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HomeMy WebLinkAbout121090 PRC AgendaAGENDA TEMECULA PARKS AND RECREATION COMMISSION REGULAR MEETING TO BE HELD A T RANCHO ELEMENTARY SCHOOL DECEMBER 10, 1990 7:00 PM CALL TO ORDER: ROLL CALL: Brode, Harker, Hillin, Kirby, Nimeshein 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 not listed on the Agenda, a pink "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 Parks and Recreation Secretary before the item is addressed by the Commission. There is a three (3) minute time limit for individual speakers. NOTICE TO THE PUBLIC All matters listed under Consent Calendar are considered to be routine and all will be enacted by one roll call vote. There will be no discussion of these items unless members of the Commission request specific items be removed from the Consent Calendar for separate action. PR/AGENDA/121090 1 12/5/90 COMMISSION BUSINESS 1. Approval of Minutes - November 26, 1990 RECOMMENDATION: 1.1 Approve minutes of November 26, 1990 Parks and Recreation Commission meeting as submitted. Reservation and Fee Policy for Temecula Community Services District (TCSD) Park Usage. RECOMMENDATION: 2. 1 Approve and recommend to City Council adoption of a reservation and fee policy for the TCSD. SJ~orts Park Ballfield Lighting Project- Phase II RECOMMENDATION: 3. 1 Approve and recommend to City Council to approve Phase II of Sports Park Lighting System Project, which includes retrofitring the existing lights on the north and south fields, and rehabilitating the existing lights on the upper south soccer/football field in Sports Park. Temecula Community Services District (TCSD) Operations DISCUSSION: 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. COMMUNITY SERVICES DIRECTOR REPORT PARKS AND RECREATION COMMISSION REPORTS ADJOURNMENT Next regular meeting, January 14, 1990, 7:00 PM, Rancho Elementary School, 31530 La Serena Way, Temecula, California, 92390. PR/AGENDA/121090 2 12/5/90 MINUTES OF A REGULAR MEETING OF THE PARKS AND RECREATION COMMISSION OF THE CITY OF TEMECULA HELD NOVEMBER 26, 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: 0 COMMISSIONERS: None Also present were Community Services Director Shawn Nelson, Administrative Secretary Kathleen Turner and Gail Zigler, Minute Clerk. COMMISSION BUSINESS 1. APPROVAL OF THE MINUTES OF OCTOBER 22, 1990 1.1 Recommendation to approve the minutes of October 22, 1990 as submitted. COMMISSIONER BRODE moved to approve the minutes of October 22, 1990 as submitted, seconded by COMMISSIONER NIMESHEIN and carried as follows: AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: 0 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 at the first meeting of the Parks and Recreation Commission it was decided that a reservation and user fee policy should be developed for the TCSD. He reviewed the policy as presented to the Commission in the agenda package. CMAIRMAN KIRBY opened the public hearing at 7:15 P.M. COMMISSIONER HARKER questioned the following items of the policy; Item No. 2, regarding liability coverage, PRMINll/26/90 -1- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 Commissioner Harker suggested that the $2,000,000 liability coverage that has been requested in the past by the City Attorney would not be appropriate for non-profit organizations which normally carry $1,000,000 in liability coverage; Item No. 3, Commissioner Harker requested that she be able to review the form; Item No. 6, she questioned if the TCSD would be issuing liquor permits. She also questioned the fee schedule for special events and profit events. Commissioner Harker supported higher fees for special events that would be generating income. Commissioner Harker suggested that a time limit be set on the TCSD's right to reschedule any group or event. SHAWN NELSON responded by suggesting that the liability coverage be written to say "in an amount of $1,000,000 or an amount determined by the City Attorney"; he also stated that the TCSD would not be issuing permits; however, they would require a permit be issued by the TCSD giving their approval for alcohol to be allowed on the premises. Shawn Nelson added that he felt the TCSD should maintain a strict of no alcohol at park facilities except in the case of some special events. COMMISSIONER BRODE questioned the requirement of Item No. 7 which asked for notification to the TCSD of changes or cancellations by any group. Commissioner Brode suggested that if the cancellation date is 72 hours or less prior to the event, they be required to forfist a portion of their fees. COMMISSIONER NIMESHEIN suggested that fees be paid in advance. SHAWN NELSON stated that fees be paid and forms completed 14 days in advance and that a payment schedule could be arranged for the larger youth groups. COMMISSIONER NIMESHEIN suggested that the non-resident organizations be re-defined so that it is clearer as to what organizations will be paying the user fees. CHAIRMAN KIRBY suggested that with the special events their fees should be reviewed on a case by case basis. SHAWN NELSON agreed to place a clause in the policy which determines what is a resident and what is a non-resident organization. COMMISSIONER BRODE expressed a concern for making this PRMINll/26/90 -2- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 recommendation for this fee schedule to the City Council with the questions that exist to the resident and non- resident user fees. CHAIRMAN KIRBY suggested that the use fee be limited to the specific use of the field and any other proposed use of the fields be evaluated by the TCSD and the Commission. SMAWN NELSON reviewed the Commission's questions to the policy as presented which included the definition of a non-resident organization, special event fees to be determined on a case-by-case basis, review the form developed for the TCSD, request for forms completed and fees paid at least 14 days in advance, insurance liability requirement of $1,000,000, liquor liability and insurance liability at $1,000,000 and if alcohol is to be sold then a permit must be issued by the California Alcohol Beverages Control, and clause stating that if there is a change or cancellation of an event less than 72 hours prior to the scheduled event. COMMISSIONER NIMESHEIN expressed a concern for not setting an exact determination of fees for specific events in regards to events being considered on a case-by-case basis. SHAWN NELSON stated that this will specifically apply to special events. He stated that the Commission would look at the special event and determine if it would be a direct benefit to the City. CHAIRMAN KIRBY polled the Commission for their concurrence to the youth fees which was voted in favor of. COMMISSIONER HARKER moved to continue Item No. 2, Reservation and Fee Policy for TCSD Park Usage, to the next agenda, seconded by COMMISSIONER BRODE. The motion carried as follows: AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: 0 COMMISSIONERS: None 3. CAPITAL IMPROVEMENT PLAN - PHASE I 3.1 Approve and recommend to City Council to modify the Lighting System Project by deleting the two Temecula PRMINll/26/90 -3- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 Valley High School fields and adding one additional field in the Sports Park. SHAWN NELSON provided a staff report. He stated that in meeting with Temecula Valley High School to negotiate a joint use agreement with the TCSD, in order to maintain a twelve month evening recreation program, it would have a serious adverse affect on the TVHS's ability to maintain their facilities. It meant that the TCSD would only be available to use those facilities three months out of the year. He stated that deleting those two fields at the High School and adding one additional lighted field to the Sports Park would enable the TCSD flexibility in scheduling evening recreation programs for twelve months and effectively support our recreation programs. He added that although this program was not mutually beneficial to TVHS and the TCSD, he feels that there may be opportunities in the future to participate jointly in other programs. Shawn Nelson also proposed having the flexibility of leaving the lights on until 11:00 P.M. CHAIRMAN KIRBY opened the public hearing at 7:45 P.M. COMMISSIONER HILLIN stated that in meeting with the youth groups, there was discussion of lighting the southern most upper field which was not included in the report, because the scheduled Over The Hill Football Game in February is proposing to pay for these lights. He expressed a concern that if the proceeds that are raised do not cover the cost for lighting this field that there be funds in the Capital Improvement Plan to complete the lighting. SMAWN NELSON concurred that 100% of the proceeds from the Over The Hill Football have been proposed to pay for the lighting of this field. He added that if they did not have the funds to complete those improvements then the TCSD should be asked to assist in the funding of those lights to assist both the Soccer and Pop Warnet Leagues to handle their schedules. COMMISSIONER MARKER questioned if the cost for those improvements should be included in the Capital Improvement Plan just in case the football game does not generate the funds to pay for the improvements. SHAWN NELSON responded that the cost of lighting that facility is which is significantly farther away from the other fields would not offer a cost savings and the sponsors of the game are positive that they will generate the money to cover the costs. He added that he felt that PRMINll/26/90 -4- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 the lights at the North and South fields are not up to standard and feels that they should be looked at for renovation at the time they start the lighting of the upper fields. COMMISSIONER BRODE moved to approve and recommend to City Council to modify the Lighting System Project by deleting the two TVHS fields and adding one additional field in the Sports Park, seconded by COMMISSIONER HILLIN. AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: 0 COMMISSIONERS: None 4. MASTER CALENDAR FOR SPORTS PARK 4.1 Approve the revised Master Calendar for youth and adult sports organizations for calendar year 1991. This revised calendar has been unanimously agreed upon by the Temecula Sports Council. SMAWN NELSON provided a staff report. He added that they would be submitting a request of the Temecula Valley Unified School District for approval of access to their sites for use of their facilities for practice games. COMMISSIONER MILLIN clarified that the TCSD would be negotiating the use of school sites for practice games. SMAWN NELSON concurred that the TCSD was committed to assisting the Youth Sports Programs and added that they have had preliminary meetings with the School District and will be submitting a formal request for a blanket policy for use of all their facilities which they have received their support on this issue as long as they will have no adverse affect on their own school activities. COMMISSIONER HARKER moved to approve the revised Master Calendar for youth and adult sports organizations for calendar year 1991, seconded by COMMISSIONER BRODE. AYES: 5 COMMISSIONERS: Brode, Harker, Hillin, Kirby, Nimeshein NOES: 0 COMMISSIONERS: None 5. COMMUNITY RECREATION CENTER 5.1 Discussion led by Commissioner Kirby and Commissioner PRMINll/26/90 -5- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 Harker concerning their meeting with City staff on November 21, 1990. CHAIRMAN KIRBY stated that the meeting brought about a decision to look at a more practical use of the building which would include purchasing another 17 acres. SHAWN NELSON stated that the City would be requesting 17.9 acres from the County of Riverside at no cost to the City. He added that they would be looking at a specific plan for the Sports Park which would include the construction of the Community Recreation Center and land that could be acquired for the development of a Community Park. Shawn stated once they find the land suitable to their needs, and come up with a plan for the recreation center, then they would determine the capital improvement funds available for the project and the balance of funds funded by other financing options. COMMISSIONER HARKER added that once the financing is determined and the building plan is submitted along with the land acquisition completed, the project itself could be completed within eighteen months. SHAWN NELSON added that they will be hiring a consultant to draw up the conceptual plan and that the will address phasing of the Sports Park and the parking. He added that in planning the recreation center they will be looking at having specified areas of activities such as a gymnasium, and a stage, and a kitchen so that it could be utilized for many different activities for the community. COMMUNITY SERVICES DIRECTOR REPORT SHAWN NELSON provided an update on the following items: TCSD is in the processing of hiring their Conceptual Plan consultant who should be in place by the end of the week. A budget has been approved by the City Council for $5,000 to be allocated for the Conceptual Plan of the Sports Park. TCSD is in the process of drafting their Request For Qualifications (RFQ's) for the development of a Parks and Recreation Master Plan. The selection committee of Commissioner's Brode and Hillin along with the a member of the City Council and the Planning Director will be interviewing from the most qualified firms. He stated that he would like to receive RFQ's through December 28 and award the contract sometime in mid-January. PRMINll/26/90 -6- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 Shawn added that the master plan would be approximately a six month process and any Commissioner is welcome to be a part of that process. There is a problem with Zone A & B for slope maintenance and street lighting districts of the TCSD. The current assessment method is difficult to administer and does not adequately cover the necessary services and due to the excessive amount of complaints for fees paid for services not being received, he is proposing developing a new zone system which will improve the quality of service. , TCSD has hired Gary King as Development Coordinator and Tad Garrety as Maintenance Superintendent. , Temecula Community Services District has recruited city employee Kathleen Turner to Administrative Secretary. Temecula Birthday Barbeque to be held at the Community Center, Saturday December 1, from 11:00 to 4:00, adults $9.00 and children under 12 $5.00. , Will hold the public hearing for the lighting system at Tuesday nights City Council meeting, December 4, 1990. Accepting interviews at this time for Recreation Superintendent. He added that the TCSD will be taking over recreation operations as of January 1, 1991. Assistant City Attorney John Cavanaugh will attend the next Parks and Recreation Commission meeting to review the Brown Act. PARKS AND RECREATION COMMISSION REPORTS COMMISSIONER HARKER questioned the status of the park monies available to the City. SHAWN NELSON stated that City Manager David Dixon is addressing this issue and making it a top priority. COMMISSIONER HARKER questioned the park land being donated by Bedford Properties that is an action item coming before the City Council. She asked if that had been decided prior to the formation of the Parks and Recreation Commission. SHAWN NELSON stated that it was decided on prior to his coming on board and that the land is a specific donation to the city and was not being provided in lieu of payment of any fees. PRMINll/26/90 -7- 12/07/90 PARKS AND RECREATION COMMISSION NOVEMBER 26, 1990 ADJOURNMENT COMMISSIONER BRODE moved to adjourn the meeting at 8:15 P.M., seconded by COMMISSIONER HARKER and carried unanimously. Next scheduled meeting of the Temecula Parks and Recreation Commission will be held on Monday, December 10, 1990, 7:00 P.M. Rancho Elementary School, 31530 La Serena Way, Temecula. Chairman, Michael Kirby SeCretary PRMINll/26/90 -8- 12/07/90 TEMECUI. A COMMUNITY SERVICES DISTRICT /4GENDA REPORT TO: FROM: DATE: SUBJECT: PARKS AND RECREATION COMMISSION SHAWN D. NELSON, DIRECTOR DECEMBER 10, 1990 PUBLIC FACILITIES RESERVATION AND FEE POLICY RECOMMENDATION: That the Parks and Recreation Commission approve and recommend to City Council to adopt the Public Facilities Reservation and Fee Policy, which includes eliminating fees for daily, non-evening park usage and categorizing utility fees based upon the type of user groups. FISCAL IMPACT.' No adverse fiscal impact because the costs of maintenance and operation of the public park facilities are covered through the city-wide park assessment. DISCUSSION: After reviewing the comments by the commission concern- ing the general policy section, the revised policy is hereby submitted. The main points of the policy are: a) to eliminate daily, non-evening fees for park usage; b) to develop utility fees based on the type of users; and c) to develop a procedure to evaluate non-athletic special events. The intent of the policy is to cover the majority of recreation activities and events that will transpire in the park facilities. All special events shall be reviewed by the Parks and Recreation Commission for approval and designation of appropriate fees. The reservation and fee policy is enclosed for your review. TEMECUI. A COMMUNITY SERVICES DISTRICT PUBLIC FACII. ITIES RESERVATION AND FEE POLICY FY 1990-91 GENERAL POLICIES Any gathering of 50 or more persons using a City park or using a City build- ing, requires a completed application form and payment of fees at least four- teen (14) days before the event. Major special events in excess of 250 participants and all sporting events, must provide a Certificate of Insurance naming the City of Temecula as an additionally named insured in an amount of 91 million. Approval for any special event requested that does not correlate with the intent of the designed ballfields i.e., festivals, carnivals, cultural events, etc. must be approved by the Parks & Recreation Commission. 3, All applications for reservations must be on official forms provided by the Temecula Community Services District (TCSD). Any person or group causing property or equipment damage will be required to pay for damages based on current cost of repair or replacement. Until pay- ment is received for said damages, the TCSD reserves the right to refuse future applications. 5. Groups requiring time to decorate or make other preparations must include this time on application form. Consumption of alcohol in any public building or park area is strictly prohibited unless approved by the TCSD, Each request shall be evaluated on an individual basis. If approved, applicant must provide liquor liability and general liability in an amount of at least 91 million. Further, if alcoholic bevages are sold, a liquor permit issued by the California Alcohol Beverage Control Department is required. All groups are required to notify the TCSD of any change in their use of a facility, especially cancellations. A cancellation fee of 25% of the to- tal fee will be charged if notified less than 72 hours in advance of the scheduled event. Non-residents of Temecula will be charged an additional $10.00 fee per parti- cipant in any youth or adult league. All non-profit organizations providing youth or adult leagues will be required to total all non-resident partici- pants and submit payment to the TCSD for said participants. Resident non-profit organizations shall be any non-profit organization in which 50% or more of its participating, registered members reside within the City boundaries of Temecula. 10. Non-resident organizations (profit or non-profit), shall be any organization in which less than 50% of its participating, registered members reside within the City boundaries of Temecula. 11. All for-profit organizations, resident or non-resident, shall pay the Group 3 rate for facility usage. 12. Fees required for all special events shall be coordinated with the type of group requesting usage and the overall benefit to the City. All special event applications will be reviewed by the Parks and Recreation Commission. 13. The TCSD reserves the right to reschedule groups or events. However, re- scheduled dates required by the TCSD must be in extreme situations only, and every attempt shall be made to reschedule the event or activity to the satisfaction of the user. GROUP CA TEGORIES FOR USER FEES Group 1 Group 2 - Group 3 - Non-profit organizations, civic groups, and service clubs pro- viding benefits and services to the community. Base standard rate for community users. For-profit and non-resident organizations. FIELD FEE SCHEDULE (Rates per Field per Hour) Without lights: With lights: Non-resident fee (per participant) Group 1 N/C 5.00 10.00 Groug7 2 N/C 12.00 10.00 Grouz7 3 12.00 20.00 N/A TEMECULA COMMUNITY SERVICES DISTRICT AGENDA REPORT TO: FROM: DATE: SUBJECT: PARKS AND RECREATION COMMISSION SHAWN D. NELSON, DIRECTOR DECEMBER 1 O, 1990 SPORTS PARK BALLFIELD LIGHTING PROJECT - PHASE II RECOMMENDATION: That the Parks and Recreation Commission approve and recommend to City Council to approve Phase II of the Sports Park Lighting System Project. This includes retrofitring the existing lights on the north and south fields, and rehabilitating the existing lights on the upper south soccer/football field in Sports Park. FISCAL IMPACT.' The projected cost of Phase II is $130,000. However, 9335,000 was budgeted and approved for Phase I. With the deletion of the two (2) Temecula Valley High School fields and the addition of one (1) field in Sports Park, the costs of Phase I should be between 9225,000 and 9250,000. Therefore, an additional commitment of 965,000, to bring the total capital outlay amount for lights in Sports Park to 9400,000, will adequately fund Phase I and Phase II. DISCUSSION: At the public hearing on December 4, 1990 for Phase I of the Sports Park Ballfield Lighting Project, the City Council (Board of Directors) stated concerns about the existing lights on the north and south fields in Sports Park, as well as the need for the upper south soccer/football field to be properly lighted. Further, the Board stated that a curfew of 10:00 PM must be adhered to in all evening recreation activities. By retrofitting the existing north and south field lights and rehabilitating the upper south soccer/football field, the TCSD can expand its ability to provide recreation opportunities, while reducing the upward glare and spill light asso- ciated with the existing north and south fields. A site plan including the lighted fields for Phase I and the proposed lighted fields for Phase II is enclosed for your review. ,t O G O O "i G TEMECULA COMMUNITY SERVICES DISTRICT AGENDA REPORT TO: PARKS AND RECREATION COMMISSION FROM: SHAWN D. NELSON, DIRECTOR DATE: DECEMBER 10, 1990 SUBJEC~ TEMECULA COMMUNITY SERVICES DISTRICT (TCSD) OPERATIONS DISCUSSION: Effective January 1, 1991, the TCSD will be providing complete parks and recreation, median and slope maintenance, and streetlighting services within the City of Temecula. Our Park Development Coordinator, Gary King, will begin December 10, 1990, and our Maintenance Superintendent, Tad Gar- rety, will begin December 17, 1990. I hope to have our Recreation Superinten- dent on board by the first part of January, 1991. CSA 143 will collect all files pertinent to our operations, and will be deliver- ing them to the TCSD by the end of December.