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Parks & Rec Commission Minutes - July 23, 2009
Meeting Minutes
REGULAR MEETING
July 23, 2009 at 7 p.m.
City Council Chamber
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Chairperson Hofstadt called the meeting to order at 7:05 p.m.

ROLL CALL: Present were Chair Eileen Hofstadt, Vice Chair Ernie Rodrigues and Commissioners Blythe Lind, Lanny Brown and Sandra Myers. Staff members present were Roger Stromgren, Landscape/Facilities Manager, Poldina Scherff, Recreation Manager, Sue Barry, Recreation Supervisor, Edie Keller, Administrative Supervisor, and Linda Stadlbauer, Administrative Assistant II.

PRESENTATION(S): NONE

CITIZEN COMMENTS: Nicholas Pridmore presented information regarding the Veterans Park volleyball play equipment. He is an avid volleyball player, and feels the equipment is below standard and should be upgraded. He was advised to contact Roger Stromgren, Landscape/Facilities Manager.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of June 25, 2009.
2. Accept Recreation Manager project status report. (P. Scherff)
3. Accept Parks Division monthly report. (B. Margesson)
4. Accept results of Ellis & Associates audit of the Brentwood Family Aquatics Complex. (M. Kaiser)

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

 Motion to approve items 1 of Consent calendar.
Motioned: Lind
Second: Rodrigues
Ayes: 3
Noes: 0
Abstained: 2

SCHEDULED MATTERS:
5. ACTION ITEM: Approve parking recommendations at Sunset Park Athletic Complex. (S. Barry/P. Scherff)
Poldina Scherff presented the staff report additional parking intra-departmental coordination with Public Works at the City debris and hazardous waste collection days, and to initially regulate requests at the field draft. Discussion with Commissioners included changing the parking lot plan to be one-way traffic, better signage for drop-off zones, increased police department patrol and citations. Commissioners concerns included the adjacent neighborhood becoming overflow parking, and that limiting the use of fields would impact our revenue. Staff advised Commission that Sunset Road cannot be expanded to include parking, as it will not fit the design of the road per the City Engineer, and that the excessive cost of extra staff to patrol the parking lots balances any potential income from field use. A suggestion included moving T-ball to another venue, such as Orchard Park, but staff advised that other passive parks are not set up for league play, as in they do not have the sufficient parking or restrooms available. All agreed that direct communication with all teams informing them of new rules and consequences for misuse was the best option, though better identification of drop zones, changing draft procedures, changing field use for T-ball, and making traffic flow only one-way, were still to be considered.

6. DISCUSSION ITEM: Discuss advertisement and sponsorship opportunities and the advertising policy. (S. Barry/P.Scherff)
Staff believes seeking advertisement in the Activities Guide as a means of offsetting costs would create a win-win situation as advertisement would not only help subsidize our department’s marketing costs, but would also provide advertisers an established, low cost, advertising vehicle whose shelf life would be current for up to four months. Programs, services, classes, events and news would be covered within each time span making the Activity Guide a marketing piece that people will likely hold on to and refer to often. In addition, it could be completely accessible on the Internet, which opens it up to an even larger audience. This would include the sales of advertising space on specialty brochures, newsletters, or postcards for different programs or events. Also, sales of advertising space at appropriate City-owned properties such as Sunset Park Athletic Complex and the Brentwood Family Aquatic Complex, sales of booth space at an event or program, and possible consolidation of the Parks and Recreation Activity Guide, the Brentwood Connection City newsletter, and other marketing pieces that various City departments produce. Commission was very positive in their support of the idea, especially because other cities have had great success with this approach. A concern expressed was that marketing and advertising is very staff-time consuming.

STAFF COMMENTS
Poldina Scherff informed the Commission that the City put the printing of the Activities Guide out to bid for the Fall Guide, and saved $2000. The typesetting was also put out to bid, with the result that we retained the current typesetter. The photo bid was won by Lifetouch. Art Wine and Jazz Festival is at the end of the month. Sue Barry informed the Commission that the City of Brentwood is the recipient of the Playful Cities Award for the second year in a row. Roger Stromgren informed the Commission that the bid for McClarren Park had six respondents. We selected the lowest bidder, and that will go to Council on August 11 for approval.

COMMISSIONER COMMENTS
Commissioner Rodrigues requested that all Commissioners please make notes on the Parks Subcommittee List and return to Edie Keller.

REQUEST FOR FUTURE AGENDA ITEMS:
Porta Potties in the parks

ADJOURNMENT
Meeting was adjourned at 8:36 p.m.

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