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Park & Rec Commission Minutes - November 20, 2008
Meeting Minutes
SPECIAL MEETING
November 20, 2008 at 7 p.m.
City Council Chamber
734 Third Street
Brentwood, CA 94513

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

ROLL CALL: Present were Chair Lanny Brown, Vice Chair Eileen Hofstadt and Commissioners Jan Melloni, Sandra Myers, and Ernie Rodrigues. Staff members present were Poldina Scherff, Recreation Manager; Roger Stromgren, Landscape/Facilities Manager; Aaron Wanden, Landscape/Facilities Supervisor; Sue Barry, Recreation Supervisor; Mac Kaiser, Recreation Supervisor and Edie Keller, Administrative Supervisor.

PRESENTATION(S): NONE

AGENDA REVIEW: NONE

CITIZEN COMMENTS: NONE

CONSENT CALENDAR:
1. Approve minutes of regular meeting of October 30, 2008.
• Commissioner Myers pulled item for revision.
Page 2 under Commissioner Comments. Bullet one of comments made by Commissioner Myers should read: “There are two trees on San Marino that need to be replaced. One was blown over due to a recent wind storm. It was removed and never replaced. The second tree was not a good choice of trees to be planted.”

 Motion to approve item 1 with the noted changes above.
Motioned: Myers
Second: Rodrigues
Ayes: 5
Noes: 0

2. Accept Recreation Division monthly report and Recreation Manager project status report. (P. Scherff)
3. Accept Parks Division monthly report. (B. Margesson)
4. Accept information regarding the California & Pacific Southwest Recreation and Park Training Conference (CPRS) 2009 one day session. (E. Keller)

 Motion to approve items 2 – 4 of Consent calendar.
Motioned: Hofstadt
Second: Rodrigues
Ayes: 5
Noes: 0

5. Discuss and accept the amendment of Council/Administrative Policy 90-3, Section No. 15, and recommend forwarding to City Council for approval. (S. Barry)
Sue Barry, Recreation Supervisor, gave a brief introduction regarding Policy 90-3, Section No. 15. “Section #15 Establishes the adoption of a “Manager/Coach/Parent/Participant Code of Conduct.” Initially there was Manager/Coach/Parent/Participant Code of Conduct that encompassed all sports and activities; however, that did not seem ideal. One document would not be a good fit for all; therefore, three separate documents were created. Three separate codes of conduct were created: Classes, Police Activity League – After the Bell Kid Fit for Life, and Sports. Sue Barry requested for any comments or changes from the Commissioners.

Vice Chair Hofstadt had two comments regarding the Code of Conducts:
1. Activity Code of Conduct (Classes) - Page 2 of 2 Letter (b)I. Verbal Warning and Letter (b)II. Expulsion.
o She said these sentences read wrong and that it started off with a question.
2. Activity Code of Conduct for the Police Activity League – After the Bell Kid Fit for Life – Page 2 of 3 Section 9 – General.
o She suggested having 9.1 be written as “Police Activity League (PAL) After the Bell (ATB) Kid Fit for Life is an after school activity program and not a childcare program.”

These were the only two things she saw, otherwise she realizes and commendes staff on the amount of time spent on these documents.

Commissioner Rodrigues said he was happy with the document, and said Staff did a good job on this item.

Chair Brown inquired about which category would field trips like Snow Trip fall under, Classes or Sports? Sue Barry said field trips would most likely fall under classes and usually with field trips, each trip has its own waiver due to it being an off site activity.

 Motion to accept the amendment of Council/Administrative Policy 90-3, Section No. 15 and recommend forwarding to City Council for approval with the noted changes above.

Motioned: Hofstadt
Second: Rodrigues
Ayes: 5
Noes: 0

6. Discuss and accept the “Sports Philosophy” and recommend forwarding to City Council for approval. (S. Barry)
Commissioner Rodrigues presented a PowerPoint presentation regarding the Sports Philosophy. The PowerPoint presentation gave a re-cap of the History of Service and the purpose and goals of the Parks & Recreation Department regarding the use of Facilities along with its responsibility towards various sport groups.

Chair Brown highlighted some points from the staff report. He commented that as Brentwood reaches its built out point, sport groups will have to work together in providing the adequate amount of time for the various user groups. He emphasized the importance that youth play is of importance to the Commission and has been a policy of this particular Commission. He realizes that there will not ever be enough time and space for all groups but he would like for the groups to work collaboratively together so that the kids can get their time in.

Chair Brown mentioned that on November 3, 2008, Commissioner Rodrigues, himself, City staff, along with 25 user group representatives met to discuss their concerns. “Several areas of concern where brought to light by the user groups; 1) concern regarding a 75% residency requirement, 2) the current ranking in priority of tournaments, 3) where an evaluation activity is placed in the ranking priority, 4) recreational use being given priority over competitive use causing user groups to change their mission statements for a higher ranking and exclude competitive participants, and 5) the “swim draft” process in particular.”

Chair Brown summarized the draft process that was used for Baseball. He said the draft process went well for the Brentwood PONY League and hopes to incorporate the same method with the swim teams.

Public Hearing Commenced at 7:18 pm

Cindi Coats, resident & coach addressed two concerns:

1. (Page 2 of the Sports Philosophy document) Why is the definition of Recreation and Competitive still in the document if it will no longer be a factor in the draft process nor is it needed verbiage for the Sports Philosophy document.

Sue Barry, Recreation Supervisor, said these definitions are only in there for definition purposes. Cindi Coats feels that these definitions should not be in the documents if it does not serve any particular purpose.

2. When was it approved that the usage of BFAC was not allowed for swim teams?

Mac Kaiser, Recreation Supervisor, said that when the Heritage Pool was finished, its exclusive purpose is for competitive use. The primary use of the BFAC facility is for recreational swim and not competitive use. Cindi Coats wanted to know whose intent was it that when BFAC was built to be used only for recreational swim because she cannot find any documentation that states this. She felt that this intention was made by the Parks and Recreation Commission. Chair Brown explained this decision was made prior to the existence of this Commission and the current City Council.

Debbie Reed, Brentwood Seawolves, had a question regarding page 3 of 4 in the Sports Philosophy document under “Process and Criteria for the First Draft Selection Participation of the Season” bullet number 5. She mentioned having gone onto the website for National Youth Sports Coaches Association (www.nays.org). The website only mentions the basics of coaching but when instructed to pick a sport, swimming was not an option. How would the coaches of swimming be able to fulfill this requirement? Debbie Reed mentioned that their swim coaches go through extensive training through USA Swimming.

Mac Kaiser, Recreation Supervisor, stated that the first part is a generalized training which could be applied to the philosophy. Even though the second half of the training may not fit the sport of swimming, the intent of the training to learn the basics of being a coach. The training received from USA Swimming would suffice as well.

Mark Petures, Brentwood PONY President, said in 2003, they had 700 kids and 50 teams and now in 2008/2009, they have 1700 kids ages 4 – 14 and about 130 teams. They are in desperate need of fields and are spending $40,000 to build two fields out in Knightsen. They hope to be on these fields by next spring but still isn’t sure if that would be enough field space for the amount of kids they have in their organization. He felt that the City adult leagues take a lot of field time in Sunset and hope their schedules could be rearranged so that they can at least have 1 or 2 nights to utilize the facility as well.

Chair Brown inquired about whether some of the adult softball games can be changed to Sundays. Poldina Scherff said on Sundays, there are currently adult soccer games going on out there. Chair Brown said he would rather change the schedules for the adult sports than to not have the kids play because of schedule conflicts. Poldina Scherff said usually City of Brentwood Leagues play during the week.

Michelle Myers with East Diablo Youth Soccer League (EDYSL) inquired about whether the gender of the league would affect the draft. Chair Brown said the draft is not gender specific, nor would they know whether it’s a boys or girls league. Michelle Myers also expressed her concern for whether a specific area would now be opened for other sports. For example, would a field specifically designated for soccer games now be opened up for Rugby and/or another sport, or would it just be allotted for use of soccer games. Vice Chair Hofstadt commented that at this time it may be used just for soccer but as time passes, the interest may lie elsewhere and we would have to open up the field for other sports as well.

Dwayne Lyle with Brentwood Boys thanked the Commission for trying to work on the policy. He represents an organization of traveling teams. He said the problem last year was trying to find time to compete with the Brentwood Pony League during normal times. The traveling teams do not need field time to play games but more for practice. He said 90% of their players are Brentwood residents. Chair Brown asked Mr. Lyle whether they were able to get some practice in and he said they did however they would start practice around 8:00 pm and end around 10:00 pm. Dwayne Lyle requested the possibility of designating a few fields for traveling teams.

Public Hearing closed at 7:49 pm

Vice Chair Hofstadt said recreation is for all. She realizes prioritizing of field use is important but we can’t do it at the expense of eliminating adult play. She would not want to limit the number of residents that can play or start mandating the show of proof of residency for folks to play. She also does not want to limit the sports that do come in to use our facility, because the interest in the types of sports will fluctuate and change with time. Unfortunately, someone will end up with limited practice, but there needs to be a compromise.

Commissioner Melloni said a lot of good comments were brought up this evening. She sympathizes with the issues the Swimming Organizations are going through, as her family has always been very much involved with the Terrapins. She has gone through issues in the City of Concord where there are a lot kids and not enough pools. She too agrees that kids come first, but it should not be at the expense of adult sports. She is concerned with the definition of Recreational Play and Competitive play listed on page 2 of the Sports Philosophy. Commissioner Melloni feels that these definitions are ambiguous in relations to swimming because swimming can be a year round sport that falls under both definitions depending on the time of year.

Commissioner Myers thanked staff for their time in working on this issue. She wanted to reiterate what Vice Chair Hofstadt and Commissioner Melloni had said before in regards to Adult Sports. She too does not want to see that on the “back burner.” Commissioner Myers agreed with Commissioner Melloni and Debbie Reed that the two definitions of Recreational Play and Competitive play do not add to the document; therefore, since it doesn’t make a significant change to the document, it should be possible to eliminate that section.

Commissioner Rodrigues commented that he does not want staff to be forced to choose what sport takes precedence over another. He feels that if everyone works together, this will work. He wants the public to know that the Staff cares a lot for the community and wants the best for them as well.

Chair Brown thanked the public for attending and appreciated their comments before the Commission.

 Motion to accept the “Sports Philosophy” with the provision to only include the definition of Recreational Play and Competitive play if necessary; to re-evaluate the “Sports Philosophy” document every 2-3 years with the Commission and to recommend forwarding to City Council for approval.

Motioned: Hofstadt
Second: Myers
Ayes: 5
Noes: 0

• The Commission took a break at 8:07 pm
• Meeting commenced at 8:12 pm

7. Discuss and recommend concession operations at the Brentwood Family Aquatic Complex concession stand. (S. Barry)

Sue Barry, Recreation Supervisor, said that there will be an official concession stand at the Brentwood Family Aquatic Complex (BFAC). Currently, there is a concessionaire at Sunset Park that is doing quite well. Sue Barry would like suggestions from the Commission as to whether we should use that concessionaire or go out to bid for a new concessionaire.

Chair Brown suggested that if the current person is doing well, why bring in someone new.

Poldina Scherff requested direction from the Commission to know whether they find it acceptable for the public to still bring in food to BFAC or just utilize the concession stand only.

Commissioner Myers did not like the fact that she would not be able to bring in her own food. She wondered if the concession stand could be utilized as a type of fundraiser for certain groups. She felt that by having to pay for the food, it would not be serving the public but more of the concessionaire’s needs.

Poldina Scherff explained that the concessionaire does pay a portion of his sales to the City; therefore, the City does benefit from any money made at BFAC. Sue Barry also said that user groups can use the concession stand with the assistance of the concessionaire to hold fundraising events.

Vice Chair Hofstadt suggested having the concessionaire be well stocked with healthy snacks. It would be important to let the concessionaire know what our goals are in terms of having a concession stand and also allowing the public to bring in their food.

Chair Brown inquired about who is currently running the concession stand at Sunset. It was said that Ribeye’s Market currently runs the concession stand at Sunset. He said most people don’t bring their own food because it’s inconvenient.

Talk about having party packages made available at the Brentwood Family Aquatic Complex ensued. Vice Chair Hofstadt said this would be a great way to generate more revenue. She said package deals are always great for families who want to host birthday parties or other party events.

 Item will be brought back at the next meeting for approval.

8. Discuss and recommend amending the Youth Sports and Pre-School Sports Activities Policy from a two week late registration to a one week late registration. (S. Barry)

Poldina Scherff would like to change the number of weeks allowed for late registration. Currently, we have a two week late registration period but she would like to see that changed to one week instead. She felt that with this change, it would allow her more time to order the shirts necessary and deal with scheduling team pictures. In the past, there were issues in these areas because of the late registrations. She felt that the process would run smoother with the extra time given.

Vice Chair Hofstadt said that one week is more than ample time; however, the verbiage is a little confusing. The text needs to change to specify the late charge reflects sports. Sue Barry said there should only be a waitlist and we should not have late registration. The kids should only be added should a space become available. Chair Brown inquired about how the late fee charge came about. Poldina Scherff explained that the amount is figured each year by a cost allocation.

 Motion to change the verbiage to have a waitlist for a week instead of doing late registrations.

Motioned: Hofstadt
Second: Myers
Ayes: 5
Noes: 0

STAFF COMMENTS
Poldina Scherff, Recreation Manager, said they plan on having the grand opening of the Brentwood Senior Activity Center on January 9, 2009. Ribbon cutting will take place around 3:30 pm followed by a tour of the facility. Formal invitations will be sent out as well. Breakfast with Santa will also take place on Saturday, December 13, 2008 with 5 seatings that morning. It will start at 7:30 am and run through to 11:30 am.

Edie Keller, Administrative Supervisor, mentioned that the CPRS annual conference will be coming up. Staff will be attending the conference for one day only. Should the Commissioners be interested in attending they are to please let her know.

Roger Stromgren, Landscape/Facilities Manager, introduced the new Landscape/Facilities Manager, Aaron Wanden. Aaron joined the department on August 11, 2008. He comes to us after being with Lawrence Livermore Lab for 10 years. Aaron will be in charge of the City streetscape and currently is doing a great job. Roger Stromgren also gave a brief update on what his division is currently doing. At this time, they are taking inventory of the City wide landscape. Last year they took inventory of items at the 59 various parks; streetscapes are next on the agenda. Besides the inventory project, he is currently working on a bid document for tree maintenance.

Commissioner Myers inquired about a tree issue on a mow strip that she knows about. She wondered who would be responsible for this particular area of a yard. Roger Stromgren said the homeowner is usually given a 14 days notice to fix the problem from Parks & Recreation. After 14 days, if the issue is not resolved, then the case gets forwarded to Code Enforcement. Commissioner Myers asked whether the City can replace the tree and then bill the homeowner afterwards.

Vice Chair Hofstadt inquired about any City replacement plan in place. Roger Stromgren said there is a replacement fee in place. They are planning for the future in terms of saving for any future replacements of trees or playground structures.

Commissioner Rodrigues inquired about who would be responsible if a tree is cracking the sidewalk. Would that be the responsibility of the homeowner or the City. Roger Stromgren said half the times the homeowner would take care of it and the other times, the City would take care of it. Public Works is more interested in the quality of the concrete being put back because that could be a liability the City could incur.

Commissioner Melloni said that homeowners should not be responsible for wrong trees that were planted by the developer. These were trees that the City approved at the time. Roger Stromgren said the City would not approve the planting of Sycamores now but at the time the City was still learning.

COMMISSIONER COMMENTS
Commissioner Myers inquired about whether the City is paying for their membership of CPRS and NPRA? Edie Keller said she believes the City will not be paying their memberships due to the recent budget cuts, but she will check on that and advise them at the next meeting.

Commissioner Melloni asked about the memorial brick that she purchased but is not at Veterans Park. She said she is not able to locate the brick purchased. Edie Keller said she will look into in and get back to her.

REQUEST FOR FUTURE AGENDA ITEMS: NONE

ADJOURNMENT
Meeting was adjourned at 9:10 p.m.

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