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HomeMy WebLinkAbout111003 CSC AgendaAGENDA TEMECULA COMMUNITY SERVICES COMMISSION TO BE HELD AT TEMECULA CITY HALL MONDAY, NOVEMBER t0, 2003 6:00 P.M. CALLTO ORDER: FLAG SALUTE: ROLLCALL: SWEARINGIN CEREMONY: Chairman Tom Edwards Commissioner Meyler Edwards, Hogan, Meyler, Henz Community Services Commissioner Charolette Fox 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. R:\CSCAGEND\I I 1003.doc DIVISION REPORTS CONSENT CALENDAR 1. Approval of Community Services. Commission Minutes RECOMMENDATION: 1.1 That the Community Services Commission approve the minutes of the September 8, 2003 Commission meeting. 1.2 That the Community Services Commission approve the minutes of the October 13, 2002 Commission meeting. COMMISSION BUSINESS Election of Chairperson and Vice Chairperson RECOMMENDATION: 2.1 That the Community Services Commission: 2.1.1 Elect a member from the Community Services Commission to serve as Chairperson from November 1, 2004 to October 31, 2004. 2.1.2 Elect a member from the Community Services Commission to serve as Vice-Chairperson from November 1, 2004 to October 31, 2004. Naming of Community Park - Harveston Specific Plan RECOMMENDATION: 3.1 That the Community Services Commission recommend a name for the 19.5 acre community park in the Harveston Specific Plan to the Board of Directors for approval. R:\CSCAGEND\I 11003.doc 4. Vail Ranch Middle School Basketball Court LiRhtin.q and Joint Use A.qreement with Temecula Valley Unified School District RECOMMENDATION: 4.1 That the Community Services Commission approve in substantial form the Vail Ranch Middle School Basketball Court Lighting and Joint Use Agreement between the City of Temecula and the Temecula Valley Unified School District. COMMUNITY SERVICES DIRECTOR'S REPORT COMMUNITY SERVICES COMMISSIONER'S REPORTS ADJOURNMENT That the Community Services Commission adjourn to a meeting on Monday, December 8, 2003, 5:30 pm at Temecula City Hall Council Chambers, 43200 Business Park Drive, Temecula, CA 92592. R:\CSCAGEND\I 11003.doc ITEM NO. 1 R~CSCAGEND~JTEMNO $H£ MINUTES OF A REGULAR MEETING OF THE CITY OF TEMECULA COMMUNITY SERVICES COMMISSION SEPTEMBER 8, 2003 CALL TO ORDER The City of Temecula Community Services Commission convened in a regular meeting at 6:01 p.m., on Monday, September 8, 2003, in the City Council Chambers of Temecula City Hall, 43200 Business Park Drive, Temecula, California. ALLEGIANCE Commissioner Meyler led the audience in the Flag salute. ROLLCALL Present: Commissioners Henz, Hogan, Meyler and Chairman Edwards. PRESENTATION Plaques of Appreciation - Ryan Zigler and Senior Recreation Leader James Kelly On behalf of the Community Services Commission, Chairman Edwards presented Senior Recreation Leader Kelly with a plaque of recognition for his dedication, professionalism, and hard work involving all aspects of the Recreation Division Summer Months Activities and Recreation in Temecula (SMART) program. The Community Services Commission as well-recognized Ryan Zigler his for dedicated and noteworthy service to the City of Temecula. In recognition of last November's First Annual Erie Stanley Gardner Murder Mystery Weekend, Deputy Director Ruse announced that the California Parks and Recreation Society honored the City of Temecula with an award of excellence. In addition, she noted that the program was recently honored with a Helen Putnam certificate of Honorable Mention. In recognition of their participation in the successful first Annual Erie Stanley Gardner Murder Mystery Weekend, Ms. Ruse presented certificates of appreciation to Redevelopment Director Meyer, Museum Services Manager Ott, and Melody Brunsting of Melody's Ad Works. Director of Redevelopment Meyer relayed that the efforts were the results of hard work from many organizations. With regard to the 2003 Erie Stanley Gardner Murder Mystery Weekend, Melody Brunsting, of Melody's Ad Works, advised as follows: · That this year, events will begin with a new script from the Perry Mason Mysteries and will be reenacted at the Stampede in Old Town; R: CSC/minutes/090803 That a new element will be added entitled Around the Campfire with Uncle Erie, featuring Erie Stanley Gardner's nephew who is a cowboy poet and other cowboy poets Ken and Phee Graydon; that event will take place on November 1 and 2, at 10:00 a.m. PUBLIC COMMENTS No comments. CONSENT CALENDAR 1. Approval of Community Services Commission Minutes RECOMMENDATION: 1.1 That the Community Services Commission approve the minutes of the August 11, 2003 meeting. MOTION: Commission Henz moved to approve Consent Calendar Item No. 1. Commissioner Hogan seconded the motion and voice vote reflected approval with the exception of Commissioner Meyler who abstained. DIVISION REPORTS Maintenance Superintendent Harrington and Recreation Superintendent Pelletier were not in attendance of this meeting. Development Services Administrator McCarthy gave a brief report, noting the following: That the Children's Museum is progressing; that additional work will be completed on a sewer line under the building before 2H could finish the sub- flooring; That staff met with KTUA regarding the scope of service for the Roripaugh Ranch and Johnson Ranch Trails Master Plan; that staff plans to bring this agreement forward to Council for approval on September 23, 2003. For Commissioner Hogan, Development Services Administrator McCarthy noted that mid-January is the tentative opening date of the Children's Museum. COMMISSION BUSINESS 2. Commission Volunteers Needed for Calendar Project RECOMMENDATION: 2.1 That the Community Services Commission select two (2) Commission members to be on a judging panel for a Children's Poster Contest. R: CSC/minutes/090803 Management Analyst Smith presented a brief report, noting the following: That the Community Services Department will be designing, printing, and distributing the 2004 Recycling and Litter Abatement Calendar and that Development Services Technician Bustin will be taking the lead on this project; That information will be distributed to schools requesting posters with Litter Abatement and Recycling themes; that the posters are due back to the Community Services Department on October 17, 2003, at which time the judges will be contacted to evaluate the posters; That staff will be requesting two volunteers from the Community Services Commission to serve on the judging panel and that staff will request to secure Ed Campos, General Manager of CR&R, and Museum Services Manager Maggie Allen, to serve as well. Commissioner Hogan and Commissioner Meyler volunteered as judges. MOTION: Commissioner Henz moved to appoint Commissioners Hogan and Meyler to serve as judges for the calendar project. Chairman Edwards seconded the motion and voice vote reflected unanimous approval. 3. Summer Programs Overview RECOMMENDATION: 3.1 That the Community Services Commission receives and file a report on the summer programs. Recreation Services Manager Olsen, by way of Power Point, provided the Commission with a complete overview of the programs and special events that were offered May through September, relaying the following: That Aquatic Supervisor Thurston had 35 staff members including Jeremy Jones, pool manager for three separate pools, Chaparral High School, Community Recreation Center (CRC), Temecula Elementary School (TES); that mail-in swim registration will be continuing for residents, and that this year the following classes were offered: o Adult lap swim o Learn to Swim Program o Public swim o Safety Courses -Lifeguard training, Title 22, Oxygen Administration, CPR, Automation External Defibrillator (AED) · Family Fun Nights- held at (CRC) · Water Aerobics · Scuba classes- 15 participants · Adult Learn to Swim Program R: CSC/minutes/090803 3 · Private Swim Lessons for participants ages 10 years to adult. Aquatic facts: · That this year 3,904 children participated in the learn to swim program from May through September; · That the City served over 72,000 patrons in lap swim, public swim, water aerobics, and Family Fun Nights for the 2003 season; That the City provided pool time for four (4) local swim teams with 340 swim members swimming each day - Temecula Valley High School, Chaparral High School, Temecula Valley Swim Club, and the Inland Gold Aquatic Swim Club. Recreation Services Manager Olsen commended Aquatic Supervisor Thurston on a great season. Leisure Classes and Sports Activities: That the Community Services Department contracted with Sky Hawk's Sports Camps, Taekwando Camp, an Orchestra Camp, and a Science Adventure Camp and had a total of 376 participants. Other classes offered · Music and Dance Classes · Bridge · Cake Decorating · Teen Financial Survival Ms. Olsen relayed that Recreation Supervisor Wilcox did an outstanding job with the sports leagues and tournaments that were offered in the summer and advised that the Labor Day Tournament included several teams from local areas as well as outside areas, which totaled 70 for both the sports leagues and tournaments. Ms. Olsen commended Recreation Coordinator Walker on an outstanding job, and advising that she oversaw Family Fun Nights and Excursions and noting that the Community Services Department had a very successful Family Fun Night Program with 70 participants for the ice cream social and 90 participants for the Hawaiian Luau. Commending Summer Day Camp Director Moramarco on an outstanding job with the Day Camp Program, Ms. Olsen did advise this year's program was one of the best the City has ever had, serving 550 children and that staff had provided leadership training for 14 junior campers. With regard to the Summer Sunset Film and concert series, Ms. Olsen commented on the success of these series; noting that the event provided great bands and activities for the 250-300 participants per event; that during the event, the Teen Council raised $500 through the refreshment sales; that great family films were offered; and that the SMART staff provided arts and crafts to the children prior to the showing. R: CSC/rninutes/090803 4 Noting that the SMART Program was another success. Ms. Olsen noted that the program served 7 parks providing two staff members per site, also providing a number of support staff overseeing the program, and providing an art cart, which roamed to different sites providing arts and crafts. Noting that Vail Ranch Park averaged 40 participants per day, other isolated parks such as parks were Long Canyon Creek Park, and Winchester Creek Park had lower attendance. Excursions · Knott's Berry Farm · Long Beach Aquarium · The San DiegoZoo Special Theme Days · Day with the California Department of Fire · Day with the Home Town Buffet (Jell-O eating contest) In Closing, Recreation Services Manager Olsen noted that the City of Temecula Community Services Department continues to be guided by its departmental mission statement "to provide high quality parks and recreation facilities and services that the community can be proud of." For Chairman Edwards, Ms. Olsen stated that due to the fact that the CRC has a water slide, it is the most popular pool For Commissioner Meyler, Ms. Olsen relayed that public swim will continue through the month of September, 1:00 pm to 5:00 pm on weekends only and swim lessons will continue through the Fall--very limited hours at the CRC and Chaparral High School; the pools are not completely closed due to the fact that swim clubs and the joint use program with the school districts are in session and that for maintenance purposes, the pool will be closed in the month of December. For Commissioner Hogan, Ms. Olsen relayed that the art cart is a new vehicle, which is used for multi-purposes when it is not in use for the SMART program. The Community Services Commission received and filed this report. Hi.qh Country Publication Overview RECOMMENDATION: 4.1 That the Community Services Commission receive and file a Report on the High Country publication. Museum Services Manager Ott presented a brief report regarding the High Country Magazine, noting the following: R: CSC/minutes/090803 · That the basis for the publication is to invite authors to contribute manuscripts which are reviewed by an editor; that there will be no monetary remuneration that the author would be provided five (5) copies plus a one-year subscription; · That the costs of the magazine are based on direct printing costs, design expenses ($500 per issue) and editorial expenses ($500 per issue); and that the printing cost of the magazine will be $3,000 per issue; · That the magazine will be offered as a subscription, currently having 100 subscribers; · That the subscription offer will help the educational role of the Museum; · That the magazine may also be purchased over the counter at the Temecula Valley Museum, $6.95 per issue; · That currently the magazine may be found in Old Town at nine locations; · That having 160 subscribers would provide a break-even point for the magazine; · That the magazine will be introduced to the medical and dental community to have in the reception area; · That the magazine will be published twice a year. COMMUNITY SERVICES DIRECTOR'S REPORT Deputy Director of Community Services Ruse invited all the Commissioners to the commemoration event of 9/11 at the Temecula Duck Pond, on Thursday, September 11, 2003, to provide a reflective time for people to come and pay their respects and tribute to those who lost their lives. COMMISSIONER'S REPORTS Commissioner Hogan relayed that Wednesday will be the opening of the Film Festival in Temecula and extending an invitation to event, which will be held at the Tower Plaza. Ms. Hogan also noted that on Tuesday, September 9, 2003, the Temecula Valley Garden Club would be having a membership tea, extending an invitation, advising that the speaker will be on Irises. Commissioner Meyler reminded the Commission to click-on the City's website and cast their vote on the Veteran's War Memorial and advised that he would not be present at the next Community Services Commissioner Meeting. R: CSC/minutes/090803 (~ ADJOURNMENT At 6:53 p.m. Chairman Edwards formally adjourned the meeting to October 13, 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/090803 7 MINUTES OF A REGULAR MEETING OF THE CiTY OF TEMECULA COMMUNITY SERVICES COMMISSION OCTOBER 13, 2003 CALL TO ORDER The City of Temecula Community Services Commission convened in a regular meeting at 6:00 p.m., on Monday, October 13, 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: Absent: Commissioners Henz, Hogan, and Chairman Edwards. Commissioner Meyler PRESENTATION Plaque of Recognition - Mr. Matthew Fa,qan Chairman Edwards presented a plaque of recognition to Mr. Matthew Fagan for his service to the community. PUBLIC COMMENTS No comments. DIVISION REPORTS Maintenance Superintendent Harrin.qton provided a brief overview of various items the Maintenance Division has addressed since the Commission last met, notin.q the followinq: That installation of new utility meters at the Temecula Elementary School swimming pools was completed, including a new water meter, gas meter, and electric meter. R: CSC/minutes/101303 That the carpets were steam cleaned throughout City Hall, the Maintenance Facility, the Temecula Community Center and the Temecula Valley Museum. That the vinyl in the multi-purpose room at the Community Recreation Center was repaired. That the room dividers in the Community Recreation Center AN Room and multi-purpose room were reupholstered. That six malfunctioning speakers for the Old Town sound system were either repaired or replaced. That the remote City radio repeater site (which was damaged by vandals) was repaired, including new gates, locks, door hardware, some building repairs, and the electrical supply. That the division coordinated the repair of the City Hall elevator. Development Services Administrator McCarthy provided a brief overview of the various projects in process, noting the followin.q: That at the Children's Museum, the sewer line has been replaced; the sub-flooring has been installed; the firewall will be completed next week; the final phase of the Museum involving Sparks Exhibits will also begin next week; and the Museum should be completed by the end of February. That the contract for the completion of the Roripaugh Ranch and Johnson Ranch Trails Master Plan will be going to Council on October 22, 2003. That Pauba Ridge Park located in the Crowne Hill Development will be completing the maintenance period this month and will become the City's 28thpark. That authorization to bid for the Pauba Peace Park improvements will be presented to City Council on October 28, 2003. That staff is currently reviewing the 50-Percent Plan submittal for the Wolf Creek Sports Complex. That the Household Hazardous Waste Roundup and Community Cleanup will be held on November 8, 2003, from 8:00 a.m. to 2:00 p.m. in the City Hall parking lot (a new location). The location was changed from the Temecula Valley High School in order to avoid the traffic and noise that was generated in the surrounding residential neighborhood. R: CSC/minutes101303 2 Recreation Superintendent Pelletier provided an update on the recreational activities in the City, as follows: That a science themed "Family Fun Night" was held on September 19, 2003, at the Community Recreation Center (CRC). With over 100 attendees, the "Family Fun Night" series has been well received and continues to grow in popularity. That on Saturday, October 18, 2003, a sold-out family excursion to "Disney on Ice" will take place. That on Friday, October 24, 2003, the Department will again sponsor the "Halloween and Harvest Family Carnival "at Margarita Community Park. Based upon suggestions received last year, the time of the event was returned to 5:00 p.m. to 9:00 p.m. The event will include a coloring contest, costume contest, screaming contest, carnival games, party jumps, face painting, and lots of delicious goodies and guaranteed fun. · That the upcoming holiday annual events are as follows: Holiday Tree Lighting Ceremony - December 3, Wednesday. Electric Light Parade - December 4, Thursday. Holiday Lights and Festive Sights - December 8, Monday. Winter Wonderland - December 13, Saturday. Electric Light Bus Tours - December 14, Sunday, and December 17, Wednesday. That the Department also has some sad news to mention. That Senior Recreation Leader Terry Cole passed away last weekend. Mr. Cole worked at the Mary Phillips Senior Center for about seven years and he will be truly missed. CONSENT CALENDAR None. COMMISSION BUSINESS 1. Boys and Girls Club Lease Aqreement RECOMMENDATION: 1.1 That the Community Services Commission approve the Boys and Girls Club Ground Lease Agreement in its substantial form. R: CSC/rninutes101303 3 Community Services Director Parker presented the staff report of record and advised the Commission that with their approval, the ground lease agreement would be forwarded to the City Council for approval. In response to Commissioner Henz's query regarding Exhibit B, the 1.5-acre parking addition, Community Services Director Parker clarified that the area will be acquired from the Wolf Creek subdivision in order to expand Kent Hintergardt Memorial Park. Responding to Commissioner Henz's inquiry, Community Services Director Parker advised that .25 of an acre is the subject of the lease. Community Services Director Parker further clarified that the increased parking was an item that was negotiated as part of the development agreement with Wolf Creek Master Planned Community. The additional parking was necessary for the park regardless of the location of the Boys and Girls Club; however, given the fact that the Club will be at the park, it will help them to meet the parking requirements at that facility. Commissioner Hogan advised that she is on the fund-raising committee for the Boys and Girls Club and is of the opinion that it is a very worthwhile organization. The Club provides an excellent service to the community by providing a wonderful atmosphere for the community's children. MOTION: Commissioner Hogan made a motion to approve the Boys and Girls Club Ground Lease Agreement in its substantial form. The motion was seconded by Commissioner Henz and voice vote reflected approval with the exception of Commissioner Meyler who was absent. 2. Harveston Public Art RECOMMENDATION: 2.1 That the Community Services Commission approve the Harveston Public Art Program. At the request of Community Services Director Parker, Development Services Administrator McCarthy presented the staff report (per agenda material). Development Services Administrator McCarthy introduced Mr. Matthew Fagan, serving as a representative of Lennar Homes, and Mr. Mark Lenning, Collaborative West (landscape architects), who were present to provide the proposed details of the program to the Commission. Mr. Lenning advised the Commission that Collaborative West has been involved with Harveston as part of their vision team; and via the use of overheads, Mr. Lenning presented the program to the Commission highlighting the proposed art exhibits and their locations. R: CSC/rninutes101303 4 For clarification purposes, Community Services Director Parker advised that some of the art will be owned and maintained by the development's homeowner's association while structures on City-owned property will be owned and maintained by the City. Community Services Director Parker opined that the program was of high quality and will enrich the qualify of life and the environment. Further, he thanked Harveston and Lennar for their efforts and noted that they were contributing more art work than required. In response to Commissioner Henz's query, Community Services Director Parker clarified that maintenance of the art pieces would come from the same funds used to maintain the City's park sites (through the City's special park tax). Responding to Commissioner Henz's inquiry, Community Services Director Parker advised that the maintenance cost would be born by all of Temecula's tax payers, not just those in the Harveston development. In response to Chairman Edwards query, Maintenance Superintendent Harrington indicated that he had no concerns regarding the maintenance of the proposed art pieces. Commissioner Hogan inquired as to the relevance of the Mission San Luis Rey as it pertained to Temecula History. Mr. Lenning advised that perhaps the relevance pertained to the importance of the increase in population in the Temecula area at some point in history; and/or, perhaps, the mission was more of a cultural influence to the area; and offered to do further research for clarification purposes. Chairman Edwards stated that Collaborative West has done a terrific job, and opined that in addition to being culturally significant, it was important that the art be interesting. Mr. Jimmy Moore, a representative from the Temecula Arts Council, advised that the Mission San Luis Rey was an important part of the area's history; in fact, at one point in Temecula's history, the City did have a mission as is evidenced by the mission bell exhibited outside the Temecula Valley Museum at Sam Hicks Park. However, (referring to one of the proposed exhibits) the Sante Fe Railroad did not run through the Temecula Valley--it was the Southern Pacific Railroad. Further, Butterfield Stage ran canvas-sided mud wagons not Saratoga wagons (as depicted in one of the proposed exhibits). MOTION: Commissioner Henz made a motion to conceptually approve the Harveston Public Arts Program. Commissioner Hogan seconded the motion and voice vote indicated approval with the exception of Commissioner Meyler who was absent. Again, Chairman Edwards commended Collaborative West for striking a balance between providing art that is interesting and, yet, not an attractive nuisance. R: CSC/minutes101303 .5 COMMUNITY SERVICES DIRECTOR'S REPORT Via the use of overheads, Community Services Director Parker reported on the progress of the proposed Veteran's Memorial at the Temecula Duck Pond, as follows: · That the submittals have been narrowed down to two: "Letters from Home," depicting a soldier in a dugout, looking out over the duck pond, writing a letter home. In the round portion of the monument, genuine letters written by servicemen will be installed. 0 The second submittal is more traditional. It has a soldier with weapon drawn standing over a fallen comrade. Across the back wall of the monument, emblems representing all branches of the service will be installed. That the final two submittals were posted on the City's website for approximately three weeks for the purpose of obtaining input from the public. Over 400 response were received. That the subcommittee held a meeting with the local VFVV, American Legion, and a Temecula post officer's club; and their comments were forwarded to each of the artists for the purpose of incorporating their comments into the submittals. That on October 24, 2003, the artists are to resubmit proposals that incorporate some of these elicited comments and suggestions. · That by early December, it is hoped that a contract will be awarded. Responding to Chairman Edwards query regarding the results of the responses received, Community Services Director Parker advised that there was much support for both submittals. COMMUNITY SERVICES COMMISSIONER'S REPORTS Commissioner Henz reported that he had attended an activity at the Mary Phillips Senior Center and enjoyed it very much; and he suggested that a future center be added to the Capitol Improvement Program (CIP) as in the near future the present facility would most likely reach its capacity. Chairman Edwards suggested that the item be agendized for a meeting in the near future. R: CSC/minutes101303 {~ In order to address senior center issues, Community Services Director Parker suggested bringing Recreation Supervisor Adkisson to the next meeting as well as studying the issue for the future CIP process. In response to Commissioner Henz's request, Community Services Director Parker advised that demographic information is readily available and will be shared with the Commission at the next meeting. However, in terms of the present facility, Community Services Director Parker opined that there was still room for growth. In meetings with staff, innovative and non-traditional activities have been discussed in order to the keep the facility alive and fresh, such as: a golf club, a cycling club, an over 55 softball team, etc. For example, Weight Watchers was intentially added to the activities at the senior center because the program was nontraditional and requested by the seniors. Commissioner Hogan advised that last year was the first year that the Temecula Garden Club held its annual flower show at the Mary Phillips Senior Center and it was very well attended; and this year, an even bigger flower show is planned and will include a plant sale. The show attracts people of all ages. Commissioner Henz commented on the quality of the food at the senior center stating that while the food has vastly improved, there is still room for improvement. In response to Commissioner Henz's inquiry, Community Services Director Parker advised that improvements to the Temecula Elementary School pool were part of the Margarita Community Park Project and includes renovations to the pool. Staff is presently working on an amendment to the City's existing agreement with the Temecula Unified School District in which the City will become completely responsible for the utilities, maintenance and schedule, i.e.,in essence, the pool will become a City pool. Chairman Edwards advised that according to a year-old agreement with the Temecula School District and Pop Warner Football for the use of the Temecula Middle School field, access through the gates on Camino Alagon would be available; however, these gates were found to be locked. Chairman Edwards requested that staff ensure that the gates be left open as agreed upon and that a status report follow. Community Services Director Parker ensured the Commission that the gates would be left open. Responding to a request from Commissioner Henz regarding the library grant, Deputy Director of Community Services Ruse advised as follows: That the Library Board will be meeting on October 28, 2003, in order to make the awards. That many agencies requested that the Board post the rankings prior to the October 28 meeting. In response, the Board has agreed to post the rankings on their website before the close of business on Friday, October 24. R: CSC/minutes101303 7 · That staff is planning to travel to Sacramento on October 28 for the hearing. ADJOURNMENT At 7:06 p.m., Chairman Edwards formally adjourned this meeting to November 10, 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/minutes101303 8 ITEM NO. 2 R:'~CAGEND~JTEMNO.SHL CITY OF TEMECULA AGENDA REPORT TO: FROM: DATE: SUBJECT: Community Services Commission Herman D. Parker, Director of Community Services November 10, 2003 Election of Chairperson and Vice Chairperson - Community Services Commission PREPARED BY: Gail Zigler, Administrative Secretary RECOMMENDATION: That the Community Services Commission: Elect a member from the Community Services Commission to serve as Chairperson from November 1, 2003 to October 31, 2004. Elect a member from the Community Services Commission to serve as Vice Chairperson from November 1, 2003 to October 31, 2004. DISCUSSION: The term of Chairperson and Vice Chairperson for the Community Services Commission is for one (1) year beginning November 1 and ending October 31 of any given year. Therefore, it is necessary for the Commission to select two members to serve as Chairperson and Vice Chairperson for the upcoming new term. ITEM NO. 3 CITY OF TEMECULA AGENDA REPORT TO: FROM: DATE: SUBJECT: Community Services Commission Herman D. Parker, Director of Community Service~=,~? November 10, 2003 Naming of Community Park - Harveston Specific Plan PREPARED BY: Cathy McCarthy, Development Services Administrator RECOMMENDATION: That the Community Services Commission recommend a name for the 19.5 acre cemmunity park in the Harveston Specific Plan to the Board of Directors for approval. BACKGROUND: Harveston is a large Specific Plan development in the northern part of the City east of Interstate 15. As part of this project, the developer is conditioned to construct and dedicate a 19.5 acre community park to the City of Temecula. Lennar has recently begun construction of this park site. The park will include two dedicated full size lighted soccer fields; 2 lighted ball field with 90' bases; age appropriate play areas; a group picnic area; community building; restroom/concession/maintenance building; parking with approximately 300 spaces; benches; tables; drinking fountains and walkways. Staff would like the Commission to consider naming the park site "Harveston Community Park", because it is within the Harveston development on Harveston Drive. The Commission may recommend this name or another of their choice. The Commission's recommendation will be forwarded to the Board of Directors for final approval. FISCALIMPACT: None ATTACHMENTS: Conceptual Master Plan Park Names List Resolution No. CSD 92-08: Naming Parks and Recreation Facilities RESOLUTION NO. CSD 92-08 A RESOLUTION OF THE BOARD OF DIRECTORS OF Tltlg TE1VIECULA COMMUNITY SERVICES DISTRICT ADOPTING A POLICY FOR NAMING PARKS AND RECREATION FACILITIES WI-I~REAS, on April 23, 1991, the Board of Directors (the "Board") adopted a policy for naming parks and recreation facilities; and ~AS, the Community Services District and the Park~ and Recreation Commission requests that the aforementioned policy be adopted by resolution; NOW, THE~REFORE, THE BOARD OF DIRECTORS OF THE TEMECULA COMMUNITY SERVICES DISTRICT DOES HEREBY, RESOLVE, DETERMINE AND ORDER AS FOLLOWS: Section 1. That the policy for naming parks and recreation facilities as set forth on Exhibit 'A" is adopted establishing a uniform policy and procedure that identifies criteria for the naming of parks and recreation facilities. PASSED, APPROVED AND ADOFI'ED this 8th day of September, 1992. Ronald J. Parks, President ATYEST: ~/u~ne~. Greek, City [S-~AL] Exhibit "A" TE iECULA CONh UNITY SERVICES DISTRICT Naming Parks and Recreation Facilities PURPOSE To establish a uniform policy and procedure that identifies criteria for the naming of parks and recreation facilities. POLICY The Park and Recreation Commission will be responsible for the selection of names for parks and recreation facilities. Once a name is selected, it will be forwarded to the Board of Directors for ratification. Staff will be responsible for encouraging citizens and community organizations to suggest possible names that will then be forwarded to the Commission for consideration. At a minimum, each park and community building will be designated a name. Naming of specific areas within a park (garden, swimming pool, lake, ballfield, etc.) is acceptable but should be kept to a minimum to avoid confusion. No park shall be given a name which might be perceived as controversial by the community. All names selected shall be acceptable and meaningful to a majority of the neighborhood/community where the park or recreation facility is located. Priority in naming sites shall be given to geographical locations, historic significance or geologic features. No park shall/be named for a person, except where an individual has made a significant financial contribution toward the acquisition and/or development of the park or facility, or has been an outstanding long-time community leader who has supported open space and recreational activities. Ail park and recreation facilities will be designated a formal name within six months of acquisition or construction. All parks shall have an entrance sign. Buildings will have an entrance sign and a plaque inside the facility for name identification. The name of a park or recreation facility may be changed only after a hearing is held by the Commission to receive come, unity input and direction. No name shall be changed unless there is significant justification and support by the community. RESPONSIBILITY Department Parks and Recreation Commission Department 2. 3. 4. ACTION Acquires a new park or recreation facility. solicits possible names from community. Forwards suggested names to the Parks and Recreation Commission for consideration. Receives any additional community input. Selects a name for the new park or recreation facility. Forwards name to City Council for ratification. Installs the appropriate naming sign or plaque. STATE OF CALIFORNIA) COUNTY OF RIVERSIDE) SS CITY OF TEMECULA ) I, June S. Greek, City Clerk of the City of Temecula, HEREBY DO CERTIFY that the foregoing Resolution No. CSD 92-08 was duly adopted at a regular meeting of the City Council of the City of Temecala on the 8th day of September 1992 by the following roll call vote. AYES: 5 DIRECTORS: Birdsall, Moore, Lindemans, Mufioz Parks, NOES: 0 DIRECTORS: None ABSENT: 0 DIRECTORS: None Clerk CITY OF TEMECULA COMMUNITY SERVICES DEPARTMENT PROPOSED PARK NAMER November 2003 The following is a list of names for various park sites within the City of Temecula. These names were compiled through a community wide park naming campaign, which requested residents of the City of Temecula to submit names for their local park sites to be constructed in the future. The Community Services Commission may select one of these names or another name of their choice, based on the geographical location of the park, a geological feature of the site, or they may name the facility after an individual that has made a significant contribution towards parks, recreation or community services in Temecula, or has played a vital role in the development of this community. Walter Vail Park Palomar Mountain Park Kit Carson Park Immigrant Trail Park Ramona Wolf Park Roripaugh Park Vineyard Park Palomino Park Santa Rosa Park Patricia H. Birdsall Park Ron Parks Park Toddler Park Tony Tobin Park Columbia Memorial Park Tuscany Hills Park Verde Valle Park Kingston Park Wine Country Park Jewel of Crowne Hill Park Palomar Park Sunset Park Luiseno Park Cattleman Park Erie Stanley Gardner Park Wolf Valley Park Vaqueros Park Eve Craig Park Temecula Creek Park Mountain View Park Ronald Reagan Park City View Park Columbia Park President's Park Good Neighbor Park Fun City Park Pauba Meadows Park Pauba Park Grace Meilman Park R:~ZIGLERG~LISTS~Park Names.doc ITEM NO. 4 CITY OF TEMECULA AGENDA REPORT TO: FROM: DATE: SUBJECT: Community Services Commission Herman Parker, Director of Community Service .~..).. November 10, 2003 Vail Ranch Middle School Basketball Coud Lighting and Joint Use Agreement with Temecula Valley Unified School District PREPARED BY: ~'~'~' Phyllis L. Ruse, Deputy Director of Community Services RECOMMENDATION: That the Community Services Commission approve in substantial form the Vail Ranch Middle School Basketball Coud Lighting and Joint Use Agreement between the City of Temecula and the Temecula Valley Unified School District. BACKGROUND: In an effort to provide additional basketball facilities for youth league practice opportunities during evening and weekend hours, the Community Services Department has negotiated with the Temecula Valley Unified School Distdct (TVUSD) for the installation of lights at the Vail Ranch Middle School (VRMS). VRMS has eight (8) full basketball courts that would be available for youth league and public use after school hours through the week and on the w~ekends, except for previously scheduled school events. To clearly define the construction responsibilities and use of the VRMS basketball courts once the lighting project is completed, the Community Services Department has prepared a proposed agreement between the City and the TVUSD for use of the VRMS basketball courts. The term of the agreement is forty (40) years with a provision to amend the term by mutual consent. The Joint Use Agreement between the City and TVUSD for the use of VRMS basketball courts provides for the City to design and construct the lights, to pay the electrical costs associated with the operation of the lights, and to re-stripe the basketball courts, as necessary. The City has obtained a Federal grant in the amount of $90,000 to help defray the lighting installation costs. The Community Development Department has completed the necessary CEQA and NEPA environmental reviews. The properties within 600 feet of the site will be noticed prior to any action taken by the Community Services Board of Directors in order to give residents in close proximate an opportunity to comment on the project if they so desire. Approval of this Joint Use Agreement will provide necessary facilities for the TCSD to be able to continue to offer youth basketball athletic programs and activities within the community. Currently, the only lighted outdoor basketball facilities are one full and one half court at Pala Community Park. These facilities are not adequate to meet the needs of the youth basketball league needs for practice courts. The School Distdct Board has previously R:\RUSEP~AGENDAS\TVUSD Vail Ranch MS Basketball Lighting-csc.doc reviewed the agreement as an informational item. If approved by the Community Services Commission, staff will present the proposed agreement to the TVUSD Board of Directors and the Community Services Board of Directors for final approvals. ATTACHMENT: Temecula Valley High School Facility Use Agreement R:\RUSEP~AGENDAS\TVUSD Vail Ranch MS Basketball Lighting-csc.doc AGREEMENT BETWEEN THE TEMECULA COMMUNITY SERVICES DISTRICT (TCSD) AND TEMECULA VALLEY UNIFIED SCHOOL DISTRICT FOR THE JOINT USE OF A PORTION OF VAIL RANCH MIDDLE SCHOOL THIS AGREEMENT is made and entered into as of July 8, 2003, and between the Temecula Community Services District, a municipal corporation ("TCSD"), and the Temecula Valley Unified School District ("District"). In consideration of the mutual promises and covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties do hereby agree as follows: 1. Recitals. This Agreement is entered into with respect to the following facts and for the following purposes, each of which is acknowledged as true and correct by the parties: a. Chapter 10 of Division 1 of the Education Code, commencing with Section 10900, authorizes public school districts and cities to cooperate with one another for the purpose of authorizing, promoting and conducting programs of community recreation which will contribute to the attaimnent of general recreational and educational objectives for children and adults of the State. In this regard, school districts and cities may enter into agreements with each other to aid and cooperate in carrying out these objectives. The governing body of any school district is authorized by these provisions to use the buildings, grounds, and equipment of the district, or any of them, to carry out the recreational and educational objectives, or may grant the use of any building, grounds, or equipment of the district to any other public authority for such purposes, whenever the use of the buildings, grounds, or equipment for community recreational purposes will not interfere with use of the buildings, grounds, and equipment for any other purpose of the public school system. Accordingly, the district is authorized to enter into the Agreement with the TCSD; b. District is the owner of certain real property within the City of Temecula, known as the site for proposed Vail Ranch Middle School, located at 33340 Camino Piedra Rojo, Temecula California. c. District and TCSD desire to jointly develop and utilize a portion of Vail Ranch Middle School for park, recreational and education purposes benefitting the citizens of Temecula; and d. The portion of the Vail Ranch Middle School to be developed and used for these joint purposes is approximately .5 acres consisting generally of basketball courts and parking lots located on the Vail Ranch Middle School property and is legally described and depicted on Exhibit A., attached hereto and incorporated herein by this reference (hereafter the "Property"). 2. Use of Property as Park. District hereby grants to the TCSD a license to use the Property as a public park in accordance with the terms and restrictions as set forth in this Agreement and the ordinances, rules and regulations of the City of Temecula and the Temecula Community Services District goveming the use of parks. 3. Term of Agreement. The term of this Agreement shall be for a period of forty (40) years beginning July 1, 2003 and shall terminate June 30, 2043; provided, however, that this Agreement may be amended at any time by mutual consent of both parties. 4. Apportionment of Use of Proper ,ty by TCSD and District. The Property shall be used for school purposes as a part of the Vail Ranch Middle School by the District during the hours of 8:00 a.m. to 4:00 p.m., Monday through Friday except on School Holidays, and during such other hours as are required to carry out normal school purposes, including activities scheduled pursuant to the District's calendar of events, which calendar shall be prepared and sent to the TCSD prior to the beginning of each school year. At all other times, the Property shall be used for public park purposes by the TCSD and subject to such park rules and regulations for the use of the park as the TCSD may enact. 5. Improvement of the Property. The TCSD will construct and install lights on the Property for the basketball courts at is sole cost and expense. In constructing such facilities TCSD shall comply with all applicable federal and state laws in connection with its construction and installation of the improvements, including the Field Act and the California Environmental Quality Act. 6. TCSD Maintenance Responsibilities. During the term of this Agreement, the TCSD shall, at its sole expense, perform the following maintenance on the Property and the improvements which currently exist upon it or which are to be constructed upon the Property pursuant to the terms of this Agreement, in accordance with reasonable maintenance standards and schedules approved by the Director of Community Services of the City and the District. a. Maintain the lights for the basketball courts; Property; Remove litter from the Property following TCSD events on the c. Maintain all park and recreational facilities installed by the TCSD pursuant to this Agreement; and d. Pay for ail utility costs of ball field lighting and other facilities installed or constructed by the TCSD pursuant to this Agreement. basis. Pay for re-striping of basketball court markings on an as needed R:\RUSEP\CONTRACTxTVUSD joint use-Vail Ranch Middle School. DOC 2 7. School District Maintenance Responsibilities. During the term of this Agreement, the District shall, at its sole expense, unless otherwise provided herein, perform all maintenance on the Property and the improvements which is not being performed by the TCSD pursuant to Section 6 of this Agreement, in accordance with reasonable maintenance standards for park and recreational facilities. 8. Indemnification a. TCSD agrees to hold harmless, defend, and indemnify District against all actions, claims, or demands for injury, death, loss or damages, regardless of fault or cause, by anyone whomsoever (except where such injury, death, loss, or damage was solely due to the negligent acts or omissions of District, its agents, servants, or employees), whenever such injury, death, loss or damage is a consequence of, or arises out of, or is incidental to, the use or maintenance of the Property by TCSD or any other persons or parties (other than District) authorized to so use or maintain the Property by TCSD pursuant to this Agreement. b. District agrees to hold harmless, defend, and indemnify TCSD and City of Temecula against all actions, claims, or demands for injury, death, loss, or damages, regardless of fault or cause, by anyone whomsoever (except where such injury, death, loss, or damage was solely due to the negligent acts or omissions of TCSD, its agents, servants, or employees), whenever such injury, death, loss, or damage is a consequence of, or arises out of, or incidental to, the use or maintenance of the Property by District or any other persons or parties (other than TCSD) authorized to so use the Property by District pursuant to this Agreement. 9. Defaults and Remedies a. Subject to the extensions of time set approved in writing by a party, failure or delay by either party to perform any term or provision of this Agreement constitutes a default under this Agreement. A party claiming a default (claimant) shall give written notice of default to the other party, speci lying the default complained of. b. The claimant shall not institute proceedings against the other party nor be entitled to damages if the other party within fourteen (14) days from receipt of such notice immediately, with due diligence, commences to cure, correct or remedy such failure or delay and shall complete such cure, correction or remedy within thirty (30) days from the date of receipt of such notice. Such cure, correction and remedy shall include payment of any costs, expenses (including attorney fees) or damages incurred by the non-defaulting party resulting from the default or during the period of default. c. Except as otherwise expressly stated in this Agreement, the rights and remedies of the parties are cumulative, and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the R:\RUSEP\CONTRACTxTVUSD joint use-Vail Ranch Middle School DOC 3 same or different times, of any other rights or remedies for the same default or any other default by the other party. d. Any failure or delays by either party in asserting any of its rights and remedies as to any default shall not operate as a waiver of any default or of any such rights or remedies, or deprive either such party of its right to institute and maintain any actions or proceedings which it may deem necessary to protect, assert or enforce any such rights or remedies. e. If a default is not fully cured by the defaulting party as provided in this Paragraph, the defaulting party shall be liable to the other party for any damages caused by such default, and the nondefaulting party may thereafter (but not before) commence an action for damages against the defaulting party with respect to such default. f. If a default under this Agreement is not fully cured by the defaulting party as provided in this Section, the nondefaulting party at its option may thereafter (but not before) commence an action for specific performance of terms of this Agreement. g. In the event litigation is filed by one party against the other to enfome its rights under this Agreement, the prevailing party, as determined by the Court's judgment, shall be entitled to reasonable attorney fees and litigation expenses for the relief granted. 10. Force Maieure. Except as otherwise expressly provided in this Agreement, if the performance of any act required by this Agreement to be performed by either District or TCSD is prevented or delayed by reason of any act of God, strike, lockout, labor trouble, inability to secure materials, restrictive governmental laws or regulations, or any other cause (except financial inability) not the fault of the party required to perform the act, the time for performance of the act will be extended for a period equivalent to the period of delay and performance of the act during the period of delay will be excused. However, nothing contained in this Section shall excuse the prompt payment by a party as required by this Agreement or the performance of any act rendered difficult or impossible solely because of the financial condition of the party required to perform the act. 11. Notices to Parties. Written notices, demands and communications among the District and TCSD, shall be sufficiently given by personal service or dispatched by registered or certified mail, postage prepaid, return receipt requested, to the principal offices of the District or TCSD as follows: District: Temecula Valley Unified School District 31350 Rancho Vista Road Temecula, California 92592 Attention: Superintendent R:\RUSEP\CONTRACT~TVUSD joint use-Vail Ranch Middle School. DOC 4 TCSD: City of Temecula 43200 Business Park Drive Temecula, California 92590 Attention: City Manager Such written notices, demands and communications may be sent in the same manner to such other addresses as either party may from time to time designate by mail as provided in this Section. 12. Agreement Binding on Successors. This Agreement shall be binding on and shall inure to the benefit of the successors and lawful assigns of the parties hereto. 13. Assignment. Neither Party shall assign or transfer this Agreement or any portion thereof without the prior written consent of the other party; provided, however, that TCSD may assign all or part of the benefits and obligations of this Agreement to the Temecula Community Services District without further consent of the District. 14. Sole and Only Agreement. This Agreement constitutes the sole and only agreement between District and TCSD respecting the joint use of the Property for school and park purposes. Any agreements or representations, either oral or written, respecting the matters discussed in this Agreement pertaining to the Property which are not expressly set forth in this Agreement are null and void. 15. of this Agreement. Time of Essence. Time is expressly declared to be of the essence 16. Authority to Execute. Each person executing this agreement expressly warrants and represents that he or she has the authority to execute this Agreement on behalf of his or her governmental entity and warrants and represents that he or she has the authority to bind his or her entity to the performance of its obligations hereunder. 17. Insurance. Each party to this Agreement shall carry public liability insurance in a reasonable amount satisfactory to the other party to protect itself and the other party, its officers, agents, servants, and employees, against claims for damage to persons and/or property, including death, arising from that party's use of the Property as provided in this Agreement. The form of the insurance shall be satisfactory to the other party and may include self-insurance at levels reasonably acceptable to the other party. 18. Termination. This Agreement may be terminated by the District on eight (8) months prior written notice to TCSD provided that: (1) the Board of Trustees R:\RUSEP\CONTRACTXTVUSD joint use-Vail Ranch Middle School. DOC 5 of the District determines in writing that the Property and the improvements thereon are needed for educational purposes; and (2) if the Agreement is to be terminated within ten (10) years of the date of this Agreement, District pays to TCSD a sum equal to fifty pement (50%) of the costs incurred by TCSD in constructing the improvements described in this Agreement. IIII IIII R:\RUSEP\CONTRACTxTVUSD joint use-Vail Ranch Middle School. DOC 6 IN WITNESS WHEREOF this Agreement has been executed by the authorized representatives of the parties hereto. TEMECULA VALLEY UNIFIED SCHOOL DISTRICT President of School Board Attest: Secretary to the School Board Approved as to Form: Counsel to District TEMECULA COMMUNITY SERVICES DISTRICT Jeff Comerchero President Attest: Susan Jones, CMC City Clerk Approved As to Form: Peter M. Thorson City Attorney R:\RUSEP\CONTRACT~TVUSD joint use-Vail Ranch Middle School. DOC 7 EXHIBIT A LEGAL DESCRIPTION OF PROPERTY R:\RUSEP\CONTRACTxTVUSD joint use-Vail Ranch Middle School. DOC 8