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HomeMy WebLinkAbout121090 PRC Minutes . . MINUTES OF A REGULAR MEETING OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF TEMECULA HELD DECEMBER 10, 1990 A regular meeting of the Temecula Parks and Recreation Commission was called to order at Rancho Elementary School, 31530 La Serena Way, Temecula, California, 92390, at 7:00 P.M. PRESENT: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein ABSENT: o COMMISSIONERS: None Also present were Community Services Director Shawn Nelson, and Administrative secretary Kathleen Turner. COMMISSION BUSINESS 1. APPROVAL OF THE MINUTES OF NOVEMBER 26. 1990 1.1 Recommendation to approve the minutes of November 26, 1990 as submitted. COMMISSIONER HARKER moved to approve the minutes of November 26, 1990, seconded by COMMISSIONER BRODE, with the corrections on Page 7 of "Tad" instead of "Ted" and "Superintendent" instead of "Supervisor". AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: o COMMISSIONERS: None 2. RESERVATION AND FEE POLICY FOR TEMECULA COMMUNITY SERVICES DISTRICT (TCSD) PARK USAGE 2.1 Approve and recommend to city Council adoption of a reservation and fee policy for the TCSD. SHAWN NELSON presented the staff report on this item. He stated that staff has tried to take the concerns of the Commission in terms of developing a revised reservation fee policy. He directed commission to Item No.1, that payment of fees would be included in that paragraph, and to Item No.2, where the amount of one million dollars for insurance was specified, and the language had been added that special events that do not correlate with the intent of the designed ball fields must be approved by the Parks and Recreation Commission. Regarding Item No. 6, he stated that any alcohol functions will require a liquor permit issued by the by the Alcohol Beverage PRMIN12/10/90 -1- 12/17/90 . . Control Department. Concerning Item No.7, a cancellation fee of twenty-five percent of the total fee would be charged if notified less than seventy-two hours in advance of the scheduled event. Concerning Item No. S, a non-resident fee was added of $10.00 per participant at any youth or adult league, and under Item No.9, a non-resident group is comprised of less that 50% being residents within the city boundaries of Temecula. Regarding Item No. 12, it is stipulated that all special events would have to be approved through the Parks & Recreation Commission and under Item No. 13, language was added that would stipulate that only under extreme situations would the dates of events be changed, and every attempt would be made by the TCSD to reschedule the date that would conform to the needs of the user. CHAIRPERSON KIRBY opened the public hearing at 7:20 p.m. COMMISSIONER HARKER moved to approve the Public Facilities Reservation and Fee Policy as recommended, and recommend the policy to City council, seconded by COMMISSIONER BRODE. COMMISSIONER HARKER suggested that language regarding clean up time be added to Item No.5. SHAWN NELSON stated that would added that to Item No.5. COMMISSIONER NIMESHEIN commended Shawn Nelson on the excellent work done on the Reservation and Fee Policy. He went on to ask if it was necessary to have a refundable deposit included. He said the fact that stating users could not use the facility again if they caused damage may not be enough. SHAWN NELSON concurred and said it could be integrated into the policy with no problem. He said the Commission needed to recommend an amount for the refundable security deposit to add to Item No.4. COMMISSIONER BRODE felt a security deposit would not necessarily be required for a special event. COMMISSIONER NIMESHEIN stated that special events would be on their own merit, therefore the amount would be set when the commission reviewed each event. He stated that this pertained to people who were using the facility for a specific purpose. SHAWN NELSON suggested the standard amount is from fifty to one-hundred dollars for inside facilities. PRMIN12/10/90 -2- 12/17/90 . . COMMISSIONER BRODE asked that we look at the refundable security deposit when we develop inside facilities. SHAWN NELSON agreed, and discussed that in terms of special events, events that do not conform with the design of the ball fields and soccer fields at Sports Park should be evaluated individually by the commission and require a security deposit up front for some of these larger events. He suggested we do not change the policy since we do not have any indoor facilities at this time. He asked if the Commission would like to add that clean up time be included in the language on Item No.5. COMMISSIONER BRODE agreed that the clean up time be added to Item No.5. CHAIRPERSON KIRBY called for a vote and the motion carried as follows: AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: o COMMISSIONERS: None 3. SPORTS PARK BALL FIELD LIGHTING PROJECT - PHASE II 3.1 Approve and recommend to city Council to approve Phase II of Sports Park Ball Field Lighting Project, which includes retrofitting the existing lights on the north and south fields, and rehabilitating the existing lights on the upper south soccer/football field in Sports Park. SHAWN NELSON provided a staff report. He commented that Phase I was approved by Council with the condition that a 10:00 p.m. curfew be implemented to conform to the wishes of the surrounding resident. He stated that Council asked staff to retrofit the existing north and south fields as well as light the upper south field at Sports Park to reduce some of the glare and upper spill light associated with the lights currently on the north and south fields. He stated that staff was directed to move quickly on this project. He explained that the original budget of $335,000.00, approved by Council for Phase I, was before the deletion of the Temecula Valley High School fields. He stated an estimated amount of $235,000.00 to $250,000.00 to complete Phase I, and asked that the Commission allocate an additional $65,000.00 to bring the total lighting system allocation up to $400,000.00, will fund both Phase I and Phase II. PRMIN12/10/90 -3- 12/17/90 . . Mr. Nelson made the Commission aware that he received a call from a representative from G.E. Lighting who stated the existing lights could be kept by adding shields to the lights to defray some of the upward light spill. He asked the Commission to approve the project and allow staff to proceed in the most effective manner emphasizing that we mitigate the light pollution to the best of our ability. COMMISSIONER HARKER asked for clarification as to whether it had to go back to City Council for approval. SHAWN NELSON clarified that Council does have to approve Phase II. COMMISSIONER NIMESHEIN asked if there are other lights to be considered. SHAWN NELSON stated that he feels this is all we need in sports Park. COMMISSIONER KIRBY asked that if we upgrade lights, is the 10:00 p.m. curfew is a mandatory item. SHAWN NELSON stated yes, that the City Council was firm on that directive. He stated that the major group that will be affected by this policy are the adult groups. This decision by Council puts the emphasis on staff and the Parks and Recreation Commission to move expediently to develop new park facili ties. Further, a master calendar has been approved by the Temecula sports Council to schedule athletic leagues in Sports Park. COMMISSIONER BRODE moved to approve and recommended the city Council approve the Sports Park Ball Field Lighting project - Phase II, seconded by COMMISSIONER HILLIN. AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: o COMMISSIONERS: None PRMIN12/10/90 -4- 12/17/90 . . 4. TEMECULA COMMUNITY SERVICES DISTRICT (TCSDI OPERATIONS 4.1 Discuss the providing of complete TCSD services within the City of Temecula, effective January 1, 1991. These services include parks and recreation, median and slope maintenance, and street lighting. SHAWN NELSON provided a staff report. He informed the Commission that the TCSD is taking over completely the services within the city on January 1, 1991, and is in the process of receiving all the files and information pertinent to the operations. CHAIRPERSON KIRBY opened for public discussion. David Minnesang of 43726 Buckeye Road, Temecula, CA 92390, (714) 699-5877, representing his business, Pestmaster Services, a contractor for structural, ornamental and landscape pest control and management. He asked if the City is planning to do most of the maintenance as well as the slopes by in-house employees, or if the city is contracting that work out. SHAWN NELSON stated that the TCSD will handle the maintenance of the Sports Park in-house. Slope and median maintenance will be handled through contract. DAVID MINNESANG commented that he specializes in pest management, and that weeding slopes by hand is more costly than using materials in the soil keep weeds from coming up. He further stated that the pesticide use in the nineties is going to be closely watched for agencies, and that the contractors need to be licensed, have a good liability policy and track record. He suggested that whomever bids on the work has experience in this area. SHAWN NELSON commented that our Maintenance Superintendent that is coming on board next week is experienced in this area, and has a degree in Ornamental Horticulture, a Landscape Contractors License, and a Pest Control Advisor's License. Mr. Doug Blois, of 30350 Tradewater court, Temecula, CA 92390, (714) 699-1356, commented that he would like to see some actual dollars going out for neighborhood park development, and that the lights at Sports Park are a short- term solution and are geared more towards adults than kids. He suggested some short-term temporary areas for use by little league and other youth sports, and asked that the city start looking at park sites. He stated he had called Mr. Nelson a few weeks previous and mentioned some land that his homeowners' association owns that is a six acre hazard/flood control area, a wash area located between Rancho california PRMIN12/10/90 -5- 12/17/90 . . Road and Long Valley, that could be developed and that the homeowners would be glad to give to the city to develop as a park. He suggested the Flood control should contribute some money towards clearing it. COMMISSIONER HARKER said that if we are going to do something that it should be soon before there are any endangered species involved. SHAWN NELSON stated that one of the first items that Commissioner Brode brought up to him was the huge expense including estimates of $50,000.00 - $75,000.00 for clearing out the wash area. He agreed we do need neighborhood park facilities and mentioned La Serena Park and other residential subdivisions that staff is looking at, and informed Mr. Blois that we are in the process of developing a master plan that addresses those areas. He stated he wasn't sure that this land could be developed, or what kinds of benefits the city would have building in that area. Eliminating the weeds and developing the park area would be a large expense. COMMISSIONER BRODE stated she believes something should be done with Long Valley Wash, and that it is an eyesore and a hazard. She suggested Chief Sayre may be of assistance to us. SHAWN NELSON suggested maybe staff could coordinate with Chief Sayre to utilize the prisoners program to take care of some of the labor, to clear the severe overgrowth problem in the wash. He suggested that Chief Sayre could attend the next Commission meeting and give a presentation on the prisoners program. He recommended that the Commission take a look at the wash personally to see if they feel it could be renovated into a park area. Mr. Nelson expressed he has concerns being that most of the area would be in the middle of a wash. MR. BLOIS stated that he envisioned the box culvert being completely filled in, and that it may be expensive to do, but that the City would have the land for free. COMMISSIONER HARKER said she does live by it, and that it could be used as a passive-type park for walking and running. She suggested the residents in The Villages where the wash is located may form work parties to help clean the wash out. SHAWN NELSON suggested that the Commission allows staff to look at this and report at the next Commission meeting. COMMISSIONER HARKER expressed concern that if the Recreation Superintendent is not on board by January 1, 1991, what would happen to the programs that the CSA has already started. She expressed her concern that the Mommy-and-Me program is heavily attended. PRMIN12/10/90 -6- 12/17/90 . . SHAWN NELSON said the CSA would be contacted concerning their recreation programs, and that the TCSD will continue operating those activities. CHAIRPERSON KIRBY closed public discussion. COMMUNITY SERVICES DIRECTOR REPORT SHAWN NELSON provided an update on the following items: * Announcement of our new Park Development Coordinator, Gary L. King, who has over his ten years experience in municipal government, including his latest position as a project analyst for the Office of Special Districts in the County of San Bernardino. Gary has been involved in several public works projects and in the formation of benefit assessment and community facilities districts. Gary is also familiar with the Quimby Ordinance and the park land dedication fee requirements. * Announcement of a Landscape Architect, Cordoza, DiLallo, Harrington, to provide the Conceptual Drawing for Sports Park, which includes all seventy-two acres. If rough drawings are not ready to present to the Commission on January 14, we will have information by January 28, 1991. * We are releasing Request for Qualifications on the Parks and Recreation Master Plan to our list of about fifty consultants, picking the top five to make a formal presentation to the Master Plan Selection Committee, which will be comprised of two members from the Parks and Recreation Commission, a member from the City Council, the Planning Director and the staff from the Temecula Community Services District. * The Board of Supervisors of the CSD has approved the transfer of the 17.9 acres adjacent to the Sports Park, to the TCSD, and is in the process of preparing the necessary documents to execute the transfer of title. * The TCSD is in the process of working on the Capital Improvement Plan that will include the building footprint for the Community Recreation Center, as well as potential land acquisition large enough to develop another community park. Completing the conceptual drawing of Sports Park is the next step in reviewing the financing possibilities for that project. * Tad Garrety will be starting as our Maintenance Superintendent on Monday, December 17, 1991. PRMIN12/10/90 -7- 12/17/90 . . * The TCSD is currently interviewing for a Recreation Superintendent, and hopes to have this person on board by the January 1, 1991 deadline. The Commission will be informed as soon as a selection is made. PARKS AND RECREATION COMMISSION REPORTS COMMISSIONER BRODE welcomed Gary King, and stated it will be a pleasure having him aboard. COMMISSIONER HARKER asked if Rancho Elementary School could supply heat during commission Meetings. SHAWN NELSON replied that Administrative Secretary, Kathleen Turner, would contact the school office and make that request. ADJOURNMENT COMMISSIONER BRODE moved to adjourn the meeting at 8:30 p.m., seconded by CHAIRPERSON KIRBY, and carried unanimously. Next scheduled meeting of the Temecula Parks and Recreation commission will be held on Monday, January 14, 1991, 7:00 p.m., at Rancho Elementary School, 31530 La Serena Way, Temecula. ,~ael Kirby $D~ , Secretary PRMIN12/10/90 -8- 12/17/90