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Park and Rec Commission Minutes - September 28 2006
Meeting Minutes
September 28, 2006
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Chairperson Rodrigues called the meeting to order at 7:03 p.m.

ROLLCALL: Present were Chair Ernie Rodrigues, Vice Chair Sandra Myers, and Commissioners Jan Melloni and Lanny Brown. Commissioner Tom Jones was absent. Staff members present were Ken DeSilva, Landscape/Facilities Manager; Poldina Scherff, Recreation Manager; Tammy Homan Administrative Supervisor; Felix Errico, Parks Planner; and Craig Bronzan, Director of Parks and Recreation.

AGENDA REVIEW: No changes in the agenda

CITIZENS COMMENTS: No citizen comments.

1. Approve minutes of regular meeting of August 24, 2006.
2. Accept Recreation Division monthly report and project status report. (P. Scherff)
3. Accept Parks Division monthly report (B. Margesson)
4. Accept Arts Division monthly report (R. Burr-Siegel)
5. Accept notice of required AB 1234 Training. (C. Bronzan)
Ms. Poldina Scherff, Recreation Manager requested pulling Item #5. Commissioner Brown moved the acceptance of Items 1 through 4 on the Consent Calendar. Motion seconded by Commissioner Myers, motion carried unanimously.

Item # 5 was then discussed by Ms. Scherff, since there are changes in the dates given for this training from that given to the Commissioners in their packets. The new dates now given at the meeting for the mandatory training; are Thursday, October 26, or Wednesday, November 15, 2006. These are dates that are available and the training is mandatory for all Commissioners to attend. She asked for an acknowledgment from the Commissioners as to what date they would be attending. They would like this information to go to Ms. Homan by the end of the week. After some discussion the Commissioners noted the fact that their regular meeting on October 26 would be delayed by one hour until 8:00 p.m. because of this training. All of the Commissioners except for Commissioner Melloni opted for the October 26th date. Commissioner Melloni will attend the November 15, 2006 session. Training will be from 6:00 to 8:00 p.m. Ms. Homan will check with Commissioner Jones to find out which date he will attend. Commissioner Brown moved to accept the change in the dates for the mandatory AB 1234 training to the dates of October 26 or November 15, 2006, training to take place in the City Council Chambers from 6:00 to 8:00 p.m. Motion seconded by Commissioner Melloni, motion carried unanimously.

6. ACTION ITEM Review and approve park concept plan for Vineyards at Marsh Creek, Subdivision #8796 by Shea Homes. (F. Errico/Randall Planning, Landscape Architect for Shea Homes)
Felix Errico, Parks Planner introduced the item to the Commissioners and described the property involved. The Commissioners also had detailed descriptions and maps of the proposed park concepts in their packets. A larger map with details were also displayed on the overhead projector screen for the presentations. Presenters were Rick Gallo and Rafat Fadel from Randall Planning and Design, Inc. Location of the property and the types of housing units involved were described by Mr. Errico. He also described the other amenities that will be included in this development. Two concepts were presented to the Commissioners for each of the parks. Commissioners had some questions as to how many of residential areas would be adult only. Mr. Ben Lichty, Community Development Manager for Trilogy (Shea Homes), said that when completed the subdivision will include 1,100 active adult units, 128 executive units-not age restricted, 120,000 square foot village center for commercial/office rentals, 200,000 square feet of congregated care residential units and a small hotel/lodge, 350 apartment units, winery and event center, 1 recreation center parcel, 5 private neighborhood parks and 4 public parks. All four of the public parks will be outside the gated portion of the community and will be accessible to the public.

Mr. Rick Gallo then presented the conceptual plans for the parks, with two versions for each park. City park N, options A & B were presented by Mr. Gallo first. Locations of each of these park parcels were pointed out to the Commissioners and the concept plans for each were described. Amenities were described for each park. Option A for the city park N was more of a pastoral setting, including gazebos and shade structures, picnic benches and tables. Option B for park N was the old farm house theme, with picnic benches and tables, rail and stone fences and shade structures. Perennial flower gardens would also be planned for this option. Park 2, parcel D3, option A is an old world plaza theme, with viewing tower, umbrellas, terraced rose garden and tot lot, shade structures, benches, and parking lot. Option B for this parcel was a more organic theme, locating the tot lot up further in the park near the market rate housing and open lawn for active or passive recreation. Many shade areas, benches, walkways and picnic areas are included in this plan. There is no parking lot included in this option. Park 3, parcel TT. This park is located directly across from the future winery site. Concept A features climbing rocks for play structures and is themed to be a “walk through the woods”. Picnic benches, split rail fencing, and meandering path are featured in this concept. Option B features cascading water and interaction with the water element in the site. Lawn areas, picnic tables and benches with shade also featured in this concept. There is a slope of approximately 15 feet in this park and would feature ponds and a small river running through it to another pond. Images of park amenities were also displayed for the Commissioners. Commissioners asked questions regarding size of each of these parks, parking available. Questions of the density of the population in the development by the Commissioners. The fourth park which will be considered at a later date and will include two acres.

Mr. Bronzan said that this project was initially designed in 2001, and as the project included a development agreement, it is different than a traditional development. He explained the negotiations that had taken place with the Vineyards subcommittee, Planning Commission, and City Council in developing this property. He also explained the placing of these smaller parks outside the gated areas, to eventually connect to a trailhead back to state park property. He said the fourth park will be similar to the City Park in downtown Brentwood and he feels would be closer to 3 acres. Mr. Bronzan discussed some of the changes that have occurred since the original plans were made which included a winery, tasting room, amphitheater and some other shops, etc. He said all requirements have been met by the developer through these various negotiations. There was some discussion on the issue of adequate parking space for the development with Mr. Bronzan and the Commissioners. Mr. Lichty also explained some of the amenities that will be included with the winery, amphitheater and other trees and orchards. Commissioner Myers questioned traffic patterns. Chairperson Rodrigues noted that there will be two Commissioners assigned to work with the developers and planners on these parks.

The amenities that are offered were displayed and described by planners and discussed with the Commissioners. Two of the parks would have tot lots included in them play equipment was displayed and discussed. Commissioner Myers commented on the fact that they would be attending a conference where this type of equipment would be displayed and they will be looking at something new and different. Commissioners discussed all of the options suggested in the proposed parks. Mr. DeSilva asked the Commissioners for a decision on which option they liked the best on park D3, Parcel N. Parking areas were questioned by Commissioner Myers. Commissioner Melloni asked Director Bronzan about what part of the park the city has a joint use agreement with the trails and the State Park system. The trails system and walking/biking trails were discussed to provide access to these parks. Commissioner Brown questioned how the speed would be calmed when coming into the parks from Marsh Creek Road. Director Bronzan said these would be police and engineering issues to resolve. Size of the amphitheater and seating capacity discussed. Commissioner Myers was concerned about shade and trees that would be large enough to provide shade for picnic areas. Otherwise, other shade devices would be necessary. Commissioners said they would prefer to approve Option B on Parcel N, and would like to see a modified parking area for the park. Commissioner Brown was concerned with viewing area for police department and suggested moving the house slightly and allow for better visibility, parking could then be added near the roundabout. This would be closer to the group picnic area.

Parcel D3 was next considered, Commissioner Myers liked Option A but would like to see
B if it could be reworked for placement of play equipment so it is not so close to the parking lot. Commissioner Myers suggested moving play equipment from one side to another for safety. There was further discussion on this issue. Fencing was discussed as an option to keep children from running into parking lot. Discussion of shade over the play equipment, not attached to the equipment, Commissioner Myers asked them to look at shade options. Chairperson Rodrigues said that the Commissioners can look at new options for shade and play equipment at the trade fair. Commissioners then decided to approve Option A for parcel D3 with the proposed changes.

Parcel TT options were then considered. Discussion of checking with Municipal Pooling Authority regarding the water features. Discussion of the drop from the gazebo to the pond and also whether there will be parking and if there will be a traffic light. Commissioners then decided this is a problem for the police to work on. Option B seemed to be the best choice, if staff would look at parking. Discussion of the size of gazebos, and felt they would be adequate. Commissioners Rodrigues and Myers were assigned to these projects. Commissioner Melloni moved to accept the concept plans with their recommended changes, motion seconded by Commissioner Brown. Motion carried unanimously.

7. DISCUSSION ITEM Review revised Sports Appeals Board Policy. (P. Scherff)
A copy of the revised Sports Appeals Board Policy was handed out to each of the Commissioners for their review. The item was presented by Ms. Scherff and she discussed the history of the policy. Name has been changed to Parks and Recreation Appeals Board Policy. She then turned over the discussion to Mr. Tom Burt, Recreation Supervisor. He reviewed the entire process and told the Commissioners of events that have occurred to make this policy necessary. He read the entire policy to the Commissioners and explained how it is enforced with all participants in the parks system. He also explained the time line involved and how all enforcement of the rules are handled. This does apply to all sports and class activities. Mr. Burt also went through the entire appeals process and code of conduct. Every participant in activities with the Brentwood Parks and Recreation Department must sign the code of conduct. Any blatant act of aggression results in a ban for life for the participant. All Commissioners felt it was well written, Commissioner Brown said that it does work very well and is very professional. Mr. Errico commented that regarding the last item number 8, that it would be a good idea to have the letter mailed certified mail to be sure the letter does reach its destination. Mr. Burt said that is a good idea and it was the third time he has gotten this suggestion. He had felt since the individual would have been at the appeals meeting the day before, they should know the decision rendered at that time. Therefore they had thought the letter going to the house would be enough. He said it will be incorporated into number 8 and that all final letters will be certified. Chairperson Rodrigues asked what would happen if any individual disagrees and then goes to an attorney. Ms. Scherff said it would then go to the City Attorney and this document will also go to him for any further opinions or suggestions. All the Commissioners felt it was a good document and thanked Mr. Burt for his presentation.

8. DISCUSSION ITEM Discussion of revised Affiliated Organization and related athletic
organizations standards/policies for use of facilities. (P. Scherff).
Ms. Scherff reminded Chairperson Rodrigues that this item had been pulled from the agenda.

9. ACTION ITEM Approve Parks, Trails and Recreation Master Plan Annual Report for Fiscal
Year 2005/2006 and recommend moving forward to City Council for approval. (C. Bronzan)
Director Bronzan said that this is the fourth annual report since doing the Parks and Recreation Master Plan and with a lot of involvement in the first two years and now the responsibility has been taken over by Ms. Homan, Administrative Supervisor. He reported that Ms. Homan has done this report with very little input from him and he feels it is one of the best ones they have done and he publicly thanked her for the good work. He suggested that the Commissioners read this over carefully and make any recommendations or changes they feel are necessary or appropriate and it will then be taken to City Council for their acceptance. He said this is something the Commissioners need to keep close to them at all times. All Commissioners felt it an excellent document. Director Bronzan said that they anticipate over a million people participating as spectators or participants in the following year in the various activities sponsored by the Parks and Recreation Department. This will go to the City Council meeting on October 24, 2006. Chairperson Rodrigues felt that some of the Commissioners should be there at that time. Motion to approve the Parks, Trails and Recreation Master Plan Annual Report for Fiscal Year 2005/2006 by Commissioner Myers, motion seconded by Commissioner Brown, motion carried unanimously.

Students from LMC College were present at the meeting and requested Commissioners to sign their attendance sheets at the close of the meeting.

Mr. DeSilva said that they held the East Bay Trails Advisory Committee meeting and their was good representation. He did have a hand-out for the Commissioners of the East Bay Regional Trails brochure, and one from Round Valley as well. He said the Marsh Creek clean up went well, it was on September 16, 2006 and there were over 500 participants this year. It is getting a larger group of participants each year. He mentioned all the staff members who worked hard on the event. He said he has gotten several calls from schools that want someone to talk to their classes regarding creek cleanup.

Mr. Errico will be attending a meeting in Minneapolis of the ASLA the following week. He will be looking at manufacturers play equipment while there. He has also recently gone to a meeting of the John Marsh Home and Cowell Ranch and believe that all of the Commissioners have received their invitations to the October site visits. Discussion of what areas will be visited on this visit.

Director Bronzan said that hearing strong comments about the small park issues, he wished the Commissioners to be aware that there are two large undeveloped pieces of property left in town, one is a 60+ acre property directly across from McDonalds, and the park allotment there will be between 5 and 9 acres depending on how high the density is. The other is the 42-acre piece across from the aquatic center. That will be about a 3.5-acre park. He said the cost of land in Brentwood is beginning to be so high and developers are looking at high density and being very upfront that they would prefer not to build any parks, but with the cities growth management program, they have to provide amenities to the City. They are getting some very creative suggestions such as building community centers or doing other amenities that years ago they would have not gotten. This will be the last large developments unless the urban limit line is changed. He discussed the new types of building densities being planned.

Ms. Scherff then showed some slides of how the Parks and Recreation staff is working together to improve the park system. Some of the slides depicted improvements on tennis courts at Creekside Park tennis courts as a result of a grant received. She also showed slides of the first Doggie Dip Day at the Brentwood Family Aquatic Complex. It was a very successful event and all session were completely full. She also said that in October there will be the Monster Mash program which will be October 21 and the Aquatic Pumpkin Patch at the Brentwood Family Aquatic Complex on October 27, 2006. Children can take a floating pumpkin and carve it on the deck and other arts and crafts are planned. This event will be October 27, 2006. Ms. Scherff said that she also received a call from Greg Robinson of the Brentwood Press and the Brentwood Family Aquatic Complex took first place in the Best of Brentwood. Ms. Scherff also reported that Prop 49 funding has finally been released and she is forming a group in collaboration with the Brentwood Union School District, Brentwood P.A.L. and the City to receive some of that funding. This will help fund after school programs that they currently do.

Commissioner Myers said she felt the kids in Brentwood are very lucky, she visited some parks in Europe on her recent trip and they were no comparison. Other Commissioners had no comments other than Chairperson Rodrigues who said he is working on the brick program for the Veterans Park. He will also be attending the CBM meeting the following day. He discussed some of the issues being faced by the State board. He mentioned that he will not be attending the National Recreation and Parks meeting, but Commissioners Brown, Melloni and Myers will be there. He reminded them of the policy where they must report back from these meetings. Ms. Homan clarified that there has to be City Council approval of these meetings and the next meeting there has to be a report on what they attended and it has to be reflected in the minutes.

None given

Meeting adjourned at 9:21 p.m. by Chair Rodrigues.

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