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PARKS & RECREATION COMMISSION
REGULAR MEETING MINUTES
June 24, 2004 at 7:00 p.m.
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Meeting was called to order by Chairperson Lanny Brown at 7:01 p.m.

ROLL CALL: Present were Chairperson Lanny Brown and Commissioners Sandra Myers, Tom Jones, Ernie Rodrigues and Jan Melloni. Others present were Director of Parks and Recreation Craig Bronzan; Janet Hansen, Park Planner; Tom Burt, Recreation Services Supervisor; Poldina Scherff, Recreation Services Manager; and Tammy Homan, Administrative Secretary.

PLEDGE OF ALLEGIANCE: All stood for the pledge of allegiance.

PRESENTATION:
Starry Nights in Brentwood Summer Concerts Series (T. Burt).
Mr. Burt thanked the Commission for having him at the meeting and explained that the reason for his presence was to introduce the Starry Nights Summer Concert series in City Park. He passed around the flyer that was distributed through the water bill and other sources. He said the new stage was dedicated at the first of the show the previous Friday night. He reported an excellent attendance and then went on to describe the upcoming concerts for the rest of the summer. Of particular importance and a new feature to the series is August 20, 2004 Grease performance, where they will set up a screen and project the movie “Grease” after the band performance. There will be no performances July 2 and July 9. The final performance will be the All American Boys Chorus on September 11, 2004. He said he has been getting a lot of good feedback from the community on the performances. He was thanked for his presentation by Chairperson Brown.

AGENDA REVIEW: No changes or additions.

CITIZENS COMMENTS: None

CONSENT CALENDAR:
1. Approve minutes of regular meeting of April 22, 2004.
2. Accept staff report from Parks Division (B. Margesson).
3. Accept staff project status report from Recreation Division (P. Scherff).
4. Accept City Council staff reports for June 22, 2004 (C. Bronzan).
5. Accept operational audit report from Jeff Ellis & Associates, Inc. for the Brentwood Family Aquatics Complex (P. Scherff/S. Barry).
Commissioner Tom Jones moved the acceptance of the Consent Calendar. Commissioner Ernie Rodrigues seconded the motion and motion carried. 

SCHEDULED MATTERS:
6. ACTION ITEM Discussion and approval of Special Events procedures (T. Homan/P. Scherff).
Ms. Homan, Administrative Secretary reported that for nearly a year there has been a committee of staff from several departments working to come up with the most streamlined process for people coming in to have special events in the City. One of the things that they have been trying to eliminate is shuttling people from department to department for temporary use of facilities. Attached to the Commissioners packets was an overview of the new procedures. She hoped that all Commissioners had an opportunity to look this over and she asked for comments. She explained the changes and what is required for these events. Commissioner Jones commented that the fees are waived for government agencies and schools and wondered why non-profit organizations could not be included in this waiver. Ms. Homan said that at this point a lot of staff time is involved in working on these proposed events that we are trying to cover some of the costs associated with the staff time in preparing for the events and processing the paperwork. Commissioner Jones asked if there could be a provision for non-profits that would pay the fee for the first year and if it became an annual event the fee would be waived for subsequent events. Ms. Homan said that these entities could go to the City Council and request a waiver. This could not be done at the staff level. Director Bronzan confirmed this opinion and explained the reasoning behind this decision. 

Commissioner Melloni asked about the Art Show reception, Director Bronzan said there is no charge for City functions. Commissioner Myers asked about park dedications, Ms. Homan said this is when they have dedications of new parks and there would be food vendors, etc. and the City must have all the permits necessary. In these City events although no fee is charged the documentation needs to be in order. Commissioner Rodrigues asked if there are any exceptions, is the City Council the final authority on these decisions? Ms. Homan and Director Bronzan said that the City Council has the final authority. Commissioner Jones moved the approval of the Special Events Procedures, and directed staff to take the proposal to the City Council. Commissioner Melloni seconded the motion, motion carried unanimously.

7. ACTION ITEM Discussion and approval of proposed revision to Parks section of Brentwood Municipal Code. (T. Homan/C. Bronzan)
Ms. Homan presented this item as well. She said that along with the Special Events procedures and documentation, they have also been working on revising the Municipal Code. This revision is also in each Commissioners’ packet. She stated that they had met with Commissioners Brown and Rodrigues early in the process so they could have input and understanding of the process. Staff is planning to take this document to City Council in August and would like the Commissioners’ approval, feedback and/or comments. She stated that they also had some comments from Chief Davies that will be incorporated into the document. Ms. Homan said that for the most part the document in the Commissioners packets is what will be presented to the City Council. Commissioner Melloni asked “who is the tree board?”, and Ms. Homan said that it is new and will be created. Commissioner Jones had a few comments regarding the tree board, and Ms. Homan and Director Bronzan said that it will serve mostly as an appeal board and will refer mainly to heritage trees. There was a brief discussion clarifying this subject for the Commissioners. Ms. Homan asked if the Commissioners had any questions or additions to the document. Commissioner Rodrigues moved the approval of the document and recommendation to the City Council. Commissioner Melloni seconded the motion, motion approved unanimously.

8. DISCUSSION and review of City Park master plan. (J. Hansen)
Ms. Hansen, Park Planner, following a request at the previous month’s meeting, passed out to each of the Commissioners a draft illustrative landscape plan of the City Park. It was a color rendition of the master plan for the park. She clarified that they do not have funding identified for this renovation and since it is an existing facility, developer fees are not applicable. Phase 1 of the project was the playground which has just been completed, and the ribbon cutting ceremony for this segment of the renovation will be the following Friday. For the balance of the project they are requesting that the Commission recommend to the City Council that Proposition 40 per capita funding be used for the next phase. The next phase, however, has not been determined at this point. After going through the entire plan, she felt the Commissioners may want to put some input on what should be included in the next phase. Ms. Hansen said that at this point in time Karen Wahl, Grants Administrator has done the initial paperwork to secure that funding. She has not identified the phases yet, but has entered into contracts to see how much money will be available from the grant program. She then talked them through the entire park project, receiving questions from the Commissioners as she verbally went around the park. Commissioner Jones asked about the permanent place for the Christmas tree and where it will be planted. Ms. Hansen indicated where it is planned to be planted and Commissioner Jones also wondered where the snow park will be and was concerned about conditions of the grassy area when snow is brought in. Ms. Hansen said there will be new updated irrigation equipment and new turf planted that should solve these problems. Commissioner Jones also questioned about the location of a permanent changeable sign to be placed by the Chamber of Commerce announcing various events in the park. Ms. Hansen said that the master plan they were looking at and discussing had been formulated in February of 2003 and therefore this was not a part of the plan at that time. This is one of the things that were proposed later on. 

She said the existing gazebo will remain in the same approximate area, but will be repositioned to better serve events such as weddings, etc. The rose element will remain but will be upgraded. The original plans for the stage will be changed and modified since the new portable stage will be used. Plans also for a picnic area with tables and barbecue and large grassy center area with appropriately placed large shade trees. Rest rooms are also planned near the Library. These plans are subject to change depending on what happens with the new City Hall renovation. All commented on the success of the new play area. Commissioners were asked what they would like to see as the next phase and they in turn asked Ms. Hansen what she feels it should be. Ms. Hansen said that since it is a little uncertain as to the plans for the new City Hall that she would suggest the next phase being further away, in the opposite corner. Commissioner Myers would like to see the turf or grass area improved. Ms. Hansen said some of this is due to the heavy shade area from the large old trees preventing the grass to grow well. She said they need a really strong grass and there are some that do much better in shade and can withstand heavy shade and foot traffic. The irrigation system will also be upgraded. Commissioner Melloni felt the Christmas Tree corner should probably be one of the last elements for completion. There was considerable discussion on what areas should be considered for the next phase and the funds that will be available through the per capita funds. Also discussing the possibility of other funds that may become available through other sources after the projects and costs for each are identified.

Commissioner Melloni thought to start on the center part first, after September when most of summer events are completed. Director Bronzan asked which Commissioners are on the subcommittee for this park, it was determined that it is Chairperson Brown and Commissioner Jones. Director Bronzan suggested these two Commissioners work on the individual phases and get prices and then bring this back to the Commission after also meeting with Ms. Hansen. If possible they will bring this back to the July Commission meeting. The total master plan calls for roughly $800,000 in costs from this point on to completion.

9. DISCUSSION and setting of date for Commissioner park tour (C. Bronzan/L. Brown)
Director Bronzan asked Ms. Homan to pass around the draft list of sites for a tour of the parks for the Commissioners. He explained that due to the Brown Act, all activities with a quorum of the Commissioners must be published with a timetable. He met with Chairperson Brown recently and discussed where the park tour would begin and end. The order of the tour and times will be published so that if anyone of the public wished to join at any point they would be able to. They also can only go to areas that are wheel chair accessible. He described the proposed plan for the tour to the Commissioners. Commissioner Myers said in addition to the ones proposed by Director Bronzan she would like to see the John Marsh house. This will not be available at this time as it is not ADA approved and wheelchair accessible. Estimated time will be approximately 2 to 3 hours. A date of July 17, 2004, from 9:00 a.m. to 12:00 Noon was decided upon for the tour. Notice will be sent out in advance to all Commissioners and they will meet at City Hall parking lot for the transport.

CITIZENS COMMENTS: None

STAFF COMMENTS:
Janet Hansen has an invitation from Recreation For Life by Playworld Systems, Inc. for the Commissioners to attend a presentation in Sacramento, June 29, 2004 at 11:00 a.m. Lunch is included and they need to have reservations in by Friday, June 25, the following day after the meeting. None of the Commissioners were available for this meeting. 

She also reported that she has received a fax from the landscape architecture firm on the Pulte Rose Garden project. This project has been in front of the Commission a few months ago. Commissioners assigned to the project are Jones and Myers. The fax commented on the first plan check on an additional element to this park. The private swim club has a swimming pool and has a wading pool which is not available to the public. Fax “per the City of Brentwood comments regarding adding a water play feature to the central park parcel, we have several reasons that an element of this type would not be a suitable addition to the park, namely there is no room for such an element as the park was designed with open space to provide free recreation, such as informal soccer, group activities, etc. Any additional element to this park would look out of place as there was never such element mentioned throughout the design process, no appropriate space is left to put it. Furthermore with the swim club at the adjacent parcel, we feel it would be redundant to have a water play feature in the central park when there is a full swimming pool and a tot recreation pool next door. If you have any questions please let me know.” Commissioner Melloni and Commissioner Jones disagreed with the fax. Ms. Hansen said she remembered the meeting where the Commissioners approved the concept with the comment that some public element needed to be added. It wasn’t specifically water element at that point, but some element, left open. Director Bronzan also added that the cabana club grew over time into the park, and the comment was made that the property line may have to change because the park is not intended to be the opening statement for the cabana club. This was commented upon at the Planning Commission and is the minutes of the Planning Commission and the developers may have to understand that there may have to be some accommodations because that park has to stand alone as a park, not everything as an entry into the cabana club. Director Bronzan said the Commissioners are within their rights to require a public element. Commissioner Myers would like to see something with step on spray, such as in Legoland, a mister type of water element. This is a three-acre park and the City of Brentwood is responsible for the upkeep of the park. There was further discussion of the subject. Ms. Hansen suggested that at another meeting the developers come to the Commission to discuss this issue. Director Bronzan said that this is the first development that was conditioned for the public art element so there may be some ideas for one-of-a-kind water feature that could meet the art element as well. This is something that will have to be worked on very quickly as the developer is anxious to build their models and get the park done when the models are ready. There are other parks in the planning stage in this development as well. 

COMMISSIONERS COMMENTS:
Chairperson Brown asked if all the pool problems that he had received emails on had been taken care of. Director Bronzan and Ms. Scherff said yes, they had been. Director Bronzan said that there were a number of emails from the water aerobics class. These were forwarded to the Commissioners. Staff met with the class, gave them evaluation forms and told them what was going on, and told them problems that had been fixed. Since then, several emails thanking them for taking care of the problem. Chairperson Brown also asked about the Liberty track field. Director Bronzan said the football field was completed and the company hired to do the track went into bankruptcy, but they feel the money will come back to the school district, but may be a two year process to have the funds returned. So a layer of asphalt has been put on the track so it is useable, just not an all weather track and will have to wait for bankruptcy proceedings to be completed.

Commissioner Myers asked about the park dedications.

Commissioner Rodrigues commented on his trip to Washington D.C. to the Veterans Memorial to World War II Veterans, 23 veterans from the community went. The veterans also passed on that they are very happy that there will be a park dedicated to the Veterans. He also said they are working hard on this project in conjunction with Janet Hansen and Commissioner Melloni. He discussed items of interest of the trip to Washington D.C. 

REQUEST FOR FUTURE AGENDA ITEMS: None

ADJOURNMENT: Chairperson Brown adjourned the meeting at 8:28 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