Parks and Recreation Commission Meeting

MINUTES PARKS AND RECREATION COMMISSION Regular Meeting Thursday, February 16, 2012 7:00 PM COUNCIL CHAMBER, FEW MEMORIAL HALL OF RECORDS MONTEREY, CALIFORNIA Commissioners Present: Canepa, Federico, Marotta, McCarthy, Perske, Woodward Commissioners Absent: Menendez-Herbst Staff Members Present: Community Services and Library Director Kim Bui-Burton, Recreation and Community Services Manager Cindy Vierra, Fitness Manager Bill Rothschild, Parks Supervisor Louie Marcuzzo, Sports Coordinator Mark Piña, Associate Civil Engineer Andreas Baer, Recording Secretary Teresa Nash CALL TO ORDER CONSENT ITEMS Approval of Minutes 1. Thursday, January 19, 2012 Action: Approved as corrected (4-2-1, Marotta, Woodward abstained as they were not in attendance, Menendez-Herbst absent). Commissioner Perske asked for a correction to the minutes. On Page 2, Item 4, Agreement to Extend Contract for the Monterey Tennis Center to Mr. Alan Telfer, after the first paragraph added: “Commissioner Perske inquired how the tennis pro was selected. Community Services and Library Director Bui-Burton gave an outline on how the contract works.” ***End of Consent Agenda*** PUBLIC COMMENTS None. PUBLIC APPEARANCE 2. Monterey High School Baseball Request for Fundraising Activities at Frank E. Sollecito, Jr. Ball Park Action: The Parks and Recreation Commission approved Monterey High School Baseball’s request allowing a gate fee for nine (9) games, the sale of food at three (3) specific games, signage to show it’s not a City event, and flexibility to reschedule rained out games for this season only (6-0-1, Menendez-Herbst absent). Community Services and Library Director Bui-Burton presented the request of Monterey High School (MHS) Baseball Coach Michael Groves asking the City’s permission to charge a gate fee not to exceed $5.00, for anyone over 18 years of age, at nine (9) games and to also sell food inside the ballpark at four (4) games annually as fundraising activities to benefit the MHS Associated Student Body (ASB) and the baseball team. She explained that City policy requires that MHS fill out a Field Use Permit annually providing proof of insurance, updated contact information, and other required information, therefore this request will have to follow the same process and request approval each year. Recreation and Community Services Manager Vierra  Parks and Recreation Commission Minutes Thursday, February 16, 2012 stated that staff has spoken to Carol Bruno, El Estero Snack Bar Concessionaire, about the food sales scheduled for this season and she was not opposed to MHS’s request to sell food at three (3) games this season: Friday, March 16, Friday, March 23, and Friday, April 20, 2012. Recreation and Community Services Manager Vierra said historically the City has been reluctant to allow a gate fee for games played on City ball fields. She reminded the Commission that MHS Baseball made this same request last year, and the Commission approved six (6) dates for last season. At that time staff encouraged them to find alternative activities for future fundraising. Community Services and Library Director Bui-Burton stated that staff recommends approval of a gate fee, not to exceed $5.00 per person over 18 years of age, for six (6) games and the sale of food at three (3) games for this season only. She suggested that the Commission request a follow-up report on the number of tickets sold, the revenue received, and if charging a gate fee affected game attendance. She also asked for a follow-up on the revenue generated on their food sales. This will help the Commission’s consideration of any future year requests. Commissioner Perske inquired if the City Attorney has any issues with this request. Recreation and Community Services Manager Vierra stated that the City Attorney is requiring that a Facility Use Permit and proof of liability insurance naming the City of Monterey as additionally insured is done annually, and that this request is part of the Facility Use Permit. Commissioner Perske also inquired as to what the money collected at the gate is going to be used for. Manager Vierra stated that will be up to Monterey High School officials. Recreation and Community Services Manager Vierra said she spoke to Housing/Property Manager Rick Marvin regarding the concessionaire’s lease. He said it does not state in the contract that the concessionaire has to grant permission for other groups to sell food. He said it is considered good business practice for the City to confer with and work in conjunction with the El Estero Snack Bar concessionaire. Commissioner Woodward asked if all the money collected would go to the Associated Student Body (ASB) or would some of it pay for the use of the field. Recreation and Community Services Manager Vierra stated that the City does not charge Monterey High School for the use of the fields. Michael Groves, Head Baseball Coach at Monterey High School, stated that everything is becoming more complicated and expressed his gratitude for them to use Sollecito Ball Field and that their relationship with the City is great. He stated that the MHS Principal wants the money to go to the ASB which supports all school activities. He said the Baseball Program has no budget and they spend a lot of time and money on the upkeep of the field. He stated he is fine with staff’s recommendation to allow a gate fee at six (6) games and the three (3) dates to sell food. He stated that the baseball program is important for youth and he considers it a classroom where they teach leadership on the field. Commissioner Woodward inquired why we need to approve a gate fee since it’s a school event. Commissioner Marotta asked why we care if they charge a gate fee and sell food during MHS’s games. Recreation and Community Services Manager Vierra stated that since Sollecito Ball Park is City property, the City must approve this type of fundraising request, and also because of the City’s concessionaire contract a percentage of sales from the El Estero Snack Bar go back to the City. Parks and Recreation Commission Meeting Minutes Thursday, February 16, 2012 2  Parks and Recreation Commission Minutes Thursday, February 16, 2012 Commissioner Canepa stated they charged a gate fee last year at six (6) games and asked if there were any negative comments about charging a gate fee. Coach Groves stated they did not hear any negative remarks and they will let people into the games even if they don’t have the money. He said the BBQ’s generate more money than the gate fee. Commissioner Woodward asked what other groups charge a gate fee on City property. Commissioner Marotta stated that the Bronco World Series charges a gate fee at Jacks Park. Daryl Nieto thanked the Commission for approving the scoreboard at Sollecito Ball Park in memory of Ben Omoto and said it is a great addition to the ball field. He said the fundraising money collected at these games and barbecues are really needed and that he supports Coach Groves’ request. Commissioner Canepa asked how much money was raised last year in gate fees. Coach Groves said approximately $250-$400. Commissioner Canepa inquired if other schools charge a gate fee at their baseball games. Coach Groves said some do and some don’t. Coach Groves stated during their BBQ’s, they sell clam chowder and other items not sold at the El Estero Snack Bar. He also stated that the baseball team practices every day at Sollecito Ball Park with 65 kids there who buy food at the El Estero Snack Bar. Commissioner Woodward stated that it needs to be clear that this is not a City event and would like them to include signage showing that it’s a Monterey High School event. Coach Groves said they would do that. Commissioner Woodward inquired about rain days and if they would reschedule those barbecue dates. Coach Groves said they would try to reschedule and would also contact Carol Bruno at the El Estero Snack Bar to let her know and confirm any new dates for BBQ’s. On a motion by Commissioner McCarthy, seconded by Commissioner Federico, and carried by the following vote, the Parks and Recreation Commission recommended approval of: 1) the request of Monterey High School Baseball, for this year only, to charge an Admission Fee not to exceed $5.00 per person (for those over 18 years of age) for nine (9) ball games to be held at Sollecito Ball Park; and 2) the request of Monterey High Baseball to have a concession stand inside Sollecito Ball Park on three specific dates: Friday, March 16, Friday, March 23, and Friday, April 20, 2012 for this year only. Food will be sold to those attending the game and food items sold are different from the items sold by the El Estero Snack Bar Concessionaire. Commissioner Woodward amended the motion to include that Monterey High School puts up signage so it is clear this is not a City function, and to allow rescheduling dates for the gate fee and barbecues if the original dates are rained out. The Commission unanimously agreed with the amendment as part of the motion: AYES: 6 COMMISSIONERS: Canepa, Federico, Marotta, McCarthy, Perske, Woodward NOES: 0 COMMISSIONERS: None ABSENT: 1 COMMISSIONERS: Menendez-Herbst 3. Review of Revised Enclosure Design for Hilltop Park Center Water Storage Tank Neighborhood Improvement Program (NIP) Project Action: The Parks and Recreation Commission gave input to the NIP Committee on the revised design for the water storage tank at Hilltop Park Center. Parks and Recreation Commission Meeting Minutes Thursday, February 16, 2012 3  Parks and Recreation Commission Minutes Thursday, February 16, 2012 Community Services and Library Director Bui-Burton reviewed with the Commission a project for “Hilltop Park Center Water Storage Tank” that was approved by the NIP Committee in May 2006. The project included installing a water storage tank and enclosure at Hilltop Park Center (HPC) for emergency use. In November 2007, this project was reported to be in design status, where it remained for several fiscal years. Additional NIP funding was requested during this time and while the tank was originally designed to be sited adjacent to the west end of the community center, it was installed in its current location in 2011, in order to avoid removing a tree. Since the tank was installed, there has only been a temporary barricade made of traffic delineators and caution tape surrounding the water tank. Community Services and Library Director Bui-Burton reported that Associate Civil Engineer Andreas Baer contacted staff regarding a revision to the enclosure design for the HPC water storage tank project. She said the new design is a 7-foot high batten and board wood fence to enclose the water storage tank and the existing concrete block wall trash enclosure. She stated that staff feels this would result in an equally safe and secure enclosure for the water storage tank, provide a more uniform appearance, and would be consistent with the design and architecture of the park and community center. Commissioner McCarthy inquired if the cost for the enclosure is fully funded through NIP. Community Services and Library Director Bui-Burton stated that it is an approved NIP project and the bids for the new design and materials will be much lower than enclosing the water storage tank with concrete blocks. Commissioner Canepa inquired if the new enclosure will be covered and secured like the existing trash enclosure. Community Services and Library Director Bui-Burton stated that was not part of the new design plan at this time. Sharon Dwight, New Monterey Neighborhood Association, provided another design plan that leaves the existing trash enclosure as is and encloses the water storage tank in the wood batten and board fencing. She said by using two different materials, the structure won’t look so big from Devisadero Street. She also said there will be a gate installed for access to the water storage tank. She stated that if you design both the trash enclosure and the water storage tank enclosure in the same material it just looks like a big boxcar and is out of character. She said that when the Commission reviewed this project in 2006, this was not the original planned location. She said the water storage tank is for emergency purposes and needs to be secure and she feels that staff came up with good cost-saving alternatives for this project. Commissioner Marotta asked what the condition was of the existing block trash enclosure. Associate Civil Engineer Baer said that high quality decorative block was used and it is a good structure. Commissioner Marotta asked if we could put a cover on top of the water storage tank enclosure. Associate Civil Engineer Baer said he would incorporate that into the new design. Commissioner Canepa said he likes the New Monterey Neighborhood Association’s design that Sharon Dwight presented of leaving the existing trash enclosure as is and enclosing the water storage tank with a wood batten and board fence with a top on the structure to keep people out. Commissioner Federico said she initially liked staff’s proposal to enclose both the trash enclosure and the water storage tank in a wood batten and board fence, but said as long as it’s secure she’s okay with either design. Commissioner McCarthy said he lives near Hilltop Park Center and sees this area daily. He likes the boxcar effect and said it’s aesthetically pleasing. Parks and Recreation Commission Meeting Minutes Thursday, February 16, 2012 4  Parks and Recreation Commission Minutes Thursday, February 16, 2012 Commissioner Woodward said either design is fine, and supports what the Neighborhood Association would like. Commissioner Marotta stated he likes the boxcar style look, but is also fine with the split design and also wants to make sure the water storage tank enclosure is covered and secure. Community Services and Library Director Bui-Burton said that staff is delighted that this project is moving towards execution and that the current state of the temporarily fenced-off area is not ideal in looks or for the safety of park participants. 4. Highlights of Field Sports Programs Action: Presentation received. Sports Coordinator Mark Piña showed a PowerPoint presentation highlighting all the various programs in the Field Sports Division to include: Junior Golf Lessons, Group Adult Golf Lessons, Co-ed Slo-Pitch Softball, Pee Wee Baseball, Junior Track, Baseball Camp, Summer Socko, Adult Kickball Tournament, Adult Kickball League, Youth Outdoor Basketball Camp, British Soccer Camp, Fall Socko, Junior Soccer, Pee Wee Soccer Training Camp, Senior Adult Baseball League, and Youth Flag Football. The Commission thanked Mark for the great show and they were very impressed on how many programs offered in Field Sports and how well attended they are. INFORMATIONAL REPORTS & STAFF COMMENTS 5. Monthly Report - Recreation Division - January 2012 6. Parks Division Monthly Report for January 2012 Recreation and Community Services Manager Vierra informed the Commission that the Summer/Fall 2012 Activities Guide is going to print this week and that registration will begin on Wednesday, April 4, a month earlier than in past years to accommodate families making their summer plans. She reported that staff is evaluating the process of how outside special event requests are handled to make sure all outside requests are dealt with the same way and that the requestor provides the City with all the necessary information about their event and intended activities. She said the majority of applicants holding an event on City property abide by the City’s rules and regulations. Commissioner Woodward asked what the legal aspect of people using City property and charging a fee. Recreation and Community Services Manager Vierra said that is not allowed, because an individual cannot use City property as a place to hold their business or make a profit. She stated that if an event or vendor is using City property, the perception is that it is City operated and endorsed by the City. She requested that if you see anyone conducting business in City parks or on City property, that you notify the City to make sure they have approval and a valid permit. Recreation and Community Services Manager Vierra reported that staff has begun recruitment for summer jobs, and has researched new marketing ideas to promote Recreation. Commissioner Perske stated in his opinion there is too much detail and staff’s opinions in the Recreation Division Monthly Report. Fitness Manager Rothschild reported the Sports Center is very busy as people keep their New Year’s resolutions of working out, the Youth Basketball programs are bringing in a lot of families to watch the games, and they see about 3,000 people per day during this time. He said Group Exercise Coordinator Lauri Ataide keeps up with the current trends and is now offering “Hot Parks and Recreation Commission Meeting Minutes Thursday, February 16, 2012 5  Parks and Recreation Commission Minutes Thursday, February 16, 2012 Hula” which is bringing in a whole new group of people. He updated the Commission on the PRIMA Heart program and the free lectures they offer and stated this has a good impact on the community. He also reported the water slide is under repair and should be back in operation in a couple of weeks. Community Services and Library Director Bui-Burton reported that staff is working extremely hard and noted that when the City opens their Emergency Operations Center (EOC), as they did last week with the toxic gas fumes at Portola Plaza and the Monterey Conference Center, that key staff members like Recreation and Community Services Manager Cindy Vierra and Fitness Manager Bill Rothschild have to drop everything and assume their duties in the EOC. She said the Occupy Monterey group has vacated Veteran’s Memorial Park and that the area is clean and looks good. Director Bui-Burton stated that staff plans to meet with Bay View Academy to get an update on how their first year is going and to also discuss an afterschool program at their site. She reported that the Old Monterey Business Association is working on the 4th of July Parade planning; and at next week’s City Council meeting there is an item to reject all bids for the Jacks Park Power Panel and they hope to have it rebid and ready to go in December when construction will have the least impact on the Tennis Center and ball field use. COMMISSIONER COMMENTS Commissioner Canepa said in the Parks Division Monthly Report it showed 21 removals of graffiti. Parks Supervisor Marcuzzo said they have had an increase in graffiti recently and staff covers it up as quickly as possible. Commissioner Canepa stated that Veteran’s Memorial Park does look good since the Occupy Monterey group cleaned up and left. Commissioner McCarthy thanked staff for the hard work and long days they put in. Commissioner Federico thanked Park Supervisor Marcuzzo for attending the meeting and answering Commissioners questions. Commissioner Perske also said that staff does a great job. Commissioner Marotta agreed and thanked staff for their hard work. Commissioner Canepa said “Visit a Park!” NEXT MEETING Thursday, March 15, 2012  The next regularly scheduled meeting of the Parks and Recreation Commission is Thursday, March 15, 2012 at 7:00 p.m., City Council Chamber. ADJOURNMENT Chair Marotta adjourned the meeting at 8:34 p.m. Respectfully Submitted, Approved, Kim Bui-Burton Mike Marotta, Chair Community Services and Library Director Parks and Recreation Commission Parks and Recreation Commission Meeting Minutes Thursday, February 16, 2012 6