CALL TO ORDER: The Meeting was called to order by Vice Chairperson Jan Melloni at 7:04 p.m. Chairperson Karen Rarey was absent as a result of illness as reported by Director Bronzan.

ROLL CALL: Vice Chair Jan Melloni, Commissioners Jeffrey Cowling, Lanny Brown and Ernie Rodrigues. Vice Chairperson welcomed Commissioner Rodrigues, saying it was great to have a new member after several months of only four commissioners. She stated that she was truly looking forward to working with him. 

At that time Commissioner Rodrigues gave a brief summary of his background and how he and his wife finally decided to move to the Summerset area. He has a very extensive background in city activities as well as sports activities. He has received many awards statewide as well as in the Livermore area. He expressed his gratitude for being a member of the Commission. He is currently State President of the California Association of Park and Recreation Special District.

Others present were Craig Bronzan, Director of Parks and Recreation Department, Janet Hansen, Park Planner and Ken DeSilva, Park Services Manager.

AGENDA REVIEW:

CITIZEN COMMENTS: None

CONSENT CALENDAR:
Item No. 1 Approve minutes of regular meeting of December 20, 2001
Item No. 2 Accept staff report from Park Division (K. DeSilva/B. Margesson/J. Hansen)
Item No. 3 Accept staff report from Recreation Services Supervisors (S. Barry/
P. Scherff/M. Kaiser).
Item No. 4 Accept CAPRCBM “Guidelines” Brochure (C. Bronzan)
Item No. 5 Accept draft of Brentwood Creeks Survey from U.C. Berkeley Student 
(J. Hansen)

Commissioner Brown moved to accept the Consent calendar, Commissioner Cowling seconded the motion, motion carried.
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SCHEDULED MATTERS:
Item No. 6 Use of Equipment/ animals in City Parks (K. DeSilva)
Mr. DeSilva said this is in reference to inflatable jump equipment and such animal uses as pony rides and petting zoos and people requesting to use these in the park system for various events. This was so that there would be rules and guidelines for the users as well as the vendors of this equipment. There was a discussion of the $250 fee for turf damage and explanation of when this would be necessary, such as warm summer months. Also as to whether the charge would be to the vendor or the user. Mr. DeSilva summarized the rules and regulations for the commissioners, and ask if the commissioners were comfortable with them as outlined. Vice Chairperson Melloni asked if these rules applied to the Corn Fest, he said yes, they would. He read a letter from Tom Gregory of Got A Party, as to what he felt should be considered in placing inflatable jump equipment in parks, as well as rules for petting zoos or pony rides. There was some further discussion of the fee and how the figure was arrived at by the Parks Manager. Commissioner Cowling suggested that they check with the City of Oakley since during the Almond Festival they had a petting zoo and pony rides at O’Hare Park. Mr. DeSilva said he hadn’t but would check into it with the City of Oakley. Commissioner Rodrigues discussed how Livermore parks handled this type of event when they have the rodeo. Discussion of whether animals should be allowed in the city parks, no requests have been received up to this time. Mr. DeSilva suggested wait and see what requests and types of requests are received in the future. Commissioner Cowling commented that the parks are there for the enjoyment of the people and as far as the rules are followed they should not be unusually restricted. Commissioner Brown expressed concern if park was brand new, would the jumping structures create more damage on a newer park than on an older one? Mr. DeSilva did not believe so, by the time the Park Department takes a park over the grass has been in the ground close to 6 months and quite well established. Vice Chairperson Melloni asked how long it takes the park to recover after the Corn Fest? Mr. DeSilva said it depends on the weather, how hot it is, water is turned off prior to the event, then aerated and watered down well after and it recovers quickly. Vice Chairperson Melloni asked if prices would be higher based on amount of the park used for an event. Mr. DeSilva said no, the thought was that if a person wants to reserve a park, they would fill out the form and guidelines would be attached. Fees could be adjusted for larger events. Director Bronzan said that the Department would be bringing back an item to discuss sporting events and other types of events and what will be allowed in each park, depending on parking space and size of park. They will consider a fee schedule for each type of event or usage of the parks in the city. 

Mr. DeSilva then asked about sound equipment usage in the parks, should there be a noise permit required for groups bringing in sound equipment? Discussion of this issue and explanation of the current rules and recent revision by the City Council of the noise ordinance. This is currently regulated by permit and if an event exceeds what is allowed in the permit and a police officer measures this they could be cited and lose the permit. Director Bronzan said that they plan to revise rules and regulations park by park and will bring these recommendations back to the Parks and Recreation Commission and then to the City Council for final approval. Mr. DeSilva then said last item to be worked on will be the penalties for violation of the proposed rules. Discussion of portable toilets and restrooms in the parks. The Vice Chairperson asked for a motion on the proposed rules and regulations to be sent on for City Council consideration. Commissioner Brown moved to approve them as presented, Commissioner Cowling seconded the motion, motion carried.
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Item No. 7 Urban Tree Guidelines - Final Draft (K. DeSilva)
Mr. DeSilva explained the changes to the original draft being a result of the previous meeting with the Commission and the RRM presentation, and further meetings with the Design Review Committee, Public Works and this version a “cleaned up” version. The final draft will have photographs, and concentrating primarily on street trees, but could be used in different settings. He described the changes to the originally presented document, and went over other pertinent areas for those interested in planting trees, or those trees already planted in the Brentwood area. Mr. DeSilva explained that this if approved, will be a living document, but tree species can and will be changed depending upon when they become available. After some questions and discussions with the commissioners, Mr. DeSilva also said this document would be available to developers and homeowners. It could also be available on a web site. Commissioner Cowling moved that the Tree Guidelines be approved as presented and sent on to the Planning Commission for acceptance, Commissioner Brown seconded the motion, motion carried.
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Item No. 8 Park Naming Sub-Committee Report (K. DeSilva)
Mr. DeSilva said that the Park Naming Sub-Committee has met, one of the members, Commissioner Brown was present at the meeting and submitted their results on four different parks. The parks discussed at the meeting were City Park, Arboretum Park, Heritage Park and Park on Balfour and Griffith. Recommendations were that City Park remain the same name as everyone knows it as that park. Some discussion of origin of the park, and the family that donated the park to the city, the Sanford family. One other suggestion from staff was not to change now since the park is currently undergoing considerable upgrading and improvement. The next park was Arboretum Park, formerly Pulte’s North Park”, Mr. DeSilva then deferred to Commissioner Brown on this park. Commissioner Brown wanted to name this the “Blue Goose” after a packing shed that used to be in that area. Some discussion of this idea, and Mr. Bronzan suggested that there will be other parks coming up soon that will also be closer to the area where the Blue Goose packing sheds were. Designs could be incorporated into plans for a park as it was being developed if they wished to wait and use this name later on. Other names suggested would be “Farmers Park” or “Pioneer Park”. Ms. Janet Hansen suggested that the commission look into the book written by Kathy Leighton, “Footprints in the Sand”, which is quite an accurate history of the area, and lots of ideas for background information for naming these parks. It was decided to take this back to the sub-committee and look at the book and try for other names to bring back to the Commission. Heritage Park will also be referred back to the sub-committee. For the last park on Balfour and Griffith, the suggestion of the Family Aquatic Complex, or Family Aquatic Complex Neighborhood Park. Recommended to keep the name City Park and the Arbor View at this time as a placeholder before brining back a recommendation for City Council action, and send the last two back to the sub-committee for further discussion.

Item No. 9 Discussion of workshop with Director of Finance and Information Systems
regarding CIP Budget (C. Bronzan).
Director Bronzan said that Pam Ehler, Director of Finance and Information Services, would like to meet with the Commission. She would like to come to the Commission in a workshop to discuss the park projects that allows the Commission to have input on the list of parks that will be coming up for consideration and discussing priorities. Some of these parks are in phases and the staff and Finance Director will needs the Commission’s recommendations as whether these are appropriate phases or should they be switched. Ms. Ehler would like to come before the Commission on March 28, in the form of a workshop from 6:00 to 7:00 p.m. just prior to the regular meeting at 7:00 p.m. At that time Ms. Ehler could give the Commission all of the highs and lows, discuss the projects and get the Commission’s feedback at that time. Food and soft drinks will be brought into the meeting so that they can go immediately into the regular meeting directly after the workshop. Director Bronzan said if that date and time are workable, then with a motion it can be scheduled. Motion made by Commissioner Cowling that the workshop be scheduled at the above mentioned time and date, Commissioner Rodrigues seconded the motion, motion carried.
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Item No. 10 Earth Day Tree Planting Update (K. DeSilva)
The city will be receiving in late April, tree seedlings through a grant and want to arrange to have a community planting day. They will be getting plant containers, potting soil and setting up the nursery at the sewage treatment plant where there is space for the project. Mr. DeSilva has already contacted some parties and has verbal commitments to assist in the planting. They will also have Boy Scouts, Girl Scouts and some schools involved in participating in the planting project. They will, however, need enough people trained to show others how to plant the trees and would like any of the commissioners to help. The Parks Department will show them beforehand how to plant the trees and then they can help the volunteers. There will be about 500 trees and will be planted in the containers because they are so small at this time. Ultimately they will go out into parks and landscaping projects. Discussion of whether a barbecue could be held in conjunction with this event. Discussion of coordinating this event with the Fun Run which will be held earlier that same day. There will be an update on this event next month to see what kind of commitments have been secured and hope commissioners will be able to bring in volunteers also at that time.

Item No. 11 Request for Commissioners to meet with staff and pool user group(s). 
(C. Bronzan)
Director Bronzan explained for the benefit of the new Commissioner Rodrigues the swim teams involved. The Terrapins are a U. S. Swimming Team, who use a lot of different pools in the area. Many are Brentwood residents and are using the Aquatic Center currently sharing with the Aqua Knights and the Dolphins. The Terrapins are looking for a long-term agreement on fees. A fee study is currently on going for the department. There is also a disagreement on whether or not a lifeguard should be present at all times when the team is practicing. Brentwood requires a lifeguard and the Terrapins would like a waiver on this issue. Therefore a meeting has been set for Tuesday, January 29, 2002 at 12:00 Noon, and pizza will be brought into the meeting so it will be a working lunch. He was wondering one or two of the commissioners would be able to attend the meeting. Director Bronzan discussed some of the issues for the commission. Commissioner Brown and Rodrigues will go to the meeting and represent the Commission, meeting will be at the Director’s office.

Item No. 12 Consideration for date for retreat/workshop. (C. Bronzan)
Director Bronzan said as a result of a meeting he had recently with the upcoming Chairperson, Jan Melloni, and also the fact that Commissioner Rodrigues comes into the Commission bringing many years of experience to the Commission he would like to set up a day for an informal retreat. The reason for the retreat would be a chance to discuss how things are going, things they might like to change, etc. to find a half-day or evening to talk about where they are, what they like to do and possible changes in agenda or anything else on an informal basis. Vice Chairperson suggested they could meet at her house, or suggestion was Pulte Park at the Gazebo or the Tech Center. Date discussed in March, requested commissioners email ideas to Director Bronzan or Vice Chairperson Melloni. Discussion of also possibility of getting a city van to do a park tour. Date of March 9, a Saturday was proposed. The retreat should not cover more than 6 hours in total.

Item No. 13 Election of Officers (C. Bronzan)
Director Bronzan explained that when this commission was formed the bylaws state that the Vice Chair would automatically become the chair. Therefore, Vice Chairperson Melloni automatically becomes the new Chairperson. The next item then would be to nominate a new Vice Chairperson, whoever would like this position would then move up to Chairperson next January. Commissioner Rodrigues abstained, Commissioner Cowling indicated a desire to be considered, and was nominated by Commissioner Brown, nomination seconded by Chairperson Melloni, and no further nominations heard. Commissioner Cowling was duly elected the new Vice Chairperson for the upcoming year.
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CITIZENS COMMENTS: NONE

COMMISSIONER COMMENTS:
Commissioner Brown asked a question of Director Bronzan regarding the new gym, since it is college level size he wondered if it could be considered for inviting college teams to play there. Discussion of having a Brentwood College Basketball League, including such towns as Brentwood, Moraga and Stockton. Director Bronzan said he would look into and also that the Liberty’s High School Gym, which is even bigger. 

Commissioner Rodrigues said he had been approached as well as Director Bronzan by the East Bay Regional Park District on wanting to present their tax issue. They had already approached the City Council and Commissioner Rodrigues has suggested they should have come to Park and Recreation Commission first. Director Bronzan said they have apologized for this and do want to come on February 28 and has a short video presentation on Measure K on the March ballot. 

Second question by Commissioner Rodrigues asked if on Prop 40 the Commission has supported this issue on parks and recreation. Director Bronzan said they will have both these issues on the February agenda.

Commissioner Cowling said he had gone for a tour of the youth center in Concord with a group and took some photos, so he has some digital photos if the commissioners would like to see them he can show them on an overhead. The youth center is on Galaxy Way in Concord, near Hwy #242. He said it is a very nice center, has boxing, wrestling, after school tutoring for students and in the process of expansion so it will eventually be 30,000 square feet. This was through an endowment and funds from the developer Hoffman who contributes a lot of money. He has already promised an East County Youth Center that they are proposing to build in Brentwood.

Comments by Commissioner Cowling on the skate park and said it looks like they are following the rules better. 

Ms. Hansen reported that the City of Brentwood has been awarded a $47,000 plus grant for trees at Sunset Sports Complex, and an additionally have been recommended to the board, for a $50,000 grant for the playground ADA accessibility and recycle content play equipment and such for City Park Playground. This will help with Sunset and City Parks. There is some other grant projects on-going which should also add to these projects and she also mentioned assistance has be offered by architects to do plans and budgets. Again reminded to come Saturday to the City Park Planning at 10:00 a.m. Grupe looking at March opening of their new park. 

Director Bronzan described a small area that is designated for a park south of Balfour and west of Fairview, it is a small area, and may be left as a green space or rose garden or sculpture garden, open to suggestions. Commissioner Rodrigues said that most Summerset residents like this as an open space. Director Bronzan suggested that Summerset residents take this on as a project, plant trees, etc. and Ms. Hansen could assist them in planning. 

REQUEST FOR FUTURE AGENDA ITEMS:
Update on Earth Day Tree Planting
Slide Show by Jeff Cowling on Youth Center
Update on retreat

ADJOURNMENT: Chairperson Melloni closed the meeting at 9:02 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder