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PARKS & RECREATION COMMISSION
REGULAR MEETING MINUTES
July 18 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: The meeting was called to order by Chairperson Jan Melloni at 7:02 p.m.

ROLL CALL: The following Commissioners along with Chairperson Jan Melloni were present: Karen Rarey, Lanny Brown, and Ernie Rodrigues. Commissioner Jeff Cowling had an excused absence. Others present were Parks and Recreation Director Craig Bronzan; Ken DeSilva, Park Services Manager; Tim Taylor, Recreation Services Coordinator; Poldina Scherff, Recreation Services Supervisor; and Tammy Homan, Administrative Secretary.

PRESENTATIONS:
Craig Bronzan, Director of Parks and Recreation reported that for anyone who wanted to go on the tour of the high school gymnasium, it would take place at about 7:15 p.m. He then requested permission to have Mr. DeSilva give a brief presentation regarding “Green Leaf Mapping” who have been hired to come out and measure all valves, to make sure that they water appropriately. They will then calculate on a monthly basis every valve in every park and landscape area. This will enable the contractor to water, based on the type of landscape materials being watered and the appropriate amounts of water for each, according to weather conditions. Mr. DeSilva then referred to agenda item #13 for this subject and the meeting then proceeded.

AGENDA REVIEW: No changes or additions.

CITIZEN COMMENTS: None. 

CONSENT CALENDAR:
Item No. 1 Approve minutes of regular meeting of June 27, 2002
Item No. 2. Accept staff report/project status reports 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 project status report from Facilities Division (M. Merizon).
Item No. 5 Update on July 19th summer concert (P. Scherff).
Item No. 6. Announcement of Youth Commission Workshop scheduled for July 23, 2002 (P. Scherff).
Commissioner Lanny Brown moved to accept the Consent Calendar as presented. Commissioner Ernie Rodrigues seconded the motion and motion carried.

Scheduled Matters:
Item No. 7 Tour of Liberty High School Gym (C. Bronzan).
This agenda item delayed until 7:15 p.m.

Commissioners then decided to move to Item #11.

Item No. 11 Appointment of Commissioner Cowling to East County Youth Center Committee (C. Bronzan). 
Commissioner Rodrigues then moved that Commissioner Cowling be appointed to the East County Youth Center Committee, Commissioner Lanny Brown seconded the motion and motion carried.

Director Bronzan then gave a brief background of the East County Youth Center Committee and reported that the group has been meeting for over a year. Senator Torlakson has asked Commissioner Cowling to serve on the committee and he has been doing so for the past year. He also said that a report on the Committee was given to the City Council at their last meeting and that the Council was very supportive of the Youth Center, but did have some questions and has directed staff to move forward and represent the City in the planning and grant seeking stages. Since Commissioner Cowling was at the meeting and has been involved from the outset, he can now officially represent the Commission and the City in this East County Youth Center Committee.

Item No. 13 Update on Green Leaf Mapping (K. DeSilva)
Mr. DeSilva then continued with the report on the Green Leaf Mapping and Control Systems that had been referred to earlier in the meeting at the presentation portion of the meeting. He explained that one of the larger expenses to the City’s parks division is the water use. The above company has entered into an agreement with the City to help better manage the use of water in landscaped areas. He showed a PowerPoint demonstration how the monitored clock system would work to more efficiently use the City’s water for landscaping. Director Bronzan further stated that in areas where the City shares common grounds with schools, etc., they can better monitor and control overwatering and thereby save money and improve the landscape environment. The Green Leaf Mapping and Control Systems has agreed to perform the monthly water audits free to the City. As a trade off for providing this service they will share with the City 50% of the water savings achieved by utilizing this service. Director Bronzan is hoping the schools will be willing to also participate in using the Green Leaf Mapping Service and also share in the resulting savings. This system will work via an internet web page. Use of this system should also be helpful when the City is applying for grants for additional trees and landscape materials. They will also work with contractors in the planning and landscaping for the City. 

At this time the Chairperson temporarily adjourned the meeting to tour the new Liberty High School Gym. Mr. Wayne Reeves conducted the tour of the new facility and explained all of the facilities uses and answered the Commissioners questions as to when it will be completed, capacity, and other relative matters. 

The Commission was reconvened at 7:40 p.m. by Chairperson Melloni.

Item No. 8 Update on Grants for soccer facilities (K. DeSilva).
Mr. DeSilva reported on a meeting which he had attended in May presented by the United States Soccer Foundation (USSF) which is a non-profit organization and had been associated with the World Cup held in the Bay Area. This foundation has grants available, as well as low interest loans, for the construction of soccer facilities and equipment. His primary reason for attending the meeting was to enable them to apply for grants along with other agencies for assistance in construction of soccer facilities. He mentioned especially Sand Creek or Sunset Parks. The goal is to develop 100 fields in urban settings over the next 5 years and $7.7 million has been directed to California. Some of the cities that have received these grants from the USSF are Oakland, Vallejo and San Francisco. When asked by the Commissioners whether the funds could be used for more than one project, Mr. DeSilva said only one field at this time with grant applications starting in September and the deadline is December. The decisions will be made in the Spring as to the awards. 

Item No. 9 Discussion and approval of Youth Sports Policy (T. Taylor/P. Scherff).
Mr. Taylor presented a revised Youth Sports Policy, which was included in the packets for each Commissioner. He explained that after being with the department for approximately two years, he now felt these changes needed to be implemented. He discussed some of the problems that have been incurred in the past and hopes that these new policies could avoid some of the errors and problems with sign-ups for programs in the future. He described these policies and reasoning behind them. Commissioner Rarey moved the acceptance of the report. Commissioner Rodrigues seconded the motion and motion carried.

Director Bronzan noted that Mr. Taylor has been accepted for the Navy Dive School and will be on leave for six months. Ms. Scherff has been interviewing candidates to fill in on the 6 month period of time while Mr. Taylor is gone and has been fortunate enough to receive some very good candidates with recreation degrees. 

Item No. 10 Update on Arbor View Park dedication (K. DeSilva)
Mr. DeSilva gave the date of the Arbor View Park dedication as August 10, 2002 from 10:00 a.m. to 3:00 p.m. There will be a barbecue, face painting, music, jump house and games. This is a park built by Pulte and he is hoping for a good turnout. Flyers are being passed out and hoping that the Commissioners will be able to attend. Ribbon cutting will probably at 11:30 or 12:00 noon. Commissioners asked for emailed directions. 

Item No. 12 Discussion and review of landscape/maintenance inspection form (K. DeSilva).
Mr. DeSilva discussed the new forms to be used in inspecting landscaping and maintenance in the various parks and landscape areas. He asked the Commissioners to review the forms and give their input as to whether they feel the forms and schedules are adequate. This is to insure the quality control they need for these areas and other items under the responsibility of the Parks and Recreation Department. Mr. DeSilva and Barry Margesson will be doing the inspections. Work orders were discussed and will now be on the computer system and eventually hope to have a plan in place where someone can input areas needing attention through the internet. Commissioner Rarey commented on the raised lawn areas that are turning brown. Mr. DeSilva was aware of most of the areas has been at Walnut Park several times and also Orchard Park. These situations are being addressed. Some of the problems are because of extreme heat, some pump problems and some developers not competing their responsibilities. Director Bronzan also feels the new alliance with the Green Leaf Mapping will help in these problems. 

Item No. 14 Consideration of Commission retreat (C. Bronzan).
Director Bronzan, because of Commissioner Rodrigues’ request at the previous meeting, asked the Commission for a preferred time and date for the retreat. He referred to his previous experience with the Turlock Commission and suggested that this be either a Saturday or Sunday and give the Commission an opportunity to discuss with staff programs that are being operated by the Parks and Recreation Department, different age groups and give input for changes, etc. He asked the Commission for direction on the types of issues to be brought up at the retreat and to set a time and date or dates to be considered. After some discussion, Commissioner Rarey suggested that it might be a good idea to wait until after the first of the year, since there were two commissioners whose terms would be up for reappointment. Commissioners had decided that a Saturday morning would be the best. Director Bronzan asked the Commissioners present if they felt as a new Commissioner if this type of a retreat would be a good idea and helpful in the first month or so on the Commission? All Commissioners agreed that this would be a good orientation for any newly appointed Commissioners. Then new tentative dates to consider are January 25, February 1, and February 8, 2003

Director Bronzan said he will put these dates down as tentative dates, and also asked the Commissioners to start thinking about issues such as meeting rules and procedures, ordinances, goals and objectives in 2003 and any other issues they wished to have considered at the retreat. Commissioner Rodrigues said he has always done this on other Commissions he has served on and has always found it to be very helpful to schedule regular retreats every two years or so. Comments on rapid growth in community and need to make plans on how to deal with this added population and attendant problems. 

It was also reported that the August meeting will be at the Creekside Park and regular Commission meeting at 6:00 p.m. for business of the Commission, then at 7:00 p.m. open to the public for comment.

CITIZEN COMMENTS: None

STAFF COMMENTS: None

COMMISSIONER COMMENTS:
Commissioner Brown asked if there had been a date set for the Morrison Park opening. Mr. DeSilva said no date had been set as yet. Director Bronzan said they are still looking for B.A.N.C. to sponsor that event. This will not have any developers involved in this opening. 

Commissioner Rodrigues said he has attended his first Senior Advisory Committee meeting. He listened to them carefully and has discussed issues with Mac Kaiser. One of the concerns expressed to him was why all seniors could not be included in Summerset activities since Summerset people use other Brentwood facilities. He will continue to work with the group and help them to get them organized along with assistance of Mac Kaiser. 

Commissioner Rarey commented on “grinding boards” left on street, she wondered if the Park Department had picked them up. Mr. DeSilva didn’t think they had been picked up by them. 

Chairperson Melloni commented on the trip she will be making to Turlock with Sue Barry and Director Bronzan to the Turlock “Rings of the Art” Garden Party. She will be representing the Arts Commission and looking at ideas for the newly formed Brentwood Arts Society. 

Commissioner Rarey reported she had talked to the Mom’s group in Brentwood and they have 90 members. This is the group they would like to come to the next meeting at Creekside for input on various types of play equipment. There will be displays of equipment and catalogs available for the public at this meeting.

FUTURE AGENDA ITEMS: Retreat

ADJOURNMENT: Chairperson Melloni adjourned the meeting at 8:36 p.m.

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