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PARKS & RECREATION COMMISSION
REGULAR MEETING MINUTES
March 27 2003 at 7 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Meeting was called to order by Chairperson Jeff Cowling at 7:16 p.m.

ROLL CALL: Commissioners present were Chairperson Jeff Cowling, Vice Chairperson Ernie Rodrigues, and Commissioners Lanny Brown, Tom Jones and Jan Melloni. Others present were Craig Bronzan, Director of Parks and Recreation; Tammy Homan, Administrative Secretary; Poldina Scherff, Recreation Services Manager; and Rob Shatting, Recreation Services Coordinator; and Tina Clark, Accountant.

PLEDGE OF ALLEGIANCE: Led by Chairperson Jeff Cowling.

PRESENTATIONS:
Introduction of Mayor Brian Swisher.
Mayor Swisher was not present.

AGENDA REVIEW: No changes or additions.

CITIZEN COMMENTS: None

CONSENT CALENDAR:
Item No. 1 Approve minutes of regular meeting of February 27, 2003.
Item No. 2 Accept staff report/project status reports from Parks Division (K. DeSilva/K. /Byrd/J. Hansen).
Item No. 3 Accept staff report from Recreation Services Manager (P. Scherff).
Item No. 4 Accept project status report from Facilities Division (M. Merizon).
Item No. 5 Accept update on revision of municipal code (T. Homan).
Item No. 6 Update on Skate Park (C. Bronzan)
Commissioner Lanny Brown moved the acceptance of the Consent Calendar. Commissioner Rodrigues seconded the motion and motion carried unanimously.

SCHEDULED MATTERS:

Item No. 7 Update of Park Dedications - Miwok, and Brookfield Homes’ Parks (K. DeSilva/D. Fugazzi).
Mr. DeSilva reported that the park dedication for Miwok is still scheduled for May 3, 2003. He reported he had recently attended the Brentwood Advisory Neighborhood Committee (BANC) and informed them of the ceremonies since they had indicated an interest in assisting in the dedication. They will be passing out flyers at their next monthly meeting and get them into the neighborhood. As to the Brookfield Parks dedication, the original date of May 17 will not work, and he has other potential dates of June 7 or 14, 2003. It was decided that Saturday, June 14 would be a good date, and the dedication will be held at Balfour-Guthrie Park, with the event starting at 10 a.m., music and food at 11 a.m. and formal dedication/ribbon cutting ceremony at 12 noon. The event will finish at 2 p.m. The schedule of events for both dedications will be approximately the same. Mr. DeSilva will have an update at the April meeting with any further details.

Item No. 8 Discussion of California and Pacific Southwest recreation and Park Training Conference in San Jose, March 20-22, 2003 (C. Bronzan).
Director Bronzan said since four of the Commissioners attended the conference he would like feedback from them. Two awards were received from the State. One award was for the Fall/Winter Activities Guide (of which Ms. Scherff was the coordinator). The other was for the Skate Park Design. In addition, we have received 4 awards from CPRS District III. There will be a presentation for a total of six awards at the City Council meeting on April 8, 2003. Commissioner Rodrigues said he thought all should be present at the City Council meeting. He also commented on the conference and was happy to take the new Commissioner around and introduce him to people. He also commented on the elections and how they were handled this year. Chairperson Cowling commented on the meetings he attended and felt they were all very good. He went to a session on humor in the workplace, communication and one on skate parks. He was interested to note the City of Los Angeles, although they have 7 skate parks, none are lighted for night time use. They do have the security lights, but not for night use. They do utilize pros as instructors for programs and also have week-long skate camps. He brought back literature to share with others. Commissioner Rodrigues congratulated Director Bronzan and others from Brentwood for being elected to the District III Board. Commissioner Melloni reported on a session she attended on Saturday regarding a Shakespeare Festival that is sponsored by the City of Cupertino. She described the festival and performance which is free to the public. They also partnership with schools in camps and workshops and she felt these were good ideas and has brought this information to the Art Commission and the Art Society and both are considering having the group come and speak to them. Commissioner Jones reported on a session on infrastructure of parks and some others he attended, one with a speaker from Seattle who was an excellent motivational speaker. All felt the conference a success.

Item No. 9 Approval of Park Dedication/Memorials brochure (K. DeSilva).
Mr. DeSilva presented the Commissioners with a draft of a brochure for dedications of trees or other types of memorials. He went through the brochure and discussed the benches they do now and showed the types of plaques utilized by the City of Antioch. He prefers not having a plaque at each tree, but would prefer a location in the park where the plaques could be placed. He thought memorial areas would also be nice in larger parks such as Sunset Park. The brochure would be available at the Parks and Recreation Office and on the web site. He asked for suggestions as to the name of the program and if they liked the idea. After some discussion Mr. DeSilva said he will take suggestions and rework the brochure. Commissioner Melloni suggested a rose garden or grove of trees for memorial area. Commissioner Rodrigues thought there should be a policy for types of trees or memorials would be placed in the park. Mr. DeSilva will check with other cities and bring to another meeting. 

Item No. 10 Update on new swim registration procedures (R. Shatting).
Mr. Shatting said that they have decided to do a special registration for the swim lesson programs. They will have people assigned to the right class according to their ability. They have set aside two days, one for residents only (May 3rd) and then one for everyone for open registration (on May 10th). They will have special tables for each to sign up and let them know where to go for swim lessons. Flyer has been sent out with the water bill and advertised opening swim dates and swim lesson registration. There will also be water safety promotional materials and giveaways, such as balloons and promote other sports programs. 

Item No. 11 Update on eMotion online registration system (T. Homan).
Ms. Homan explained the concept of the eMotion on-line registration. The process was started in August 2002. eMotion is scheduled to be available for summer registration beginning on May 5th for Brentwood residents and May 12th for non-residents. At this time not all activities (i.e., swim lessons, youth team sports, and adult league sports) will be available initially, but the hope is to grow into the system when all details are worked out. Residents will be able to sign up for courses using their credit card. They cited the City of Roseville which has been very successful in going on line with their registrations. The staff has gone to workshops in order to assist them in this endeavor. Question by Chairperson Cowling as to whether this enables the department to capture email addresses and Ms. Homan responded that they have and through this they can notify them of other options. She is very excited about the project and said they will be doing heavy marketing, advertising through the staff, parks workers wearing buttons, use of flyers and a mass mailing to all already registered in the system. Users will be assigned a Family PIN and a Client Barcode and this information will be given out through the mass mailing. The system will be available 24 hours a day 7 days a week. She demonstrated how to access the site and briefly walked through how the system operates. Questions by the Commissioners on how the system works. All felt this was an excellent addition to what is offered to the public. 

Item No. 12 Discussion of Arbor Day Tree Planting Event (K. DeSilva).
Mr. DeSilva reported that the Arbor Day Tree Planting event was held on Saturday, March 15th. It took about 2-1/2 hours and all volunteers were very tired at the end of the project. They planted 500 new seedlings, replanted about 60 smaller ones and then moved some of the Redwoods that had been planted last year into the big 15 gallon containers. All did a great job. Many were returning volunteers from previous year and were familiar with the routine. He then showed a PowerPoint presentation prepared by Sylvia Elias of the planting. They do have some more seedlings that will be planted by staff. He invited anyone who hasn’t seen the project to go to the site at Homecoming Way where they have over 1200 seedlings now. About 200 of these are ready to go into the field. They will attempt to get volunteers to help in this planting and get irrigation systems set up also. The event went smoothly, with no injuries. Boy Scout troops, PG&E and garden clubs all volunteered or donated items. Commissioners felt this is a great presentation and appreciated being updated on the growth of the seedling from last year. 

Item No. 13 Update/discussion of Commissioner retreat scheduled for Sunday, April 6, 2003 (C. Bronzan).
Director Bronzan had passed out a proposed schedule of the retreat, suggesting 9 a.m. to 11:30 a.m. for meeting and then lunch, followed by a tour of City facilities. Morning meeting would take place at the City Council Chambers. He will try to get in contact with the John Marsh Trust, even though it is a Sunday, to see if they would be available for either a presentation in Chambers in the morning, or go out to the John Marsh House in the afternoon. All thought that would be a good idea. He asked about topics for the morning session. Chairperson Cowling also would like to explore trails and has been very interested in surveying the decomposed granite trails for both equestrian and bikes. He mentioned trails he has seen in Livermore between Wente and Concannon. Director Bronzan said they could do either Livermore or local. Most Commissioners prefer to go to local facilities first for the retreat. Director Bronzan suggested that Chairperson Cowling and staff members go to the Livermore trails some afternoon and take a camera for photos. Director Bronzan asked the Commissioners to do a quick overview of the goals, objectives and policies of the Parks and Trails Master Plan. They will need to come back with a report each year, and there are action steps in the Master Plan such as setting up a safety committee and others and they could start with those discussions at the retreat. 

Director Bronzan then discussed the Charrette meetings which will be held by Blackhawk -Nunn and a planning consultant on April 2, at Bunkers Grill. They will be holding two public meetings --a kick off on April 2, from 7 to 9 p.m. and the following day will be another meeting from 9 a.m. to 4 p.m. The public is invited to come and look at the property and make recommendations on trails, transportation, commercial and other related issues. Senator Torlakson and Assemblyman Canciamello will both be there. They are promoting the winery, the convention center and all of these projects for Brentwood. At this point Director Bronzan said the Commissioners are invited in their capacity as citizens only, not as Commissioners. Later as the project moves ahead, they will then be approached in the capacity as Parks and Recreation Commissioners. At the end of the workshop the best ideas will be presented to the City and to the developer. The meetings are being hosted by Blackhawk-Nunn. Director will email the Commissioners and they will in turn email other interested groups that might wish to attend. 

CITIZENS COMMENTS: None

STAFF COMMENTS:
Direct Bronzan commented that he discovered one of the reasons the Skate Park people were concerned and seemed negative. They thought there would be a fee charged for skating. He said this will not happen since the City Council has said no to this.

COMMISSIONER COMMENTS:
Commissioner Brown asked about availability of gym for the basketball teams. He wondered why they have to play the old Liberty Gym. Director Bronzan said there was an agreement that until all work on the new gym is completed the old gym would be used, with the clear understanding that at the start of the next school year, the request would be for the new gym. Director Bronzan explained reasons for not currently being able to use the new gym, but said the agreement now is that next fall the new gym will be available. Commissioner Brown also reported that a lot of people were also unhappy with the league because officials were either late or not showing up. 
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Chairperson Cowling asked Commissioner Brown if he attended the Bicycle Committee meeting and he said he had, but was becoming frustrated with the Committee. He said there is usually staff present and either Chairperson Cowling or Commissioner Brown, but only about three people from the community that attend and two don’t live in town. He feels they are not getting enough input from Brentwood. Director Bronzan suggested asking Janet Hansen to meet with the subcommittee to discuss. 

Chairperson Cowling asked about the landscaping for the Police Station. Director Bronzan said there are a number of issues and that then the company doing the work ran into financial problems so the City fired them and is looking for a new contractor to complete the project.

REQUEST FOR FUTURE AGENDA ITEMS:
None

ADJOURNMENT: Chairperson Cowling adjourned the meeting at 8:37 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder
City of Brentwood Park and Recreation Commission
35 Oak Street
Brentwood, CA 94513
(925) 516-5444
Fax (925)516-5445