HomeMy WebLinkAbout041403 CSC Agenda AGENDA
TEMECULA COMMUNITY SERVICES COMMISSION
TO BE HELD AT
TEMECULA CITY HALL
MONDAY, April 14, 2003
6:00 P.M.
CALL TO ORDER: Chairman Tom Edwards
FLAG SALUTE: Commissioner Meyler
ROLL CALL: Henz, Hogan, Yorke, Meyler, Edwards
PUBLIC COMMENTS:
A total of 15 minutes is provided so members of the public can address the
Commissioners on items that are not listed on the Agenda. Speakers are limited
to three (3) minutes each. If you desire to speak to the Commissioners about an
item no~t listed on the Agenda, a green "Request to Speak" form should be filled
out and filed with the Commission Secretary.
When you are called to speak, please come forward and state your name and
address.
For all other agenda items, a "Request to Speak" form must be filed with the
Community Services Commission Secretary before the item is addressed by the
Commission. There is a three (3) minute time limit for individual speakers.
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DIVISION REPORTS
CONSENT CALENDAR
1. Approval of Community Services Commission Minutes
RECOMMENDATION:
1.1 That the Community Services Commission approve the
minutes of the March 10, 2003 meeting.
COMMISSION BUSINESS
2. Library Grant Update
RECOMMENDATION:
2.1 That the Community Services Commission receive and file a
report concerning the status of the grant application for the
Temecula Public Library.
3. Sports Field Renovation Pro.qram
RECOMMENDATION:
3.1 That the Community Services Commission receive and file this
report on the athletic field renovation program.
COMMUNITY SERVICES DIRECTOR'S REPORT
COMMUNITY SERVICES COMMISSIONER'S REPORTS
ADJOURNMENT
That the Community Services Commission adjourn to the regularly scheduled
meeting on Monday, May 12, 2003, 6:00 pm at Temecula City Hall Council
Chambers, 43200 Business Park Drive, Temecula, CA 92592.
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ITEM NO. 1
MINUTES OF A REGULAR MEETING OF THE
CITY OF TEMECULA COMMUNITY SERVICES COMMISSION
MARCH 10, 2003
CALL TO ORDER
The City of Temecula Community Services Commission convened in a regular
meeting at 6:00 p.m., on Monday, March 10, 2003, in the City Council
Chambers of Temecula City Hall, 43200 Business Park Drive, Temecula,
California.
ALLEGIANCE
The audience was led in the Flag salute by Commissioner Yorke.
ROLL CALL
Present: Commissioners Hertz, Meyler, Yorke, Vice
Chairman Hogan and Chairman Edwards.
Absent: None.
Also Present: Director of Community Services Parker
Deputy Director of Community Services Ruse
Development Services Administrator McCarthy
Recreation Superintendent Pelletier
Maintenance Superintendent Harrington
Museum Manager Allen
Administrative Secretary Zigler
Minute Clerk Ross
DIVISION REPORTS
Maintenance Superintendent Harrinqton provided a brief overview of various
projects that were completed by the Maintenance Division since the
Commission last met, relayin.q the followin.q:
· That new window shades were installed in the meeting rooms at the
Mary Phillips Senior Center.
· That the CRC multi-purpose room hallway was painted.
· That roof leaks were repaired at various City facilities that included City
Hall, the CRC, the Temecula Community Center, and the Mary Phillips
Senior Center.
· That spods-field renovation was completed at Rancho California Sports
Park, Temeku Hills Park, and Paloma del Sol Park in preparation for the
Little League opening day that was last weekend.
· That field repairs were completed at various joint-use school sites
including Vail Ranch Middle School, Paloma Elementary School, Pauba
Valley Elementary School, James L. Day Middle School, Temecula
Elementary School and Temecula Middle School.
· That 22 security light lenses were replaced at Crowne Hill Park that were
damaged by vandals.
In response to Chairman Edwards query regarding the joint-use agreement
with the school district regarding maintenance of the fields, Maintenance
Superintendent Harrington advised that staff completed renovations on the
school fields and will periodically check the fields throughout the year to ensure
safe conditions. Director of Community Services Parker added that the School
District requested additional financial support from the City in terms of field
maintenance and the City agreed to provide support; however, the City is not
providing the exact dollar amount that they requested
Director of Community Services Parker advised that this is the first year that the
City has prepared and renovated the infields of all the facilities before the
beginning of Little League season. By completing a one-time prep before the
beginning of the season, it is hoped that it will make a difference in the
necessity and frequency of maintaining the fields.
As improvement in the field conditions was immediately noticeable to Chairman
Edwards, he commented that the renovation of the school fields made a big
difference in the their appearance.
Recreation Superintendent Pelletier provided an update on the recreational
activities in the City, noting the following:
· That on March 5, 2003, the annual volunteer recognition event took
place with over 150 dedicated volunteers in attendance.
· That on February 22, 2003, the annual FathedDaughter Date Night was
held with 170 participants. The event was so well attended that it was
decided that more than one of these events would be held annually.
· That on March 1,2003, a Mother/Son Date Night was held that also
proved to be a very special event.
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· That on April 19, 2003, Saturday, at 10 a.m., the annual "Spring Egg
Hunt" will be held at four parks: Rancho California Sports Park, Temeku
Hills Park, Paloma Del Sol Park, and Rotary Park.
· That work on the spring brochure is already in progress and is
scheduled for distribution in late May.
· That preparations are continuing for the 4th of July Celebration which will
include the morning parade, vendor fair, live entertainment, game
booths, and fireworks show.
Commissioner Hogan stated that she was recently in San Jose because a
major company is relocating to Ontario. When many of the employees
expressed a desire to relocate to the Temecula area, she distributed the
information that she had available; and the employees "really loved the
brochure." Commissioner Hogan queried the possibility of providing brochures
in relocation packages as an excellent marketing tool.
In response to Commissioner Hogan's and Chairman Edward's inquiries, staff
provided the following information:
· That the number of postal routes is used to gauge the number of
brochures that are printed; and as developments/postal routes increase,
the number of printed brochures increases.
· That a supply of brochures is distributed to each of the City's facilities.
· That when the brochure was first printed, about 10 to 12 years ago, the
City printed approximately 12,000 to 15,000 copies. The number of
brochures has grown to between 24,000 and 25,000.
· That with each printing cycle, the number of brochures reproduced
increases by approximately 4,000.
· That the size of the brochure has increased from 18 to 34 pages, the
cost has increased about $10,000 per issue, and is currently
approximately $35,000 per issue.
· That although other options are available, the quality of the brochure has
remained the same because it has been proven to be something that
citizens keep for future reference.
· That the brochure is a very valuable marketing tool generating between
$400,000 and $500,000 in revenue per year.
· That the brochure is made available on the City's website at the same
time it is distributed to the public.
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· That staff is willing to work with groups or commercial entities in town if
there is a request for a supply of brochures (in quantities of 1,000) at the
time the brochure is being printed; however, once the brochure is
printed, the cost rises substantially.
Deputy Community Services Director Ruse provided a brief report on the
progress of the City's application for the Library Grant, highlighting the
followinq:
· That after the disappointment in December when the City's library grant
application was not funded in the first cycle, the Office of Library
Construction Staff made themselves available to any city that wanted to
go over their ratings in order to improve their chances for funding in the
second cycle.
· That the City of Temecula staff took advantage of the opportunity of the
review by conducting two conference calls with Office of Library
Construction Staff which provided insight into improving and enhancing
the City's application and documentation (i.e., an assessment plan, a
service building program, etc.).
· That the Library Construction Staff expressed concern regarding the
joint-use agreement with the school district and staff addressed those
issues by amending the joint-use agreement with the cooperation of the
school district. The amended joint-use agreement was presented to the
Board of Trustees on March 4, 2003, and approved unanimously. On
March 18, 2003, the amended joint-use agreement and the grant
application will be presented to the Board of Supervisors; and the grant
application will also be presented to the City Council for their final
approval and the adoption of a required resolution.
· That the completed, revised application will be hand delivered by City of
Temecula staff to the Office of Library Construction in Sacramento on
March 27, 2003 (a day earlier than the due date of March 28, 2003).
· That based on prior experience, staff anticipates hearing from the State
sometime in September or October of this year.
CONSENT CALENDAR
1. Approval of Community Services Commission Minutes
RECOMMENDATION:
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1.1 That the Community Services Commission approve the minutes
of the February 10, 2003, meeting.
MOTION: Commissioner Henz moved to approve the minutes, as written. The
motion was seconded by Commissioner Meyler, and voice vote reflected
unanimous approval.
COMMISSION BUSINESS
2. Naminq of City Parks
RECOMMENDATION:
2.1 That the Community Services Commission approve names for
Park Site A, a 4.5-acre park in the Crowne Hill Development and
a 3.15-acre park in the Serena Hills Development.
Development Services Administrator McCarthy presented the staff report, as
written, and requested that the Community Services Commission approve
names for the above-mentioned parks.
Director of Community Services Parker advised the Commission that the list of
future park names that is included in the commission packet is the result of a
new campaign circulated throughout the community for the purpose of soliciting
names for new parks within the City. The campaign was advertised in local
papers, the City's website, and through flyers. Staff is presenting the list to the
Commission for its review and consideration.
After a brief discussion by the Community Services Commission, the following
motions were made:
MOTION: Commissioner Meyler made a motion to name Park Site A in the
Crowne Hill Development as Pauba Ridge Park. The motion was seconded by
Commissioner Henz and voice vote reflected unanimous approval.
MOTION: Commissioner Henz made a motion to name the 3.5-acre site in
Serena Hills Development as Serena Hills Park. The motion was seconded by
Comissioner Yorke and voice vote reflected unanimous approval.
3. Imagination Workshop - Temecula Children's Museum
RECOMMENDATION:
3.1 That the Community Services Commission receive and file this
report updating the Commission on the Children's Museum
project.
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Via overheads, Development Services Administrator McCarthy and Museum
Manager Allen jointly presented a brief update on the progress of the Children's
Museum.
In response to Commissioner Yorke's query regarding a possible train exhibit,
Director of Community Services Parker advised that dialog had been
conducted with the gentleman regarding a Lionel train exhibit in the Children's
Museum, as well as with City Manager's Office and some of the City's Council
representatives. At the present time, it was determined that because the facility
has been completely designed, it would be prudent to wait for the completion of
the Children's Museum in order to determine if adequate space was available
to augment the museum with a train exhibit.
Chairman Edwards commented that a good train display could take up all the
available space; however, it is something to be considered for the future as it
could serve to enhance the museum.
At the request of Commissioner Hertz, Development Services Administrator
McCarthy provided an update on the progress of the retaining wall at the
Children's Museum, as follows:
· That the contract has been awarded to 2H Construction.
· That work was begun 1-1/2 weeks ago at the site.
· That flooring has been removed on both sides (east and west).
· That insulation is being removed underneath the flooring.
· That shoring for the roofing is underway which is necessary to complete
the concrete on the east wall.
· That completion of the retaining wall is expected within five (5) to six (6)
weeks.
In response to Commissioner Henz's query, Director of Community Services
Parker advised that all the funds necessary to complete the Children's Museum
were available.
In response to Commissioner Hogan's inquiry regarding souvenirs available for
purchase at the Museum, staff indicated the following:
· That a section of the museum off Main Street would include a gift shop;
and it would stock tie-in merchandise.
· That special exhibits are planned with docents assisting children in
making items which they can take home.
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· That at the present time, a museum logo is being copyrighted expanding
the possibilities for merchandizing souvenirs and gifts.
Chairman Edwards opined that the special activities would encourage return
visits to the museum every few weeks; and he supported taking the lead in
developing interaction between seniors and children as a trend of the future.
Chairman Edwards and Commissioner Henz thanked staff for all the hard work,
effort and research that they have invested in the museum project.
The Community Services Commission received and filed the report updating
the Commission on the Children's Museum project.
COMMUNITY SERVICES DIRECTOR'S REPORT
Director of Community Services Parker advised the Commission that the City
Council meeting had been rescheduled from tomorrow night to March 18, 2003.
COMMISSION REPORTS
Commissioner Yorke commented that she was very impressed with staff's
presentation this evening.
Chairman Edwards, again, thanked staff for all of their hard work.
ADJOURNMENT
At 6:59 p.m. Chairman Edwards formally adjourned this meeting to April 14,
2003, at 6:00 p.m., in the City Council Chambers, 43200 Business Park Drive,
Temecula.
Thomas W. Edwards, Chairman
Herman D. Parker, Director of Community Services
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ITEM NO. 2
CITY OF TEMECULA
AGENDA REPORT
TO: Community Services Commission
FROM: Herman Parker, Director of Community Service:s~:~/'
DATE: April 14, 2003
SUBJECT: Library Grant Update
PREPARED BY: Phyllis L. Ruse, Deputy Director of Community Services
RECOMMENDATION: That the Community Services Commission receive and file a report
concerning the status of the grant application for the Temecula Public Library.
BACKGROUND: On March 28, 2003, the City of Temecula submitted an application for
second cycle funding consideration of the Temecula Public Library under the provisions of the
Reading and Literacy Improvement and Public Library Construction and Renovation Bond Act of
2000. A total of $110,000,000 is available for grant funding of libraries in the second cycle. Sixty-
seven applications were submitted by the second cycle deadline for a total request of $547,702,892
in grant funding.
Prior to submitting our application, staff participated in two conference phone calls with OLC staff to
discuss our first cycle application, our ratings and possible improvements to our application. Staff
worked closely with our architects, LPA, and our grant writer, Beverley Simmons and Associates, in
an effod to enhance our application. The City of Temecula's application is requesting $8,552,414 in
grant funding to complete the Temecula Public Library. If successful, the 34,000 square foot facility
will be constructed on Pauba Road, west of Fire Station No. 84.
The Office of Library Construction (OLC) staffwill first review all applications to determine eligibility.
OLC staff will then begin an in-depth analysis and ranking of all applications deemed to be eligible.
The process is expected to take about six to seven months to complete. Upon completion of their
analysis, staff's findings will be presented to the Bond Act Board for consideration and grant award
decisions. It is anticipated that final decisions will be rendered in September or October 2003,
although the date has not yet been officially determined.
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ITEM NO. 3
CITY OFTEMECULA
AGENDA REPORT
TO: Community Services Commission
FROM: Herman D. Parker, Director of Community Services
DATE: April 14, 2003
SUBJECT: Sports Field Renovation Program
PREPARED BY: ~'' Matthew Wiechec, Maintenance Supervisor and Kevin T. Harrington,
Maintenance Superintendent
RECOMMENDATION: That the Community Services Commission receive and file the report on
the Athletic Field Renovation Program.
DISCUSSION: The City of Temecula has approximately 9,300 participants in organized
sports leagues that utilize our Sports Parks annually, which includes 1,900 in little league
baseball, 400 in little league softball, 4,000 in youth soccer leagues, 1,000 in youth football
league, and 2,000 in adult softball. The majority of these participants use our sports parks for
games and practices. Due to the heaw use of these sites the Maintenance Division has
instituted an extensive sports field renovation program. The purpose of this renovation program
is to maintain the safety and quality of our fields by relieving soil compaction, repair the bare and
thinning turf which are a result of this use.
All turf fields at the cities Sports Parks receive two renovation operations per year, one in the
summer and one in the winter. The extent of the renovation received is dependent upon the
overall conditions at each site.
There are several important steps in this process. 'lhe first is the soil leaching process. Large
amounts of water are applied to flush the accumulated salts from the soil. The second is the de-
thatching process, or vertical mowing of the turf,, this involves removal of the thatch layer and
dead grasses. Next is the scalping of the turf,, this is basically mowing the turf to a much shorter
height, also removing old and dead grasses. Step four is the aeration process; v~nich is designed
to relieve compaction of the soil and to allow nutrients, air and water to get to the root ~)ne of the
turf grass. Step five is the preparation of bare and thin areas for seeding or sod. These areas are
broken up and re-graded to give the turf the proper medium for establishing a healthy root
system. The seeded areas include thin existing turf, which need additional grass plants to restore
the turf density. Last is the regular watering and tending to the new sodded and seeded areas, re-
establishing the turf to its original lush and most importantly, safest condition for our athletes.
The winter renovation requires the most intense restoration due to the eAreme conditions
imposed by the soccer leagues, winter weather conditions and the Commissioners Cup Soccer
Tournament that the City hosts regularly.
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This year's winter renovation at the Rancho California Sports Park required thirtyseven thousand
square feet of sod and three hundred thousand square feet of over seeding. The North and
South fields required eightythousand square feet of over seeding. Paloma Del Sol Sports Park
required two hundred thousand square feet of over seeding, which was executed by a hydro seed
application. This method of seeding was utilized due to the overall thinness of the turf grass at
this facility and proved to be very successful. Temeku Hills Sports Park required tw3 thousand
square feet of sod and ten thousand square feet of over seeding.
In addition to the turf restoration the skinned infields of the baseball fields require renovation as
well. This process is also done during our winter renovation period, to insure a safe playing
surface for our ballplayers. Pitching mounds are rebuilt and restored to the required league
specifications. Infields are ripped with a skip loader tractor to relieve compaction. Infield mix,
which consists of brick dust, sand and soil are added as required. Infeld grades are re-
established and dragged and raked to a smooth so~ playing surface. Restrooms, snack bars,
dugouts are detailed, and painted if needed. All areas of the park site are reviewed and repaired
as necessary to ensure our parks are safe, clean and green.
The maintenance division is very proud to provide safe, high quality sports facilities for our
athletes and community.
POWERPOINT PRESENTATION NARRATIVE:
1. Rancho California Sports Park before renovation begins and after soccer season.
2. After soil leaching is the de-thatching and aerating ofthe turf.
3. Continuing of the de-thatching.
4. The mowers are used to scalp and remove some of the clippings.
5. Stock piling of the clippings for removal.
6. Bagging and complete removal of clippings.
7. The next step is the preparation and grading of bare areas.
8. Grinding of sod and soil in bare areas, preparing it for fine grading.
9. Bare areas ready for sod and overseed.
10. Installation of the 'Super Bow1' sod. After the laying of the sod, the entire ~ield was over
seeded.
11. The following pictures are before and after looks at the park. Looking west towards fields
#1 & #2.
12. Field #2.
13. The fields ready for play. (Fields #1 & #5)
14. (Fields #1 & #2)
15. (Fields # 2 & #4)
16. (Fields # 3 & #6)
17. Bare areas ready for hydro seed at Paloma Del Sol.
18. Application of 200,000 Sq. Ft. of hydro seed.
19. Over seeding the thin and bare areas.
20. Turf restored to its original condition, readyfor play.
21. Infield renovation includes painting the dugouts, restrooms, and snack bars.
22. Building of the pitching mounds.
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23. Ripping the infield with a tractor, and adding four to twelve tons of brick dust per infield.
(Depending on the size and use of the field.)
24. Spreading of the brick dust and establishing the grade. Finishing the infeld grade by
dragging the field.
25. The final touch. Ready for play.
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