for beaches, instructional activity and smoking and the addition of prohibitive conduct to include smoking in the parks which was recommended by EQAC and forwarded to City Council who directed staff to examine the issue. She reviewed some additional changes with the Commission and asked that 11.04.08o Prohibitive Conduct; delete or other public property and F. delete the addition of or remote controlled device as staff believes that it will be covered under I that refers to unsafe activities. She noted that recommendations to City Council will include a first and second reading and with changes becoming effective 30 days thereafter. She reminded the Commission that staff received two correspondences regarding this item and were placed at each Commissioners seat. Chair Marston asked for the reasons behind these changes. Director Detweiler stated that some language needed to be updated; adding no smoking in the parks and strengthening language regarding necessary agreements for those wishing to teach recreational activities in the parks and at the beach for monetary gain. She also stated that beaches were added as staff programs recreational classes on the beach. Commissioner Garrett questioned agreements being required for all commercial activities and the cost to permit out park space being restrictive and problematic. Discussion ensued regarding the process for obtaining agreements with the City for fee based instructional activity and the fee structure for reserving parks and facilities were meant to minimize commercialization of public facilities. Commissioner Brown stated that the problem arises when personal trainers are making money on public property without remuneration to the City. Commissioner Anderson stated as far as using the parks for personal gain he witnesses this with his involvement in youth sports and how it creates conflicts. Frequently permitted users who are paying fees for use of the park will notice a guy out in the field using their goals with kids and come to find out they are charging them $75 an hour and never contribute to the maintenance of the fields and have no insurance in place like the youth organizations and club teams that reserve the fields for their use. He went on to say these permitted youth groups end up policing themselves as they have paid for the use of the field and are upset that they are Parks, Beaches & Recreation Commission June 21, 2o11 Page 3 following the rules and these rougue groups don't they have to pay a dime. He explained that it is good to have the rules in place and because their use is for financial gain they should have to pay the same fees to the City to help maintain facilities. Commissioner Anderson asked if the correspondence that was received would be forwarded to the City Council as part of the staff report. Director Detweiler stated yes. Discussion ensued regarding the use of the beach by large groups such as AA, their non -profit status and not being a commercial activity. Chair Marston opened the public discussion. Dan Purcell stated that he would encourage the Commission to support this ordinance. He noted seeing personal trainers at the beach one day with one person and the next with three people, money is exchanging hands, the extra traffic it brings, and parking. He went on to say that these changes in the ordinance will provide some teeth to get some of these rogue, trainers under control and that of course it will require residents to observe and be participants in the enforcement. Mr. Purcell stated that he does not appreciate people commercializing the beach or parks and again urged the Commission to forward these changes to Council for approval. Chair Marston closed the public discussion. Motion by Commissioner Brown that the omnibus changes of Chapter 11.04 of the Newport Beach Municipal Code approved as presented and forward to City Council for their approval and first reading. Motion carried by acclamation. 7. Reforestation Request. Director Harmon stated that staff requests that the Commission consider for approval the reforestation request of Mr. Jon W. Myers, property owner at 321 Anade Avenue. He stated that Mr. Myers was required to obtain 16 signatures in favor of the reforestation request of which 22 were obtained and noted that he has complied with the requirements of Policy G4, and has agreed to assume the full costs of the removal and replacement of the two 24" City trees. Discussion ensued regarding the 24" box tree versus the 36" box tree. Chair Marston opened the public discussion. Jim Maloney stated that he is a neighbor and is probably in the minority but is concerned that by getting rid of these big and beautiful trees that their street will become more concrete like the Peninsula with not enough mature trees. Jon Myers stated that the tree is indeed beautiful and it is a shame that they cannot be place in another location but the tree is too big for the space and believes that the Water Gum is a better fit. Chair Marston closed the public discussion. Commissioner Lugar asked the homeowner if he would be willing to put in a 36" box tree. Director Harmon stated that he is uncomfortable with this discussion and noted that the applicant if following the G -1 Policy and that if the Commission would like to readdress that section of the policy that it should be discussed at a future meeting. Chair Marston stated that the Commission will treat this request with the G -1 policy as written. Motion by Commissioner Brown that approve the reforestation of two City parkway trees with all costs covered by property owner Jon Myers at 321 Anade Avenue. Motion carried by acclamation. Parks, Beaches & Recreation Commission June 21, 2011 Page 4 8. City Street Tree Designation. Director Harmon asked the Commission to consider the request to designate the King Palm Tree as the designated street tree on Buckingham. Director Harmon stated this helps with the uniformity of trees on a street, trimming schedules are the same and most people like the uniform look of the same tree throughout the street. He noted that the Commission will forward this request for a Street Tree Designation for approval by the City Council. He noted that this one is a little unusual as this request was made by a resident but reminded the Commission that they approved a reforestation in March by this same resident for Bedford Lane. He noted that this property owner who owns many multi - family complexes on Buckingham wishes to carry that theme of the King Palm onto Buckingham to have uniformity on those two streets. He stated that this is not asking for a reforestation but simply a street tree re- designation to the King Palm but the property owner could request a reforestation at a future meeting. Chair Marston opened public discussion: hearing none the discussion was closed. Motion by Comtnissioner Hamilton to approve the City Street Tree re- designation to the King Palm for Buckingham Lane requested by Boldea Bujor, Property Manager at 1728 Bedford Lane. Motion Carried by acclamation. COMMITTEE REPORTS - Parks - Nothing to report. RSS - Nothing to report Budget - Nothing to report. Community ServiceAward - Discussed above. Youth Sports - Nothing to report FUTURE AGENDA ITEMS • G -1 Policy specifically the size of the replacement tree from 24" box to a 36 ADJOURNED Cad 7:2Spm Submitted by: Teri Craig, Admin A sistant CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting August 2,2011— 6pm Convened 6:otpm ROLL CALL Present: Marie Marston, Chair Phil Lugar, Vice Chair Tom Anderson Ron Cole Roy Englebrecht Kathy Hamilton Jack Tingley Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, Municipal Operations Director Sean Levin, Recreation Superintendent Teri Craig, Admin Assistant r 1lLS7L` iV 1H11VIV 1 V V U lliV11V li l:V1Vi1Ylli.71V1V ri14i - 111R DrOWn OL Dni %Yarl'cLL Director Detweiler stated that both outgoing commissioners were unable to attend tonight but thanked them both for their years of service and commented that they would be missed and hoped that they would continue their public service in another venue. Chair Marston also thanked both Commissioners and noted that she had looked to both of them as a mentor through her tenure; especially Commissioner Brown teaching her the Roberts Rules of Orders. Vice Chair Lugar thanked them as well and noted that he had learned from them both and that he looks forward to Bill Garrett representing the Peninsula. Commissioner Hamilton echoed her thanks as well and noted that they would be missed. Commissioner Anderson stated that both commissioners provided a great example of leadership in the community and that Newport Beach is a better place because of them. ELECTION OF OFFICERS Chair Marston opened the nominations for Chair for FY 2011/12. Motion by Chair Marston to nominate Commissioner Lugar as Chair. Hearing no other nominations, Chair Marston closed the nominations for Chair. Motion was carried by acclamation. Chair Marston opened the nominations for Vice Chair for FY 2011/12. Motion by Commissioner Anderson to nominate Commissioner Hamilton as Vice Chair. Hearing no other nominations, Chair Marston closed the nominations for Vice Chair. Motion was carried by acclamation. Parks, Beaches & Recreation Commission August 2, 2011 Page 2 Va+ci111YV Vl' 1Yli YY liV1Yl1Yl1rJV1V1 \Gl4l — 1 Uy t•+1l lGUl "GlA1L QLJA\:1L AU� Y Commissioner Englebrecht provided a brief background including that he had served as a PB &R Commission in the past and is a fight promoter and looks forward to working with staff. Commissioner Tingley stated that he owns BeachSports a company that run youth camps in Orange and LA County and that he has many years of experience with non -profit organizations and has worked for many years with the LA County Beach Commission; he also commented that he is excited about the appointment and is looking forward to providing some expertise and input. Director Detweiler provided a brief update on the 4th of July and noted that the two events were very successful. The event at Mariners Park had 3000 people in attendance and for the fast time an event was held at Channel Place Park with l000 people in attendance. She noted that the community and staff were overwhelmed with what a positive event the Peninsula family celebration turned out to be. She continued that there was a tremendous amount of collaboartion and it could not have been possible without the community, Recreation and Senior Services staff, the Municipal Operations Department, the Police and Fire Departments or the City Manager's office. Director Harmon commented that as far as litter, vandalism and graffiti that this 4th of July was probably the quietest year and that he bases this comment on July 5 when staff begins the clean up from the e of July. City Council Actions — None PUBLIC CONIIVIENTS None CONSENT CALENDAR i. Pulled by Director Detweiter Recommendation: Waive reading of subject minutes, approve and orderfiled. 2. Park & Operations Division Activity Report. Recommendation: Receive /file monthly Activity Report for activities and upcoming projects. 3. Recreation & Senior Services Activity Report. Recommendation: Receive/fde monthly Activity Reportfor activities and upcoming projects. 4. Bench Donation. Recommendation: Approve bench donation of Gail McGowan & Lindsey Adey to be located at Begonia Park. 5. Bench Donation. Recommendation: Approve bench donation of Janice Boals to be located at Begonia Park. 6. Bench Donation. Recommendation: Approve bench donation of Newport Beach Rotary Club to be located at Irvine Terrace Park. Chair Lugar opened the public discussion. Yergin Frolic stated that he lives on Begonia and is here to discuss item 5. He stated that he is one of five residents that sits right along Begonia Park and noted that there are already several benches and that two of them sit directly in front of his house. He noted that there used to be one to the right of his house towards the ocean as well and is concerned why the City would install another bench when they had already removed one which had been used and the placement of this bench could cause some injuries to those that use the park for Frisbee and such. Director Harmon stated that Janice Boals is donating the bench and noted that Mr. Frolic is correct that people use the park but the bench would be installed closer to the sidewalk and should not be in the way of Parks, Beaches & Recreation Commission August 2, 2011 Page 3 those using the park. He also noted that item 4 is being donated by Gail McGowan and Lisa Addy and that bench will be located next to an existing bench. He reviewed the steps to donate a bench and that staff discusses possible locations with the donors. He noted that these two donations will be the last two installed at Begonia Park. Director Harmon stated that he would meet with Mr. Frolic to discuss the missing bench at Begonia Park but tonight would not be able to answer why it was removed. Commissioner Englebrecht asked that bench aesthetics, design and donations be added to a future agenda. Discussion ensued regarding bench designs and designs specific to the community. Motion by Commissioner Marston to accept items 2 through 6 of the Consent Calendar. Motion carried by acclamation. 1. Minutes of the June 21, 2011 regular meeting. Director Detweiler stated that she had a minor change to the minutes under item 6 from public comments on page 3 as follows: "Dan Purcell stated that he would encourage the Commission to support this ordinance. He noted that he has observed personal trainers" Motion by Chair Lugar to approve item i as amended of the Consent Calendar. Motion carried by acclamation. NEW / CONTINUED BUSINESS 7. Newport Mesa Soccer Club (NMSC) Request for Temporary Lights at Bonita Canyon Sports Park Field (BCSP) #5. Superintendent Levin stated that NMSC is requesting for the 5c' year in a row to use temporary lights at field #5 at BCSP. He stated that the use of these lights is during daylight savings time from October 3 — November 25, 2o11 and January 9 — March 9, 2012 from dusk to 7:45Pm, weekdays only. He went on to remind the Commission that there is a shortage of lit fields in the City and that 952 notices were sent out; no comments were received from the public. Chair Lugar opened the public discussion: hearing none the public discussion was closed Motion by Commissioner Englebrecht to approve the use of temporary lights by Newport Mesa Soccer Club at Bonita Canyon Sports Park field #5 from October 3 — November 25, 2o11 and January 9 — March 9, 2012 from dusk to 7:45pm, weekdays only. Motion carried by acclamation. 8. City Council Policy G-1 Revision Director Harmon gave a brief overview of the G -1 Policy specifically regarding the removal or replacement of City trees. He stated that at the February 2011 Commission meeting the attached staff report was prepared to support a revision to the G -1 Policy to require residents and HOA's that replace removed trees with a larger 36" box tree; a change from the current policy which requires a 24" box tree. He reminded the Commission that there is definite difference in the size and look of the tree but that the actual expense is substantially higher. He went on to say that the motion failed due to a lack of a majority; and at the June Commission meeting Commission Lugar requested that it be agendized again for further discussion. He noted that the main reason that the motion did not pass in February was because of the higher cost. Discussion ensued regarding reforestations, redevelopment options and fees associated with the removal and replacement of trees. Chair Lugar opened the nublic discussion: hearing none the public discussion was closed. Motion by Commissioner Englebrecht to recommend that staff forward the PB &R Commissions recommendation to the City Council to revise the G-1 Policy to require that residents and HOA's replace trees with a larger 36" box tree from the current 24" box tree. Motion carried by acclamation. Parks, Beaches & Recreation Commission August 2, 2011 Page 4 COMMITTEE REPORTS — Parks — Nothing to report. Commissioner Anderson volunteered to be added to the committee along with Commissioners Lugar & Marston. RSS — Nothing to report. Budget — Nothing to report. Chair Lugar appointed Commissioners Marston & TYngley to the committee to serve along with himself. Communes Seruice Award — Nothing to report. Commissioner Englebrecht volunteered to serve along with Commissioners Cole & Hamilton. Youth Sports — Nothing to report. Commissioner Englebrecht volunteered to serve with Commissioner Anderson. FUTURE AGENDA ITEMS Commissioner Hamilton commented on the number of benches and size at Lookout Point. Commissioner Englebrecht asked that a report on the design and cost of benches within the City be agendized. Discussion ensued regarding the authority to remove or relocate benches. ADJOURNED 0 6:.r; Submitted by: Teri Craig, Adm Assistant CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting October 4, eon — 6pm Convened 6:oipm ROLL CALL Present: Phil Lugar, Chair Tom Anderson Ron Cole Roy Englebrecht Kathy Hamilton Jack Tingley Absent: Marie Marston Staff: Laura Detweiler, Recreation & Senior Services Director Mark Harmon, Municipal Operations Director Sean Levin, Recreation Superintendent Teri Craig, Admin Assistant DIRECTORS COMMEN'T'S Director Detweiler — None Director Harmon stated that he would provide an oral report with no action necessary on the removal of the trees on Irvine Blvd later in the meeting. City Council Actions — None PUBLIC COMMENTS Jayme Starr inquired about the Park Patrol program and role at Big Corona and a decreased presence since the program began many years ago. Director Detweiler stated that when the Park Patrol program originated it was to be the ambassador to the City's sports fields and did not include the beach front; but as time went on it became apparent that the program would be beneficial to expand their presence to Corona del Mar State Beach. Over the last two summers the City has had dedicated staff on the beach from Friday through Monday and has actually increased its presence at CDM State Beach. The Activity report included in tonight's agenda provides information related to the number of public contacts Park Patrol made over the summer. Commissioner Englebrecht commented that Park Patrol is not there for crime prevention but rather make sure that the public using the fields for games are properly permitted. He went on to say that the Park Patrol is a tremendous addition to our City and that we are lucky to have them. Commissioner Hamilton commented that maybe the reason the Park Patrol is not quite as visible on the bluff top is because they are actually out on the beach. CONSENT CALENDAR 1. Minutes ofAugust 2, 2ou regular meeting. Recommendation: Waive reading of subject minutes, approve and orderfiled. 2. Pulled by a member of the audience. 3. Recreation & Senior Services Activity Report. Recommendation: Receive /file monthly Activity Reportfor activities and upcoming projects. 4. Pulled by Commissioner Tingley 5. Pulled by Director Harmon Parks, Beaches & Recreation Commission October 4, 2011 Page 2 Motion by Chair Lugar to accept items 1 and 3 of the Consent Calendar. Motion carried by acclamation. 2. Park & Operations Division Activity Report. Dan Purcell asked three questions — (1) the cost of graffitti removal and how the new contractor is working out; (2) clarification on beach area refuse versus the debris and why it was so much more this year then last year; and finally (3) why is the gutter mile numbers swept so much less this year then last. He commented that the City is doing an excellent job of taking care of the graffiti and commended Jim Auger for his work and that contractor is good at removing without damaging but noted that he was concerned that in the long term if the contractor needs a little extra money; what steps are taken to prevent an interest of confluence. Mr Purcell stated that he lives on Ocean Blvd and that most on his block are very clean and take care of their streets and for a couple of months he even picked up trash and disposed of it and took note of the type or trash and stated sweeping once a week is just not enough and requested additional street sweeping specifically during the summer and on the weekends. Director Harmon thanked Mr. Purcell for his complements of Mr. Auger and agreed that he does do a great job. Regarding street sweeping he reported that every single residential street is swept once per week and noted that might not be enough in some very conjested areas like Ocean Blvd and would be glad to look at it but commented that any additional sweeping would require additional funding. In regards to beach area refuse he stated that that there are two different categories — one is for beach trash which are from the containers on the beach and included the piers and the trash containers on the boardwalk and agrees that there has been significant increase in trash. He stated that the other type of beach debris is seaweed and driftwood that are picked up from the scrapers. Director Harmon stated that the street sweeping was contracted out about a year ago and staff has received many great comments from residents. The reason for the reduction of curb mileage is that when the contractor came on board the routes were adjusted, i.e. PCH used to be swept five days a week and now has been cut down to one time a week and no complaints have been recevied. He went on to say in years past staff tracked curb miles by looking at the odometer when they left the yard and when they returned. He agreed that it was not the most accurate method but we we did not have GPS systems. This contractor has a very sophisticated GPS system and their curb mile swept begins when that gutter broom hits the ground and stops when the block ends and so the number that is seen here is an accurate count of curb miles swept. Staff is actually able to confirm to the public what time the street sweeper actually hit their street. He noted that there are two approaches for graffiti — when there is offensive or vulgar language and the contractor cannot get to it immediately then staff is used but that the contractor is used more because of the reduction of staff. Director Harmon commented that the graffiti contractor is required to take a picture of the graffiti at the sight before cleaning; the real reason for the picture is not to really track his costs but rather provide the pictures to the Police Department for their data base and if the graffiti artist is caught then the City can take them to court. Commissioner Hamilton asked how successful the graffiti program is with the Police and the recoup of costs. Director Harmon stated that he would have to attain that information from the PD. Chair Lugar opened the Dublic discussion: hearing none the public discussion was closed. 4. Dog Nuisance Dispense Donation. Commissioner Tingley asked whether dogs were allowed on the bay side since that is where the donation will be located. He asked if the purpose was for clean-up. Director Harmon stated yes. He stated that the dispensers are used for clean up and that the HOA is donating for the future Marina Park area as well. Director Harmon stated that the doggie bag stations really do help with clean -up. Chair Lugar opened the public discussion; hearing none the public discussion was closed. 5. Reforestation Request. Director Harmon stated that he wanted to be clear on exactly what the Harbor View Hills South Homeowners Association is doing. He stated that there are a total of n trees that they have applied for removal and replaced; two of those trees are Carrotwoods on Keel and Outrigger Drive and those two trees will be replaced with Magnolia trees at those sites. There are also Parks, Beaches & Recreation Commission October 4, 2011 Page 3 nine Brazillian Pepper trees that are in a general shared area and those nine will be removed because of view issues and will be replanted within the Association. Staff recommends approval. Chair Lugar opened the public discussion, hearing none the public discussion was closed. Motion by Commissioner Englebrecht to approve items 2, 4 and 5 of the Consent Calendar. Motion carried by acclamation. NEW / CONTINUED BUSINESS 6. Reforestation Request. Director Harmon stated that staff has received a request for reforestation of one City street tree from Tiffany Klarin as 1500 Sylvia Lane. He stated that all requirements have been met but staff is requesting that this item be tabled until staff is able to discuss the issue further with the homeowner and contractor to see if something can be worked out in order to save the tree. Chair Lugar opened the public discussion Michael Klarin stated that the roots from this tree have caused three fences to deteriorate. He noted that their contractor believes that just moving the fence will not solve the situation and that the tree should be removed. Director Harmon asked the homeowner to give staff just a little more time to see if they can save this 30- 40 year old tree possibly by root pruning or a root barrier and would defer to the arborist regarding the recommendation and that this item would be brought back to the Commission. Chair Lugar closed the public discussion Motion by Chair Lugar to table the Reforestation Request of 'Tiffany & Michael Klarin at 1500 Sylvia Lane until November to provide staff additional time to work out an acceptable agreement with the homeowner. Motion carried by the following vote: Ayes: Cole, Englebrecht, Lugar, Hamilton, Tingley Abstain: Anderson Absent: Marston 7. Appointment of Beach Fire Rings Sub - Committee. Director Detweiler stated that the City Council has requested the Parks, Beaches & Recreation Commission review issues related to the City's beach fire rings and examine options to remedy these concerns. Fire rings are located on the beach in two areas including Corona del Mar (27 fire rings) and the Balboa Pier area (33 fire rings). She stated that issues are related but not limited to health hazards and safety in regards to the hot ash that remains in the fire rings as well as curfew issues. She asked that the Commission designate three members to the sub- committee. The sub - committee will meet at a later date and would be publicly noticed and open to the public to attend and make comment. Following those meetings the sub - committee will bring back a recommendation to the full Commission on how to remedy those issues. Commissioner Lugar appointed Vice Chair Hamilton as the Chair and Commissioners Anderson and Marston. Chair Lugar opened the public discussion Barb Peters stated that she lives on Breakers Drive and that she believed the posted signs that stated that that the beach would be closed after lopm when they moved in about 14 years ago. She noted that over the years she has seen and heard everything from church events to stabbings to people leaping over the fires during the Persian New Year. She stated that she personally has called the police literally hundreds of times after lopm as late night fire ring fans arrive or return after the gate has been closed. Parks, Beaches & Recreation Commission October 4, 2011 Page 4 Chair Lugar stopped Ms. Peters and noted that the Commission really wants to hear her comments and concerns but that review of the Fire Rings is not before them at this time and that these comments should be made to the sub - committee when they meet. Ms Peters stated ok and confirmed there would be additional opportunity for public comment. Chair Lugar asked Ms. Peters to work with Commissioner Hamilton and to get her comments to her. Commissioner Englebrecht asked if there was a deadline for this committee to return to the Commission with their report. Chair Lugar stated that there is not a specific date from the Council. He commented that possibly there could be progress report at the November meeting. Commissioner Englebrecht stated that the Council is asking for some pretty drastic recommendations and are asking for options to remedy the concerns listed in the staff report. He noted that these fire rings are an icon of the City and is one of the reasons that many people come to this City and that this should not be taken lightly and believes that this issue could be one of the most important issues that this Sub - Committee and Commission has ever had to deal with. Chair Lugar closed the public discussion Motion by Chair Lugar to appoint Commissioner Hamilton as Chair and Commissioners Anderson and Marston to the Beach Fire Rings Sub - Committee. Motion carried by the following vote: Ayes: Anderson, Cole, Englebrecht, Hamilton, Lugar, Noes: Tingley Absent: Marston Director Harmon stated that he wanted to provide information to the Commission regarding the Irvine Avenue tree removal. He began by saying that he is aware that the Commissioner's received a letter from City Manager Kiff on the details of why the decision was made to remove the trees. He stated that there are two projects that staff is actively engaged in. The first project is the Irvine Avenue medians and noted that there are seven medians between West Cliff and 17th and Dover where the Blue Gum Eucalyptus trees were located and there were approximately 104 trees. He stated that those trees were planted as a hedgerow to block the wind for agricultural fields which a long time ago protected fields. These trees were planted because they are an incredibly fast growing species and were planted right next to each other. He noted that the problem was that these 104 trees had basically grown together. He stated that on September 2oth the decision was made to remove the all the trees and on September list, WCA was given the go ahead and the trees were removed on Wednesday. WCA did an incredible job with minimal interruption to Irvine Blvd. He went on to say that staff is now challenged with landscaping those medians and have committed to working with Newport Beach residents and the City of Costa Mesa. He stated that the property line between Costa Mesa and Newport Beach is right down the middle of the median. He noted that there is an agreement with the City of Costa Mesa and Newport Beach that puts the responsibility for maintenance to Newport Beach. So staff now has the job of re- landscaping those seven medians and possibly enhancing them. He stated that the first step is for staff to meet with Costa Mesa and that they will come back with options and different designs to the Commission. He stated again that this will be a very public project. The second project is the review of the other 250+ Blue Gum Eucalyptus trees that remain in the City. He stated that the City has contracted with a private party arborist to work with the two City arborists to evaluate every one of those trees. Commissioner Tingley stated that it looks like there is one stump left and will it go away. Parks, Beaches & Recreation Commission October 4, 2011 Page 5 Director Harmon stated that he will look into it and will talk to staff about it. Commissioner Tingley stated that the Mariners School staff asked the Commissioner to say that the safety efforts that were taken to take down those trees to make sure that those kids were safe brought tears to their eyes and that is was amazing to see and were quite complimentary and now the kids can cross the street with full view access. Chair Lugar thanked Director Harmon and his staff for their response. He noted that he totally understood why the trees needed to come down and was it more structural then disease and asked if that was the right road in his assumption. And if it was diseased did the arborist do anything or was there a pathology report done. Director Harmon stated that the tree that failed on September 1.5 and that stump was removed and locked away at the GS yard so that testing could be done by a third party. He stated that staff sent a sample to a soil and root lab and they also visited the GS yard the next day and took their own sample. He commented that they are scheduled to have that report next week. Commissioner Anderson stated that he wanted to go on record and that he has lived in that neighborhood near Irvine Avenue since 1988 and has raised his children on Priscilla, and the reaction that he received from his neighbors was far different than those of Commissioner Tingley. He received lots of anger, questioning Monday morning quarterbacking and that his only response to these people is that he did not have any information. He asked if Costa Mesa was even notified before the trees came down and wonders who will cover the cost for the replenishment of the trees. He stated that he looks forward to planning something that looks nice for those entering Newport Beach off Irvine Avenue. Commissioner Anderson stated that maybe this is an opportunity to put our best foot forward. COMMITTEE REPORTS — Parks — Nothing to report. Commissioner Anderson asked about Coastal Commission regarding Sunset Ridge. Director Detweiler stated that the application to develop Sunset Ridge Park is with the Coastal Commission and their staff just recently issued a recommendation to deny the application. She went on to say that the City has asked that hearing on this issue be delayed until November. She stated that the public has an opportunity to comment during public comments at the Coastal Commission meeting that will be held in Huntington Beach on October 5 -9. She stated that when the actual item has been agendized staff will inform the Commission of the date and location. She also noted that there will be City representation at the Huntington Beach meeting as well. Commissioner Anderson asked about the repaving of the bike paths at Castaways. Director Harmon stated that there were some complaints about the striping and would need to talk to Public Works regarding the outcome. Chair Lugar stated that he has received some concerns from people about the to speed racers on the bike paths and that the signs are too small for them to see. Director Harmon stated that he could invite Public Works to discuss this issue at a future meeting. RSS — Nothing to report. Budget — Nothing to report. Community ServiceAward — Nothing to report. Superintendent Levin stated that he would send the application and information to the committee. Youth Sports — Nothing to report. FUTURE AGENDA ITEMS Castaways Park striping. Parks, Beaches & Recreation Commission October 4, 2011 Page 6 Commissioner Englebrecht stated that he still wants to see the park bench design. Director Detweiler stated that staff does keep a running tally of items requested. Director Harmon stated that this item has not been forgotten but asked that the Commission remember that this last month has not been normal and that a bench donation request will not be brought forward until a Bench Design report has been provided to the Commission. ADJOURNED (a) 7 :22�m Submitted by: Teri Craig, Adnj Assistant CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting November i, 2oi1— 6pm Convened 6:oipm ROLL CALL Present: Phil Lugar, Chair Tom Anderson Ron Cole Roy Englebrecht Kathy Hamilton Marie Marston Jack Tingley Staff: Laura Detweiler, Recreation & Senior Services Director Mark Hannon, Municipal Operations Director Sean Levin, Recreation Superintendent Teri Craig, Admin. Assistant DIRECTORS COMMENTS Director Detweiler stated that the automation of the lights at the sports fields had been completed and will allow staff to program schedules via the computer no longer requiring field visits for programming. She went on to update the Commission on the enrichment classes being provided at Newport Elementary and Mariners Schools and are being run by Recreation Contract Instructors. She also reported that staff had held a Shelter Exercise at West Newport Community Center with volunteers. She stated that staff is charged with providing shelter in the case of a disaster. She went on to say that different scenarios were played out and provided excellent training exercises for staff. City Council Actions - Director Harmon stated the City Council approved the change in Council Policy G -1 regarding reforestation tree size replacement from the 24 inch box to the 36 inch box tree. PUBLIC COMMENTS Jim Moser commented on public comment at the previous meeting and encouraged the Commission to provide adequate opportunities for this in the future . He also commented on the City Attorney's blocking of the release of recent reports of the health and safety of the City's trees. CONSENTCALENDAR i. Pulled by Director Detweiler 2. Parks & Operation Division Activity Report. Recommendation: Receive /file monthly Activity Reportfor activities and upcoming projects. 3. Recreation & Senior Services Activity Report. Recommendation: Receive /file monthly Activity Reportfor activities and upcoming projects. i. Minutes of October 4, 2o11 regular meeting. Director Detweiler stated that the minutes needed to be amended on page 3 as follows as Commissioner Marston was absent from that meeting: From: Motion by Commissioner Marston to approve items 2, 4 & 5 of the Consent Calendar... To: Motion by Commissioner Englebrecht to approve items 2, 4 & 5 of the Consent Calendar... Motion by Commissioner Marston to accept items 2 and 3 and amend item 1 as discussed above of the Consent Calendar. Motion carried by acclamation. Parks, Beaches & Recreation Commission November 1, 2011 Page 2 NEW / CONTINUED BUSINESS 4. Special Tree Removal Request. Director Harmon provided a PowerPoint presentation on the Blue Gum trees on Holiday Road stating that staff recommends that the Commission approve the removal of eighteen (18) Blue Gum Eucalyptus (BGE) Trees located on the 22oo block of Holiday Road. He went on to discuss the the tree report and reviewed the ANSI (American National Standards Institute, Inc.) A3oo Tree Risk Assessment. He stated that the 18 BGE trees located on the 220o block of Holiday Road were evaluated in October, and 14 of these trees received a risk assessment rating of HIGH RISK. The remaining four trees scored in the MODERATE RISK category. He stated that staff is recommending removal of all 18 trees due to the fact that given the "windrow" method of planting these trees (planting as close to each other as possible to deflect wind) removing one tree may impact the health/root structure of surrounding trees. Director Harmon stated that with the Commission's approval, staff will schedule the immediate removal of these trees. Notices will be mailed to impacted residents and posted on the trees. He stated that this recommendation is consistent with the work on 0' Avenue and is consistent with the findings of the trees on Irvine Avenue and will be consistent as staff continues this process. Chair Lugar asked where the four trees were that were listed at Moderate Risk. Director Harmon stated that the trees were not just in front of one home. He went on to say that the tree that failed on 4th Avenue was rated a 9 the day before it failed and so when reviewing the health of the trees staff believes that that any tree that scores moderate and above then staff will recommend removal. He stated that the reason these trees were listed at a moderate risk is because they tended to be back away from hardscape, sidewalk or curb and gutter street. Chair Lugar asked if these trees were part of a windrow. Director Harmon stated that these trees were certainly planted for that purpose but because of the other factors that have been looked at the arborists cannot ensure safety of those trees. Commissioner Englebrecht stated that he went out to Holiday Road and asked Director Harmon if there are other options that can be done besides removing them and trying to keep them and lower the risk factor. Director Harmon stated that he and his staff try to save trees and one of the things that we asked not only the contract arborist but our staff arborists to look at was what could be done to mitigate the risk;. such as reduce the size of the canopy and would that take the wind element out of it; possibly removing some of the branches; but the opinion of the three arborists was that reducing the canopy will not reduce the risk factor of these trees and reminded the Commission that these are old trees and infrastructure has been built around them. Commissioner Tingley asked if these trees are on City property. Director Harmon stated yes and that staff does not work on private property trees; however staff has received many calls to come out and assess private trees which staff does not do. Discussion ensued regarding property damage and safety while trees are removed. Director Harmon stated that they have a professional crew and are very careful. Homeowners are noticed; but again the City will not replace improvements made by homeowners on the City right of way. Director Harmon noted that they will make it presentable until a new tree has been planted in its place. Homeowners can process a claim for loss with the City with the City Clerk. Parks, Beaches & Recreation Commission November 1, 2011 Page 3 Commissioner Anderson stated that Director Harmon did not mention the fact that when these trees were planted in a hedgerow that if the trees are moved then the risk for the other trees to fall rise and stated that this observation helped him understand the reasoning for the trees being removed on Irvine Avenue. Director Harmon stated that these trees were planted very close together and that their root system were intertwined and thus becomes a domino effect and that the integrity from the neighboring trees are greatly impacted. Chair Lugar thanked staff for their excellent work and due diligence. Chair Lugar opened the public comments Dave Hayes stated that he is a 61 year resident and commented that he appreciates the work that is being done here. He noted that he has made calls to Laguna and Lake Forest who also have hundreds of the Blue Gum trees and that nothing is being done. He stated that the City has now removed over 104 trees on Irvine and noted that he has been driving up and down that street for over 61 years and has never felt at peril. He asked for a copy of the arborist report. Chair Lugar thanked him for his comments and noted that it is a very emotional issue and that the City is very concerned about life, limb and property. Mark Birney stated that he lives on Holiday Road and that his house is surrounded by four to five Blue Gum trees and believes that this decision process is terribly reactive to what has happened. He commented that further consideration is needed as to whether or not these trees should be removed. Carol Rogers lives on Holiday Road and believes that the City is rushing to judgment to take down these trees. She commented that this is an emotional issue and that the removal of these trees will also impacts property values. She asked the City to really look at other options and wondered why this has to be decided tonight because they do not feel that there is an imminent danger. Dennis Holland stated he has lived in the Holiday Road neighborhood for over 50 years and that he saw the base of the tree on Irvine Avenue and that the roots were rotten and not sealed. He wondered if the trees on 4th Avenue were sealed. He asked if the structure test x -ray could be done. Greg Crandall stated that he lives on Holiday Road with two trees in front of his house and that he wants to make sure that everything is done to confirm that removing these trees is the right decision. Jenna Birney lives on Holiday Road stated that they are new to the street and that she had five of these trees in front of her house. She urged the Commission not make the decision tonight and to make sure that they have looked at all options. She commented that even with a replacement tree it will take years for those trees to even compare, if ever, and that her yard will never be the same. Chair Lugar closed the public comments Director Harmon made the following comments after hearing the public comments: • Removing these trees is a hard decision but is a harder decision not to do anything and run that risk — he stated that this is not a risk that he can recommend. • It may seem like a fast process but that the Holiday Road removal has been a much slower process. If the decision is made to remove the trees then the removal will not begin until the week of November 14th. • He cannot speak to what other cities are doing but has been contacted by several cities that are looking at their tree inventory specifically windrow trees. . • He would be interested in speaking with Mr. Holland regarding the x -ray of tree roots Parks, Beaches & Recreation Commission November r, 2011 Page 4 • There are no know solutions to prolong the trees to make them healthier or try to develop a better root structure or to mitigate the risk factor. • The City does commit to replace these trees quickly. Chair Lugar thanked the audience for their comments and questions. Commissioner Cole asked what the process was for the tree selection. Director Harmon stated that there is a Council Tree Policy where there are designated trees for specific neighborhoods. He stated that in the past staff has not deviated from that. However in the past year staff has worked with the Commission to provide some diversity in the neighborhoods so that there is not just one tree to select from. He noted that the arborists' will come up with two -to three types of trees to choose from based on growth patterns, space, infrastructure and speed of growth. Once these trees have been selected then they will contact the resident and provide a choice. Commissioner Marston noted that considering all the public comment was in favor of keeping the trees was there was some kind of contract that could be written up releasing the City of liability if the homeowner wanted to keep the tree. Director Harmon stated this was a question for the City Attorney but that he could not in good faith personally make that recommendation based on the evaluations that were done. Commissioner Anderson commented that he was very critical of the removal of the trees on Irvine Blvd. but has since been educated regarding the rationale and that it was not one but three arborists that recommended the removal. He asked everyone to remember that these trees were planted specifically as a windrow on a farm and stated that these trees are not worth another human life. Motion by Commissioner Anderson to approve the removal of the Blue Gum Eucalyptus trees on Holiday Road. Commissioner Tingley suggested that a pre and post meeting with the homeowners be set to provide more information. Commissioner Englebrecht stated that this decision should not be rushed that the residents are not saying do not cut down these trees but rather asking for more time to assess them. He stated it would help them feel that everything has been done to save the trees. Director Harmon stated that he stands behind the arborist's decision to remove the trees. Motion fails by the following vote: Ayes: Anderson, Hamilton, Lugar Noes: Cole, Englebrecht, Marston, Tingley Director Harmon requested that Item 6 be discussed out of order as it has to do with the re- landscaping, reforestation of Irvine Avenue and that there might be some residents that would be interested in that discussion. Parks, Beaches & Recreation Commission November 1, 2011 Page 5 6. Schedule a Joint Meeting with the City of Costa Mesa Parks & Recreation Commission. Director Harmon stated that this Joint meeting will be to discuss the re- landscaping and reforesting of Irvine Avenue. He stated that the trees were removed several weeks ago and staff from both cities have been working together to discuss this issue and to that end a landscape architect contractor has been hired to work with both cities to come up with a design plan on what we would like to see the medians look like. He will have these plans complete so that they can be presented at this joint meeting. So it would be helpful to have both Commissions to review these ideas and receive public input. Director Harmon asked that the Commission approve the scheduling of a joint meeting to be held on December '7 at 7Pm at the Costa Mesa City Hall Conference Room. Chair Lugar Vened the public discussion; hearing none the public discussion was closed. Motion by Chair Lugar to approve the scheduling of the Joint Meeting with the City of Costa Mesa Parks & Recreation Commission and the City of Newport Beach Parks, Beaches & Recreation Commission on December 7, 2011, 7Pm at the City of Costa Mesa City Hall. Motion carried by acclamation. 5. Bench Donation Process Report. Director Harmon provided a report on the types of benches used around the City and the donation process to the Commission. Commissioner Englebrecht asked how long does a name remain on the bench. Director Harmon stated that there was not an official time limit for the donation. He suggested that a committee be appointed to review the types of benches. Chair Lugar opened the public discussion, none the public discussion was closed. Chair Lugar appointed an Ad Hoc Bench Committee comprised of Commissioners Englebrecht, Cole and Hamilton. The Committee was charged with reviewing the types of benches used; rules and policy for donation and locations and return with some recommendation to the Commission. 7. Reforestation Request. Director Harmon reminded the Commission they had tabled the reforestation request of one City street tree from Tiffany Klarin as 1500 Sylvia Lane to provide staff with more time to discuss other options. He stated after meeting with the Klarins onsite that staff recommends that the reforestation request be denied as there are options that the homeowner can take to complete their project, such as moving the fence. He stated that the Marins do not agree with staffs recommendation. Director Harmon stated that he and three arborists explained to the homeowners about other options that could be taken and their reasoning for keeping the tree. Commissioner Englebrecht stated that he believed that the homeowner was frustrated because they had been led to believe that this request would not be a problem as long as the proper paperwork was completed and that the tree would be removed so that their remodel of the driveway could be completed. Discussion ensued regarding procedures for removal and reforestation requests within the G -1 Policy. Chair Lugar opened the public discussion; hearing none the public discussion was closed. Motion by Commissioner Englebrecht to deny the reforestation request of Tiffany Klarin at 1500 Sylvia Lane. Motion carried by acclamation. Parks, Beaches & Recreation Commission November 1, zon Page 6 COMM=E REPORTS - Parks - Nothing to report. Director Detweiler stated that staff would be attending the Coastal Commission hearing regarding Sunset Ride Park and invited the Commission to join them and provide their support. RSS - Nothing to report. Chair Lugar appointed Commissioner T]ngley to replace Commissioner Anderson. Budget - Nothing to report. Community Service Award - Nothing to report. Youth Sports - Nothing to report. Ad Hoc Fire Rings - A tentative date of December 20 at .rtpm has been set. FUTURE AGENDA ITEM None ADJOURNED (a) 7: .q5pm Submitted by: -J— lA� LXA _ Teri Craig, Admin Ass Want THE CITY OF COSTA MESA PARKS & RECREATION COMMISSION AND CITY OF NEWPORT BEACH PARKS, BEACHES & RECREAITON COMMISSION JOINT SPECIAL MEETING December 7, 2011 The Parks and Recreation Commission of the City of Costa Mesa, California met for a joint special meeting at 7:00 p.m. on Wednesday, December 7, 2011, in the Council Chambers at City Hall, 77 Fair Drive, Costa Mesa, California. I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL Costa Mesa Chair Jeff R. Mathews Commissioners Present: Vice Chair Kim Pederson Commissioner Dean Abernathy Commissioner Ethan Temianka Commissioner Dan Vozenilek Newport Beach Chair Phil Lugar Commissioners Present: Vice Chair Kathy Hamilton Commissioner Tom Anderson Commissioner Roy Englebrecht Commissioner Marie Marston Commissioner Jack Tingley Commissioners Absent: Commissioner Ron Cole Costa Mesa Peter Naghavi, Interim Assistant Chief Executive Officer Officials Present: Ernesto Munoz, Interim Public Services Director Bart Mejia, Parks Project Manager Bruce A. Hartley, Maintenance Services Manager Newport Beach Mark Harmon, Municipal Operations Director Officials Present: Mike Pisani, Municipal Operations Deputy Director Laura Detweiler, Recreation & Senior Services Director Dan Sereno, Park & Trees Superintendent Teri Craig, Administrative Assistant IV. Jim Fitzpatrick Resident, Costa Mesa Mr. Fitzpatrick voiced his concerns to the Commissions. He believes that the tree replacement project should be in -kind. Mr. Fitzpatrick recommended thatthe Commissions consider the removal of poles and for each city to install a welcoming monument during the project. V. Irvine Avenue Median Relandscaoin Report presented by Mike Pisani and Harry Kobzeff of TCLA, Inc. Mark Harmon, Ernesto Munoz, and Dan Sereno were also present to answer questions by the Commissions. Discussion among Commissioner Roy Englebrecht, Mr. Pisani, and Mr. Kobzeff ensued on whether or not the African Tulip tree is available in a larger size, on the timeframe to complete the project, on the tree growth of the African Tulip tree, and on the length of time, within a year, that the African Tulip tree will be deciduous. Vice Chair Kathy Hamilton commented that she is pleased with the density of the low shrubs. Commissioner Marie Marston said that the design plans are nice. Discussion between Commissioner Marie Marston and Mr. Kobzeff took place on the root system of the palm tree, and on whether or not the palm tree would topple over should a vehicle hit the tree. Discussion between Commissioner Jack Tingley and Mr. Harmon occurred on the recommendation to install palm trees, and on the budget for this project. Commissioner Tom Anderson thanked staff for the report. He also provided pictures to the Commissions and staff in reference to the medians. Commissioner Tom Anderson stated that he would like to see tree species that are bigger, bolder, and majestic. Chair Phil Lugar stated that he is in favor of this design. He suggested that the landscape architect consider another tree species or another variety of the palm tree. Chair Phil Lugar said that it is a great design and compromise for the area as well as providing safe visibility for traffic. Discussion between Commissioner Dean Abernathy and Mr. Kobzeff ensued on the growth to full maturity of the palm trees and the African Tulip tree. Discussion between Vice Chair Kim Pederson and Mr. Kobzeff took place on whether or not all the current plantings will be removed before the project begins. Discussion between Commissioner Ethan Temianka and Mr. Harmon occurred on whether or not the poles will be removed during this project. Commissioner Ethan Temianka said that he likes the design. Discussion between Commission Ethan Temianka and Mr. Harmon ensued on the limited options offered in the report for the Commissions to choose from. Discussion between Commissioner Dan Vozenilek and Mr. Kobzeff took place on various types of tree droppings, and or whether or not the tree droppings will cause safety concerns. Discussion between Commissioner Dan Vozenilek and Mr. Harmon occurred on installing a more modem type of border, not the red stamp concrete. Public Comments: 1. Jim Fitzpatrick Resident, Costa Mesa Mr. Fitzpatrick addressed the Commissions. He recommended that the Commissions include the removal of the poles and to install a welcoming monument in the motion. 2. Milo Milo voiced his concerns to the Commissions. He suggested that the Commissions consider classic American trees as a tree replacement forthe medians. 3. Jim Mosher Resident, Newport Beach Mr. Mosher addressed the Commissions. He believes that the tree species selected for this project is not appropriate. Mr. Mosher suggested that the Commissions consider using the tree species that are on West Cliff Drive. Other Related Comments: 4. Brad Wade Resident, Costa Mesa Mr. Wade called in on December 2, 2011 at 1:35 p.m. He is against the recommendation of the design plan. 5. Charlie and Norma Roberts Residents, Costa Mesa Mr. and Mrs. Roberts e- mailed their comments on December 7, 2011 at 4:49 p.m. They recommended that the Commissions consider replanting young Eucalyptus Blue Gum trees in the medians instead of palm trees. 6. Bobbie Yates Resident, Costa Mesa and Newport Beach Ms. Yates called in on behalf of herself and 18 other residents on December 16, 2011 at 8:55 a.m. She suggested that the Commissions consider planting hibiscus for the medians. Discussion between Commissioner Tom Anderson and Mr. Harmon ensued on the status of the memorial at the site. Chair Phil Lugar stated that he likes the design and he will support it. Vice Chair Kim Pederson stated that he will not support replanting Eucalyptus trees, and that he likes the design. Vice Chair Kim Pederson thanked staff from Costa Mesa and Newport Beach for working together on this project. Discussion between Commissioner Dan Vozenilek and Mr. Munoz took place on the entry monument signage program. Commissioner Jack Tingley requested that staff provide more design plans for the Commissions to review. Motion made by Commissioner Jack Tingley, dies for a lack of second, to recommend City Council approve the proposed conceptual design with the following amendment: - To eliminate the palm trees Commissioner Tom Anderson said that he would prefer a majestic type of palm tree or to have other options available to choose from and not what was suggested. Motion made by Commissioner Tom Anderson, seconded by Chair Phil Lugar and carried six to zero, with Commissioner Ron Cole being absent, to recommend that the Newport Beach City Council accept the conceptual design plan as proposed by the Joint Commissions except for the option of palm trees, which will be presented to the City Council. Discussion between Commissioner Ethan Temianka and Mr. Kobzeff occurred on the palm tree selection process. Discussion between Vice Chair Kathy Hamilton and Mr. Sereno ensued on the care and maintenance of various types of palm tree species. Substitute motion made by Commissioner Dan Vozenilek, seconded by Chair Jeff R. Mathews to recommend that Newport Beach City Council accept the conceptual design plan as proposed with the following exceptions: - Several palm tree options - Various design choices for the stamp concrete Motion carried as follow: Ayes: Costa Mesa — Abernathy, Mathews, Pederson, Temianka, Vozenilek Newport Beach — Englebrecht, Hamilton, Lugar, Marston Nays: Newport Beach— Anderson, Tingley Absent: Newport Beach — Cole VI. ADJOURNMENT The meeting was adjourned at 8:28 p.m. to the next regular scheduled agenda review on Wednesday, January 25, 2012, at 5:15 p.m. in Conference Room 1A, followed by the Commission meeting at 6:00 p.m. in the Council Chambers. Submitted by: ERNESTO MUNOZ "� Interim Public Services Director