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HomeMy WebLinkAbout5A - Draft Minutes - 06/05/2012Y" CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting June 5, 2012 — 6pm 1) CALL MEETING TO ORDER — 6:02 p.m. 2) ROLL CALL Present: Phil Lugar, Chair Kathy Hamilton, Vice Chair Tom Anderson Ron Cole Marie Marston Jack Tingley Absent: Roy Englebrecht Staff: Laura Detweiler, Recreation and Senior Services Director Mark Harmon, Municipal Operations Director Sean Levin, Recreation Superintendent Teri Craig, Recreation Administrative Assistant 3) NOTICE TO THE PUBLIC 4) CONSENT CALENDAR item jA A. Minutes of the May 1, 2012 regular meeting. Recommendation: Waive reading of subject minutes, approve and order filed. B. Item pulled by Director Harmon C. Recreation & Seniors Services Activity Report. Recommendation: Receive /file monthly Activity Reportfor activities and upcoming projects. Motion by Commissioner Marston to accept items 4A and 4C. Motion carried by acclamation B. Parks & Operations Division Activity Report — Director Harmon referenced an article within the Activity Report regarding the Arbor Day celebration and noted an omission acknowledging Vice Chair Kathy Hamilton attendance at the event. Director Harmon expressed his appreciation. Motion by Chair Lugar to accept Item 4B. Motion carried by acclamation. 5) CURRENT BUSINESS A. Special Tree Removal —19o1 Glenwood Lane - Municipal Operations Director Harmon stated that they had received a request to remove the Special Tree — Lemon Scented Gum at 19ol Glenwood Lane because the tree has uplifted the sidewalk on more than one occasion. He noted that the tree could not be further pruned without possible tree failure and should the City repave the sidewalk the tree would have to be removed. Commissioner Anderson stated he has knowledge of the specific house and noted the picture doesn t tell the whole story. He added that the house had a semi - circular driveway and the people who bought the house removed it and constructed another driveway. He questioned why the City would approve a new driveway over a root structure. Director Harmon agreed that the existing driveway should not have been approved. He referenced that there is a "protect in place" standard and reported that this permit was processed through the Public Works Department to install the driveway and at the time was not coordinated with General Services. He ti Parks, Beaches & Recreation Commission June 5, 2012 Page 2 was unsure if the standard was applied in this case and if the problem wouldn't have occurred if the driveway had not been built. He pointed out that the roots are going across the sidewalk and that the improvement of which staff is concerned is the sidewalk and the possibility of related safety hazards. Director Harmon noted that asphalt ramping is a temporary fix and that after inspection of the roots, concrete is placed. He added that in cases of existing anchor roots, trees must be removed when sidewalk replacement is done. Commissioner Anderson confirmed that a new tree will be planted and Mr. Harmon affirmed that it will not be planted in front of the home but at a different location. Chair Lugar opened the public discussion; hearing none the public discussion was closed Motion by Conunissioner Cole to remove a Special City Tree — City Eucalyptus cithodora (Lemon Scented Gum) — located adjacent to 19oi Glenwood Lane. Motion carried by the following vote: Ayes: Cole, Hamilton, Lugar, Marston, Tingley Noes: Anderson Absent:Englebrecht B. Bench Donation Policy — Council Policy B -17 — Oral Presentation Director Harmon presented a brief background including previous considerations and directions discussed by the Commission regarding the discussion at the last meeting requiring donors to — reapply every five (5) years and charging a maintenance fee. He referenced Council Policy B -17 as it exists today that plaques will be at the expense of the donor and that the City assumes ownership and maintenance of the donated item and plaque. He went on to say that the City does not assume replacement costs due to vandalism or theft and that plaques will remain on a donated item during its useful life and that the City reserves the right to remove and /or relocate the donated item. Director Harmon reported receiving letters and phone calls from previous donors indicating that donations were made in perpetuity. He noted that the policy actually states it is throughout the item's useful life and that once it is donated to the City, that it becomes the property of the City. Director Harmon stated that the Assistant City Attorney found that once a donation is made, the City cannot charge a maintenance fee on items that are City property but could charge a fee prior to the donation of an item, if same is written in the policy. Director Harmon recommended no change for those who have existing benches but noted that benches are not guaranteed in perpetuity and can be removed along with plaques. He went on to recommend that for future donations that the policy be amended to add to the donation application clarifying that the donation is not in perpetuity. In addition that a one -time maintenance fee of 10% of the costs be included for the donated item to be received at the time of the donation and that it clearly be indicated on the application form. He noted that this action would require Council approval. Discussion followed regarding the typical life of donated items and whether the proposed maintenance fees would cover all of the necessary maintenance, ownership of the donated item by the City, actions taken when a donated item is vandalized or in need of repair /replacement, possibility of obtaining information regarding local /alternate contact for donors, application of maintenance fees to a revenue fund and changes applying to new donations only. Chair Lugar opened the public discussion Dan Purcell spoke in opposition of using plaques on donated items and addressed the need to upgrade benches in the future. Parks, Beaches & Recreation Commission June 5, 2012 Page 3 6) Jim Mosher indicated that the City should encourage donations for the good of the City rather than to memorialize someone. He spoke in support of the recommendation that the donation catalog should include this maintenance fee for all donated items rather than just benches. Chair Lugar closed the public discussion. Motion by Commissioner Anderson to recommend approval to the City Council of amending Council Policy B -17 to include a one -time maintenance fee of 1o% of the costs of any donated item to be received at the time of the donation. Motion carried by acclamation. AGENDA FOR DISCUSSION. ACTION OR REPORT (NON - DISCUSSION ITEM) Director Detweiler reported that Marina Park and Sunset Ridge are scheduled to be included on the California Coastal Commission agenda on June 13, 2012, at 9:oo a.m. in the City of Huntington Beach, noting that staff is recommending approval of the Marina Park project. She updated the Commission on the fire rings noting that the application has been filed, that information is available on the City's website. Director Detweiler thanked Vice Chair Hamilton, City staff and volunteers for their participation and support of the CdM 5k event. She went on to report that the City recently dedicated the Buck Gulley Trail and that a State grant paid for half of the project and encouraged the public to visit it. Director Detweiler reported that summer program registration is off to a great start. Commissioner Marston reported on a Marina Park project stakeholders meeting that she attended earlier in the day. She addressed parking issues and noted the focus was on the building as well as removal on the water feature and tennis courts. She addressed the lighthouse, sewer drain water and the Cafe noting it was moved to the ground level. Commissioner Marston reported the palette for the interior design was selected and addressed the schedule for demolition, the seawall, construction and completion. In response to Vice Chair Hamilton's inquiry regarding increased graffiti, Director Harmon reported staff is currently working with the Police Department on this issue. Director Harmon also announced that the City Council approved Irvine Avenue median landscape project and reported that the trees are 25 foot date palm trees that produce minimal fruit. Commissioner Tingley complimented staff on their work on the Newport Navigator. 7) PUBLIC COMMENTS ON NON - AGENDA ITEMS Jim Mosher commented that the Commission should be aware that the City Council is reviewing changes in the Charter that could change their responsibilities as Commissioners. He reported that the Coastal Commission will be considering an application to build a house on Beacon Bay Beach and commented regarding a lack of signs indicating it is a public beach. Dan Purcell commented positively on Buck Gulley, the recent CdM 5K and the condition of beaches during Memorial Day weekend. He requested that the City consider a dog run in the City. He reported the Coastal Commission is recommending denial of the Sunset Ridge Park project and commended Operations Support Superintendent Jim Auger on his work regarding graffiti removal. Submitted by: Teri Craig, Admin Assistant Approved: Phil Lugar, Chair