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HomeMy WebLinkAbout101298 CSC AgendaAGENDA TEMECULA COMMUNITY SERVICES COMMISSION TO BE HELD AT TEMECULA CITY HALL MONDAY, OCTOBER 12, 1998 7:00 P.M. CALL TO ORDER: Chairman Tom Edwards FLAG SALUTE: Commissioner Meyler ROLL CALL: Henz, Meyler, Miller, Nimeshein, Edwards PRESENTATIONS: Robbie Slater, Eagle Scout Sign Express Explorer Post 884 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 vour 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. 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. COMMUNITY SERVICES COMMISSION OCTOBER 12, 1998 DIVISION REPORTS COMMISSION BUSINESS Aooroval of the Minutes RECOMMENDATION: 1.1 Approve the minutes of the September 14, 1998 Community Services Commission meeting. Tot Lot Inspection Program RECOMMENDATION: 2.1 Receive and file. CIP Update RECOMMENDATION: 3.1 Receive and file. COMMUNITY SERVICES DIRECTOR'S REPORT COMMUNITY SERVICES COMMISSIONER REPORTS ADJOURNMENT The next regularly scheduled meeting of the Community Services Commission will be held on Monday, November 9, 1998, 7:00 P.M., at Temecula City Hall, 43200 Business Park Drive, Temecula, California. R:\CSCAGEND\101298.doc ITEM NO. 1 MINUTES OF A REGULAR MEETING OF THE CITY OF TEMECULA COMMUNrrY SERVICES COMMISSION MONDAY, SEPTEMBER 14, 1998 A regular meeting of the City of Temecula Community Services Commission was held on Monday, September 14, 1998, 7:00 P.M. at the Temeeula City Hall, 43200 Business Park Drive, Temecula, California. The meeting was called to order by Commissioner Tom Edwards. PRESENT: 5 COMMISSIONERS: Henz, Meyler, Miller, Nimeshein, Edwards ABSENT: 0 COMMISSIONERS: None Also present were Director Herman Parker, Recreation Superintendent Julie Pelletier and Administrative Secretaxy Gail Zigler. PRESENTATIONS The Community Services Commission presented a Certification of Appreciation to the following: Rancho Fruit Market Alan Shaw, D .N.A. Enterprises David Smith, City of Temecula Police Officer lermi Huter, City of Temeeula Employee PUBLIC COMMENT None DIVISION REPORTS Maintenance Superintendent Kevin Han'ington reported on the following Maintenance Division projects: Installation of an ADA accessible drinking fountain at the Rancho California Sports Park was completed. The Community Recreation Center gymnasium floor was refinished. Emergency Exit only signs were applied to the gymnasium doors. Completed a quarterly maintenance of all the HVAC units. Baby changing stations were installed in the men and women's restrooms at the Community Recreation Center. Commissioner Miller asked if a mat could be purchased to cover the gymnasium floor so that the facility could be used for other types of activities. R:XMINLrrESX091498.doc Director Parker said that m the past staff has limited the activities of the gymnasium to sports type activities. He said staff could got a quote on protective coverings forthe gynumsium floor. Chairman Edwards asked how many requests does the staff got for using the gymnasium for non- sports related activities. Recreation Superintendent said that staff usually gets 1 or 2 requests a year, however staff discourages these activities because the acoustics have proven to be a problem. Recreation Superintendent Julie Pellotier reported the following: Summer Day Camp program has concluded. Summer youth swim lesson program has concluded. Staff is preparing for the following upcoming holiday events: *Halloween Spooktacular *Winter Wonderland and Breakfast with Santa *Holiday Lights and Festive Sights *Electric Light Parade The Temecula Teen Council held their annual Search For The Stars event on Saturday, September 12, 1998. This event is very popular with the youth. There approximately 250 sIF, ztators. The Temecuh Community Services DeparUnent planned an excursion to the San Diego Padres game on September 12, 1998. There were 47 people who participated in the excursion. On September 26, 1998, the Community Services Departmere will hold an Inlinc Skating Competition at the Temecula Sicate Park. This event will begin at 10:00 A.M. On September 27, 1998, the Community Services Department, along with the Temecula Arts Council will sponsor the Annual Concert on the G-teen, featuring the Riverside Philharmonic, at the Temecula Sports Park. The event will take place at 3:00 P.M. and is free to the public. Commissioner Meyler suggested that Community Services Depamnent events and excursions be advertised during the City Council meeting eommerciai breaks. Director Parker advised the Commission that Development Services Administrator Phyllis Ruse was promoted to the position of Deputy Director. Deputy Director Phyllis Ruse reported the following: Two - 35 ton air conditioning units have been installed on the roof of the Community Recreation Cemer gymnasium. R:XldllqUTES~91498.doc The tenms court lighting project plans have been submitted. The school district has reviewed and approved the plans. The plans will go through the City's plan check approval process and go out to bid in 30 - 45 days. The Library Project Commircee participated in an all day tour of four library facilities. The committee members had an opportunity to talk to the librarians at each facility to discuss the design features that they liked and disliked about these libraries. COMMISSION BUSINESS AnDroval of the Minutes It was moved by Commissioner Henz, seconded by Commissioner Nimeshein to approve the minutes of luly 8, 1998, with the following corrections: Page 4, Item 3: Page 4, Item 5: ABSENT: 1 Should be ABSENT: 0 Correct the motion to read as follows: It was moved by Commissioner Hertz, seconded by Commissioner Nimeshein to approve the minutes of the June 8, 1998 Community Services Commission meeting. Page 3, Item 3: The motion was carried as follows: AYES: 5 COMMISSIONERS: Sixth pangraph, "bare" should be "bear". Henz, Meyler, Miller, Nimeshein, Edwards NOES: 0 COMMISSIONERS: None ABSENT: 0 COMMISSIONERS: None ADA Imorovement Project Comoletion Deputy Director Phyllis Ruse presented the staff t~1~ort and provided a slide presentation of the playground structures that were renovated as part of the AD A Improvement Project. Commissioner Henz asked if all the City's parks and restrooms were ADA accessible. Deputy Director Ruse confirmed that all City recreation facilities and restroom facilities are ADA accessible. Commissioner Miller asked if the City would be donating any of the play structures fl~at were removed as part of the ADA Improvement Project. Director Parker said ~aff would need to discuss this with the Finance Department to see if there is a procedure in place for donating used equipment. R:XMINI3TES~091498.doc Commissioner Nimeshein asked staff if they have done any research on the use of the ADA equipment at the City park sites and recreation facilities. Director Parker said staff could look at doing a survey of the demand for ADA facilities in Temecula. This report was receive and file. Termination of the Temeeula Valley Lease Aareement Director Herman Parker presented the staff report. Commissioner Henz asked when do the day-to-day operations begin and with who. Director Parker said those details have not yet been resolved. He advised that the City hopes the construction of the museum facility will be complete by the end of December, with a plan for operation. Director Parker said that staff would bring that recommendation to the Commission. Commissioner Meyler asked if the museum organization would be involved in the operation of the facility. Director Parker said the museum organization will be involved, however it has not been determined to what degree they will be involved. Commissioner Meyler asked who is operating the chapel. Director Parker said the church would continue to lease and operate the chapel until Match of 1999. Commissioner Meyler said he would like to see an art wing included as part of the museum layout. This report was receive and file. Temecula Duck Pond Master Plan Chairman Tom Edwards advised the Commissioners the Public Safety Traffic Commission is expressing a concem about the road that will run through the Temecula Duck Pond. Chairman Edwards said he wanted to bring this item back before the Commission to review the master plan. Deputy Director Phyllis Ruse reminded the Commission that the City has entered into a joint parking agreement with Oscars on the Pond forthe 80 patking spaces that ate part of the master plan, as well as speed undulations, marked cross walks and stop signs. Commissioner Meyler stated that he knows of many other parks with roads that nm throughout the park sites. Commissioner Nimeshein asked what the demand is from Oscars forthe shared parking. R:XMINUTES~091498.doc Director Parker said there is a lot of use of the parking lot during the lunch hour. Commissioner Nimeshein asked if the City could renegotiate the shared parking agreement if it becomes a problem. Director Parker said the City can re-address parking if a problem arises. This report was receive and file. Community Services Director's Report The Cultural Arts Master Plan project committee continues to meet. Focus group meetings were held in August. The committee will meet again on September 15, 1998 at which time the consultant will provide an overview of the statistical information he has gathered. The Temeku Hills Park site is under protest by some of the homeowners in the Chardonnay Hills development. Their concerns include traffic and the lights that will be installed at the athletic fields. An E1R was prepared and our lighting engineer has assured us that the lights that are proposed forthe park site will have very little impact on the community. Director Parker told the Commission this park site is very important to the City' s overall parks and recreation program. He said without the lighting, the City would lose 50% of the planned use of the park site. Community Services Commissioner's Renort Commissioner Miller congratulated Phyllis Ruse on her promotion. Commissioner Miller told staff he enjoyed the annual League of California Cities Community Services Conference. Commissioner I-lenz and Commissioner Nimeshein also congratulated Phyllis on her promotion and thanked the City for the opportunity to attend the Community Services Conference. Commissioner Meyler discussed the direct correlation art has on a community with regards to higher property values and improved scores in math and SAT scores. Commissioner Meyler said with all the issues before the City Council today, a Civic Center would answer the needs for a performing arts center, libntty, City Hall facility, convention center, etc. Director Parker said the staff would be coordinating a meeting with the Cultural Arcs Master Plan consultant and the Library Design consultant. Commissioner Edwards thanked the City forthe opportunity to attend the annual conference. Adjournment Chairman Edwards declared the meeting adjoumed at 8:30 p.m. Chairman Tom F, Awards Secretary R:~VOTES~091498.doc ITEM NO. 2 CITY OF TEMECULA AGENDA REPORT FROM: DATE: SUBJECT: Community Services Commission Herman Parker, Director of Community Services October 12, 1998 Tot Lot Inspection Program PREPARED BY: Kevin T. Harrington, Maintenance Superintendent RECOMMENDATION: That the Community Services Commission received and file this report. DISCUSSION: One of the areas of responsibility within the Maintenance Division is the upkeep of our park system tot lot play structures. We currently have 12 park sites that are equipped with tot lot areas with a total of 20 separate play structures. The addition of Winchester Creek Park, Margarita Community Park and Temeku Hills Park to the City's overall park system, will add 6 more tot lot play structures, making a total of 26 separate play structures. We currently have a weekly safety inspection program in place that is performed by our Senior Landscape Inspector and Landscape Technician. Each play structure is inspected once a week and a Playground Safety Checklist is completed. If minor repairs are required, such as loose nuts or bolts, the Landscape Inspector will tighten them at that time. If more extensive repairs are required, such as a worn swing seat or chain, and can not be repaired by the Inspector, the safety checklist is delivered to the Maintenance Supervisor to schedule one of our maintenance workers to complete the required repair, usually within 24 to 48 hours. There are times that a play structure requires immediate attention due to vandalism or structure failure, if so the Inspector notifies myself or the Maintenance Supervisor, and a staff member is dispatched immediately to repair or secure the structure. There have been cases that required out of stock parts to be ordered and a structure may be placed out of service until a suitable part is received. Securing the unsafe structure is accomplished by taping the structure or area off with caution tape and posting it with "out of service" signs. Daily inspections are performed to ensure the structure remains secured. We try to keep high wear replacement parts in stock, such as swing seats, swing chains, deck clamps, etc. However, as our structures become more diverse, stocking a wider range of parts becomes more difficult and costly. Upon completion of the weekly inspections, and recording any completed repairs on the checklist, the reports are submitted to the Maintenance Superintendent for review. The Playground Safety Checklist is placed in the appropriate site file for future reference, as well as a record of our Playground Safety Inspection Program. Attachment: Playground Safety Checklist Form Landscape Inspector Site Responsibility List Equipment: 1. CITY OF TEMECULA COMMUNITY SERVICES DEPARTMENT PLAYGROUND SAFETY CHECKLIST Location: Inspection date: TYPE OF EQUIPMENT CONDITIONS Safe Needs Repair Swjnas: Hangers & chains Seats "S" hooks ~;lides: Smooth surface Bolts & nuts secure Climbers: Accessible sharp edges Exposed ends of tubing or rails Missina Parts PLAY SURFACES Sand: Raked Monday and Friday 12" of Soft Sand Resilient materials (courts): Swept clean GENERAL CONDITION OF PLAY STRUCTURE Eouioment Reolace Repair Safe Visible cracks, bending, warping Broken supports/anchors Footings exposed, cracked, loose Loose bolts, nuts Lack of lubrication on moving parts Worn bearings Surface material worn or scattered Chipped or peeling paint Vandalism (report files) Tripping hazards (i.e. roots, rocks) Report filed by: Total time facility/unit out of service: Additional information: LANDSCAPE INSPECTOR SITE RESPONSIBILITIES MATT WIECHEC Senior Landscape Inspector Sports Parks SP-1 Rancho California Sports Park (2 tot lots) SP-2 Paloma Del Sol Park SP-3 Pala Community Park (2 tot lots) SP-4 Kent Hintergardt Memorial (1 tot lot) SP-5 Northwest Sports Complex SP-6 Margarita Community Park (2 tot lots) SC-1 Temecula Middle School Neiqhborhood Parks P-2 Sam Hicks Park (2 tot lots) P-5 Loma Linda Park (3 tot lots) P-7 John Magee Park (1 tot lot) P-11 Butterfield Stage Park (2 tot lots) P-12 Duck Pond P-13 Rotary Park (1 tot lot) P-15 Winchester Creek Park (2 tot lots) Medians M-1 Rancho California Road M-2 Ynez Road M-3 Butterfield Stage Road M-4 Margarita Road Facilities F-1 CRC F-2 Senior Center F-3 City Hall/Maintenance Facility F-4 TCC F-5 Fire Station 84 F-6 Old Town Parking Lot Slope Areas S-3 Rancho Highlands S-13 Presley S-16 Tradewinds SS-1 Via Eduardo Streetscape RICK SERVEN Landscape Technician Neiahborhood Parks P-1 Veterans Park (2 tot lots) P-3 Calle Aragon Park (1 tot lot) P-4 Bahia Vista Park P-6 Riverton Park (2 tot lots) P-9 Voorburg Park P-10 Nicolas Road Park (1 tot lot) P-14 Nakayama Park T-1 Santa Gertrudis Trail Slope Areas S-1 Saddlewood S-2 Winchester Creek S-4 Vineyards S-5 Signet Series S-6 Woodcrest Country S-7 Ridgeview S-8 Villages S-9 Rancho Solana S-10 Martinique S-11 Meadowview Estates S-12 Vintage Hills S-14 Mirada S-15 Barclay ITEM NO. 3 TO; FROM: DATE: SUBJECT: CITY OF TEMECULA AGENDA REPORT Community Services Commission ~.Herman Parker, Director of Community Services October 12, 1998 Capital Improvement Update PREPARED BY: ~' Phyllis L. Ruse, Deputy Director of Community Services RECOMMENDATION: That the Community Services Commission receive and file the Capital Improvement update report. BACKGROUND: Margarita Community Park is nearing completion and it is anticipated it will be in maintenance within 30-60 days. The improvements include tot lots, picnic facilities, landscaping, irrigation, pedestrian walkways, a roller hockey rink, tennis courts, a restroom facility, two lighted softball fields, and parking facilities. It is anticipated this project will be dedicated to the community in the Spring, 1999, after the 90 day maintenance period. The construction of Winchester Creek Park is completed and the project entered the 90 day maintenance period the last week of September, 1998. The 4.5 acre park will have two tot lots, a restroom facility, picnic shelter, basketball court, sand volleyball court and open turf areas. Staff anticipates that this park will be dedicated to the community in January, 1999. Staff is taking a construction forward to the City Council on October 13, 1998 for Phase II of the Temecula Duck Pond Improvement Project. The improvements will include stabilization of the pond edge, walkways, landscape, irrigation, bandstand, restroom, parking, and road improvements to Ynez Road. The Margarita Sidewalk Project, on the east side of the Rancho California Sports Park, will be going out to bid the week of October 12, 1998 and bids will be opened on October 29, 1998. Staff anticipates awarding a construction contract on November 17, 1998. Construction is scheduled to be completed by March 1, 1999. Improvements will include sidewalk, landscaping, irrigation and split rail fencing. On July 14, 1998, the City Council approved a joint use agreement with the Temecula Valley Unified School District for the lighting of the tennis courts at Temecula Valley High School. The agreement was approved by the Board of Education on August 18, 1998. The agreement provides for the lighting and maintenance of eight tennis courts at Temecula Valley High School, by the City of Temecula, in exchange for the use of the tennis courts in the City's overall parks and recreation program. The plans have been approved by School District Officials and are currently being reviewed by City staff. We anticipate we will go out to bid on this project in October, 1998. On March 17, 1998, the Board of Directors approved a Professional Services Agreement and Scope of Services, in the amount of ~55,000, with AMS Planning and Research, for the preparation of a ten (10) year Cultural Arts Master Plan for the City of Temecula. The committee is meeting regularly on the third Tuesday of each month. \\TEMEC_FS201\DATA\DEPTS\CSD\RUSEP\AGENDAS\comrnissiOn cip update.doc On May 12, 1998, Council awarded a design contract in the amount of $58,000 to LPA, Inc., to cover site selection, programming and site master planning for the Temecula Library. The committee is currently meeting on a regular basis. On September 10, 1998, the committee participated in an all day bus trip to tour libraries in the cities of Corona, Mission Viejo, San Marcos and Rancho Bernardo. The committee had a follow-up meeting on September 15, 1998. It is anticipated this phase of the project will take approximately six (6) months to complete. \\TEMEC_FS201 \DATA\DEPTS\CSD\RUSEP\AGENDAS\commission cip update.doc