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Home My WebLink About1982-11-15; Parks & Recreation Commission; MinutesMINUTES MEETING OF: DATE OF MEETING: TIME OF MEETING: PLACE OF MEETING: PARKS AND RECREATION COMMISSION November 15, 1982 4:30 P.M. City Council Chambers COMMISSIONERS CALL TO ORDER: The meeting was called to order by Chairman Dahlquist at 4:35 P.M. ROLL CALL: Present - Commissioners Dahlquist, McFadden, Wright, Donovan, Conti, Cochran and Popovich Absent - Scott Wright Commissioner Wright arrived at 4:50 P.M. Also present were: David Bradstreet, Director of Parks and Recreation Doug Duncanson, Parks Superintendent Marsha Backlund, Administrative Assistant Council Liaison Lewis arrived at 5:45 P.M. APPROVAL OF MINUTES: Minutes of the Regular Meeting, held October 18, 1982 were approved as presented. UNFINISHED BUSINESS City/School District Agreement A staff report on the matter was presented by Dave Bradstreet, Parks and Recreation Director. He introduced Casey Dunlap, the Manager of Facilities and Services for the Carlsbad Unified School District, who would respond to any questions from the Commission. Director Bradstreet gave a brief history of the matter. He indicated that the intention had been to create a master agreement, rather than separate agreements for each facility. referenced the committee that had been set up with two members o the Council and two members of the School Board to formulate a master agreement for the use of school facilities, which would include the Cultural Arts Center and the Community Swimming Pool. Director Bradstreet reported that the School District felt it would need some financial help if their facilities were to continue to be used for Recreation Department and outside organization activities. He indicated that the outside organizations, Little League, Pop Warner, Bobby Sox, etc., would be the responsibility of the City. Director Bradstreet referenced the Civic Center Act, which states that school facilities shall open their doors to outside organizations for recreational activity use on an after-school basis. He mentioned that the Act has been revised to give the school districts throughout the State of California, the right to charge for the use of their facilities. Dahlquist McFadden Donovan Conti Cochran Popovich I e MINUTES Page 2 November 15, 1982 COMMISSIONERS Director Bradstreet stated that the School Districts are allowed to charge for the cost of employees necessary to open and close school facilities (if no employees would otherwise be available), the cost of school employees' presence during the period of use of the facilities (if such presence is necessary) and the cost of additional janitorial services, and the cost of utilities directly attributed to the outside use of their facilities. Director Bradstreet added that the City had agreed to pay for turf maintenance and to help pay for utilities for recreational use of school facilities. He indicated that the agreement before the Commission deals with the facilities other than the Cultural Arts Center and the Community Swimming Pool. He added that those facilities would be handled by separate agreements at a later date. Director Bradstreet briefly outlined some of the conditions of the agreement. He pointed out that under this agreement any of the improvements such as turf, irrigation, etc., would be done at City expense, and that the areas to be maintained by each party to the agreement were defined as well in the agreement. He indicated that the changes that had been made by the School Board were in italics, and that a map delineating the areas to be maintained by each party will be defined on a map that will be part of the final agreement. Director Bradstreet referenced Section 10, Item F of the Agreement. He briefly discussed the charge of $30.00 per hour which will be charged for the use of the school gymnasium. He added that the locker room will not be available for public use Director Bradstreet also noted that the City is currently being charged $25.00 for four hours use of the school gymnasium. Director Bradstreet commented that the City will now maintain th School District tennis courts as part of this agreement, and th the School District will pay 50% of the cost for nets and reconditioning of the courts. He added that the City will also be scheduling the community use of the tennis courts. Director Bradstreet stated that Carlsbad High School is not included in this agreement, due to the fact that the Recreation Department does not usually use the facility, and do not want tc maintain it, and can rent it for occasional use. The Commission questioned the School District representative regarding the $30.00 per hour charge for the use of the gymnasium. In response, Mr. Dunlap indicated that the District had just adopted a new fee schedule, and the $30.00 will be the charge for anyone wishing to rent the gym. He added that this amount was figured to cover the costs to the School District. Director Bradstreet indicated that the $30.00 per hour charge may preclude the Recreation Department from using the gymnasium and that they have begun looking for other locations for the basketball program. It was moved that Section 10, Item F be amended, to reflect a minimum fee of $30.00 per night and a maximum fee of $60.00 per night, to include $30.00 for the first hour of use of the gym. Dahlquist McFadden Donovan Conti Cochran Popovich Wright MINUTES Page 3 November 15, 1982 COMMISSIONERS Director Bradstreet explained that under the proposed agreement, the city will take over the maintenance of one (l) more acre of turfed area than it now maintains, that area being the Pine Soccer Field. He indicated that the cost to the City under #10 B is minimal, and that those costs for maintaining the tennis courts have already been budgeted for this year. In response to Commission questions, Director Bradstreet indicated that the greatest costs under Section 10 A would be the renovation costs of turfed areas. He stated that new irrigation systems on turfed areas are necessary every 10 to 15 years, and that it currently costs $3,000 to $4,000 per acre to replace irrigation systems in these areas. Director Bradstreet refereneced Attachment B, an agenda bill on the matter which he had written, and indicated that the agenda bill, with the Commission's recommendation, would go to Council on November 23, 1982, and to the School Board on December 1, 1982. He added that the costs of renovation would be added to the figures on the agenda bill under fiscal impact. Following discussion, it was agreed that the Commission accept the agreement as amended, and recommend same to the City Council. City/YMCA Middle Lagoon Lease Director Bradstreet stated that the item had been placed on the agenda due to the request of Commissioner McFadden. He reported that the proposed lease was sent to the YMCA in August, and that the YMCA has the proposed lease and their attorney is still reviewing it. He indicated that the YMCA had promised to get the matter back to him for the January, 1983 Commission meeting. NEW BUSINESS: Dogs in Parks Director Bradstreet presented a report on the matter. He statec that there have been complaints made that dog shows have monopolized park areas, especially Holiday Park. These complaints have originated from neighbors in the Holiday Park area. The Commission discussed problems that have occurred during the larger dog shows, specifically, with campers plugging their recreational vehicles into the City electrical lines. The Commission also discussed the possibility of specifying certain parks for dog shows. The Commission determined that McGee Park be specified as the only park in the City at which dog shows can be held (not to include obedience classes). Dahlquist McFadden Donovan Conti Cochran Popovich Wright Dahlquist McFadden Donovan Conti Cochran Popovich Wright MINUTES Page 4 November 15, 1982 COMMISSIONERS GPRS Installation Awards Banquet Director Bradstreet gave a brief explanation of the notice that had been included in the Commission packet regarding the banquet. He requested that any Commissioners interested in attending, please contact his office as soon as possible to make reservations. COUNCIL REPORT Council Liaison Lewis reported that the City Council has decided to set up a citizen committee to review the Circulation Element of the City's General Plan. He indicated that there were to be nine members on the Committee, with one to be from the Parks and Recreation Commission. He then requested that the Commission submit names so that he could relay the information to the Council. It was the consensus of the Commission that the names of Norris Cochran and Jeanne McFadden be given to the City Council. Park-in-Lieu Fees Following discussion of the matter the Commission determined that a recommendation be made to Council that money for park-in-lieu fees be collected at final map stage, and that the interest earned on the money be used for park maintenance. DIRECTOR'S REPORT Parks and Recreation Commission Christmas Meeting Director Bradstreet reported that the Commission would be having a short meeting in December and would have its potluck dinner following the business meeting. He added that the potluck would he held at the Harding Street Community Center at 6:00 P.M. Election Results Director Bradstreet reported on the results of the November 2, 1982, election. He stated that Robert Prescott was elected to the City Council, and that Proposition H was approved by the voters. Director Bradstreet reported that staff is now studying the matter and how to implement Proposition H. Jefferson Development Director Bradstreet reported that the plans for landscape and irrigation are being completed. He indicated that as soon as the plans are completed, the matter will go to bid. He added that this only covers the turfing of the field, and does not include lights. Monthly Reports Commissioner McFadden questioned Director Bradstreet regarding monthly reports for the two previous months. Director Bradstreet reported that per request from the City Manager, monthly reports would be replaced by quarterly reports. Dahlquist McFadden Donovan Conti Cochran Popovich Wright MINUTES Page 5 November 15, 1982 COMMISSIONERS ADDITIONAL BUSINESS Doug Duncanson reported that on December 11, 1982, at 9:00 A.M., there will be a Community Tree Planting to plant 500 trees and shrubs in Macario Canyon Park to replace the ones destroyed by fire. Director Bradstreet reported that Doug Duncanson had received the Management Award for Mid-Manager of the Year. Commissioner Donovan requested that a thank-you letter be sent to Keith Beverly for hosting the October Parks and Recreation Meeting at the Carrillo Ranch. Commissioner Donovan requested that every other month the Parks and Recreation Meetings be held in the La Costa area. It was recommended that every fourth Parks and Recreation Commission meeting be held in South Carlsbad. The motion failed for lack of a majority. ADJOURNMENT By proper motion, the meeting was adjourned at 6:45 P.M. Respectfully Submitted, Deputy City Clerk Dahlquist McFadden Donovan Conti Cochran Popovich Wright X X •3'".L$B<3UPl5T/?X XSJA- C/UFIJ ;: /9-s rr: ct CA 7%^«* «*«<-•. _^Aii^.f- «. CR.?*GH.ct~ .S*. rf LtttJ&l JtX^f'-Ji>» rf-% Vt^fi-***. A&wW<W** v/tir SfK-l-t"zt+ Sflt.CP.If- c/l CA ?rSl^r. x , I'U a. CA- Attachment A w. y V) -« I : X r •C-v > v. H . Uj 45 vro 0 UJt v ^ c°, x I-o * § * y - ' V •* <» *- 4^ X^ - VC' 2t j- • 5 |:> ^.-c- ^ Z S. "X.-* O itf | Vc> 21 2 0 LIBRARY 11 19 12 18 13 17 14 16 ART ROOM 15 • 5 4 6 3 ' "' 7 2 i 8 ' 1 9 -Jl LOUJGEu°WORKROOM ~f • • i *•& ,*~*rt*e. PC c r\\ i rI\ L O \J U I POO1** i i j IE KITCHEN — AUDITORIUM r\i.o e u >0ft65 E FlRC DP.ILL DEPlOYHtKT ROUTES LIBRARY RED1A CENTER n OFFICE NURSE "// tfiere be any truer measure of a man by what he does, it must be by what he gives," Robert South. (HEN RICHARD SEARS and Aivah Roebuck issued their first sales catalog in 18&S, they began a new and effective marketing program for reaching a large group of prospective buyers for a relative low cost. Although almost 100 years have passed since Sears and Roebuck began marketing their products through sales catalogs, parks and recreation departments have only recently discovered the advantages and benefits of this marketing technique. If Sears and Roebuck produced 20 percent of its sales through catalog orders last year, what is the potential impact of a similar program for a parks and recreation department? Leisure service budgets cover fewer and fewer of the niceties and are even stretched to meet many necessities. A gift catalQg_rjrograrn_pffers.individuals and corpCTra^ojis'specTaTopportunTties to close tha_t..gap.aad'. at tfve same time, gain taxbenefitsand_o^mmuruty_recog-J_ by Rick Dodge !a_of^^ js not new, but designing the^properjnitiaiives demands re^Ifimkine oTfraditional roles and relationships.—^- -*...o—».—- ••—• — :—.„--_-.. —*—„__ . r rGift catalog programs should attract broad base sup- port by providing for differing size contributions. An in- dividual or corporation may provide a $100,000 donation for the construction of a new park, but a class of fifth gra- ders may also contribute $10 to purchase bird seed for a nature center. Recognition of the importance of both gifts is fundamental to a successful long-term campaign, and, in fact, your local media may be more willing to focus a human interest story on the fifth grade's contribution and thus provide free promotion for your gift catalog program. Gift catalogs are attractive because they provide local citizenry specific information about the short- and long- term goals of the parks and recreation department. Even though a specific gift such as the construction of a new Softball field may not be donated, the fact that it is listed in the gift catalog reinforces your department's commit- ment to provide a facility that Softball players desire. It is not unusual for items in gift catalogs to gain enough J{22 PARKS & RECREATION/AUGUST 1982 Attachment B public support to become part of the annual capital im- provement program. A well-written and researched gifts '—--talog program follows seven critical steps: 1. Begin with an inventory and documentation of your department's needs, and emphasize those needs that may attract private contributions. It is very difficult to predict the response to a specific item in a gift catalog, but your inventory should be geographically balanced. 2. Since the design and production of the gift catalog has much to do with its success and response, make sure your final product has an engaging graphic design. It may be possible to persuade a local marketing firm to produce your catalog by donating its time and talent as a "gift." 3. Pre-select the target audience, your catalog should reach. Most gift catalogs are "shotgun" approaches that ' present many potential gift suggestions in many price ranges. In a first catalog edition, this strategy may be good, but the contributions resulting from your first publication should help you better target successive reprints. 4. Make sure your distribution stratgy ensures deliv- ery of the catalog to your pre-selected, target, audience. Many distribution techniques have been used including mass mailings, newspaper supplements, mail lists from local credit card companies, or special displays in libr- aries, schools, banks, and other retail establishments. If 'you have identified some potential donors, then a per- sonal letter accompanying the gift catalog combined with ^_a follow-up visit or phone call will increase the pro- ability of success. 5. Publicize the catalog. This step alone is worthy of an article exploring the many techniques of public ser- vice announcements, special kick-off events and ac- tivities, presentations to civic and business organizations, press releases on gifts you receive, and purchase advertis- ing as required. The timing of your gift catalog release is especially im- portant. Special holidays such as the Christmas season have proven to be an ideal time for the public to give a gift in the name or memory of a close friend or family member. Holidays also offer the opportunity to provide updates and reminders about the gift catalog availability. The gift of a tree to the park system maybe an attractive alternative to an individual who has previously given flowers for that occasion. A special push on promotion should occur during the months prior to individual and corporate tax preparation. 6. Make sure the catalog emphasizes that the gift "returns the favor." Not only does the value of a gift pro- vide a tax deduction, but appropriate individual recogni- tion reinforces the gift cycle. The scope of your recogni- tion program should fit the size and type of the gift, and this spectrum could include signed and recorded certifi- cates presented in a special meeting of City Council, engraved donor plaques affixed to capital projects, names - of donors listed in subsequent gift catalogs, or whatever fits the desires of your community givers. Often, the proper type of recognition is discovered dur- ing consultation with potential donors. Knowledgeable and cooperative staff who listen carefully can best deter- mine how an individual's or company's contribution can be recognized. Some of your largest benefactors may seek anonymity for a variety of reasons, and the long-range success of your gift catalog program will result in exercis- ing good judgment in recognition selection. 7. Finally, evaluate, analyze, and revise your gift catalog. Gift catalogs are not successful as a one-shot effort and, if successful, a revised edition should reflect the information gathered from the previous productions to define a more effective market strategy. Evaluating the gift catalog program may be a perfect opportunity to in- volve private sector individuals in the form of a board, committee, or special nonprofit foundation. Some final suggestions: • Open lines for open minds. Make sure your gift catalog provides one central informed individual to ar- range confidential gift consultation and to community continuity of programs. The most effective individual in the department to receive and respond to these inquiries is the department's director. The farther the process is removed from the chief administrator, the less important the catalog will be viewed by potential donors. Some agencies have been successful enough in fund raising ac- tivities to employ a "development officer," and in large cities and counties such an approach should have a posi- tive cost/benefit ratio. • As a rule, pictures are the most effective com- munication technique, but the words used are also very important. If you are seeking donations to purchase large print books for the elderly, the phrase "new large print books—for not so new eyes" grabs the reader's attention in a positive manner. • "Living giving" may be a big part of the program. Did you know the average person in the United States PARKS & RECREATION/AUGUST 1982 23 THE PARKS Plants and trees , 550 - up Bird seed supply especially for creatures of Boyd Hill Nature Trail 515 Adventure playground equipment 55,000-up Benches S200 each BBQ grills 5250 Picnic tables 5400 Outdoor portable public address system for city-wide events 53,000 Padded folding chairs for public gatherings 550 each Banquet tables SlOOeach Utility maintenance vehicles 56,000 Tractors (farm type) 515,000 Small riding mowers 51,000 Seven-gang mowers 535,000 Renovation of boat dock at Bay Vista Park 570,000 Outdoor public activity shelters 53,500 Electric tram for handicapped and non-pedestrian users of Boyd Hill' Nature Trail 513,000 Meeting, concession and restroom facilities for Puryear Park $60,000 Purchase of Little Bayou Park, ten ecologically sensitive acres at Fourth Street and 54th Avenue South -total acquisition cost, S'750,000. Funds available, 5330,000 5420,000 RECREATION and ATHLETICS PooFtabies for community centers Ping pong tables Prize money for annual events such as Mainsail Performing Arts competitions, increments of Recreation equipment (i.e. balls,games, etc.) from Recreation program participant scholarships, support five children for summer programs Athletic field scoreboards- 51,000 .5150 S100 S50 Swimming pool equipment (i.e. lane lines, deck furniture, etc.) Athletic field lights and/or bleachers Audio visual equipment (i.e. movie projectors, record players, etc.) for use in community recreation centers Recreation building additions S100 .5500- ' 55,000 5200 - up 510,000- up Funding for Artist-In-Residence Program (public works of art) Transportation or entertainment funds for group field trips during summer programs Handball or tennis courts with lighting .... Remodeling of Bay Vista Adult Center on Pinellas Point Drive .5500 515,000- up 51,500- 5100,000 5100 520,000 per court 580,000 spends approximately 66,000 hours of lifetime working to accumulate wealth and property and for what? It can only be passed on to others. One of the largest sources for gifts is represented in the potential of estate planning. Many individuals within your community are searching for institutions in which they can invest the value of their life's work. Through the proper structure, such be- quests not only provide tax benefits but can also provide recognition during the donor's lifetime. The major por- tion of trust funds established are the result of estate planning wherein the individual with guidance from his tax advisor and attorney can explore future gifts to your agency. This is a complex and specialized area, and it is strongly recommended that an attorney assist your agen- cy in such discussions. Gift catalogs are only one idea for building partner- ships with the private sector; yet they are important as both an educational and financial tool, and can provide new resources and new respect for your agency. Remember how good it felt the last time you helped someone? A gift catalog program offers everyone in your community the opportunity to feel "that good"! D PARKS & RECREATION/AUGUST 1982 25 Parks & Recreation Department City of Carlsbad DEPARTMENT POLICY TREE WOOD DISPOSAL I. PURPOSE To.establish a uniform policy for the fair and equitable disposal of wood suitable for firewood, generated as a result of trimming and/or removal of trees in public places other than residential street trees. Wood generated as a result of trimming or removal of street trees in residential areas shall be left at the job site if so desired by the property owner. If wood is not wanted, then it shall be subject to the following policy. II. POLICY 1. Wood shall be removed to a central storage point to be determined by the Director of Parks & Recreation or his designee. 2. When sufficient quantities, as determined by the Director of Parks & Recreation or his designee, have been accumulated, a public notice shall be made setting forth.the time, place, and other conditions under which this wood will be available. 3. Public notice shall consist of notices placed in local newspapers at least seven (7) days prior to anticipated sale date. Notice shall be placed in legal and classified sections. 4. All persons entering the wood gathering area will be required to sign a "Hold Harmless" release prior to gathering wood. 5. The cost of the wood will be determined by auction style competitive bidding. Several stacks of wood will be available and each will be bid on separately. 6. All revenue generated will be deposited promptly in a special revenue account set up for this activity. 11/23/82 Attachment C