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HomeMy WebLinkAbout08-04-2015 PBR Minutes CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting August 4, 2015 – 6:00 PM 1) CONVENE MEETING OF THE PARKS BEACHES & RECREATION COMMISSION TO ORDER – 6:03 PM 2) ROLL CALL Present: Roy Englebrecht, Vice Chair Tom Anderson Kathy Hamilton Walt Howald Marie Marston Absent: Ron Cole, Chair Laird Hayes Staff: Laura Detweiler, Recreation & Senior Services Director Mike Pisani, Municipal Operations Director Dan Sereno, Landscape Manager Teri Craig, Administrative Support Specialist 3) ELECTION OF OFFICERS – Vice Chair Englebrecht asked if anyone had any concerns regarding tabling the elections until the September meeting for more participation. After a consensus it was decided to table the Elections until the September meeting. Vice Chair Englebrecht stated that he would not be able to attend but hoped that someone from the Commission would nominate him for Chair. 4) NOTICE TO THE PUBLIC 5) CONSENT CALENDAR A. Minutes of the June 2, 2015 meeting. Recommendation: Waive reading of subject minutes, approve and order filed. B. Parks & Operations Division Activity Report. Recommendation: Receive/file Activity Report. C. Recreation & Seniors Services Activity Report. Recommendation: Receive/file Activity Report of past and upcoming projects and events. D. Picnic Table Donation – Cliff Drive Park Recommendation: Approve donation of one (1) picnic table at Cliff Drive Park dedicated in recognition of Dick & Gail Demmer from Gale Demmer. Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 2 E. Picnic Table Donation – Cliff Drive Park Recommendation: Approve donation of one (1) picnic table at Cliff Drive Park donated by Sandra & Don Ayres III from Mr. & Mrs. Don Ayres. F. Picnic Table Donation – Cliff Drive Park Recommendation: Approve donation of one (1) picnic table at Cliff Drive Park donated by the Ellmore Family from Judy Ellmore. G. Picnic Table Donation – Cliff Drive Park Recommendation: Approve donation of one (1) picnic table at Cliff Drive Park donated for Corinne & Charles Spence from Corinne Spence. H. Picnic Table Donation – Irvine Terrace Park Recommendation: Approve donation of one (1) picnic table at Irvine Terrace Park donated for My Friends & ‘Pucci’ by Ann Cullen. Vice Chair Englebrecht opened the public discussion. Gale Demmer thanked the Commission for allowing her family to donate the picnic table to honor her family. Jim Mosher stated that he had submitted comments earlier in the day to the Commission. He went on to say that he had referenced the Parks & Maintenance Division report relative to dyeing the medians green and suggested that it would be interesting for the Commission to know the City’s long-range plan. Additionally, he commented on the park bench items for consideration and stated that there seems to be a mix up with Items E and G in terms of their location and commented on options available for the plaques. He suggested making all options available on the form. Brief discussion followed regarding bio’s, donations and contributions and including their names in the Activity Report. Vice Chair Englebrecht closed the public discussion. Motion by Vice Chair Englebrecht, second by Commissioner Anderson to approve items 5A-5H of the Consent Calendar. Motion carries unanimously with Chair Cole and Commissioner Hayes absent. 6) CURRENT / NEW BUSINESS – Staff Report A. Request for Temporary Lights at Bonita Canyon Sports Park (BCSP) Field #5 by Newport-Mesa Soccer Club (NMSC). Recommendation: Consider the request from NMSC for temporary lights at BCSP field #5 September 28 – November 20, 2015 (8 weeks) and January 4 – March 11, 2016 (10 weeks) from dusk to 7:50pm, weekdays only. Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 3 Recreation Manager Justin Schmillen presented a report including details of the request. He added that the Commission has granted this request for the last eight years and that the organization is requesting an additional five days in the spring, because of leap year and pushing back daylight savings time. Vice Chair Englebrecht opened the public discussion. Mark Arblaster, Newport/Mesa Soccer Club President, reported that the Club Soccer team provides a great program for local families and reminded the Commission of the shortage of lights in the City. He added that renting lights is very expensive but that their club are good stewards of City facilities and cooperate with neighbors in terms of adjusting lights for minimum impact. He thanked the Commission for its consideration of this matter. Vice Chair Englebrecht closed the public discussion. Motion by Commissioner Marston, second by Commissioner Howald to approve the request from NMSC for temporary lights at BCSP field #5 September 28 – November 20, 2015 (8 weeks) and January 4 – March 11, 2016 (10 weeks) from dusk to 7:50pm, weekdays only. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. B. Modifications to the Youth Sports Commission (YSC) Member Requirements & Field Allocation & Use Policy. Recommendation: Consider additions and modifications to the Youth Sports Commission Member Requirements & Field Allocation & Use Policy related to synthetic turf and YSC open member contracts. Recreation Manager Justin Schmillen presented a report with recommendations to modify the Youth Sports Commission (YSC) Member requirements, field allocations and use policies. He addressed the purpose, including regulations related to synthetic turf care, and addressed the possible need for allocations in minor seasons. He provided details of the process, accommodating other groups and details of the modified policies. Vice Chair Englebrecht spoke regarding plans for a reopening, use of the fields, opportunities for other groups to rent fields and fees. It was noted that individual contracts do not include fees but rather reference City policies. Commissioner Anderson commented on the five-year terms, enforcement and indemnification. Vice Chair Englebrecht opened the public discussion. Mark Arblaster, Newport/Mesa Soccer Club President reported that the field will be well-used but noted that there will be down time. He commented on the current allocation structure, off-season time periods, and club sports' needs. He suggested Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 4 giving staff the discretion to determine the highest and best use of the field during off- seasons. He addressed the voting process including allocation priorities and accountability. He suggested that the adult & youth groups using the fields put up a $1,000 bond. Additionally, he suggested increasing the rental rate from $15 to $30 per hour. Discussion followed regarding field allocation prioritization of high schools and club groups. Director Detweiler noted that high school groups are extremely generous in allowing the City to use their facilities for City recreation programs. She reported that Newport Harbor and Corona Del Mar High School football fields will be renovated and have asked for assistance with fields from the City, throughout the construction period. Discussion followed regarding potential damage to synthetic turf and the possibility of requiring a bond issuance when renting fields. Director Detweiler stated that staff will be conducting a fee study in the future that will give staff a better understanding of how user groups are taking care of the fields. Staff will work closely with groups. Director Detweiler reported that City Council approves the City's fee schedule. In response to Commissioner Howald's question as to whether contracts specify an individual who will oversee use of the fields and enforce regulations, Manager Schmillen stated they do not, but that contracts indicate that each group must have a field representative from their organization, to communicate rules, regulations and policies. Commission Howald requested a status report every six months, indicating what violations have occurred. Additionally, he requested asking field representatives to self- police and report back violations to the City. Jim Mosher reported that the City has an online contracts database and that contracts are extremely brief and are more of an MOU between the City and youth groups. He added that these youth groups are required to acknowledge their understanding of rules and regulations, and in return, the City agrees to maintain the fields. He noted that there are many pages dealing with indemnification and insurance requirements. Mr. Mosher commented on the Youth Sports Commission being more of a list than a "commission," and addressed City Council Policy B-13, and the fee schedule. He offered that many policies should have a wider application. George Schroeder suggested having a policy of "No Dogs" on the synthetic fields and installing security cameras. Vice Chair Englebrecht closed the public discussion. Brief discussion followed regarding clarification of "minor seasons field allocations". Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 5 Motion by Commissioner Marston, second by Commissioner Howald to approve the additions and modifications to the Youth Sports Commission Member Requirements and Field Allocation and Use Policy related to synthetic turf and YSC open member contracts. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. C. Bench Donation – Ruby Avenue / North Bay Front Recommendation: Consider donation of one (1) bench at the end of Ruby Avenue at North Bay Front on Balboa Island donated for Georgeann & Greg Eidman by Courtney Eidman. Landscape Manager Dan Sereno presented the staff report. He addressed the proposed new donation and location, existing versus new donations, notification requirements, and median conversions. Vice Chair Englebrecht opened the public discussion. Jim Mosher asked whether the proposal involved placing two benches, side-by-side. Staff confirmed that it is a second bench that will be added to the one that is already placed there. Vice Chair Englebrecht closed the public discussion. Motion by Commissioner Howald, second by Commissioner Hamilton to approve the donation of one (1) bench at the end of Ruby Avenue at North Bay Front on Balboa Island donated for Georgeann & Greg Eidman by Courtney Eidman. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. D. Ad Hoc Committee / Liaison Appointment Recommendation: Discuss, reaffirm, appoint or sunset the following FY 2015/16 Ad Hoc Committee / Liaison appointments: Community Service Award – Reaffirm & Appoint Dog Park – Sunset Lower Castaways Park Design – Sunset Street Tree Designation List – Sunset Council Policy G-1 – Sunset West Newport Community Center – Reaffirm & Appoint Youth Sports Commission Liaison – Reaffirm & Appoint Blackball (Surfing Regulations) Working Group – Sunset Director Detweiler presented the staff report noting recommendations to sunset Dog Park, Lower Castaways Park Design, Street Tree Designation List, Council Policy G-1 and Blackball Working Group, as their intended purpose has been met. Additionally, Director Detweiler requested the Commission to reaffirm/appoint members to Community Service Award, West Newport Community Center, and Youth Sports Commission. Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 6 Commissioner Howald stated that the Street Tree Designation and Council Policy G- 1 have not been passed by City Council and that the Dog Park is still an ongoing issue. Director Detweiler reported that the original purpose of each Ad Hoc Committee was very specific in scope and if in the future, should the matters require further action, then staff will request that the PB&R Commission appoint ad hoc committees to consider those specific issues. She reiterated that each has served its purpose. Discussion ensued commenting that the Blackball matter is pending decision as well. Director Detweiler added that Council recently acted on the issue of Blackball and that it will come to a close, as well. Vice Chair Englebrecht opened the public discussion. Jim Mosher opined that the Community Service Award Committee should be sunsetted as award recipients have been identified. He commented on the difference between a "standing" committee and an "ad hoc" committee. He reiterated his comments regarding the Youth Sports Commission. Brief discussion followed regarding the structure of the YSC, meetings, and calling it a "group" rather than a Commission. Mr. Mosher expressed confusion regarding the status of the authorization of that group including whether it is designated by the City. Vice Chair Englebrecht closed public discussion. Motion by Vice Chair Englebrecht, second by Commissioner Hamilton to sunset Dog Park, Lower Castaways Park Design, Street Tree Designation List, Council Policy G- 1 and Blackball Working Group, as their intended purpose has been met. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. Motion by Vice Chair Englebrecht, second by Commissioner Anderson to reaffirm Commissioner Hamilton, Vice Chair Englebrecht and Chair Cole, to the Community Service Award Ad Hoc Committee. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. Motion by Vice Chair Englebrecht, second by Commissioner Hamilton to reaffirm Commissioners Anderson, Hayes and Marston, to the West Newport Community Center Ad Hoc Committee. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. Motion by Vice Chair Englebrecht, second by Commissioner Marston to reaffirm Commissioners Anderson, Hayes and Vice Chair Englebrecht, to the Youth Sports Commission Liaison Committee. Motion carries unanimously with Chair Cole and Commissioner Hayes, absent. Parks, Beaches & Recreation Commission Minutes August 4, 2015 Page 7 7) PARKS, BEACHES & RECREATION COMMISSION / STAFF ANNOUNCEMENTS, AD HOC UPDATES OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Landscape Manager Sereno responded to an inquiry from the Commission regarding the status of City trees in terms of coping with the drought.He noted other challenges with the trees including insect infestations and reported that staff is making sure that City trees are getting adequate water. Municipal Operations Director Mike Pisani announced that Policies G-1 and G-6 will be presented at the City Council Study Session on August 11. Director Detweiler provided an update of Council's recent review of Blackball regulations and directions to staff. Additionally, she referenced an idea offered by Commissioner Hayes regarding a surfing class for seniors and reported that a class is now included in the fall Navigator. She reported that the City recently hosted World Games athletes from Fiji and Mexico and announced upcoming Movies in the Park events. Director Detweiler introduced Carol Jacobs, Interim Assistant City Manager to the Commission. Brief discussion followed regarding Blackballs occurring during surf camps. 8) PUBLIC COMMENTS ON NON-AGENDA ITEMS George Schroeder commented on the surfing-for-seniors class and the possibility of injuries. He thanked the PB&R Commission for its service as well as City staff. He asked if the Ad Hoc Committee was still researching locations for the West Newport Community Center. Director Detweiler indicated that a location had been selected. Jim Mosher reported on Council's plan to consider the City's fee schedule addressed tree-trimming, and the City's cost-recovery schedule. 9) ADJOURNMENT – 7:15 PM Submitted by: ________ Teri Craig, Admin Assistant Approved by: _____ Roy Englebrecht, Vice Chair Teri Craig Roy Englebrecht