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June 26, 2003 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 Ernie Rodrigues at 7:04 p.m.

ROLL CALL: Commissioners present were Chairperson Ernie Rodrigues, Vice Chairperson Lanny Brown and Commissioners Jan Melloni and Tom Jones.

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

PLEDGE OF ALLEGIANCE: All stood for the Pledge of Allegiance.

AGENDA REVIEW: No changes or additions.

No comments other than citizens present reported that they were from the Political Science class at Los Medanos College. They were welcomed by Chairperson Rodrigues and the other Commissioners.

Item No. 1 Approve minutes of regular meeting of May 22, 2003.
Item No. 2 Accept staff report/project status reports from Parks Division (K. DeSilva/K. Byrd/J. Hansen).
Item No. 3 Accept staff project status report from Recreation Division (P. Scherff).
Item No. 4 Accept project status report from Facilities Division (M. Merizon).
Item No. 5 Accept information regarding CPRS District 111 Training Workshop (C. Bronzan). 
Item No. 6 Accept report on success of eMotion online registration program (T. Homan).
Item No. 7 Accept information regarding Skateboard Coalition Meeting (P. Scherff).
Item No. 8 Accept report on City Council action regarding skate park lights (C. Bronzan).
Item No. 9 Update on new staff positions (C. Bronzan).

Commissioner Melloni requested that Item No. 1 be pulled from the Consent Calendar. Commissioner Jones moved to approve Items 2 through 9. Commissioner Brown seconded the motion and motion carried.

Commissioner Brown then moved to accept Item No. 1 and Commissioner Jones seconded the motion. Motion carried by a vote of 3 in favor and 1 abstention (Melloni).


Item No. 10 Discussion and approval of use of City facilities and related conditions.
Mr. DeSilva presented the item for discussion and gave the background of the East Diablo Youth Soccer League (EDYSL) and Brentwood/Oakley Youth Football League (BOYFL) use of the park facilities and specifically Balfour, Guthrie Park. A handout of the background and what is being requested was in the Commissioner’s packets. Also included was a copy of a request by facsimile by Kenneth Lee, the Secretary of the newly formed (BOYFL). After a brief verbal discussion of what is being requested Mr. DeSilva presented Mr. Lee who spoke to the Commissioners regarding the project. He explained that BOYFL is a subordinate league in good standing with Pop Warner Little Scholars, Inc. He said that they would like to use the Balfour, Guthrie Park facilities for football practices, cheerleading practice and games for their younger/lighter divisions, namely Mighty Mite and Jr. PeeWee participants. He said they would be fully insured and a copy of the draft of the Facility Use Application was also discussed and a copy included in the Commissioners’ packets. Mr. Lee explained that they have 350 players signed up. Parents volunteer as coaches, clean up etc. He said the players are accepted with no tryouts, and no cuts from 7 years of age. They must however keep their grades up. Mr. Lee expressed the opinion that this is a very beneficial sport for the communities young children since it is in a safe organized environments with parents present at all times. 

Questions were asked and answered by the Commissioners regarding damage to the turf, monitoring the neighborhood for complaints and other issues. Mr. DeSilva thought turf concerns would be very slight. Commissioner Melloni questioned clean up concerns and Mr. Lee said the parents are very careful to make sure the park is clean and all garbage picked up and taken away immediately after each game. 

After considerable discussion Commissioner Tom Jones moved that the Commission approve the request after staff review and approval and send the request to the City Council for approval. Commissioner Lanny Brown seconded the motion and motion carried.

Item No. 11 Approval and recommendation to City Council for the affiliation agreement (C. Bronzan).
Director Bronzan said that the staff has been working on a formal agreement to use when outside organizations, with no formal relationship with the City, use City and School facilities. He stated they have already entered into formal contracts with groups that use the Aquatic Complex. He said many groups want to use fields, but follow their own rules regarding organization and procedures. In order to try and get all of these groups such as soccer, baseball and other user groups to reach a level of organization that meets the Park and Recreation Department’s needs he had drafted an affiliation agreement. His sixteen-point draft was then read to the Commissioners, as well as each Commissioner having a copy of the draft in their packets. 

Commissioner Brown said he would like the organizations to work with the Commissioners and felt it would be good to have ask some of the groups requesting use of the facilities to appear before the Commission on a yearly basis. Chairman Rodrigues asked about the training programs available through the Parks and Recreation Department. Director Bronzan said they can recommend that coaches and others avail themselves of the training offered by the Department, but cannot mandate that the organizations take the courses. 

Discussion of points of the draft were discussed with the Commissioners. One issue which was raised was the requirement of fingerprinting of those using the facilities. After some discussion, Director Bronzan agreed to take this matter back to the City Attorney. His understanding to date was that the requirement of fingerprinting kits rested with the organization running the program. Commissioner Melloni would like an answer on this issue from the City Attorney. After Director Bronzan has received the City Attorneys response to the fingerprinting issue, he will notify the Commissioners of the decision in writing. 

Commissioner Brown then moved that the draft be taken to the City Council for approval. Commissioner Jones seconded the motion and motion carried.

Chairperson Rodrigues said this will then be taken before the City Council and if Director Bronzan finds that there any changes to be made to item number 9, regarding the training and/or fingerprinting issues he will make those changes to the draft. He will also notify the Commissioners of those changes in writing.

Item No. 12 Review and discussion of Parks and Recreation Department section of the City website (T. Homan).
Ms. Homan gave a visual presentation of the Parks and Recreation website and changes and updates that have occurred. She showed them what has been added and asked the Commissioners if they would like their pictures on the website. Director Bronzan will check out the legality issue of having pictures of the Commissioners on the webpage. She demonstrated the various links to the site and how to click onto them from the original page. She discussed the eMotion and how successful it has been in getting people to sign up for classes through their home computers. Commissioners were asked for their ideas for additions or changes. Commissioner Brown asked about maps and thought it would be good to have them included. Ms. Homan said they are currently linked to eMotion. Tree inventory will be included in the website showing types of trees, where they are located and other issues. 

Commissioner Melloni asked about equestrian staging areas. Ms. Homan said that could be set up under eMotion. Suggestion that it could be linked through hikes and trails. Ms. Homan said there will be updates from time to time for the Commissioners. She requested that any suggestions be sent to her directly.

Item No. 13 Discussion of Balfour, Guthrie Park dedication of June 14th (K. DeSilva).
Mr. DeSilva reported on the recent park dedication, he felt it went quite well, however attendance was much lower than expected. He showed a Power Point presentation of the dedication ceremonies that Sylvia Elias had compiled of the pictures taken at the event. Several of the City officials and all of the Commissioners were present at the dedication.

Item No. 15 Selection of park area light poles and fixtures (K. DeSilva).
This item was continued out of order. Mr. DeSilva demonstrated with pictures on overhead of types of light poles that are being used and the ones that are being recommended by the engineering department. The ones now being recommended are metal poles that have concrete aggregate coating on them and are very heavy duty. These are being recommended as a standard inside of the parks. He demonstrated a variety of styles available. These would be resistant to vandalism and easy to clean graffiti from them. They can either be bolted down or embedded in concrete. Mr. DeSilva would like to have this type of pole to be recommended as a standard for the city. Commissioners Jones moved that the Commission recommend that the aggregate coated Emeron poles be used as a standard for park lighting. Motion seconded by Commissioner Melloni and motion carried unanimously.

Item No. 14 Verbal update on League of California Cities Community Services Conference (C. Bronzan).
Director Bronzan said that the Commissioners that have indicated a desire to attend this conference have all been registered and transportation has been arranged. The conference will be held July 23, 24, and 25 in San Diego. He will not be attending because of a conflict in his schedule so Poldina Scherff will be escorting the Commissioners. Commissioners attending will be Tom Jones, Jan Melloni and Ernie Rodrigues.

There were no citizen comments. Commissioners thanked the students from Los Medanos College for their attendance at the meeting.

Janet Hansen, Park Planner commented on the bid opening coming up for the Sunset Park expansion. She said 84 plans had been sent out to bidders. 

Chairperson Rodrigues said that he thought the meeting with the City Council went very well and complimented the staff for doing a wonderful job on the maps. He said he would like an indication on Scheduled Matters which items would require action when the agendas are planned for the regular meetings. He felt this would be helpful to him as well as the other Commissioners.

Commissioner Jones asked about the parks that he had been assigned to and wondered if he will be notified when he needs to be involved in working with staff on these parks. Ms. Hansen said that she will notify them when these parks are coming up for the Commissioners to work with her on them. She also noted that the next meeting will be one week later, will meet on the 31st of July because some of the Commissioners will be at the Conference. She said at that meeting there will be some parks that she will bring forth architect’s designs for Commissioners approval. Concept proposals will be presented to the Commissioners at that time, she will also be calling some of the Commissioners about other parks prior to that meeting.

Commissioner Jones also reported that he had attended a Chamber of Commerce mixer last week at a place called Play Nation in Oakley and he felt they had some very interesting playground equipment. He thought this should be checked out and Ms. Hansen said she will do so.


ADJOURNMENT: Chairperson Ernie Rodrigues adjourned the meeting at 8:32 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