Agenda - City of Pleasanton by liuhongmeiyes

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									                                                  PARKS AND RECREATION
                                                   COMMISSION AGENDA
                                                  Thursday, October 11, 2012
                                                          7:00 P.M.
                                          City Council Chamber, 200 Old Bernal Avenue


CALL TO ORDER
     Pledge of Allegiance
     Roll Call


AGENDA AMENDMENTS


MINUTES

1.   Approve regular meeting minutes of August 23, 2012.


MEETING OPEN TO THE PUBLIC

2.   Introductions/Awards/Recognitions

3.   Public Comment from the audience regarding items not listed on the agenda. Speakers are
     encouraged to limit comments to 3 minutes.


MATTERS BEFORE THE COMMISSION
If necessary to assure completion of the following items, the Chairperson may establish time limits
for the presentations by individual speakers.

4.   Selection of two (2) Commissioners to serve on the “Policy for Recreation Group Sponsorship
     and Classification” Review Committee


COMMUNICATIONS


COMMISSION REPORTS

5.   Committee Meetings
      A.  Bernal Community Park Phase II
      B.  Bicycle, Pedestrian and Trails Committee
      C. Community of Character
      D. City/East Bay Regional Park District Liaison Committee
      E.  Heritage Tree Review Board
      F.  Kottinger Place/Kottinger Village Park
      G. Lions Wayside Park
      H. Parks and Recreation Master Plan
      I.  Public Art Selection Sub-committee
         J.     Sports Council

6.    Other brief reports on any meetings, conferences, and/or seminars attended by the
      Commission members.


COMMISSION COMMENTS



STAFF COMMENTS

7.    Schedule of Upcoming Meetings and Events of Interest


ADJOURNMENT



NEXT MEETING:              November 8, 2012

FUTURE AGENDA TOPICS
     A.
     B.
     C.




                                                          Notice

Under Government Code §54957.5, any writings/documents regarding an open session item on this agenda provided to a
majority of the Commission after distribution of the agenda packet are available for public inspection at the Community
Services Department, 200 Old Bernal Avenue, Pleasanton.

                                              Accessible Public Meetings
The City of Pleasanton will provide special assistance for citizens with disabilities to participate in public meetings upon
advance notice. If you need an auxiliary hearing aid or sign language assistance at least two working days advanced
notice is necessary. Please contact the Community Services Department, PO Box 520, Pleasanton, CA 94566 or (925)
931-5340.




Parks and Recreation Commission Agenda                  Page 2 of 2                                       October 11, 2012
                                                    Parks and Recreation
                                                    Commission Minutes


        City Council Chambers – 200 Old Bernal Avenue, Pleasanton, CA
                         August 23, 2012 – 7:00 p.m.

CALL TO ORDER

Vice-Chairperson Streng called the meeting to order at 7:00 p.m.

Pledge of Allegiance

The Pledge of Allegiance to the flag was recited.

Roll Call

Commissioners Present:       Brad Hottle, Kurt Kummer, Teddy Kinzer, Herb Ritter, and Vice-
                             Chairperson Joe Streng.

Commissioners Absent:        Chairperson Jack Balch.

Staff Present:               Susan Andrade-Wax, Community Services Director; Steve Bocian,
                             Assistant City Manager; Mike Fulford, Landscape Architect; Craig
                             Higgins, Assistant Director of Operation Services; Terry Snyder,
                             Administrative Assistant, and Edith Caponigro, Recording Secretary.

AGENDA AMENDMENTS

There were none.

MINUTES

1.     Approve regular meeting and workshop minutes of June 14, 2012

A motion was made by Commissioner Ritter, seconded by Commissioner Kinzer, to approve the
minutes of the June 14, 2012 meeting. The motion was approved unanimously.

MEETING OPEN TO THE PUBLIC

2.     Introductions/Awards/Recognitions

Parks and Recreation Commission Minutes
August 23, 2012
Page 1
Ms. Andrade-Wax introduced members of the Commission to Terry Snyder and advised that she
had transferred to the Parks and Recreation Department and taken over the duties formerly
provided by Linda Almazan.

3.     Public Comment from the audience regarding items not listed on the agenda

There were none.

MATTERS BEFORE THE COMMISSION

4.     Bernal Community Park Phase 2 Draft Schematic Plan – Review and Confirmation
       of Design

Mr. Fulford advised that following a hiatus due to the recent economic setback, the design
development for Phase 2 of Bernal Community Park has been reestablished. He noted that Mr.
Bill Harris of Harris Design had prepared a Draft Schematic Plan for Phase 2 that was reviewed
by members of the Parks and Recreation Commission at a regular meeting in April 2009. The
Draft Schematic Plan was approved by the Commission at this meeting with a request that their
recommendations and suggested revisions be incorporated, along with additional direction from
City staff.

Since this Draft Plan has been put on hold for some time, staff felt that it would be beneficial to
allow the Commission to re-familiarize themselves with the Plan, and to make any additional
comments and recommendations. Mr. Fulford further advised that funding for this project is still
being formulated, which is why nothing is being provided to the Commission at this time. He
then asked Mr. Bill Harris of Harris Design to review with the Commission the revised Draft
Schematic Plan for Phase Bernal Community Park Phase 2.

Mr. Harris indicated he was pleased to see that this project was now being put back on track.
He provided information about the Master Plan concept for Bernal Community Park and the
intent to make this more than just a sports park. He advised that Phase 2 of the project
includes:
    the construction of three (3) all-weather lighted synthetic fields that would be suitable for
    soccer, football, rugby, and lacrosse, with berming around them – the stadium field would
    have seating built into the berms and shade covering the seating;
    three (3) parking areas with a capacity for over 200 vehicles and bus parking;
    a food concession building and restrooms in a central plaza and garden area;
    a group picnic area with shade structure;
    children’s play area and play apparatus;
    a maintenance storage building;
    lighted pathways;
    landscaping and related amenities;
    improvements to a section of the adjacent oak woodland open-space area;
    extension of Pleasanton Avenue;
    a series of trails, and
    an above ground storm drain system.

Parks and Recreation Commission Minutes
August 23, 2012
Page 2
Commissioner Hottle liked the Draft Schematic Plan presented by Mr. Harris and was pleased to
see so much open space and natural areas.

Commissioner Ritter was also pleased with the Plan. He had questions about the proposed
berm seating and questioned if the design would still allow for spectators to have space to put
their own chairs. He was advised by Mr. Harris that the Plan calls for concrete bleachers like
those in place at the existing baseball fields.

Mr. Fulford noted that the Draft Schematic Plan does not include grass fields/areas because of
the City’s desire to save water, however some small turf areas will be included.

Commissioner Ritter suggested adding more food concession buildings to the Plan so sports
groups would have more opportunities to raise funds. He also questioned whether the
designated parking was proportional to that of other areas.

Mr. Fulford advised that parking had been increased by 50 spaces from the original plan, and
that the original plan anticipated sharing parking with the amphitheater once it was constructed.

Mr. Bocian provided information about funding for this project. He advised that the City of
Pleasanton has been working with the sports groups and funding options includes funds from
the City and using from Capital projects, creation of a 501(c)(3), direct contributions from sports
groups, and pledges of future funding. He advised that staff was waiting to learn City Council’s
decision on this and it could be doing something similar to what was done for the Firehouse Arts
Center. Mr. Bocian further advised that City Council had awarded a contract with the Aquatic
project.

Commissioner Kummer liked the Plan presented by Mr. Harris and was pleased that it was kept
close to the original design. His comments included: 1) keeping signs on Pleasanton Avenue to
a minimum; 2) including a sundial feature similar to that in Phase 1; 3) whether the trail
connections would include hard and soft surfaces; and 4) including the planting of native oak
wherever possible.

Mr. Fulford provided details about the Grand Meadow area and advised that planting will depend
on how much can actually be afforded in the funding for the project. He advised that planting
the perimeter would be great, but that the site needs to be raised for drainage purposes.

Commissioner Hottle questioned whether the woodland area would include benches and
drinking fountains. He also thought a water feature would be great and thought the proposed
drainage could be made to look like a small creek/pond area.

Mr. Fulford noted that a water feature was rejected in the original plan because of maintenance
issues. He advised that all of the Commission’s comments would be forwarded to City Council
for consideration.



Parks and Recreation Commission Minutes
August 23, 2012
Page 3
Vice-Chairperson Streng agreed with the comments of the other Commissioners. He liked the
plan for trail connections, would like to see seating for all of the fields, and the inclusion of at
least one more concession building.

Ms. Andrade-Wax advised that she had received an email from Chairperson Balch about this
item. Chairperson Balch indicated he liked the overall Schematic Plan, his comments included:
1) the look of the trails and water/non-water bioswale area meandering through the woodland
area; 2) trail connections; 3) inclusion of drinking fountains and shaded bench areas along the
trails; and 4) creation of a visual barrier between Bernal Avenue and the park.

A motion was made by Commissioner Kummer, seconded by Commissioner Hottle, to approve
the prepared Draft Schematic Plan for Bernal Community Park Phase 2 and staff’s
recommendations, with the additional comments from the Commission being forwarded to City
Council for consideration.

ROLL CALL VOTE:
AYES:     Commissioners Hottle, Kinzer, Kummer, Ritter and Vice-Chairperson Streng.
NOES:     None
ABSENT:   Chairperson Balch
ABSTAIN: None

5.     Selection of Two (2) Commissioners to Serve on the Parks and Recreation Master
       Plan Steering Committee

Ms. Andrade-Wax stated that the City of Pleasanton is ready to begin the process of developing
a comprehensive Parks and Recreation Master Plan that will inventory the City’s current facilities
and programs, and identify the recreation and park facilities and mechanisms that will be needed
by 2020. The Master Plan Steering Committee will use the same model developed by the City
and used for the Firehouse Arts Center Force, Youth Master Plan Implementation Committee,
the Bicycle Pedestrian & Trails Ad-Hoc Committee, and the Human Services Needs Assessment
Update Steering Committee.

The Commission was informed by Ms. Andrade-Wax that at its August 21, 2012 meeting, the
City Council approved the formation of the Parks and Recreation Master Plan Steering
Committee to assist with the Parks and Recreation Master Plan process. The formation of the
Steering Committee will include members of the Parks and Recreation (2), Civic Arts (1), Human
Services (1), and Youth Commission (1), sports groups (2), Senior Advisory Committee Member
(1), Pleasanton Unified School District (1), Pleasanton Downtown Association (1), YMCA (1),
and a Local Service Provide (1). She also provided information about City Council’s approval of
the Aquatic Center project.

Ms. Andrade-Wax asked to consider and select two members to serve on the Parks and
Recreation Master Plan Steering Committee, and advised that the “Kick-Off” Workshop of the
Committee is slated for October 5 at 8:30 a.m. followed by monthly meetings.



Parks and Recreation Commission Minutes
August 23, 2012
Page 4
Vice-Chairperson Streng noted that Chairperson Balch had indicated in his email that he would
like to serve on this Committee and believes he would be available for the meetings.

Commissioner Kinzer indicated he was willing to remove his name for consideration since he
serves on three other Committees.

Commissioner Kummer indicated he would have liked to serve on this Committee, but since his
term on the Commission is coming to an end he requested his name be removed.

Commissioner Hottle was also comfortable with having his name removed since he also served
on other Committees.

Vice-Chairperson Streng advised that he would be interested in serving and Commissioner
Ritter indicated he would prefer to be an Alternate on this Committee since he would most likely
be taking over the Bicycle, Pedestrian and Trails Committee when Commissioner Kummer’s
Commission term ends.

A motion was made by Commissioner Hottle, seconded by Chairperson Streng to designate
Chairperson Balch and Commissioner Streng as the Parks and Recreation Commission
members to serve on the Parks and Recreation Master Plan Steering Committee, with
Commissioner Ritter as an Alternate.

ROLL CALL VOTE:
AYES:     Commissioners Hottle, Kinzer, Kummer, Ritter and Vice-Chairperson Streng.
NOES:     None
ABSENT:   Chairperson Balch
ABSTAIN: None

Ms. Andrade-Wax advised that she would be seeking assistance for the Commission
representatives to help screen for the two (2) Parents at At-Large members of the Committee.

COMMUNICATIONS

Email from Chairperson Balch and information from East Bay Regional Parks Districts regarding
their plan to proceed with a Master Plan.

COMMISSION REPORTS

10.    Committee Meetings

       A. Bernal Community Park Phase II - No report.

       B. Bicycle, Pedestrian and Trails Committee - No report.

       C. Community of Character - Commissioner Kinzer advised that the group had met in
          July and covered basic business items.

Parks and Recreation Commission Minutes
August 23, 2012
Page 5
       D. City/East Bay Regional Park District Liaison Committee - No report.

       E. Heritage Tree Review Board - No report.

       F. Kottinger Place/Kottinger Village Park - Commissioner Kummer indicated he had
          attended a meeting and the project is moving forward. Another meeting is planned
          for the end of August. Ms. Andrade-Wax advised that announcements about the
          meeting will be going out in a timely manner. Commissioner Kummer noted that the
          Pleasanton Gardens Board has met and is eager for this project to move forward.

       G. Lions Wayside Park - No report.

       H. Parks and Recreation Master Plan Steering Committee - No report.

        I. Public Art Selection Sub-committee - Vice-Chairperson Streng advised that the Sub-
           Committee had met on July 20 and reviewed three (3) projects. The Sub-Committee
           declined a suggested mural piece for a location on First Street. A piece chosen in
           partnership with the Athenour's was selected with several suggested locations being
           considered.

        J. Sports Council - Commissioner Kinzer advised that general business and co-
           sponsorship paperwork was covered at the Sports Council meeting. They also
           considered selection of a representative from the Council for the Parks and
           Recreation Master Plan Steering Committee. Additionally they discussed payment
           options and per player method was selected with other details being worked out.
           Discussions were held with the School District about field maintenance and the
           possibility of the current maintenance contract being renewed.

7.     Other brief reports on any meetings, conferences, and/or seminars attended by the
       Commission members

Chairperson Balch indicated in his email that the East Pleasanton Specific Plan Task Force held
their first meeting on August 2 at the Veterans Building. The meeting was well attended and
focused on the task at hand, Brown Act requirements, introductions and a brief overview of the
site and general expectations. The next meeting is scheduled for 6:30 p.m. on September 6 at
Mohr Elementary School.

COMMISSION COMMENTS

A.     Commissioner Ritter discussed: 1) providing soap in the park restrooms, 2) comments
regarding the poor shape of the cemetery, and 3) East Bay Regional Park District site location
off Foothill Road and concerns about a proposed crosswalk in the area.

B.     Commissioner Kummer about using “phased-out” apparatus from play areas for the dog
parks.

Parks and Recreation Commission Minutes
August 23, 2012
Page 6
C.    Vice-Chairperson Streng provided information about the installation of the art piece “Wind
Song” at the Senior Center.

STAFF COMMENTS

8.     Schedule of Upcoming Meetings and Events of Interest

Ms. Andrade-Wax reviewed the upcoming meetings and events schedule with Commissioners.
She also provided information about the closing of the pools at the Aquatic Center and advised
that a “Doggy-dip” event was being planned for Labor Day before the renovations begin.
Additionally, Ms. Andrade-Wax provided Commissioners information about the Mayor’s Award
Celebration event planned for September 28 at Barone’s Restaurant.

ADJOURNMENT

There being no further business, the meeting was adjourned by Vice-Chairperson Streng at
8:07 p.m.




Parks and Recreation Commission Minutes
August 23, 2012
Page 7
                                         Parks and Recreation Commission
                                                            Agenda Report
                                                                               October 11, 2012
                                                                                         Item 4

SUBJECT: SELECTION OF TWO (2) COMMISSIONERS TO SERVE ON THE “POLICY
         FOR RECREATION GROUP SPONSORSHIP AND CLASSIFICATION” REVIEW
         COMMITTEE




SUMMARY
In 1966, the City Council adopted the “Policy for Recreation Group Sponsorship and
Classification” or as it is commonly referred to, the “Co-Sponsorship Policy”, that summarizes
the basis for and procedure to maintain relationships with community groups providing public
service to the residents of Pleasanton at City facilities.

In 1983 and again in 1998, the document was revised and updated to reflect the change in the
Department’s name as well as some new rules and regulations. Since that time, there have
been many changes regarding facilities, user groups and programs. As a result, staff is
recommending that a Committee comprised of two (2) Parks and Recreation Commissioners
and City staff review the Policy and forward their recommendations to the Parks and Recreation
Commission for their review and consideration. It is the intent that the revised Policy will reflect
the current needs of the community, as well as preserve and maintain facilities for future use.



RECOMMENDATION
That the Commission select two (2) Commissioners to serve on the “Policy for Recreation
Group Sponsorship and Classification” Review Committee.


FINANCIAL STATEMENT
There is none.
BACKGROUND
In 1966, the City Council adopted the “Policy for Recreation Group Sponsorship and
Classification” or as it is commonly referred to, the “Co-Sponsorship Policy”, that summarizes
the basis for and procedure to maintain relationships with community groups providing public
service to the residents of Pleasanton at City facilities. The policies and procedures were
developed to assure that current co-sponsored groups have guidelines for sustaining their
relationship with the City and that groups are considered for co-sponsored status based on
guiding principles approved by the City of Pleasanton.

While the designation of Co-sponsored status imparts privileges to use city facilities at a
substantially reduced rate, and allows a preferred and advanced scheduling of facilities, it does
not guarantee available facilities at all times requested. Certain facilities are limited during
various seasons and peak hours.

In 1983 the document was revised and updated to reflect the change in the Department’s name
as well as some new rules and regulations. Then in 1998, due to concerns about a lack of
compliance from several existing groups, some ambiguous language and an interest in adding
several new requirements, staff was requested to revise the document and submit it to the
Parks and Recreation Commission and the City Council for their review and consideration.

Since that time, there have been many changes regarding facilities, user groups and programs.
As a result, staff is recommending that a Committee comprised of two (2) Parks and Recreation
Commissioners and City staff review the Policy and forward their recommendations to the Parks
and Recreation Commission for their review and consideration. It is the intent that the revised
Policy will reflect the current needs of the community, as well as preserve and maintain facilities
for future use.


ALTERNATIVE ACTION
Any other action as determined by the Parks and Recreation Commission.


Submitted by,


  /s/
Susan Andrade-Wax
Director of Community Services

Attachment
1. SR 98:239: Revisions to Policies and Guidelines                     Utilized   in   Designating
    Organizations/Activities as Eligible for City Support.




                                             Page 2 of 2
ATTACHMENT 1
                                                                                                        ITEM 7




                                             MEMORANDUM
    Date:           October 11, 2012
    To:             Parks and Recreation Commission
    From:           Susan Andrade-Wax, Director of Community Services
    Subject:        Schedule of Upcoming Meetings and Events of Interest


Date            Time       Meeting/Event                       Location
October 11      7:00 pm    Parks and Recreation Commission     City Council Chambers, 200 Old Bernal Avenue, Pleasanton
October 16      7:00 pm    City Council                        City Council Chambers, 200 Old Bernal Avenue, Pleasanton
                           Parks & Recreation Master Plan –
October 22      6:30 pm                                        Veteran’s Memorial Building, 301 Main Street, Pleasanton
                           Community Workshop #1
                           Bicycle, Pedestrian & Trails
October 22      6:30 pm                                        Pleasanton Senior Center, 5353 Sunol Blvd, Pleasanton
                           Committee
October 24      7:00 pm    Planning Commission                 City Council Chambers, 200 Old Bernal Avenue, Pleasanton
                           Alamo Canal Undercrossing
October 27      11:30am                                        100 Civic Plaza, Dublin
                           Opening
                           Tri-Valley Parks & Recreation
October 29      6:00 pm                                        Ravenswood Historic Site, 2647 Arroyo Road, Livermore
                           Commissioners Dinner
October 30
                7:00 pm    City Council – Special Meeting      City Council Chambers, 200 Old Bernal Avenue, Pleasanton
(Added)
                           East Pleasanton Specific Plan        Mohr School, Multi-Purpose Room
November 1      6:30 pm
                           Committee                            3300 Dennis Drive, Pleasanton
November 5      7:00 pm    Civic Arts Commission               City Council Chambers, 200 Old Bernal Avenue, Pleasanton
November 6
                7:00 pm    City Council                        City Council Chambers, 200 Old Bernal Avenue, Pleasanton
(Cancelled)
November 7      7:00 pm    Human Services Commission           City Council Chambers, 200 Old Bernal Avenue, Pleasanton
                           Parks & Recreation Master Plan
November 8      3:30 pm                                        Conference Room # 3, 157 Main Street, Pleasanton
                           Steering Committee Meeting
November 8      7:00 pm    Parks & Recreation Commission       City Council Chambers, 200 Old Bernal Avenue, Pleasanton
November 14     6:30 pm    Youth Commission                    Conference Room # 3, 157 Main Street, Pleasanton
November 14     7:00 pm    Planning Commission                 City Council Chambers, 200 Old Bernal Avenue, Pleasanton

    Civic Arts Commission – normally meets on the first Monday of each month.
    Human Services Commission – normally meets on the first Wednesday of each month.
    Parks and Recreation Commission – normally meets on the second Thursday of each month.
    Youth Commission – normally meets on the second Wednesday of each month during the school year.
    Planning Commission – normally meets on the second and fourth Wednesdays of each month.
    Bicycle, Pedestrian and Trails Committee – normally meets on the fourth Monday of each month.

								
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