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HomeMy WebLinkAbout1983-05-16; Parks & Recreation Commission; MinutesMINUTES MEETING OF: DATE OF MEETING: TIME OF MEETING: PLACE OF MEETING: PARKS & RECREATION COMMISSION May 16, 1983 4:30 P.M. Council Chambers COMMISSIONERS CALL TO ORDER: The meeting was called to order by Vice Chairperson McFadden at 4:32 P.M. ROLL CALL: Present - Vice Chairperson McFadden, Commissioners Donovan, Popovich and Cochran. Commissioner Conti arrived at 4:33 p.m. and Commissioner Wright at 4:47 p.m. Absent - Chairperson Dahlquist. Also Present - Dave Bradstreet, Parks & Recreation Director Chris Harmon, The lagoon patrolman Dave Bradstreet announced Council Member Lewis was the only person who called to say he could not make the meeting. APPROVAL OF MINUTES: The Minutes of the April 18, 1983, meeting were approved as presented. Dave Bradstreet introduced Chris Harmon, the new lagoon patrolman. His hours are 11:00 a.m. to 7:00 p.m. Changes to Agenda Commissioner Donovan asked to add items under Additional Business. Commissioner Cochran stated Item B, Senior Citizen's Bingo Cost Breakdown, would not be discussed this evening, but would be held over until the next meeting. They will have a CPA and the City go over this report and see that is is done correctly. Commissioner Conti stated he had some data to be included with the other material. Vice-Chairperson McFadden stated Mr. Conti's data should be added to the packet for the next meeting. Commissioner Conti asked for a new meeting time item to be added to the agenda, and Vice Chairperson McFadden polled the Commissioners and by a vote of three to two, it was agreed to add this item to next month's agenda. OLD BUSINESS; Vice-Chairperson McFadden asked for an Item D to be added under Unfinished Business and an Item C under Committee Reports. McFadden Donovan Popovich Cochran MINUTES Page 2 May 16, 1983 COMMISSIONERS UNFINISHED BUSINESS: A. YMCA, Agua Hedionda Lagoon, City Sub-Lease Mr. Kulchin was called out of town and Dave Brads treet asked for this item to be deferred until the next meeting. C. Commission Workshop - April 30, 1983 Vice Chairperson McFadden asked for a brief report from the Members who attended this Workshop. Commissioner Cochran stated he thought it was an outstanding opportunity to meet all levels in management in the City. It was enlightening to talk with the people who are doing the work and he expressed the hope there would be one every year. He did think there could have been more direct control in the group discussions. Vice Chairperson McFadden stated they had only dwelled on two items in the group and needed a — — longer time. Commissioner Popovich stated he enjoyed the workshop very much and would like to see more participation from the City and would like to have the workshops every six months to a year. Dave Bradstreet commented that it was beneficial to find out about the over-all operation. He stated he had books for those who had not attended. Vice Chairperson McFadden stated two Commissioners indicated they would like a workshop annually and she concurred with that. D. Report of Joint Parks & Recreation Commission Meeting - San Marcos, Vista, Oceanside and Carlsbad. Vice Chairperson McFadden gave a report on a recent meeting and stated she would like a copy of the by-laws available from other regions. The Commission voted to inform the City Council the possibility of forming a Regional Parks & Recreation Commission had been discussed and the Commission is in favor of investigating this possibility. The Commission decided to wait until the next meeting to appoint two Commissioners to the by- laws committee. The Commissioners are to contact a member of the City Council as follows: Commissioner Popovich will contact Mayor Casler; Commissioner Conti will talk with Council Member Prescott; Commissioner McFadden will contact Council Member Lewis; Commissioner Cochran will contact Councilwoman Kulchin; and Commissioner Wright will contact Council Member Chick. McFadden Donovan Popovich Cochran Conti Wright X X X X X X X MINUTES Page 3 May 16, 1983 COMMISSIONERS The Comnissioners should contact the Council within the next two weeks, and a letter will go out from staff to the Council expressing the Conmission's interest in forming a Regional Parks & Recreation Commission. Also, the letter will inform the Council Members they will be contacted by a Commissioner. NEW BUSINESS; A. Request to Lower Facility Rental Fees The North Coast Junior Women's Club had requested the $20 per hour fee be waived or lowered for their Halloween Carnival October 28, 29, 30 and 31. Mrs. Kitty Adkins, 4924 Parks Drive, addressed the Commission, stating they had requested this fee lowering or waiving, as they return all money to the City of Carlsbad that is taken in. They are a non-profit organization and feel since there are no salaries paid and no money spent by the Women's Club, they should be allowed to return all their profits to the City, and not have to pay the $20 per hour rental fee. This request had been denied by staff and was appealed to the Commission. The $20 per hour fee is the minimum rate. A motion was made to deny the request by the North Coast Junior Women's Club to waive or lower the rental fee for the Scout House. Vice-Chairperson McFadden announced the motion had carried and could not be re-opened at this time. B. 83-84 Budget Dave Bradstreet discussed the Budget, referring to the copy attached to the packet. He stated there were two areas where Parks & Recreation budget had increased. One was the inclusion of vehicle maintenance and the other was for various salary increases. There was a question regarding the monitoring fee for the Magee House and Dave Bradstreet explained this item had been included in the budget. The Commission voted to approve the budget as submitted. McFadden Donovan Popovich Cochran Conti Wright X X McFadden Donovan Popovich Cochran Conti Wright X X X MINUTES Page 4 May 16, 1983 COMMISSIONERS C. agreement Between City and San Marcos School District for Joint Facility Use of Fuerte Park and La Costa Meadows School Dave Bradstreet gave a report on this item, using a wall map to show the multi-use facility. The City will use the school facilities and the school will use the parks. The City will maintain the entire area for $13,800, water not included, on a trial basis. Staff asked for a recommendation from the Commission to take to City Council. The Commission voted to approve the conceptual proposal as outlined by staff. COMMITTEE REPORTS; A. Board Sail Request - J. Conti Commissioner Conti reported on the meeting held by this Committee and stated there would be a report forthcoming within 30 to 60 days. Mr. Steve Lees stated he had kept a log for two weekends, and this material would be given to Mr. Conti to be incorporated into the report. Greg & Roxanne Rusing, 4215 Harrison, are the new managers at the lagoon, and asked to be included in the meetings regarding the lagoon. B. Budget - J. Popovich Commissioner Popovich asked if there were any questions regarding the budget. In answer to a question regarding travel expenses, it was determined the City Manager has a contingency fund for that purpose. C. Tree Committee Vice-Chairperson McFadden asked for a Chairperson for the Tree Committee. The Members are Commissioners Conti, Donovan and McFadden. Commissioner Donovan agreed to Chair this Committee. 9. ADDITIONAL BUSINESS: A. La Costa Youth - Boys & Girls Club Vice-Chairperson McFadden reported the plan to bring flag football into the center and the concern that this would conflict with the programs already being held at the center. McFadden Donovan Popovich Cochran Conti Wright MINUTES Page 5 May 16, 1983 COMMISSIONERS B. Book Fair - Enforcing dog law Vice-Chairperson McFadden stated that at the Book Fair yesterday there were dogs running all about the area and the police officers did nothing about it. C. Cultural Arts Center The question was asked how to contact the Cultural Arts Center, as there is no listed number. It was determined that on a weekend, there is no way to get in touch with them, as there is no box office. ADJOURNMENT: By proper motion, the meeting was adjourned at 5:50 p.m., to Monday, June 20, 1983, at 4:30 p.m., at the Levante Center. Respectfully submitted, Harriett Babbitt, Minutes Clerk T North Coast Junior Woman's Club P.O. Box 980 Carlsbad, California 92008 May 26, J983 Parks and Recreation Commission City of Carlsbad 1200 Elin Avenue Carlsbad, CA 92008 Dear commission members: T At your next meeting Coast Junior Woman's Club, organization in Carlsbad, Ho 1i day Park, on June 20, 1983, members of GFWC North a non-profit community service will attend to request the use of the at no cost, for a Halloween Haunted HouseScout Hu t at and Cam i va 1 . We completed this same project last year, raising over $1000 as a donation to the City of Carlsbad for the playground equipment at Kruger House. Our carnival also enabled other Carlsbad service groups to raise money as they were invited to participate. Also, the day provided a safe alternative to trick-or-treating. Last year, GFWC North Coast Jr. Woman's Club donated more than $3700 toward community service projects and over 2400 hours. We feel that, since we donate our time and money to worthwhile projects and services to Carlsbad and because we provide an opportunity for other groups' fund raising with the Halloween project, we should not be charged for use of the city facility. We hope that the information attached will provide a helpful insight into our organization and its purpose in Carlsbad. We look forward to meeting with you and thank you for your consideration. Sincerely, Va1ery M. GFWC North as vs t Pres i den t Jr. Woman's Club Attachment B r r PROJECTS COMPLETED 1982 Community Health Easter Seals, raised $484.69; worked 4 hours Immunization screening, worked 35 hours Crock Pot Donation to TERI, $50.00 donation; worked 1 hour Ronald McDonald House, 312.00 donation;worked 1 hour Park/Preschool Play Area Development, $1039.60 donation; Worked 15.5 hours Conservation Pennies for Pines, raised $13.77; worked 14 hours Water conservation, worked 1 hour Cans for Sixth Graders, $10.00 donation; worked 4 hours Christmas Tree Recycling, worked 2 hours Reforestation, worked 7 hours at Carlsbad's Arbor Day Cultural Enrichment San Diego Junior Theater, 1-17.00 donation; worked 6.5 hours Cross-stitch workshop, worked 8 hours Pennies for Art, raised £25.00; worked 1.5hours Art Talent Contest, $50.00 raised; worked 17 hours Velida Turner, $60.00 spent to bring V. Turner to CHS; worked 10 hours Children's Museum, worked 1 hour Craft Auction, raised £117.50; worked 15 hours Oceanside Jr.'s Art Auction, worked 4 hours Photo Album Workshop, worked 24 hours Cookie Exchange Recipes, worked 21 hours Scholarship, raised ^100.OC for CHS scholarship; worked 15 hours Education CalPirg Pricing Survey, worked 16 hours Buss Pass Funding, raised $36.00 for bus passes for CHS students Classroom aides, members put in over 700 hours in classrooms in Carlsbad Teacher Appreciation Day, spent $41.96 and worked 10.5 hours for Carlsbad teachers Returning Junior Scholarship, worked 2 hours Flannel Board Stories, worked 3 hours School Bus Program, worked 2.5 hours Chug-a-Can Letters, worked 6 hours Summer Reading Club, worked 24 hours for Carlsbad Library Book Fair, raised 375.00 for library and spent $25.44; worked 20 hours Art Auction, worked 30 hours for library art auction Scholarship winners, spent $24.00; worked 4 hours School Board Member, member is on Carlsbad school board; worked 513 hours Casa de Amparo, worked 22 hours and donated items to shelter Home Life Rummage Donation, donated $45.00; worked 1 hour Girls Club, donated $15.00 to Carlsbad Girls Club Boys Club, donated $10.00 T International Affairs V/alk for Mankind, worked 105 hours; earned $100.00 for community service projects American Field Service, worked 395 hours; spent £5.25 Project Concern Hygiene Kits, worked 10 hours; donated $10.00 Stamps for Sons of Norway; worked 20 hours Materials for Philippine'Orphanage, donated $40.00 YMCA Youth and Government, donated $20.00 Public Affairs Fourth of July Celebration-, donated $10.00 Firefighters Appreciation Day, worked 10 hours Rummage Donation, donated $30.00 to VFv/ Women's Opportunity Week, worked .5 hour Stamps for VA, worked 22 hours Saf e-ty Halloween haunted house and carnival, spent S147.09; worked 222 hours; Institute of Burn Medicine, donated -$5.00; worked 2 hours Hug a Tree Program, worked 6 hours Candlelight V/alk for MADD- worked 6 hours Safety Film; donated £75.00 film to CPD Video Cassette Donation, donated $110.00 film to Tri-City Hospital Car Seat Pricing Survey, worked 12 hours Legislation, worked 4 hours for seatbelt bills a.nd spent $4.20 101 Critical Days, worked 11 hours for seat belt safety Safety Poster Contest, worked 3 hours; Pre School program, worked 14 hours giving seat belt safety puppet show in Carlsbad and Oceanside schools Letters to Editor, worked 1 hour Letter to McDonald's Corporation, worked 1 hour • MAJOR PROJECT DESCRIP' N (Cont'd.) B. STEP-BY-STEP DESCRIPTION OF ACTIVITY: Day of Event: T 1. Two members ordered the play equipment. 2. Play equipment was delivered. 3. A parents' group associated with the preschool program donated $181.47 to help defray play equipment costs. 4. One member contacted Hi-Noon Rotary, and Evening Rotary about helping to install the play equipment. 5. One member contacted SDG&E regarding a donation of utility poles for play yard development. 6. A formal presentation of the equipment was made to the city at a council meeting. C. RESULTS OF PROJECT (INCLUDING SUGGESTED IMPROVEMENTS): (May be single spaced) City preschool aged children now have play yard equipment that is appropriate for their size, abilities and interests. A work day has been scheduled to install the equipment with the local Rotary clubs. Our club also discovered an excellent Ways and Means project and have made several excellent contacts with city and other volunteer personnel. -71- PROJECT TITLE; Park/P-P —choo 1 Plav Area Developme^TAL MONEY $ 1039.60 NUMBER OF MEMBERS WHO WORKED ON PROJECT; 12 luTAL HOURS 13.5 A. WHY DID THE CLUB DO THIS PROJECT: (May be singled spaced) ^ Our city has a lovely central park that is used "by people and families extensively. Unfortunately, while there is a play yard for older children, there is no equipment suitable for children under age five. Also, the city Parka and Recreation department runs a non-profit preschool program there. Our club undertook to help develop a play yard suitable for children twelve months to five years for use during the city classes and available to the general public as well. B. STEP-BY-STEP DESCRIPTION OF ACTIVITY: (Single-space steps/double space between steps) Pre-event Plans: 1« $1039*60 for purchase of play equipment was donated by the club. These were the proceeds from a Halloween carnival and haunted house sponsored by our club. 2. One member consulted with park and recreation personnel to gain approval for the donation and guidelines in the selection of equipment. 3. One member researched the types of equipment available and appropriate for the area of the park designated for the preschool play yard 4. Three members met with a community parents' group to gather input about the selection of play equipment. 5. Two play apparatuses were decided upon. ) -70- PROJECT TITLE; Hal 1 owe~i namlval and Haunt edHousSQTAL MONEY $ 147.09 NUMBER OF MEMBERS WHO WORKED ON PROJECT; 20 *oTAL HOURS 222 A. WHY DID THE CLUB DO THIS PROJECT: (May be singled spaced) ~^, This year, in particular, with regards to the Tylenol scare et al, P several people had expressed concern over the advisability of allowing | their children to participate in trick-or-treating. Our club decided to offer a fun, entertaining alternative to trick-or-treating that was safe and low cost, and appropriate for a wide age range of children. We were also, secondly, looking for a way of earning funds to develop a pre-school play yard sorely needed at our community's central park. B. STEP-BY-STEP DESCRIPTION OF ACTIVITY: (Single-space steps/double space between steps) Pre-event Plans: 1. Committee chairmen were chosen in the following areas: a. Food b. Carnival c. Haunted House d. Publicity e. Clean Up One chairman was appointed to coordinate all aspects of the event. 2. Approval was gained for the use of park faciliti3s for the carnival and the haunted house. Facility and tables, chairs, public address system were donated; its value, $150.00. An insurance binder for one day's additional club liability was obtained at no cost. 3. Press releases were issued to two local newspapers and one radio station. A 4' x 8' sign describing the event was painted and erected at the park. 4. Donations were solicited for door prizes, supplies, and food. r Merchandise totaling $444.00 was donated towards the project. 5. Members met and discussed,organized and set plans for the haunted house and carnival lay-out. 6. Community non-profit groups were approached about participating in the carnival. They were asked to donate 35% of their gross toward our club project. In return, our club would handle all publicity, ticket sales, set-up and clean-up on the day of the event. 7. Posters were made and distributed at various stores in the community. Signs were painted and displayed at facility being used. 8. Local scout troops and high school drama club members were contacted about being cast members of the haunted house. 9. Scenery was painted and constructed for the haunted house. 10. Flyers announcing the event were sent home with every child kindergarten through grade eight in the city. Printing costs were $38.20, 11. Additional booths to be manned by club members were added. They were balloon sales and cake walk. Equipment from members was collected. 12. Interior of haunted house was constructed. A drama club student volunteered to wire the lighting and background music. S108.89_was r spent on food and supplies and a refundable $150.00 check was made and the key obtained, Final approval from parks personnel was obtained. -70- r r MAJOR PROJECT DESCRIPTION (Cont'd.) B, STEP-BY-STEP DESCRIPTION OF ACTIVITY: Day of Event: 1. Final assembly of the haunted house was completed. 2. Ice chests and last minute food donations were picked up, 3. Tables for carnival booths were set up by two members. Each booth had a container for the tickets it took in. No activity cost more than 500 and each person received a prize at every booth, win or lose. 4. Balloons and equipment were picked up and balloons were inflated. 5. Members operated the haunted house, sold balloons, hot dogs, coffee, tea, and punch and operated a cake walk booth. Cakes were donated by all club members. Members also operated the ticket booth where all currency was handled. 6. One member served as coordinator for all activities happening during that day. Another operated the door prize booth and served as lost and found and general information booth. 7. Carnival chairman collected tickets from each booth and began tallying their proceeds. 8. Two members purchased additional food supplies. 9. After approximately 900 people had been through the haunted house, scenery was dismantled, stored and the area policed. Tables, public address system and other equipment were stored for return. 10. Miscellaneous equipment was returned to members. Final inspection was made by park personnel. The key was returned and deposit refunded. 11. Checks to participating groups for their proceeds were distributed. C. RESULTS OF PROJECT (INCLUDING SUGGESTED IMPROVEMENTS): (May be single spaced) About 2000 people attended our Halloween carnival and haunted house. Seven organizations handled 15 booths and earned collectively, &415.50. toward their goals. Our club realized a profit of &1039.60 which was earmarked for development of a pre-school play yard at the city park. We feel we provided an entertaining and safe alternative to trick-or- treating. With more time for pre-planning we would sell pre-sale tickets, contact more non-profit groups regarding their participation, and have more food, prizes, and games ready for people to be involved in. A larger carnival area and longer time for the haunted house would be considerations for future years. CARLSBAD PARKS AND RECREATION DEPARTMENT 1200 Elm Aveni ~~ (619) 438-5574 PUBLIC FACILITY USE APPLICATION r Organization Anticipated Attendance Nature of Use lidoiu FOR OFFICE USE Date Received Rec'd By Applicant has use / info rules yes no <AOOO Carlsbad Residents % dd m '\/d/ OL'f\d Person Responsible for^Conducting Activity Address, City . Phone(H) Special Needs: # of Tables A/-<7rS, /(I/AML# of Chairs AJJA Lecturn rtfi Coffee Maker AJ/A Date(s): From Circle Day(s): ARRIVAL TIME DAYS, DATES, HOURS REQUESTED $3 TO /O I ^O I %3 SET UP: -ffoTj W TH F S EVENT BEGINS EVENT ENDS DEPARTURE TIME TOTAL HOURS Open to Public: Admission Charged Contribution Asked PM 2.?~ Pi-OS szroe Yes A. No Yes /K No Yes No v"/x Members / Guest Only: 'Live Musical Entertainment Yes No Yes. •SERVING ALCOHOLIC BEVERAGES? YES (sold + +.not sold )NO X The signer, for himself and / or his children, hereby waives any and all rights to make a claim for any loss or damage that may hereinafter accrue against the City of Carlsbad, members of its Council or Commissions, its officials, employees and agents, arising out of the use of City property or activities pursuant to the reason of this waiver by reasons of negligence or otherwise; and further agrees to indemnify and save free and harmless the City and above said persons from any claims, liability, or loss occasioned to the City or above said persons as the result of injury or death to persons or damage to property arising out of the use of said property or activity pursuant to the reasons for this waiver by reason of negligence or otherwise. We agree to comply with Carlsbad Parks and Recreation Depart- ment facility use regulations APPLICANT'S SIGNATURE DATE .JrL, , Fnn nFPARTMF Group Priority # ** Alcohol!^ I icensa Rpqnirad , , *.Spr.nrityGiiard(s)R«r]iiirad Needed From Security Guard Company FACILITY CHARGES: Standard Hours <8> $ hr. $ Fvrra Hours ffii S hr. Insurance (liability Only) rf|p^ning /Rantirity Deposit (rafimriahla) Security Guards Extra Equipment Rental TOTAL $ WTnqrOhliY . ABC License No. To <gi Farh By and Date Pks & Rec: Approved Denied Date Ry Comments: — Receipt # Bv Date — Refund (nitrated By: Amounts Date Police Dept: Approved Denied Date . Bv 8/82 Parks & Recreation Department "Green Sheet" June 20, 1983 The Recreation Division is sponsoring a "Wild Wednesdays" program for children from ages 7-12. The activity will begin June 15 and continue through August 24. Activities will be scheduled from 10 a.m. - 4 p.m. All participants will meet at Cannon Park. Magee House is going to get a new coat of paint on June 23 and 24. This project will be completed compliments of the Carlsbad Board of Realtors. The Department is getting requests to allow board sailing on the lagoon. The Board Sailing Committee will meet on Tuesday, June 14, 1983 at Harding to further discuss this idea. The Department has scheduled the 1st Annual Boogie Board Contest for Saturday, July 16 at 8 a.m. Prizes and trophies have been donated by the Morey Boogie Board Company of Oceanside. The event will be held at the Pine Street Beach. The Recreation Division received commendations from the City Council and the Parks and Recreation Commission for their outstanding work on the summer brochure. Doug Duncanson, Parks Superintendent, is working with the Street Tree Committee, on updating the City ordinances regarding street trees. The agreement for joint use of Fuerte Park and La Costa Meadows School was signed by the City Council. The next step is to have the agreement approved by the Board of Trustees of the San Marcos Unified School District. The 10K Run ran very smoothly. The event was held on Saturday, June 11, 225 participants competed in the activity. In March, 1983, President Reagan signed the Jobs Bill. The Small Business Administration was allocated $50 million for a Park Restoration and Urban Reforestation Program. The object of this bill is to create jobs for the unemployed and to rehabilitate and improve park lands. The Department is going to submit a grant application to plant trees at Macario Canyon Park. A Teen Dance has been scheduled for Friday, June 17 from 7 to 10 p.m. at Harding Community Center. Anyone from 12 to 15 years of age is invited to attend. The music will be provided by radio station 91X. The stage play "Treasure Island" will be presented by the Unicorn Players of Hollywood on Wednesday, July 6. There will be two performances. One at 2 p.m. the other at 7:30 p.m. The tickets are $2.75 for children and $4.75 for adults. r