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Park & Rec Commission Minutes - April 27 2006
Meeting Minutes
PARKS & RECREATION COMMISSION
REGULAR MEETING
April 27, 2006
City Council Chambers
734 Third Street
Brentwood, CA 94513

CALL TO ORDER: Chairperson Rodrigues called the meeting to order at 7:03 p.m.

ROLL CALL: Roll was called by the Minutes Recorder. Commissioners Sandra Myers, Jan Melloni, Lanny Brown, and Chairperson Ernie Rodrigues were present. Commissioner Tom Jones was absent and excused.

Staff members present were Ken DeSilva, Landscape/Facilities Manager; Poldina Scherff, Recreation Manager; Kerry Salisbury, Recreation Supervisor; Tom Burt, Recreation Supervisor; Tammy Homan Administrative Supervisor; Felix Errico, Park Planner; and Brandi Marx, Recreation Intern.

PRESENTATIONS:

A. Presentation to Brentwood Men’s Club for donation for Parks & Recreation Dept. Youth
Scholarship Program (P. Scherff)
Chairperson Rodrigues stepped up to the podium and presented the award to Mr. Ken Barry of the Brentwood Men’s Club for their very generous donation for the youth scholarship program. Ms. Scherff commented that without the generous contribution they would not have the scholarship program.

B. Presentation to Summerset of Brentwood Charities for donation for senior program (P. Scherff)
The second presentation was to the Summerset of Brentwood Charities, for the generous donation for the “Oldies But Goodies” senior program. This is the donation that makes this program possible. Accepting on behalf of the Summerset of Brentwood Charities was Pat Murchinson.

C. Recognition plaque to the Parks & Recreation Dept. for 1st Jr. Warriors Basketball program (P. Scherff)
This award was for the Junior Warriors Program, Kerry Salisbury is the Recreation Supervisor and Rob Shatting is the Recreation Coordinator of this program. This was a first time Junior Warriors Basketball Program. They had an incredible season and were able to participate on the floor of the Oakland Coliseum. Gatorade sponsored the league and micromesh jersey were supplied and overall it was a very successful event. It was a very professional team.

D. Presentation of Award of Excellence and Awards of Merit from the California Park and
Recreation Society (P. Scherff)
This Award of Excellence was received from CPRS District III for the Sunset Park Athletic Complex. Ms. Scherff also presented the Commissioners with two Awards of Merit from CPRS, one for the “Fun Run Family Health Expo and Bike Ride” and the second for the Sunset Park Athletic Complex design .

E. PowerPoint presentation on Dedication Program (B. Marx)
Ken DeSilva, Landscape/Facilities Manager and Brandi Marx, Intern gave a PowerPoint presentation of a new Dedication Program for the parks in Brentwood. Ms. Marx has been working with Mr. DeSilva on this new program for park dedication items or memorial donations. Mr. DeSilva said there is an on-going request from Brentwood’s citizens to want to dedicate trees, plants and other types of memorials in the city. Ms. Marx presented new ideas for new programs, which include trees, benches, picnic tables and other items. Brochures for these programs would be presented at the next regular meeting. Ms. Marx requested ideas from the Commissioners as well as their comments on the presentation. Ideas presented were benches, drinking fountains and trees that would be standardized and brick areas as well as picnic tables in Veterans Park as memorials. Donors would be recognized in the Activities Guide and the website. Tree dedications being the most requested and cost would run approximately $150 for the tree, with an engraved brass leaf on a Recognition Tree. A dedication certificate would be given to the donor noting the type of recognition and where the tree is planted.

Ms. Marx then went through the entire presentation, gave the background of her research on other programs throughout the country. She explained the Recognition Tree, costs and where it would be eventually be located on a permanent basis. The brass Recognition Tree would cost approximately $3000, with the leaves blank. Each donor would pay approximately $16 to engrave a leaf on the tree which would eventually pay for the tree. The drinking fountain memorials were also shown and these would be standardized and replace old less attractive or non-working fountains. Fountains would cost $2500.00, this would include cost of the fountain, installation and the plaque. Picnic table ideas were also discussed. Art work was suggested by Commissioner Melloni. Mr. DeSilva said he would check with the Arts Manager, Rebekah Burr-Siegel on this idea. Commissioner Myers cautioned to not put all memorials in one area, but space them around the town in various parks. Mr. DeSilva agreed and he will work with Park Planner on this. Recognition’ would also be in honor of someone who has contributed greatly to the community, not just memorials. Chairperson Rodrigues stressed that he does feel, however, that the Veterans Park should remain as a special memorial to veterans. He felt the ideas for other types of recognition such as the tree, fountains and benches would be good. The Recognition Tree and leaves were a good idea, and the Commissioners preferred that to individual plaques.

AGENDA REVIEW: No additions or changes.

CITIZEN COMMENTS: None.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of March 23, 2006
2. Accept Recreation Division monthly report and project status report. (P. Scherff)
3. Accept Parks Division monthly report (B. Margesson)
4. Accept Arts Division monthly report (R. Burr-Siegel
5. Accept CIP Project Status sheets. (K. DeSilva)
6. Accept update on Veterans Park Memorial Project. (K. DeSilva)
7. Accept notice of East Bay Regional Park District Board Meeting to be held June 21, 2006. (K. DeSilva)
8. Accept Brentwood Senior Citizens Club Goals and Objectives. (M. Kaiser)
9. Accept City Council staff report of April 24, 2006 related to vandalism. (K. DeSilva)
Commissioner Myers requested to pull item #7 from the Consent Calendar and Chairperson Rodrigues requested pulling items #6 & 9. Commissioner Lanny Brown moved to accept Items 1, 2, 3, 4, 5 and 8 on the Consent Calendar. Motion seconded by Commissioner Myers, motion carried unanimously.

6. Mr. DeSilva referred to the status report in the Commissioners packets as to the equipment. He said they should be receiving the granite pieces the following week. He will be meeting with the contractor again the following day and will get final completion dates. He said it will take about 3 weeks to get it put together. This will be done in time for the May 27th dedication. He discussed a recent meeting with Director Bronzan at the park and some changes in some of the elements. Chairperson Rodrigues was present at the meeting and also felt the changes would work out well.

7. Commissioner Myers asked about the East Bay Regional Park District Annual County Meeting and wondered if this could be an opportunity to invite the Antioch and Pittsburgh group. Mr. DeSilva said he would contact Mr. Tom Mikkelson, who is a consultant with the East Bay Regional Park District. He will also check with Director Bronzan as to what the budget would allow as to whether it could be a dinner or light refreshments. He will have a follow up on this at the next meeting.

9. Chairperson Rodrigues asked for more detailed information on the vandalism report which was in each agenda packet. Mr. DeSilva responded to his questions, regarding whether more cameras are needed, if the culprits are being apprehended and what is happening to them. Chairperson Rodrigues asked about reporting and if restitution is required of the vandals. Mr. DeSilva said these were reported to the police and they do follow up and restitution is required. Records are kept on all incidents. Mr. DeSilva said that there will be more cameras in some of the larger parks. Commissioner Brown moved the approval of Items 6, 7, and 9 on the Consent Calendar. Commissioner Myers seconded the motion, motion carried unanimously.

SCHEDULED MATTERS:

10. ACTION ITEM Assign Commissioners to a new Trails Subcommittee. (J. Melloni)
Poldina Scherff, Recreation Manager referred to Policy #5.1.6 in the Trails section of the Parks, Trails and Recreation Master Plan. This section discusses the ability to create a Trails and Open Space Advisory Committee. There is currently no such committee. Commissioner Melloni would like to see the public also involved in such a committee. Commissioner Brown felt this could be created similar to the Bicycle Committee, with some staff, public and Commissioners. There was some discussion on this proposed committee. Need for lights on underpasses was mentioned and Mr. DeSilva said some lights have been ordered and some of the needs have been addressed to clean up and light the trails. Chairperson Rodrigues suggested Commissioner Melloni to serve on this committee and any other Commissioners who would like to serve to let him know. Commissioner Myers said she would be interested in serving and also felt they should meet with the East Bay Regional Park Trails Committee. Chairperson Rodrigues also would like to serve. Commissioner Myers then said she would serve as an alternate when either Commissioner Melloni or Chairperson Rodrigues were unavailable. Chairperson Rodrigues then asked Ms. Homan, Administrative Supervisor to update the committee assignments to include this one. Motion by Commissioner Brown that a Trails Subcommittee be formed and that Commissioner Melloni and Chairperson Rodrigues be assigned to this committee, with Commissioner Myers as an alternate. Motion seconded by Commissioner Myers, motion carried unanimously.
Commissioner Melloni suggested that they start working on grants for this committee.

11. ACTION ITEM Approve formation of a Sports Appeals Board. (T. Burt)
Mr. Burt, Recreation Supervisor explained about a situation that occurred recently at one of the ballfields, when one player assaulted another player. All correct paperwork was completed by staff and protocol followed. Interviews were conducted and it was determined that discipline of the player would be necessary. A letter was written to the player by Mr. Burt stating that he would be banned for life from all softball leagues within the City of Brentwood. An opportunity was given the player to appeal the decision, which he is currently doing. A hearing was set and the Sports Appeals Board was formed for the purpose of hearing this appeal. Mr. Burt then asked the Commissioners to approve this board so that it will be in force for future situations should they arise. The Sports Appeals Board will consist of the Recreation Manager, a Park and Recreation Commissioner, and a player (someone not playing in the same division or night as the player appealing the decision). Commissioner Brown would like to serve on this committee. Commissioner Myers moved that a Sports Appeals Board be formed and that Commissioner Brown be the representative from the Commission on this board to hear appeals from reprimanded league players. Motion seconded by Commissioner Melloni and carried unanimously.

12. ACTION ITEM Approve revised Manager/Coach/Parent/Participant Code of Conduct.
(T. Burt)
Mr. Burt then said that since the above situation cited in Item 11, the Manager/Coach/Parent/Participant Code of Conduct has been revised. A copy of this revision was included in each of the Commissioner’s packets for their review and approval. Mr.. Burt explained the changes and process of appeals. Commissioner Brown moved the approval of the revised Manager/Coach/Parent/Participant Code of Conduct. Motion seconded by Commissioner Myers, motion carried unanimously.

13. DISCUSSION ITEM Update on status of Heritage High School adult drop-in tennis program (T. Burt)
Mr. Burt reported on the status of the new Heritage High School tennis courts. He stated that they are beautiful and nearly ready for use by the department. Ms. Scherff has been working with a group of tennis players and will have Mr. Burt transition over to work with them also. A budget has been put forward and a program is planned and will be in the new brochure coming out in May. This will be a drop-in tennis program for players of any age and playing level. Staff will be present to assist in the program on Wednesdays from 6-9 p.m., and on Saturdays from 9 a.m. until noon. Attendance will be tracked, and will run from the middle of May until October 28, 2006. A flat fee will be charged.

14. DISCUSSION ITEM Update on Service Club Dedication of Veterans Element at Veterans Park Scheduled for May 27, 2006. (E. Rodrigues)
Chairperson Rodrigues reported on the upcoming dedication of the Veterans element which is scheduled for May 27. The time has been changed from 1 p.m. to 11 a.m. All is in order and there will be bands and other activities for the dedication.

15. DISCUSSION ITEM Update on rain out page on website. (K. Salisbury)
Mr. Salisbury, Recreation Supervisor reported on the new website link advising participants in sports programs whether their game is on as scheduled or has been rained out. He showed the website to the Commissioners and discussed how it operates. There also is a hotline phone number that can be accessed. During the month of March, there were more than 7800 hits on this section of the website. This greatly relieved the pressure on the front desk and the coaches.

16. DISCUSSION ITEM Parks and Recreation Department Survey of Residents. (T. Jones)
In the absence of Commissioner Jones, who requested this item, it was determined to table this item until the May meeting.

CITIZENS COMMENTS: None

STAFF COMMENTS
Mr. DeSilva commented on the website which gives information on weed abatement scheduled activities.

Tammy Homan, Administrative Supervisor reported that they are completely revamping the website and should have this completed in the next few weeks. It is a whole new format and feels it will be more user friendly.

Ms. Scherff reminded everyone of the 9th Annual Spring to Life Family Fun Run, Bike Ride, Health Expo and Art Walk this following Saturday. She encouraged all to come out for the event. She also reported that the Health and Fitness program has been kicked off, emails have gone out and teams formed. They walk on Tuesday and Thursday at noon. Commissioners Melloni and Myers indicated that they would like to join one of the teams.

Mr. Felix Errico, Park Planner reminded the Commissioners that on May 17 there will be a public forum workshop on the John Marsh Home and Cowell Ranch. Information is on the web, and information has been mailed out to constituents as well. The meeting will take place from 6-9 p.m. in the Community Center. They are looking for comments from everyone interested.

Mr. DeSilva said the City Attorney is working on a draft agreement and Mr. Errico has reviewed it and is giving comments back regarding the opening of King Park. The tentative plan is to have the park dedication at 9 a.m. on May 27, 2006. He will keep the Commissioners advised and will email them of any further developments or changed.

COMMISSIONER COMMENTS:
Commissioner Myers commented on the Rose Garden Parks and Granville Estates Park. She has visited the park and hopes they can arrange a tour with the Commissioners. She said it is beautiful, artwork is in place, some problems with Rainbow’s End Park, but feels issues are being worked out. She said all other parts of the parks in Granville Estates are outstanding. Commissioner Myers commented on other new parks in the area and hopes all could visit, possibly on a Saturday, or their regular meeting night.

Commissioner Melloni reminded the Commissioners of the Student Art Show coming up in May at the Tech Center. The art opening reception is on May 10, from 6-8 p.m. Refreshments will be served.

Commissioner Brown commented on a tour he went on with Sarah Bemish-Puckett of the Natural Heritage Institute recently, in which they went to Creekside and other areas.

REQUEST FOR FUTURE AGENDA ITEMS:
Update on Veterans Park
Update on new dedication brochures
Survey of residents

ADJOURNMENT:
Meeting adjourned at 8:37 p.m.

City of Brentwood Park and Recreation Commission
35 Oak Street
Brentwood, CA 94513
(925) 516-5444
Fax (925)516-5445