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HomeMy WebLinkAbout081103 CSC AgendaAGENDA TEMECULA COMMUNITY SERVICES COMMISSION TO BE HELD AT TEMECULA CITY HALL MONDAY, AUGUST tt, 2003 6:00 P.M. CALL TO ORDER: FLAG SALUTE: ROLL CALL: PRESENTATIONS: Chairman Tom Edwards Commissioner Hogan Henz, Hogan, Meyler, Edwards Pat Comerchero City of Temecula Webmaster 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 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. R:\CSCAGEND\081103.doc DIVISION REPORTS CONSENT CALENDAR 1. Approval of Community Services Commission Minutes RECOMMENDATION: That the Community Services Commission approve the minutes of the June 9, 2003 meeting. 1.2 That the Community Services Commission approve the minutes of the July 14, 2003 meeting. COMMISSION BUSINESS 2. Community Recreation Center Swimmin.q Pool Pump System RECOMMENDATION: 2.1 That the Community Services Commission receive and file a report on the Community Recreation Center Pool Pump Service. 3. Conceptual Community Services Department LoRo RECOMMENDATION: 3.1 That the Community Services Commission approve the Community Services Department logo in its substantial form, for use on TCSD promotional and marketing materials and the new mobile recreation vehicle. 4. Guide To Parks~ Recreation Facilities and Trails RECOMMENDATION: 4.1 That the Community Services Commission receive and file this report regarding the City of Temecula Guide To Parks, Recreation Facilities and Trails R:\CSCAGEND\081103.doc COMMUNITY SERVICES DIRECTOR'S REPORT COMMUNITY SERVICES COMMISSIONER'S REPORTS ADJOURNMENT That the Community Services Commission adjourn to the regularly scheduled meeting on Monday, September 8, 2003, 6:00 pm at Temecula City Hall Council Chambers, 43200 Business Park Drive, Temecula, CA 92592. R:\CSCAGEND\081103.doc ITEM NO. 1 MINUTES OF A REGULAR MEETING OF THE CITY OF TEMECULA COMMUNITY SERVICES COMMISSION JUNE 9, 2003 CALL TO ORDER The City of Temecula Community Services Commission convened in a regular meeting at 6:00 p.m., on Monday, June 9, 2003, in the City Council Chambers of Temecula City Hall, 43200 Business Park Drive, Temecula, California. ALLEGIANCE Commissioner Yorke led the audience in the Flag salute. ROLLCALL Present: Commissioners Henz, Hogan, Meyler, Yorke, and Chairman Edwards. Absent: None. PRESENTATIONS: On behalf of the Temecula Community Services Commission, Senior Recreation Leader AImodovar was presented a plaque of Appreciation for his dedicated service, his integrity, and his desire to always go above and beyond the call of duty. It was noted that Mr. Almodovar implemented and planned the Annual Skate Park Event and in preparation of the event, he had obtained over 60 prize-drawing gifts from Jocal businesses to present to participants and spectators throughout the day. Chairman Edwards presented a plaque of Appreciation to Commissioner Yorke for her three years of dedicated service to the Temecula Community Services Commission. PUBLIC COMMENTS: None. DIVISION REPORTS Development Services Administrator McCarthy gave a brief overview of the staff report (as per agenda material), noting the following: · That the contract amendment for the additional structural work on the Children's Museum has been approved and work is continuing; That the 201 acres of Open Space in the Roripaugh Development has been transferred to the City and that the Department will be working with a Management Agency and Fish and Wild Life Service in order to familiarize itself with the various requirements and restrictions that are imposed on this property (Roripaugh Development); R: CSCIminutesl06/09103 · That it would be the intent of the Department to work with the County on a Joint Trails Master Plan for the Roripaugh and the Johnson Ranch area. For Commissioner Hogan, Development Services Administrator McCarthy relayed that the possibility of the Garden Club adopting a portion of the Joint Trails Master Plan could be explored. Maintenance Superintendent Harrington provided the Commission with a brief overview of items that the Maintenance Division has addressed since the Commission last meeting, noting the following: · That repairs and painting on the wrought iron fence around the Amphitheater was completed; · That a rusted hardware was replaced, that the water slide structure at the CRC pool was painted; and that lifeguard towers, lane-line reels, etc. were repaired; · That the Maintenance Division assisted with the Taste of Southwest County Event at The Temecula Duck Pond; · That the Maintenance Division assisted with The Spring Concert on the Green at The Temecula Duck Pond; That the Maintenance Division completed the annual weed abatement at several city sites which included Margarita Community Park, Veterans Park, Barkley Estates, the Recreation Center, Del Rey Park site, and La Serena Park Site, etc... That the Maintenance Division pressure washed the tennis courts, basketball courts, and concrete areas at various city park sites, which included Pala Community Park, Winchester Creek Park, Margarita Community Park and Temecula Valley High school. For Commissioner Henz, Maintenance Superintendent Harrington also noted that a few coots are still residing at The Temecula Duck Pond and that turf repairs will be starting soon. For Commissioner Meyler, Maintenance Superintendent Harrington relayed that the Pond at Embassy Suites is the responsibility of Embassy Suites. Recreation Superintendent Pelletier noted the following: That 27,383 City brochures (Guide to Leisure Living) were sent to City residents, noting that an average of 50 additional brochures are sent out each cycle; · That because of needed space, Graphics Unlimited were able to four additional pages; · That the 50 scheduled Spring Swim Lessons for the month of May concluded; R: CSC/minutes/060903 2 That the Department is in the process of preparing for the Summer Swim Lesson, Summer Day Camp, Summer SMART Program, Excursion Program, Fourth of July Activities, and the Summer Sunset Concert Series. For Commissioner Yorke, Recreation Superintendent Pelletier relayed that currently there are no swim lessons offered to adults with disabilities but noted that the Department's High Hopes Program does enable adults with special needs to socialize and interact with peers while participating in group activities and events. COMMISSION BUSINESS 1. Vail Ranch Middle School Joint Use Agreement - Lighting Project RECOMMENDATION: 1.2 That the Community Services Commission approve the Joint Use Agreement between the Temecula Community Services District and the Temecula Valley Unified School District for lighting and use of the eight (8) basketball courts at Vail Ranch Middle School. Director of Community Services Parker presented an overview of staff report (as per agenda material), noting the following: · That Iow-intensity lighting will be installed on all eight basketball courts; · That the agreement would be for a term of 40 years; · That the agreement may be amended or terminated by mutual agreement or consent or both parties; That the agreement will allow the Department to utilize the eight basketball courts as public basketball courts after 4:00 p.m. and anytime Vail Ranch Middle School is not in session; · That the School District will be responsible for the courts; That the City would be responsible for the installation of the lighting system, monitoring the lighting system, associated utifity costs, provide periodic re- striping of the courts as well as litter removal. For Commissioner Yorke, Community Services Director Parker relayed that because the courts will solely be utilized for practice and not for tournaments, no parking problems would be anticipated. For Chairman Edwards, Director of Community Services Parker as well noted that he would not anticipate any issues relating to school accessibility and reiterated that Iow- intensity lighting will be installed. Maintenance Superintendent Harrington noted that the lighting system would be operated by a control system. R: CSC/minutes/060903 3 MOTION: Commissioner Henz moved to approve staff's recommendation. The motion was seconded by Commissioner Meyler and voice vote reflected unanimous decision. 2. Teen Pro,qram RECOMMENDATION: 2.1 That the Community Services Commission receive and file this Report regarding the Temecula Teen Council and City sponsored teen Programs in Temecula. Recreation Superintendent Pelletier gave a brief overview of the staff report (as per agenda material), noting the following: · That the primary purpose of the Teen Council is to allow teen representatives from each of the local schools the opportunity to assist in planning, programming, and implementing teen activities sponsored by the City; · That the City is of the opinion that if local teens play an active role in determining the types of programs offered to them, program participation will be of interest and that the greatest needs of the teen population will be served. Senior Recreation Leader McVey provided the Commission with information regarding teen events and upcoming programs, noting the following: · That there has been a large request for more band jams; that in the last six months, three had been scheduled; that four more are scheduled for the Fall; and that all performing bands are high school or middle school students; · That the Teen Council has put on several middle school dances this year with an attendance of approximately 150; · That the Teen Council has adopted the Santa Gertrudis Trail, and that the next scheduled clean up will be Saturday, June 14, 2003. Up and coming events: · Knott's Scary Farm · Beach trips (every other Wednesday) during the Summer · Annual Search the Stars Talent Show; · Soccer Scrimmage · Future Band Jams · Summer Pool Parties · Third AnnualArt Mail Contest R: CSC/minutes/060903 4 · Art Classes · Fundraising opportunities Commissioner Yorke commended Senior Recreation Leader McVey on her efforts associated with the teen activities offered by the City. Recreation Superintendent Pelletier noted that the information in the City brochure is as well available on the City's web page and that the development of a teen web page is pending. COMMUNITY SERVICES DIRECTOR'S REPORT Director of Community Services Parker noted that the Department will be involved with the Veterans' War Memorial and that the League of California Community Services Conference has been scheduled at the Westin Horton Plaza, San Diego, on July 23 - July 25, 2003. COMMUNITY SERVICES COMMISSIONER'S REPORTS A. Commissioner Meyler relayed his desire that Captain Aaron Contreras, a Marine at Camp Pendleton who was killed in action on March 30, 2003, while flying his helicopter during an operation, be honored by the City. B. For Commissioner Meyler, Deputy Director of Community Services Ruse commented on the pending status as to the Library Grant. C. Recreation Superintendent Pelletier relayed that she would communicate with Commissioner Henz with regard to the Scuba Diving Program. D. Commissioner Yorke advised her fellow Commissioners that tonight will be her last Commissioner meeting, relaying her delight with having had the opportunity to serve on this Commission. ADJOURNMENT At 6:45 p.m. Chairman Edwards formally adjourned this meeting to July 14, 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 R: CSC/minutes/060903 5 MINUTES OF A REGULAR MEETING OF THE CITY OF TEMECULA COMMUNITY SERVICES COMMISSION JULY 14, 2003 CALL TO ORDER The City of Temecula Community Services Commission convened in a regular meeting at 6:00 p.m., on Monday, July 14, 2003, in the City Council Chambers of Temecula City Hall, 43200 Business Park Drive, Temecula, California. ALLEGIANCE Commissioner Henz led the audience in the Flag salute. ROLL CALL Present: Commissioners Henz, Hogan, Meyler and Chairman Edwards. Absent: None. PRESENTATION P aque of Recognition - Mr. Sam Alhadeff Chairman Edwards presented a plaque of recognition to Mr. Sam Alhadeff for devoting his time and resources over the past three years to the High Hopes Program. On behalf of Marianne and himself, Mr. Alhadeff thanked the members of the Commission for their recognition. PUBLIC COMMENTS No comments. DIVISION REPORTS Maintenance Superintendent Harr ngton provided a brief overview of various items the Maintenance Division has addressed since the Commission last met, not n.q the following: · That the City swimming pools have been prepared for the summer season, as follows: R: CSC/minutes/071403 o That repairs were made to decks, lockers, restrooms, and equipment signs. That a new floor safe was installed in the Chapparal High School pool office. That the Community Resource Center (CRC) pool circulation pump and water slide pumps were rebuilt which were damaged due to a water line break. o That the CRC pool circulation pump switch gears were replaced. That the kitchen drain systems were cleared at the Temecula Community Center. That weed abatement was completed at several City sites: Veterans' Park, La Serena Park and open space, and the Barclay open space area. That damaged asphalt was repaired and sealed, and that parking lots at several City facilities were restriped, as follows: Temecula Duck Pond, Sixth Street parking lot, Butterfield Stage Park, the CRC, and City Hall. That the division participated in several special events: the 4th of July Parade and Fireworks Show, the Balloon and Wine Festival, and the recent Roripaugh Open Space Dedication. Development Services Administrator McCarthy provided a brief overview of the various proiects in process, noting the followinq: That work is continuing on the Children's Museum and no new problems have been discovered on the site. That the detailed design development for the Sports Complex is progressing. That last Thursday, the dedication of the Roripaugh Open Space was held overlooking the site. In response to Commissioner's Henz inquiry regarding the status of the Children's Museum, Development Services Administrator McCarthy advised, as follows: · That the pilasters were currently being poured underneath the flooring. · That all the flooring and shoring has been completed. R: CSC/minutes/071403 2 That this work will be followed with the installation of the two-hour flrewall and replacement of the flooring with plywood. · That Sparks will complete the interior tenant improvements. That an end of the year opening for the Children's Museum is still anticipated. Recreation Superintendent Pelletier provided an update on the recreational activities in the City, as follows: That the 4th of July events have taken place and continue to attract more and more people each year. That the aquatics program continues to be doing very well with swim lessons full and open swim well attended. That participation in the summer day camp program has also been well received. Chairman Edwards noted that the traffic control following the 4th of July Fireworks Show went very smoothly. Community Services Director Parker introduced Administrative Secretary Zigler, who is responsible for coordinating two special programs. Administrative Secretary Zigler outlined the programs as follows: That for the fourth year, the City will offer the "Summer Concert" series; and it will be held on Thursday evenings at the Thomas H. Langley Amphitheatre. The program was expanded this year to include the months of July and August for a total of eight free concerts. That new this summer is the "Movies in the Park" series that was proposed by Councilmember Naggar. Movies will be held Friday evenings during the months of July and August at various park sites throughout the City. From 6:30 p.m. until the movie begins (at dusk), activities will be provided such as games, crafts, and interactive activities conducted by staff with the audience. The Teen Council will be selling snacks and refreshments. CONSENT CALENDAR None. R: CSC/rninutes/071403 3 COMMISSION BUSINESS 1. Roripau.qh Open Space RECOMMENDATION: 1.1 That the Community Services Commission receive and file the Report on the Roripaugh Open Space. Via overheads of the Roripaugh Open Space Area, Development Services Administrator McCarthy presented the staff report, as written. The Community Services Commission received and filed the report regarding the Roripaugh Open Space. 2. Veterans' War Memorial RECOMMENDATION: 2.1 That the Community Services Commission receive and file the report regarding the Veterans' War Memorial. Community Services Director Parker presented the staff report of record with the assistance of overheads. In response to Chairman Edwards concern regarding the limited timeframe to submit proposals, Community Services Director Parker emphasized the need to give the artist sufficient time to complete the project as a major determining factor in limiting the time to submit proposals to 30 days. Chairman Edwards requested that, perhaps, staff give consideration to extending the timeframe in order to receive a sufficient number of proposals. In response to Commissioner Hogan's query regarding the selection process, Community Services Director Parker advised that the proposals would be narrowed down to ten; and then the community would be invited to view and provide their input. The selections would then be narrowed down to four or five; and those artists would be invited to participate in a committee review. The Community Services Commission received and filed the report regarding the Veterans' War Memorial. 3. S.M.A.R.T. RECOMMENDATION: 3.1 That the Community Services Commission receive and file this report regarding the S.M.A.R.T. Program. R: CSC/minutes/071403 4 Recreation Services Manager Olsen presented the staff report, as written; and introduced Recreation Coordinator Walker and Senior Recreation Leader Kelly who provided a brief update on the S.M.A.R.T. Program. Community Services Director Parker advised the Commission that an "Art Cart" had been purchased (actually, a large white truck), and that it is currently in use even though it is not completely outfitted. Recreation Coordinator Walker relayed that the Art Cart is currently in use at the "Movies at the Park" program with members of the S.M.A.R.T. Program providing arts and crafts. Replying to Commissioner Meyler regarding the daily turnout for the S.M.A.R.T. Program, Recreation Coordinator Walker advised that the busiest parks receive between 25 to 30 children per day. Commissioner Henz asked staff to describe the characteristics of the children that attend the program; and, also, if the program would be of benefit to the children from the High Hopes Program. Senior Recreation Leader Kelly stated that the children were "run-of-the-mill, everyday kids" with counselors experiencing very few disciplinary issues; and that, definitely, children from the High Hopes Program would benefit from attending. Community Services Director Parker added that the S.M.A.R.T. Program is a drop-in program and that the children that attend must be able to conduct themselves fairly independently. If extensive supervision or care is needed, then the program would not be suitable for that individual. In response to Commissioner Henz's query relating to economics as an issue affecting attendance in the excursions, Recreation Coordinator Walker advised that most excursions are under $20, therefore, affordable; and that, to date, economics has not been an issue. Community Services Director Parker stated that if and when economics were ever to become an issue, the Department would develop a program to address the issue. Responding to Commissioner Hogan's inquiry regarding the most well-attended park, Recreation Coordinator Walker stated that Vail Ranch Park has the highest attendance followed by Temeku Hills Park a close second. Replying to Chairman Edwards, Senior Recreation Coordinator Walker stated that attendance at each of the parks is tracked in order to assist future planning of the program to meet the community's needs. The Community Services Commission received and filed the report regarding the S.M.A.R.T. Program. COMMUNITY SERVICES DIRECTOR'S REPORT Community Services Director Parker provided the following Department update: R: CSC/minutes/071403 5 That, as previously discussed, a mobile "Art Cart" has been purchased. That a film of the 4th of July Parade was developed, and it was recently aired on the local cable station. That another film will be created highlighting the Department's summer activities, and it is due to be aired sometime in September 2003. COMMUNITY SERVICES COMMISSIONER'S REPORTS Commissioner Meyler thanked staff for replacing the City's float in the 4th of July Parade. ADJOURNMENT At 7:00 p.m. Chairman Edwards formally adjourned this meeting to August 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 R: CSC/minutes/071403 (~ ITEM NO. 2 CITY OF TEMECULA AGENDA REPORT TO: FROM: DATE: SUBJECT: Community Services Commission ~ Herman D. Parker, Director of Community Service August 11, 2003 Community Recreation Center Pool Pump Service PREPARED BY: Bruce Wedeking, Maintenance Supervisor and Kevin T. Harrington, Maintenance Superintendent RECOMMENDATION: That the Community Services Commission receive and file the report on the Community Recreation Center Pool Pump Service. DISCUSSION: Throughout the year and especially during the summer months the 230,000-gallon pool at the Community Recreation Center, with its 20-foot water slide, is critical to the many recreation programs offered by the Community Services Department. The Community Recreation Center pool is the place for City residents to cool off during the hot summer days. Its many uses include morning lap swim, swim lessons, swim team meets, day camp and after school parties, plus the many hours of open swim each day. With over 20,000 users during the summer, the pools' continuous operation is critical to the citizens of the City. Therefore, the Community Services Department Maintenance Division must spend many hours servicing and monitoring the pools in order to meet this demand. The Department's preventive maintenance program on the pool is year round but the major work is completed in December when the pool is closed for winter. The pool is shut down, water drained and refilled, filters are serviced, chemical feeder tubing is replaced, chemical pumps are rebuilt or replaced, motors and circulation pumps are tested for amperage draw and remaining service life. This year it was a much more complex program, because the lO-year-old circulation pumps were due for a major a rebuild. The pump manufacturer's representative was called in to pull both the motor and pump, send them in for repair and then reinstall them. This was approximately a two-week process from start to finish. All of our year-end preventative maintenance tasks were completed by January and we looked forward to a flawless summer of operation. Both pools were running smoothly until the morning of th June 10 when an unforeseen disaster struck. The night custodian at CRC called his supervisor at 4am stating the pool pump room was flooded and water was starting to enter the building. The broken water line was quickly shut off and the damage was surveyed. The pool pump that was just rebuilt at a cost of $8,000, was at the bottom of a 12-foot pit, that was full of water. The problem was compounded by the fact that the water slide and wadding pool pumps were also under water. With staff coordination and the cooperation of one of our contract service providers all three pumps were removed, rebuilt and back in operation in a week. Total costs for the emergency repair was over $12,000. The cause of the disaster was a break in a 3" water line which was probably due to the failure of a support bracket, which was attached only to dry wall. The contractor that constructed the pool missed attaching this support to a wood stud by about 2 ". The bracket finally gave way R:~HARRINGK~AGENDA.RPT~CSC CRC pump failure 6-03.doe that morning and the 3" plastic ball valve cracked. This defect has been corrected and we are currently looking into options to ensure this type of failure will not happen again. The Maintenance Division is very proud of our facilities and the preventative maintenance programs we have in place. Even though this problem was unanticipated, we were disappointed by the disruption to our customers. We will continue to work diligently to ensure that all of our facilities operate as smoothly as possible. R:~IARRINGK~AGENDA.RPTXCSC CRC pump failure 6-03.do¢ POWERPOINT PRESENTATION NARRATIVE' SLIDE NUMBER DESCRIPTION #1 View of CRC pool #2 New wadding pool circulation pump installed in pit Sand is cleaned in our 4 large high-rate filtration tanks. #3 New zinc anodes are installed in each tank to prevent corrosion. This winter the large pool pump and motor was rebuilt. #4 Picture of old pump and motor Frame/hoist assembly constructed in pump room to #5 allow for the removal of the motor and pump. #6 Old motor being pulled from pit. 20 Hp, 800 gpm pump #7 Old motor- 3phase 480 volt motor #8 Old pump #9-#12 Old pump being removed #13 New pump installed #14 New motor ready to be installed #15 New pump and motor installed All wrought iron fencing was repaired and painted this winter also a new fence was installed around the wader #16 pool. This allows the wader to be closed during adult swim, thereby allow lifeguards to focus on the large pool only. R:XHARPdNGK~AGENDA.RPT~CSC CRC pump failure 6413.doc ITEM NO. 3 CITY OF TEMECULA AGENDA REPORT TO: BY: DATE: SUBJECT: Community Services Commission ~ Herman D. Parker, Director of Community Service August 11, 2003 Community Services Department Logo Design RECOMMENDATION: That the Community Services Commission approve the Community Services Department logo in its substantial form, for use on TCSD promotional and marketing materials and the new mobile recreation vehicle. BACKGROUND: At the TCSD's bi-annual department team building workshop, staff divided into groups of six and each group collaborated on the creation of a conceptual rendering of a new logo that each groups felt best depicted the Community Services Department and the services that it provides. Staff was extremely enthusiastic about this process and many great concepts were developed. The goal was to create a logo that would represent the Community Services Department on promotional and marketing materials such as the recreation brochure, tee shirts and other department marketing materials. We also wanted the logo to be used on our new recreation vehicle that provides mobile recreation throughout the community. With these concepts in hand, staff met and discussed them with a professional company that developed Iogos and marketing materials. The consultant took these concepts and drafted a conceptual rendering that staff reviewed, modified and finally agreed upon. Attached is a rendering of the conceptual logo that the Temecula Community Services Department would like to use to promote the services we provide to the community. R:~ZIGLERG~EPORT~081103 CSC Logo.doc Community Services Department ITEM NO. 4 CITY OF TEMECULA AGENDA REPORT TO: FROM: DATE: RE: Community Services Commission Herman Parker, Director of Community Services August 11, 2003 Guide To Parks, Recreation Facilities and Trails RECOMMENDATION: That the Community Services Commission receive and file this report on the Temecula Community Services Department new guide to Parks, Recreation Facilities and Trails. DISCUSSION: Over the past six (6) months our Administrative Secretary Gall Zigler, along with Barbara Smith and Cathy McCarthy, spent several hours in the preparation of the City's new Guide to Parks, Recreation Facilities and Trails. The brochure is a 13 page pamphlet that provides basic information about our parks, recreation facilities and trails. It covers topics such as park location, amenities, contact numbers, hours of operation, and a trails map. The brochure was developed to assist citizens and new comers in locating and experiencing our wonderful park system. R:~ZIGLERG~REPORT~081103 CSC Guide to Parks Recreation Facilities and trails.doc