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PARKS & RECREATION COMMISSION
REGULAR MEETING MINUTES
May 23, 2002 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Meeting was called to order by Chairperson Jan Melloni at 7:03 p.m.

ROLL CALL: Present were Chairperson Melloni, Vice Chairperson Jeff Cowling, and Commissioners Karen Rarey, Lanny Brown, and Ernie Rodrigues. Others present were Parks and Recreation Director Craig Bronzan; Ken DeSilva, Park Services Manager; Janet Hansen, Park Planner; Sue Barry, Recreation Services Supervisor; and Tammy Homan, Administrative Secretary.

PRESENTATIONS: None

Arbor Day Tree Planting PowerPoint Presentation (K. DeSilva).
Mr. DeSilva gave a PowerPoint presentation and described what was taking place in each photo of the Arbor Day Tree Planting. Approximately 1000 very small seedlings were transplanted with the assistance of about 40 people. Everything went smoothly and the transplanting was completed in about one hour. He invited anyone who hasn’t seen the seedling trees to go over to Homecoming Way, behind the Homecoming Park near the water treatment plant where they are located. Mr. DeSilva said that they have an automatic water drip system donated by Toro. Most of the entire effort has been either donated help or through grants. The trees will be transplanted into larger containers next fall, or later next year.

AGENDA REVIEW: No changes or additions.

CITIZEN COMMENTS: None. 

CONSENT CALENDAR:
Item No. 1. Approve minutes of regular meeting of April 25, 2002.
Item No. 2. Accept staff report from Parks Division (K. DeSilva/K. Byrd/B. Margesson/J. Hansen).
Item No. 3. Accept staff report from Recreation Services Supervisors (S. Barry/P. Scherff/M.Kaiser).
Item No. 4. Accept notice of 5th Annual Conference of the Bay Area Open Space Council).
Item No. 5. Accept unannounced audit results from Jeff Ellis and Associates, Inc. (S. Barry).
Item No. 6. Accept resolution recognizing “July is recreation & Parks Month” that will be forwarded to City Council for approval (S. Barry/C. Bronzan).
Item No. 7. Approve thank you letter to be sent to Arbor Day Tree Planting event participants (K. DeSilva).
Commissioner Cowling asked to pull Item No. 5 and Commissioner Brown asked to pull Item No. 1. 
Motion then made to approve Items 2, 3, 4, 6 and 7 by Commissioner Cowling. Motion seconded by Commissioner Rarey and motion carried unanimously.

Item No. 1 required the addition of Commissioner Lanny Brown as present at the previous meeting. Motion to approve the amended Item by Commissioner Cowling. Motion seconded by Commissioner Rodrigues and motion carried unanimously.

Commissioner Cowling said he pulled the survey by Jeff Ellis and Associates as he had some questions regarding the unannounced survey. He asked what they were looking for in these surveys and inspections. Ms. Barry responded to his questions by saying some of the things looked at were the rules, required uniforms and training in such things as CPR, rescue etc. The certifications are reviewed, oxygen tanks checked, a huge scenario of items that they can pull lifeguards and quiz them on the procedures along with paperwork and training schedules. The facility is then given a copy of the review in case there are things that need to be improved. Ms. Barry said that the facility has exceeded standards on every score on the audit. This is how the facility is assessed for insurance. After a short discussion and explanation of the entire procedure, Commissioner Cowling moved to approve Item No. 5. Commissioner Brown seconded the motion and motion carried unanimously.

SCHEDULED MATTERS:
Item No. 8. Discussion of Community Center rules and regulations. (T. Homan).
Ms. Homan reported that the staff has been reviewing the rules and regulations of renting the Community Center since they want to make things very clear to those renting the facilities what is expected of them. She explained the rules that originally came from DCSI, which have been modified to meet the City’s standards. She explained they are also trying to clarify some of the security issues with rentals, and in that have been working with the Police Department to incorporate the language in order to understand what the Police require and insure that the communications lines are open between the Parks & Recreation Department and the Police Department. She asked the Commissioners to look at the rules as currently outlined and see if they have any questions. Once the Commission has approved the rules, they will then be taken to the Council for their approval. Commissioner Rarey said she is still having problems with item “P”. There was considerable discussion on this issue of serving alcohol and possible need for security. Ms. Homan reported that is why they now have added the 14 days for the reply from the Police Department and that she has had discussions with the Police Department to resolve this issue. Discussion of Director Bronzan’s discussions with City Attorney and Police Department regarding previous events and how to insure that adequate security is provided for various types of events. Commissioner Rodrigues asked about how alcohol permits are issued. Commissioner Cowling had some questions regarding a recent event in Concord, wondering if a similar type of event could happen here. Ms. Homan said there is a lengthy application form that must be completed by the party renting the facility and supervisors will observe the activities and if not following the rules, can be removed from the facility. Commissioner Rarey felt the second paragraph under “P” should read “Security officers will be required”, instead of “Security officers may be required”. Ms. Homan agreed to work on clarifying the language in this paragraph. 

Commissioner Rodrigues questioned who pays for the security officers. Ms. Homan said the renter will be required to pay for any type of officers or security that is required. Director Bronzan clarified some other areas of the security and rental issues. Discussions of not allowing alcohol at youth-oriented activities in the facility. 

Director Bronzan and Ms. Homan will rewrite the language and bring it back for further discussion and approval, specifically in the serving of alcohol when children are present, she will bring this revision to the next meeting.

Item No. 9. Discussion of re-setting date for play structure/dog park field trip (J. Hansen).
Ms. Hansen said since the previous date of May 11 did not work out due to many other complications, she would like to re-set the date. After some discussions the 8th of June was tentatively decided on. Ms. Hansen will email all commissioners the following day to check their calendars and confirm with her whether or not the June 8th date will work for them. Deadline to respond will be May 29. Schedule of trip is planned to San Jose, San Rafael and some other areas on North Bay. 

Item No. 10. Motion to approve/amend Park Naming Subcommittee recommendations and forward recommendations to City Council (K. DeSilva).
Mr. DeSilva presented the latest recommendations from the park naming subcommittee, which were included in each Commissioner’s packet. They went down the list as follows:
Pulte’s Brentwood Park Subdivision - Arbor View Park
Heritage Park (in Spa L) - Miwok Park
Brookfield West Park Balfour-Guthrie Park
Brentwood Family Aquatic Complex - to be discussed

Discussion on whether or not to change name of Brentwood Family Aquatic Complex or leave it as is for now. Director Bronzan suggested leaving it unnamed until after construction documents completed and see if any suggestions are received from the public. Since still in the redesign phase now consensus of Commissioners was to leave it for now and discuss later.

Sun Cal Park - Oak Meadow Park
William Lyon’s Homes at Liberty - Heron Park

Mr. DeSilva said he will make these recommendations to the City Council on June 11 if the Commissioners agree to the above names. Commissioner Cowling moved to accept the recommendations of the subcommittee for the naming of the parks, Commissioner Brown seconded the motion and motion carried unanimously.

Item No. 11. Verbal update on grand opening for Orchard Park set for June 22, 2002 at 
11:00 a.m. (K. DeSilva).
Mr. DeSilva reported he is planning to meet with a public relations firm that KB Homes has hired to do the park dedication on June 22, 2002. He feels it will be quite similar to what happened at the Grupe Park dedication. They will probably have a jump house, catered food and wonder if the Commissioners have any suggestions for anything different than the dedication at Grupe. Commissioner Cowling suggested shade. 

Mr. DeSilva also reported that he has talked with Pulte Homes and the date of August 10 is fine with them for their dedication of Arbor View Park. This would possibly a barbecue trailer doing hot dogs, hamburgers, etc. Commissioners agreed that the date sounded good to them so Mr. DeSilva will go ahead and lock that date in with Pulte Homes and City Council. 

Item No. 12. Reminder of Public Hearing for Thursday, May 30, 2002 at 7:00 p.m. for Parks, Trails and Recreation Master Plan (C. Bronzan) 
Director Bronzan said he needed to be assured that Commissioners Rarey, Cowling and Melloni will all be in attendance so they have a quorum since Commissioners Rodrigues and Brown will not be able to attend. Since this is a special meeting, if no one shows up to discuss or protest the Master Plan, there will be no other items on the agenda and could be completed in a very short time. The environmental work was done by RRM and Associates, Inc. and has been out for review for thirty days. Nine letters were received, most complementary others had some suggestions, nothing substantive. Most comments very positive from Planning Commission at their meeting and all read plan and felt an excellent document. Director Bronzan gave a brief history of the document and commented that since it had been started the population of the city rose from 20,000 to 29,000. He presented the bound documents and noted that the last two pages are the official recommendation to the City Council to adopt the Master Plan and is Resolution 1, the first official recommendation of the Parks and Recreation Commission. It will go before the City Council on June 25th. He hoped that all who can will attend the meeting that night. At this point RRM and Associates have contacted all who made comments and since there are no outstanding issues, Director Bronzan feels this should not have any major objections or discussions on the May 30th meeting. He also will submit the plan for award recognition. Commissioners will receive final documents in color after approval.

CITIZEN COMMENTS: None

STAFF COMMENTS:
Ms. Janet Hansen said for the benefit of the two members on the Bicycle Subcommittee, hopefully they received Karen Wahl’s email and she needs the response by the following day. Both Commissioner Rarey and Brown said they were comfortable with draft. The final is due May 31.

Mr. DeSilva commented that on the Aquatic Center the shrubs and trees are going in the next two days, and turf has been removed from shade structure and put in rubberized finish.

COMMISSIONER COMMENTS:
Commissioner Cowling asked about a request he had made to Director Bronzan regarding the Youth Center. Director Bronzan said it would be looked at by Dennis Beougher when he sends it to him. 

Commissioner Rarey commented on how great the downtown area is looking with all the pretty flowers. She also asked about the grass at the skate park. Mr. DeSilva said it was just worn down from recent event and will come back.

Commissioner Brown asked for a Liberty Gym update. Director Bronzan cited a number of problems, latest being problem bleachers, wrong bleachers installed and need to be replaced. Probably will not be open for at least another year. 

Commissioner Rarey commented that she can hear sounds from swim meets in the California Orchard subdivision.

REQUEST FOR FUTURE AGENDA ITEMS:
Commissioner Rarey asked about Community Beautification funds, and are currently in the plan but unfunded. 

No other future agenda items were suggested.

ADJOURNMENT: Chairperson Melloni adjourned the meeting at 8:30 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder

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