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HomeMy WebLinkAbout2006-10-16; Parks & Recreation Commission; MinutesMinutes of: PARKS AND RECREATION COMMISSION Time of Meeting: 5:30 P.M. Date of Meeting: October 16, 2006 Place of Meeting: City Council Chambers CALL TO ORDER Chairperson Craig called the Regular Meeting to order at 5:30 p.m. ROLL CALL Present: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George Absent: None Staff Members Present: Ken Price, Recreation Director Sue Spickard, Recreation Services Manager Kyle Lancaster, Parks Superintendent Kathleen Shubin, Senior Office Specialist Judi Vincent, Management Analyst Lisa Irvine, Finance Director Steve Herrera, Recreation Supervisor Gian Lauro, Recreation Area Manager Kevin Granse, Recreation Supervisor Mick Calarco, Recreation Area Manager, Carrillo Ranch Debbie Jo McCool, Recreation Administrative Secretary Paul Meadows, Public Works Supervisor ANNOUNCEMENTS None. APPROVAL OF MINUTES ACTION: On motion by Commissioner Lyons, the Minutes of the Regular Meeting held on September 18, 2006, were approved. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Lyons, Cooper and George NOES: None ABSTAIN: Commissioner Pacheco ABSENT: None INTRODUCTIONS Ken Price, Recreation Director, introduced Debbie Jo McCool, Recreation Administration Secretary. Kyle Lancaster, Parks Superintendent, introduced Paul Meadows, Public Works Supervisor. Parks and Recreation Commission -2- October 16,2006 PRESENTATIONS None. PUBLIC OPEN FORUM None. APPROVAL OF AGENDA ACTION: On motion by Commissioner Pacheco, the Agenda for October 16, 2006, was approved. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None CONSENT CALENDAR 1. AB 1006-1 SUMMARY REPORT To accept, approve and file the September 18, 2006 Parks and Recreation Commission Meeting Summary Report. 2. AB #1006-2 RECEIPT OF DONATION To receive a donation of funds for a Public Access Defibrillator for Leo Carrillo Ranch. 3. AB #100-3 RECEIPT OF DONATION To receive a donation of funds for a Public Access Defibrillator for Stagecoach Park. ACTION: On motion by Commissioner Hubbard, AB #1006-1, AB #1006-2, and AB #1006-3 of the Consent Calendar were approved. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None DEPARTMENTAL REPORTS 4. AB #1006-4 CITY OF CARLSBAD BUDGET FOR FY 2006-07 Lisa Irvine, Finance Director, gave the staff presentation on this item. She provided the Parks and Recreation Commission with an update on the budget. She described the process and spoke about the developmental goals to support the vision. She clarified what was meant by the terms "operating budget" and "capital improvement program." Ms. Irvine pointed out that it was important to look at the economy when determining the budget and added that San Diego County was expected to outperform the rest of the nation in Parks and Recreation Commission -3- October 16,2006 2006. She indicated that the total estimated revenues amounted to approximately $248.7 million for the 2006-2007 fiscal year and described what was included in the estimated revenues. She added that the Adopted Budget was $220.6 million and explained what was included in that amount. Ms. Irvine clarified that the primary budget object was to create a sustainable community through fiscal discipline and spoke about the legal spending limit and authorized projects under Propositions G and C. She continued by describing the City of Carlsbad combined budget, the budget overview, and the operating revenues by source. She then went on to discuss how the City determined the 10 year forecast, including the financial health and a general fund forecast. In the next portion of her presentation she described the 2006-2007 Capital Improvement Program and what was involved, including the planning document, the goals, a construction cost analysis, the CIP revenue sources for fiscal year 2006-2007, and continuing projects. Ms. Irvine concluded her presentation by describing the 2006-2007 capital improvement projects, which included the Public Works Center, Fire Station #3, park projects, the Alga Norte Park Aquatic Complex, City park community buildings, Poinsettia Park tennis courts, Senior Center expansion, Vista-Carlsbad interceptor, water projects, street projects, and maintenance projects. Questions and discussion included the following issues: • What was done to finish projects earlier to save money due to increasing costs • Use of discretionary funds • Purchase of property for Fire Station #3 and what would happen to the old fire station property • Consideration of retirement packages in the budget • Whether the State would share money in connection with the widening of the freeway and the building of bridges • What may happen to the Farmer's building ACTION: On motion by Commissioner Pacheco, AB #1006-4, to receive a report on the Operating Budget and the Capital Improvement Program Budget for the fiscal year 2006-2007. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None 5. AB #1006-5 CITY OF CARLSBAD KATRINA RELIEF FOR WAVELAND. MISSISSIPPI Sue Spickard, Recreation Services Manager, gave the staff presentation on this item. She explained what Carlsbad employees donated towards the relief effort for Waveland, Mississippi after Hurricane Katrina hit. She described how it was decided to select Waveland for the City's relief efforts. She also described the Dear Santa program and items that were sent to Waveland, including an unmarked police car and office furniture. Parks and Recreation Commission -4- October 16,2006 Ms. Spickard explained that two police officers went to Waveland and created an area in a local park which was now known as "Carlsbad Corner." She added that the plans were also to provide every Waveland City employee with a turkey for Thanksgiving and noted that staff would accept donations at various community events to provide the "fix-ins" for Thanksgiving dinner. ACTION: On motion by Commissioner Cooper, AB #1006-5, to receive a report on the efforts that the City of Carlsbad and its employees made to support Waveland, Mississippi after Hurricane Katrina struck. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None 6. AB #1006-6 ATHLETIC FIELD ALLOCATION PROCEDURES Gian Lauro, Recreation Area Manager, and Steve Herrera, Recreation Supervisor, gave the staff presentation on this item. Mr. Lauro explained why the item was being brought up and reviewed Council Policy 28 "Facility Use Regulations" as contained in the handouts distributed to the commissioners. He spoke about Category B Resident Non-Profit Sport Organizations and focused on field allocation priority for this category, specifically for the spring and fall seasons. Mr. Lauro explained what was done to prepare for seasonal field allocation meetings and the challenges that existed. He clarified that staff made a final determination if organizations could not agree and explained what was done in this instance. He displayed a sample slide of field allocation comparisons with regard to total participants vs. total residents. Mr. Lauro presented an overview of the Recreation Department Adult Sports Program and described the Recreation Department's field allocation prioritization guidelines as they relate to the program. He also described the periods when the adults do not use the fields and clarified when youth programs ended their seasons. Questions and discussion included the following issues: • Clarification of the process regarding an organization's right to appeal • The addition of Alga Norte might solve some of the scheduling problems • What may happen to the safety field • Reasons for turnover of volunteers and presidents of the organizations Griffin Gilmore, 2606 El Aguila Lane, Carlsbad, stated that he played soccer for almost all of his 10 years and that the children from Carlsbad should use the fields rather than adults from out of town. Michael Stewart, 7212 Durango, Carlsbad, explained that he did not have an issue with the other leagues but with adult soccer. He clarified that they were told there are fields that the youth organizations can take and they had to negotiate times with the other organizations. He stated that Fridays and Sundays were the only evenings left. He also mentioned that the adults did not have to show residency whereas the youth leagues did. He described who normally played on Sundays and requested that the allocation of fields be equal for both the adult and youth organizations with regard to residents and non-residents. Parks and Recreation Commission -5- October 16,2006 Mr. Stewart pointed out that only lighted fields could be used during the spring. He agreed that volunteers had a high rate of turnover but mentioned that he was with his group for seven years and was now a regional coordinator. He concluded by saying that if they backloaded the times and gave the kids time to play, it would be a fairer situation. Jerry Straw, 1059 Beacon Bat Drive, Carlsbad, explained that the Parks and Recreation group had a very tough job since everyone wanted to play on the City fields. He said he would like to have the guidelines adjusted. He stated that the competitive teams and recreational teams should be considered the same and explained why. He mentioned that field times were being taken away from Carlsbad kids, and clarified that competitive teams used more field time and brought in kids from outside teams. Mr. Straw suggested altering the priority of adult soccer, raising the residency to 80%, and separating recreational and competitive organizations. Questions and discussion included the following issues: • Clarification of the adult soccer season • Negotiation of recreational and professional use of fields • Priority system for adults sports programs • Fees paid by youth and adult organizations for use of fields • Time fields were used by youth and adult organizations during prime and off seasons • Makeup of Carlsbad residents in competitive teams • Number of teams used on a field by adults and youth organizations • Rental of fields during leftover times • Priority for recreational vs. competitive organizations and clarification that one organization could have both recreation and competitive teams • Possibility that youth organizations may pay higher lighting fees over a season than the fee charged to the adult teams • Suggestion that children should receive priority over adults • Reminder that the Parks and Recreation Commission was here for all of Carlsbad • Amount of time that the youth organizations had this year vs. last year • Clarification of Policy 28 and when it would be reviewed • Review of allocation of time for youth organizations ACTION: On motion by Commissioner Cooper, AB #1006-6, to receive and file staff's report outlining the Recreation Department's Field Allocation Procedures. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, and Cooper NOES: None ABSTAIN: Commissioner George ABSENT: None 7. AB #1006-7 NAMING RIGHTS OF PARKS AND MUNICIPAL FACILITIES Mick Calarco, Recreation Manager, gave the staff presentation on this item. He described the Naming Rights Policy (Policy #48) and explained that it needed to be expanded to include potential donors. He reviewed the statement of policy in detail. He described the different types of naming situations, the criteria for naming rights, instances in which names would not be chosen, and certain conditions where names of persons, organizations, corporations, or foundations would be considered if they made a significant contribution to the City. Mr. Calarco Parks and Recreation Commission - 6 - October 16,2006 also discussed the factors to be considered where the naming opportunity was the result of a financial condition. Questions and discussion included the following issues: • Suggestion that guidelines be tighter and have more framework for committees to operate • Input would be given from the general public • Complexity of naming rights ACTION: On motion by Commissioner Comstock, AB #1006-7, to receive an update and provide comment on the Revised Naming Rights Policy #48. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None 8. AB #1006-8 PARKS AND RECRETATION COMMISSION HOLIDAY MEETING/DINNER Judi Vincent, Management Analyst, explained that the December meeting of the Parks and Recreation Commission would include a holiday party after the meeting. She recommended that it take place at Carrillo Ranch, with the Senior Center as a backup. ACTION: On motion by Commissioner Cooper, AB #1006-8, approve the date and location of the December 2006 Parks and Recreation Commission meeting and holiday dinner to take place at Carrillo Ranch on Friday, December 8th at 5:30pm. AYES: Chairperson Craig, Commissioners Hubbard, Comstock, Pacheco, Lyons, Cooper and George NOES: None ABSTAIN: None ABSENT: None COMMITTEE/COUNCIL REPORTS None. AGENDA ITEMS FOR FUTURE COMMISSION MEETING 1. Recreation Department Strategic Plan 2. Skateboarding in Carlsbad Parks and Recreation Commission -7-October16, 2006 ADJOURNMENT ACTION: AYES: NOES: ABSTAIN: ABSENT: On motion by Commissioner Cooper to adjourn the Regular Meeting at 67:45 p.m. to the Pine Avenue Park Grand Opening on October 21, 2006 at 10:00 a.m. Chairperson Craig, Commissioners Hubbard, Comstock, Lyons, Cooper and George None None Commissioner Pacheco Respectfully submitted, Ruth Stark Minutes Clerk