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HomeMy WebLinkAbout1978-07-17; Parks & Recreation Commission; MinutesCITY OF CARtSBAD MINUTES OF:PARKS AND RECREATION COMMISSION MEETING COMMISSIONERS DATE OF MEETING : July 17, 1978 TIME OF MEETING : 7:30 p.m. PLACE OF MEETING: City Council Chambers The Parks and Recreation Commission meeting was called to order in the City Council Chambers by Chairman Raul Tarango at 7:30 p.m. Laurie Nelson Boone .ROLL CALL: Raul Tarango Betty Wollrich Barbara Donovan Joe DeDiminicantanio Don Egermayer APPROVAL OF MINUTES: Commissioner Wollrich moved the minutes of the June 19, 1978 meeting be approved as mailed. L .imissioner Egermayer seconded the motion. Ayes OLD BUSINESS A. Flag Pole at Holiday Park- The flag pole at Holiday Park was dedicated on July 4, 1978. The Parks and Recreation Department will be responsible for erecting the pole and flag on days of special events . C. San Dieguito Little Theatre Presentation Mr. A. Ruotolo addressed the Commission as an authorized representative of the San Dieguito Little Theatre. Also in attendance were President Margaret Evans, Charles Knowlton, and Elaine Gardner. Mrs. Evans addressed the Commission and presented the following information. The San.Dieguito Little Theatre's Articles of Incorporation were filed with ttie State of California in 1958. Members live -throughout San Diego County. Having the theatre in Carlsbad would provide income to the city as people who came to performances would utilize the gasolines-stations, restaurants, and would acquaint others with this community. Mr. Charles Knowlton feels a little theatre will be an assest to Carlsbad. Little theatre groups bring culture to a community. Mrs. Elaine Gardner read a list of names of people whose signatures she had acquired in support of the San Dieguito Little Theatre moving to Carlsbad. Mr. Ruotolo outlined the proposal as follows: The San Dieguito Little Theatre would like to use the old St. •" Patrick's Church facility starting August 15, 1978 or as soon as possible. He requested an area next to the garage for construction which would be cleaned after use, a large room for rehearsal not located in the church and assurance that space would be provided when that room is in use; XXX CITY OF CARLSBAD MINUTES OF: DATE OF MEETING TIME OF MEETING PLACE OF MEETING PARKS AND RECREATION COMMISSION MEETING July 17, 1978 7:30 p.m. City Council Chambers COMMISSIONERS San Dieguito Little Theatre (continuted) storage space for wardrobe and sets in a facility nearby or make adjustments in the church. One proposal was to utilize the choir loft for storage and sound and lighting booth or removing some rear seating. The stage must be raised and perhaps widen. The arches might have to be removed. The site line is bad from half way back and rear seating would have to be raised. These adjustments would be done by the San Dieguito Little Theatre group. It was requested the City install 2 inside restrooms and renovate the restroom back stage. San Dieguito Little Theatre would be willing to pay some rent in advance to help cover the cost of renovation. Another electrical line must be installed as current facilities are inadequate for stage lighting. Inside wiring must be repaired. San Dieguito Little Theatre would retain artistic control of productions (select plays) and must have full time use of the facility. They are willing to pay $250 per month for rent, utilities, plumbing and electrical repairs and exterior maintenance. They must have a lease with a minimum of 3 years with options of renewal and would consider, upon renewal, a percentage of gross not to exceec 15 percent of gross. San Dieguito Little Theatre does have a scholarship fund. Commissioner Donovan asked how they supported the scholar- ship fund. Mr. Ruotolo stated funds come from box office receipts. Two scholarships are given each year to students in high school in San Dieguito. If the organization moves to Carlsbad, it would consider giving one scholarship to a student in Carlsbad. Commissioner DeDiminicantanio stated this community has waited a long time for a multi-use communi-ty center and the little theatre is requesting full time use. What happens to the citizen grpyp. that needs the facility? Mr. Knowlton stated the organization do.es not use the facility 24 hours a day, 7 days a week. Through proper advance scheduling the facility would be made available. After further discussion, Commissioner DeDiminicantanio moved that the concept of the San Dieguito Little Theatre using the Harding Street Auditorium be approved. Commissioner Donovan seconded the motion. Discussion: Commissioner Egermayer pointed out the date requested by the organization was in conflict with the renovation dates established. Mr. Ruotolo stated their proposal was to take possession of the property as is. If the city renovates the facility it will be necessary to present a new proposal. CITY OF CARLSBAD MINUTES OF:PARKS AND RECREATION COMMISSION MEETING COMMISSIONERS DATE OF MEETING : July 17, 1978 TIME OF MEETING : 7:30 p.m. PLACE OF MEETING: City Council Chambers San Dieguito Little Theatre (continued) Commissioner Wollrich reminded Mr. Ruotolo the Parks and Recreation Commission is an advisory board and it would be necessary to make a presentation to the City Council for final approval. Mr. Ruotolo had planned on making a Council presentation. Mr. Eggleston informed the Commission the plans, specifi- cations and bid documents for SB 174 grant and the 76 Bond Act are in Sacramento being reviewed. These grants will not allow for less than public use of the facility. The proposal by the San Dieguito Little Theatre would be a restricted use and we could loose $20,000 in SB 174 and $136,000 from the 76 Bond Act. These grants are for the auditorium and cannot be shifted to other buildings. A response on the grants is expected from Sacramento by August 1, 1978. Commissigner Egermayer amended the motion by adding the matter be discussed at a Council workshop rather than a regular Council meeting. Ayes B. Carlsbad Youth Athletic Council Meeting The Council has not meet since the last Commission meeting and there has been no further communication with them. D. Other Commissioner Wollrich attended a meeting of the Carlsbad Historical Society at" which time it was stated they would like to have the barn remain on the property with a fence erected around it so it would be something that would be viewed rather than entered. They also expressed dis- pleasure with the landscape plans. Commissioner Wollrich told the Historical Soceity the barn would be torn down and rebuilt entirely if there was to be one on the property. If they want a turn of the century garden and can provide the labor and materials for it, the Commission would consider it if it were low main- tenance. She suggested the original plans fo the Commis- sion be followed as there weren't any Historical Society members present. Mr. Eggleston stated the Historical Society sent a letter to the City Council asking to occupy the building. He prepared a letter to be presented to the Planning Commis- sion from the Parks and Recreation Commission requesting modification of the Conditional Use Permit to allow the Parks and Recreation Department and the Historical Society to occupy the house. Commissioner Egermayer moved the letter be sent to the Planning Commission. Commissioner Wollrich seconded the motion. x\ V C o • • * • •XX X X X CITY OF CARLSBAD MINUTES OF: DATE OF MEETING TIME OF MEETING PLACE OF MEETING PARKS AND RECREATION COMMISSION MEETING July 17, 1978 7:30 p.m. City Council Chambers COMMISSIONERS D. Other (continued) Distribution of Recreation Flyers and Brochures Lynn Chase stated the flyers and brochures are distributed at the Parks and Recreation office, Library, Senior Citizens Center, City Hall, playgrounds, Carlsbad by the Sea, Chamber of Commerce, Lake Shore Gardens, the Market Place in La Costa, and to some local coffee shops. The Welcome Wagon also distributes the brochures. Girls Tennis Glenda Haslow has requested support for a girls tennis club. Support would be in the form of the Parks and Recreation Department providing 3 tennis courts for sponsorship of a tournament, 15 cans of tennis balls and their entry fee of - $20.00 for a total of approximately $60.00. Commissioner Egermayer recommended the girls tennis group be given support by the City. NEW BUSINESS G. Urban Open Space and Recreation Program (SB 174) Sharon Hill recently attended a meeting with officials from Sacramento where she was informed the program has been cut by 48% which means the allocation of $10,000 to the City of Carlsbad will also be cut by 481. It was proposed the grant be used to install picnic benches and barbeque stands at Maxton-Brown, Oak, Pio Pico, Rotary, and Holiday Parks and Chase Field. Commissioner Wollrich moved the proposal be approved. Commissioner Boone seconded the motion. Aye s ; - X A. Revision to Street Tree Ordinance ._ Jon Hatch requested a meeting with the Street Tree Committee to discuss the revision of the Street Tree Ordinance. Chairman Tarango and Commissioner Wollrich agreed to meet with Mr. Hatch. B. Parks Division Work Hours Change It has been requested that the Tree Crew be scheduled for a 10 hour a day, 4 day work week with a split shift due to the utilization of the Boom Truck by the Utilities Mainten- ance Department. It has been determined the item should be resolved through meet and confer sessions with employee representatives and management. C'"~ Proposed Organizational Revision Within Parks Division The Park Maintenance Section will no longer function by specialized tasks. The Section will operate by specific work areas. This change only affects the Turf Crew and Landscape Maintenance Crew. X CITY OF CARLSBAD MINUTES OF: DATE OF MEETING TIME OF MEETING PLACE OF MEETING PARKS AND RECREATION COMMISSION MEETING July 17, 1978 7:30 p.m. City Council Chambers COMMISSIONERS D Stretching the Parks and Recreation Dollar Most of the recreational activities are self supporting, however, all administrative costs have not been included. The Commission was asked to consider how the allocated funds could be stretched. Possibilities mention were increasing the cost of the activities, changing the percentage the city receives from the fees collected. Commissioners were also told the School District will be charging the City for use of their facilities. The fee scheduled is not known at this time. Commissioner Donovan suggested a special meeting be held to discuss the item. The meeting will be held on July 31, 1978 at 3:00 p.m. in the Parks and Recreation office. Commissioner Egermayer asked that the Commissioners also take into consideration that the people vote.d for Proposi- tion 13 because everything is already too expensive . It would appear the people were ready for a cut in services rather than an increase in fees to maintain the same level of service. Contract Instructional Services All contract instructors have received notification that if their contract expired June 1, it has been extended to the end of the published summer program and 'those that were to expire December 31, will expire at the end of the summer program. Prior to September 1, it will necessary for them to plan to meet and determine the Fall schedule, fees and their percentage of fees collected. Each -instructor must take out a business license, have workman's compensation insurance, a current T.B. test. Park Useage The parks are getting very heavy useage and the Coordinator has been authorized to approve use of the facilities up to 50 participants. The Commission should consider ways to control useage of the Commissioner Wollrich suggested a fee be charged according to the size of the group. Commissioner DeDiminicantanio suggested non-residents not be allowed to use the parks. Commissioner Donovan suggested residents be given identifi- cation cards. Commissioner Egermayer suggested the item be tabled until there is a real problem. H. Other Commissioner Wollrich stated the Historical Society wants to put a grey whale on State property at the beach and wants City Council approval to enable them to receive a grant. CITY OF CARLSBAD MINUTES OF: DATE OF MEETING : TIME OF MEETING : PLACE OF MEETING: PARKS AND RECREATION COMMISSION MEETING July 17, 1978 7:30 p.m. City Council Chambers COMMISSIONERS H. Other continued It was her opinion this is not a project the City should be involved in after fighting so long to get a landscaped area there for the residents. The State would like bulletin boards with manuscripts on the whales in that area. A miniature model is at Alt Karlsbad for viewing. Commissioner Donovan moved a letter be sent to Council recommending non-support of the project. Commissioner DeDiminicantanio seconded the motion. Ayes Moes •A letter from the School District was given to the Commis- sioners. Currently school facilities are being used for the summer program at no cost to the City. Keys have been distributed to instructors and they are responsible for c1e anup and security. COMMISSION COMMITTEES A. Assignments Commissioner Donovan was assigned as the School District Liaision. Commissioner DeDiminicantanio was assigned to the Park-in-Lieu Fees/Grants Committee. Commissioner Donovan was also assigned to the Open Space Committee. COORDINATOR'S REPORT A copy of report on the conference in Sacramento which was attended by Joe Eggleston was enclosed in the Commissioners packets. Legislative Report was also included in the packets. Plans and specifications on the landscaping of the Magee House by ^Council is pending upon approval of the budget. A .^sting of needs for specification and bid documents for La Costa Canyon Park has been received for the Land and Water Conservation Fund. ADJOURNMENT The meeting was adjourned by Chairman Tarango at 9:55 p.m. ^-- Respectfully^ submitted, Sir '/•^y^3t~-f ^-*—"-r~^ s s^^AL~r^svi.—~- Franklin,/Recording Secretary CITY OF CARLSBAD MINUTES OF: DATE OF MEETING TIME OF MEETING PLACE OF MEETING PARKS AND RECREATION COMMISSION MEETING July 31, 1978 3:00 p.m. Council Conference Room COMMISSIONERS The Parks and Recreation Commission Workshop was called to order in the Council Conference Room at 3:00 p.m. by Chairman Tarango. ROLL CALL Raul Tarango Betty Wollrich Barbara Donovan DISCUSSION: Mr. Eggleston stated the purpose of this workshop is to deter- mine ways of stretching the parks and recreation dollar. Commissioner Donovan recommended using volunteers, when feasible to cut city expense. Hatch proposed the following: Charging $65.00 for installa- tion of requested street trees which includes materials and labor. Require deposit from developers for installation of street trees which is refundable after installation. If trees are installed by the City, charge of $65.00 per tree or $65.00 per 40 ft. of curbing, which ever is less. Charge $10.00 per hour, per man, when Parks staff are required to attend functions after normal working hours, 2 hour minimum. Charge $10.00 per hour, per man, for maintenance of facilities after group use. Inspection determines need for maintenance. Charge $85.00 for trees damaged by vehicles. Damaged tree will be replaced with a 15 gallon tree of like specimen. Charge $35.00 plus the cost of the tree when requested to upgrade a street tree. Jon Hatch recommended the following as revenue sources: When street trees are removed, selling the wood to the public. When trees are trimmed, selling the mulch. Request have been made in the past for Palm fronds which have been provided at no cost. Discontinue this practice, provide fronds with a charge. Commission response: If citizen desires to replace street tree and doesn't want to pay $65.00 for replacement, they may replace the tree themselves but must follow City guidelines. The possibility of charging a deposit for use of park facilities should be considered. Groups should be charged for an attendant cr"" duty for their functions after normal working hours. Sources o, revenue were accepted as long as it doesn't expend alot of staff time and there's no problem of stockpiling. Jon Hatch also recommended a standard fee be charged for request ed street tree trimming or weed abatement. Commissioners general attitude was to take steps to get out of right-of-way maintenance and make it the responsibility of the property owner. The possibility of going to contract for right-of-way maintenance was disapproved.' Staff time spent on plan check, computation of park-in-lieu fees and site inspection could not be eliminated. Shifting the r"~ ponsibilities to another department does not eliminate the e.^ense. CITY OF CARLSBAD MINUTES OF: DATE OF MEETING TIME OF MEETING PLACE OF MEETING PARKS AND RECREATION COMMISSION MEETING July 31, 1978 3:00 p.m. Council Conference Room COMMISSIONERS Lynn Chase proposed the following cuts for recreational services $85,000 is requested for fee supported services which could be put into a revolving account as fees are collected and payments would be made from that account. Charging a non-resident fee for instructional classes. Changing the percentage received by instructors of fees collected. The City will be charged by the school district for the use of school facilities. A tentative schedule of fees was given to the department, however, it is being revised. It must be deter- mined if cost of rent is to be included in the cost of the class to participants. Should administrative time be included in the cost of the class? A determination must be made regarding charging for the use of recreational facilities, i.e., community center, Magee House, ballfields, tennis courts, etc. 'j. j City has, in the past, supported youth athletic organiza- tions by providing field maintenance, facilities and paying official costs. Should this practice continue? Commissioners general attitude was to charge a $2.00 non- resident fee for instructional classes, there should be a charge for the use of all facilities by all groups. Request the Magee House be approved for occupancy as soon as possible to eliminate some use of school facilities. Instructor's per- centage of fees collected should be 80%. It was requested that the information provided on instructional classes be given to the City Council so they would be aware of the total impact of making the classes completely self-sustain- ing. The aquatics program has been provided through the intersession program free of charge. The Boys' Club has informed the depart- ment there will be a rental fee for the use of the pool. The after school playground program has been provided free of charge. The Commissioners felt all programs offered by the department si-ould carry a fee. The after school program should be discon- .ued as it is the responsibility of the parent to make arrangments for their children after school. ADJOURNMENT The workshop was adjourned by Chairman Tarango at 6:00 p.m. Respectf ing Secretary