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December 18, 2003 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: The meeting was called to order by Chairperson Ernie Rodrigues at 7:03 p.m. 

ROLL CALL: Commissioners present as follows: Jan Melloni, Vice Chairperson Lanny Brown, Tom Jones, and Chairperson Ernie Rodrigues. Others present were Craig Bronzan, Director of Parks and Recreation; Tammy Homan, Administrative Secretary; Janet Hansen, Park Planner; Poldina Scherff, Recreation Services Manager; and Ken DeSilva, Park Services Manager.

PLEDGE OF ALLEGIANCE: All stood for the Pledge of Allegiance to the flag.

A. Announcement of Snow Park
Poldina Scherff, Recreation Services Manager reported that the snow park is in the process of being made ready for opening at 12 noon on Saturday, December 20. It has been relocated to the area on the corner of Oak Street and Second Street. Lights and music have been added to make it more festive. Supervisory shifts for monitoring the snow park will be handled by the Kiwanis Club and other staff and volunteers from the Park and Recreation Department. Commissioner Jones said there may be need for the supplements from staff as Kiwanis is a little short handed. Janet Hansen noted that the area where the snow park is located is the area that is currently out for bid and will be demolished shortly after the first of the year for the playground to be relocated and constructed. Commissioner Jones commented that he has mentioned the snow park to his former Kiwanis Club in San Ramon and they thought it a great idea and will be in touch with Ms. Scherff as regards to doing this same type of event in Danville. Ms. Scherff commented that Tom Burt, Kerry Salisbury and Rob Shatting are the leads for this program and are doing an excellent job. 

B. Mokelumne Coast to Crest Trail (Kathy Roemer)
Since Ms. Roemer was still on her way to the meeting it was requested to move this presentation further down on the agenda.

AGENDA REVIEW: No changes or additions.

Mr. John Felstad a resident of the Summerset 3 community asked to speak. He first said he wanted to publicly thank the Parks and Recreation Dept. for helping them to figure out who is responsible for cleaning up property in an area south of Baldwin and Fairview. There was a question as to whether it was the responsibility of Public Works or Park and Recreation Dept. He has discussed this area with Mr. Ken DeSilva, Parks Services Manager and Director Craig Bronzan. The area in question is west of Fairview, (Blackhawk Nunn land) and running south of Baldwin, known as Parcel J, which is owned by the Summerset 3 Homeowners Association. He was wondering whose responsibility it was to maintain this property. The Summerset 3 Homeowners Association has not budgeted for this maintenance project. He said he understood Pulte had been maintaining the property and wondered if this parcel would be transferred to the City of Brentwood, therefore making maintenance a responsibility of the City of Brentwood. His question was whether Summerset 3 needs to start budgeting for the maintenance of this property? Mr. Craig Bronzan, Director of Parks and Recreation said that the Parks and Recreation Department has budgeted for the maintenance of the property, but cannot do so if the City does not own it, so therefore it will have to be deeded to the City for them to do the maintenance. There was some discussion on this issue and the history of the property. Director Bronzan said there will be a follow-up meeting with the Blackhawk Nunn and Pulte, etc. the following week and hopefully the ownership will be resolved and if the City can take ownership, they will maintain the property. The City, through Director Bronzan, will be in touch with the Summerset 3 Homeowners Association after January 6th. He also said that there are other outstanding issues on this parcel. 

Mr. Felstad said when this issue is resolved, then Summerset 3 would like to move on and discuss Parcel   Q2 with the Parks and Recreation Department.

Mokelumne Coast to Crest Trail:
The Commission then returned to Presentation B, the Mokelumne Coast to Crest Trail with Kathy Roemer, Executive Director of the Coast to Crest Trail. Ms. Roemer introduced herself and then showed a PowerPoint was shown to the Commissioners on the Mokelumne Coast to Crest Trail. This group is looking for a partnership with the Park and Recreation Commissioners on the Coast to Crest Trail, which is planned to stretch from the Pacific Coast to the Sierras and covering six counties. The group would like to link with the Brentwood parks and trails system and will then continue up to the Bear Valley area. This would be a 300 mile trail and they have currently partnered with the U.S. Forest Service, the East Bay Regional Park District, East Bay Municipal Utilities District, PG&E, and others. The purpose of the video was to acquaint the Commissioners with the trail project and talk about how they could partner with Brentwood. Director Bronzan commented that they are already a partner to the Park and Recreation Department and Commission. This trail will be a multi-use trail for hikers, bikers, horseback riders and other non-motorized activities. The trail was commenced in l990. The video stressed the need for volunteers and fund raising activities to assist in completing the trail which is hoped to be made accessible to nearby towns along the trail. 

Ms. Roemer said they are currently working with East Bay Regional Park District (EBRPD) on signage and will hope to have signs for the Brentwood area indicating the trail access from Brentwood parks and trails. Discussion of what has already been planned by the Parks and Recreation Department on this issue. Director Bronzan commented on plans for access and signs and noted his appreciation for the Coast to Crest presentation. Discussion of just where the trail will be geographically in the Brentwood area and locating those areas on maps by Director Bronzan and staff for the Commissioners. Time frame for the completion of the trail also discussed. Ms. Roemer estimated that the trail is about one-third completed at this time, and indicated the areas of difficulty such as San Joaquin County and connecting to Stockton area. Director Bronzan said that Parks and Recreation is committed to getting their portion of the trail done and will do whatever they can to assist in other areas. Ms. Roemer said she would appreciate any help they could receive and thanked the staff for the map they had provided for the trail in the Brentwood area. Booklets on the trail were passed out to the Commissioners and staff and Chairman Rodrigues thanked them for the presentation. The Coast to Crest Trail website is Commissioner Brown asked Ms. Roemer to keep the Commissioners posted on their progress, through email or whatever means. 

1. Approve minutes of regular meeting of November 20, 2003.
2. Accept staff report from Parks Division (B. Margesson).
3. Accept staff project status report from Recreation Division (P. Scherff).
4. Accept project status report from Facilities Division (M. Merizon).
5. Accept update on Sunset Sports Complex Expansion project (J. Hansen).
6. Accept staff report and donation improvements PONY wishes to make to the Women’s Club facility 
(M. Merizon).
7. Accept update on potential BMX facility. (P. Scherff/K. DeSilva).
8. Approve PONY Baseball Affiliation Agreement (P. Scherff).
9. Accept 2004 final meeting calendar (T. Homan).

Commissioner Melloni requested pulling Item number 10 as she had some questions on this item. 
Commissioner Jones moved to approve items 1 through 9, motion seconded by Vice Chairperson Brown, motion carried unanimously.

10. Accept copies of City Council staff reports for the December 9, 2003 meeting (T. Homan).
Commissioner Melloni asked about Council Agenda Item # 22. Her question was regarding the trees that need to be removed. The City maintains over 11,000 trees and Mr. DeSilva responded that some of these trees are ripping up sidewalks, some just wrong species of trees for the area and the decision to gradually take out and replace these trees now, rather than later when it would become more expensive. This only represents trees cared for by the City, not those owned by private property owners. Commissioner Melloni asked if this would include trees along the creeks and Mr. DeSilva said no, only those along sidewalks and curbs, etc. Although some that are located close to sidewalks and starting to buckle the sidewalks will also be addressed. Director Bronzan said the report was well received by the City Council. After some further discussion Commissioner Melloni moved that Item 10 be accepted, motion seconded by Vice Chairperson Brown, motion carried unanimously.


11. DISCUSSION of education sessions for March 2004 CPRS Conference. (C. Bronzan)
Director Bronzan referred to the schedule of the CPRS which was included in each Commissioner’s packets. He said that there are reservations for everyone at the hotel for the Thursday through Saturday sessions. He said there are also some Wednesday half day sessions and wondered if any one would be interested in attending those. If so, they should let Ms. Homan know and she will make those arrangements also, he would appreciate them letting Ms. Homan know prior to Christmas holiday. He mentioned there is also a conflict on Friday night between the awards banquet and the CBM meeting and banquet. Commissioner Melloni asked if there could be an email sent to each Commissioner as to whether they will be receiving any awards at the CPRS Banquet. Director Bronzan agreed to have this done. Reservations will be at the Anaheim Hilton and all travel and conference reservations will be made by Ms. Homan, any changes to these should be requested to her attention prior to Christmas. 

12. VERBAL UPDATE on status of the mobile stage, (P. Scherff).
Ms. Scherff showed a video of the type of mobile stage currently under consideration and manufactured by the Century Industries. After the presentation there was some discussion regarding the stage and how it will be used by the City. Ms. Scherff reported that there were four bids that came in for the stage, two that were disqualified because they did not meet the requirements. They felt the Century product was the best choice since they have been in the business for a long time and have provided other products to the City. They are considered to be very reliable and the stage is simple and easy to operate. The stage will be utilized by the Cornfest, schools, and could be leased out to bring in funds. It is a very mobile stage and all lighting, sound etc. is included in the stage. Funding has been provided by the Redevelopment Funds. There is also consideration of solar power being incorporated in the package. This package will be presented to the City Council on January 13, and will take 90 to 120 days to be built so it should be ready for the start of the Concert Series for 2004. The City has a tow vehicle capable of moving the stage. Ms. Scherff will write up a Conditions for Use Agreement that will be brought back to the Commission and the City Council for approval. 


Director Bronzan informed the Commission that Sandra Myers was approved by the City Council as the fifth Commissioner effective January 13, when she will be sworn into her position and will be in attendance at the next meeting in January 2004. 

Ms. Hansen thanked Commissioner Brown for coming out to the Bicycle Friendly City event at Creekside Park. He did come and speak on behalf of the Commission and the Parks and Recreation Department. Director Bronzan was there also. She felt it was a successful event with about 60 people in attendance.

Commissioner Brown asked how topics are picked for the Art Gallery. He wondered if they had ever thought of a sports theme and thought it might be a good idea. Ms. Scherff will suggest to Arts Commission. 

Commissioner Melloni reported that in May there will be special exhibit for the schools in Brentwood at the gallery. This will feature the student’s art work. 

Commissioner Jones commented that the Youth Commission will be making a presentation to the Kiwanis Club and everyone is invited. He suggested a flyer for the Youth Commission’s Job Fair in newsletters of the club.


ADJOURNMENT: Chairperson Ernie Rodrigues adjourned the meeting at 8:32 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