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HomeMy WebLinkAboutAGENDA REPORT 1998 0401 CC REG ITEM 10CITEM 10 4041 CTTY OF MOORPARK, CALIFORNIA City Council Meeting X?ri I � CITY COUNCIL AGENDA REPORTACTION:�r i L�e e prcio c CITY OF MOORPARK M- rV,.C. i- revi4G PNrw�rl2ec (0M * on R-LL) e5 of ?rcceAg ra BY P TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services 1) 10 DATE: March 26, 1998 (City Council Meeting - April 1, 1998) SUBJECT: Consider Chapter 2.32 of the Moorpark Municipal Code Regarding Park and Recreation Commission Duties and Responsibilities Discussion On November 5, 1997, the City Council directed that the Parks and Recreation Commission review the existing Municipal Code (Chapter 2.32, Section 090) regarding the Commission's duties and responsibilities, and to report back with any recommended changes. This direction was, in part, a result of the discussion that was generated at the joint meeting of the Council and Commission on March 26, 1997. At that time, the duties and responsibilities of the Commission were reviewed and it became evident that the City's Code was outdated based on direction given by past City Councils and the current directives provided to the Commission. A list of the Commission's duties and responsibilities as they appear in the Municipal Code are provided on Attachment A. The Parks and Recreation Commission's duties and responsibilities, as outlined in the Municipal Code, were first adopted in 1984 and have not officially been amended. However, over the years, past City Councils have provided various directives which served to revise the Commission's responsibilities from what is written in the Code. The City Manager summarized those changes in the memorandum he provided to the Commission in preparation of the joint CounciUCommission meeting in March 1997 (Attachment B). On December 1, 1997, and February 2, 1998, the Commission reviewed its duties and responsibilities as laid out in the Municipal Code and made several recommended changes for the City Council's consideration. The recommended changes to the existing Code are identified using strike -outs and highlights in Attachment C. In summary the most significant changes are as follows: The inclusion of a review of, and input into, the recreation division's and park division's budgets including senior citizens and teen programs; C:\D0CS\ADMN\PRDUT1ES.AGD () ��o Parks and Recreation Commission Duties March 23, 1998 Page 2 ► The inclusion of the Commission's review and recommendation on park land dedication or in -lieu fees for residential subdivisions of 50 lots or more. This is a task which the Commission has been directed to do by past City Councils; ► The inclusion of a new provision that, at the direction of the Planning Commission or City Council, calls for the Parks and Recreation Commission to review landscape design plans for all residential and commercial projects and provide comments to the Planning Commission, ► A new provision that would direct the Parks and Recreation Commission to assist and participate in determining the dedication of open space, participate in green belt agreements, and have input into ridgeline ordinances and /or policies. ► A provision to allow for a joint meeting between the Parks and Recreation Commission and the Planning Commission. Staff has several concerns with a couple of the duties and responsibilities being recommended by the Commission. In regards to the Commission's recommended language for item H, staff believes that the Commissions' budget recommendations should focus on park improvement projects; recreation special events, classes, and programs; and youth and adult sports leagues and programs. Additionally, the Commission receives quarterly park maintenance reports, and twice a year has the opportunity to tour the City's parks. As a result of this involvement, the Commission regularly has input into the City's efforts to maintain its parks which includes the expenditure of funds to carry out maintenance functions. The City's budget process is driven by the Council and the Council's Budget and Finance Committee. Staff believes that it could prove to be counter productive to have the Commission moving in a direction that may not be consistent with the Council's concurrent efforts. The existing provision in the Municipal Code, item J, calls for the Commission to have input into the planning and maintenance of "boulevard and street tree programs ". Past City Councils have removed this responsibility from the Commission. Staff believes it is still appropriate to delete this provision from the Municipal Code since there is a formal review process already in place. Design plans for parkways and medians are reviewed by the Planning Commission, City Council, and staff for consistency with the General Plan's goals and policies, the City's landscape standards, and for general compatibility with community standards and the developer's design theme. If the Council has a concern about the quality of reviews conducted in the past, staff recommends that it address ways to improve the plan review process rather than adding another review committee. C:IDOCSW )MINIPRDUTIES.AGD 00 (201.13(2 Parks and Recreation Commission Duties March 23, 1998 Page 3 Provision O in the Commission's recommended list calls for the Commission's participation in the decision process for the dedication of open space, future and existing green belt agreements, and City ridgeline ordinances or policies. These areas have historically remained with the City Council and staff believes that expanding the Commission's responsibilities in this direction would not be desirable. Relationships with other government agencies and elected officials should remain at the policy level with City Council. However, if an advisory group is established on regional open space, for instance, the Council may choose to appoint a member of the Commission to serve on the group. The Parks and Recreation Commission also has the opportunity to recommend policies including funding options for joint efforts, etc., through the OSCAR review and update process. Provision Q calls for the Parks and Recreation Commission and Planning Commission to meet jointly. It has been staffs experience that the work of the two Commissions rarely overlap. Setting a joint meeting between the two Commissions without an ongoing need may be counter productive. If the Council believes a joint meeting may have merit, it may want to consider a provision that allows the two Commissions to meet jointly when directed by the City Council for the purpose of discussing shared projects, if and when they occur. Staff s recommended changes to the existing Municipal Code are more fully identified in Attachment D using highlights and strike -outs. The recommended changes include the revisions directed by past City Councils. Lastly, stalf believes that the City Council needs to clarify the Parks and Recreation Commission's role regarding teen and senior citizens programs. The Council appoints individuals to serve on the Senior Center Advisory Committee. This Committee serves in an advisory capacity to staff on programs, services, and special events involving Moorpark senior citizens. Additionally, the Advisory Committee raises funds that are deposited into the Senior Center Trust Fund and expended on senior citizens programs upon the recommendation of the Committee and in accordance with City policies. The Parks and Recreation Commission has not historically been involved in matters concerning the Senior Center. The current expansion of the Senior Center has, and will continue, to take place with input from the Advisory Committee and direction from the City Council. Given this arrangement, staff does not see a role for the Parks and Recreation Commission in the City's Senior Center Programs. Like the Senior Center Advisory Committee, the Teen Council is appointed by the City Council and its members serve in an advisory capacity to staff on all services, programs, and special events for Moorpark teens. In the process of drafting this agenda report, staff came across the minutes of the July 1, 1996, joint Council/Commission meeting, which states that the Council determined C:1DOC S\AI )MIN\PRDUTIES. AGD OOUQe�l. Parks and Recreation Conunission Duties March 23, 1999 Page 4 by consensus that the Teen Council is a stand -alone body. This information was not available to the Commission at the time it was deliberating about its duties and responsibilities. Over the past year, the Commission has been peripherally involved in reviewing teen activities and programs and has expressed an interest in working more closely with the Teen Council in the future. In light of the July 1996 minute action, staff is requesting that the Council state its intent regarding how it sees the Commission interfacing with the Teen Council. Recommendation Staff recommends that the City Council indicate the amendments it would like to make to Municipal Code Chapter 2.32.090, Parks and Recreation Commission Duties and Responsibilities, and direct staff to prepare an amended Ordinance incorporating the identified changes for final consideration by the Council at its April 15 meeting. C:\DOCSW)MW\PRDUTIES.AGD Dacef z Attachment A Existing Moorpark Municipal Code, Chapter 2.32.090 Parks and Recreation Commission Duties and Responsibilities The duties and responsibilities of the parks and recreation commission are as follows: A. Act in an advisory capacity and be responsible to the City Council in all matters pertaining to public recreation and to cooperate with other governmental agencies and civic groups in the advancement of sound recreation and parks planning and programming, B. Formulate policies on recreation services for approval by the City Council, including agreements between the board of trustees of the school district and the City Council for the best possible joint use of recreation and park facilities; C. Advise the City Council on the problems of administration, development of recreation areas, facilities, programs and improved recreation services; D. Recommend the adoption of standards on organization, staffing, areas and facilities, program and financial support of recreation and park activities; E. Make periodic inventories of recreation services that exist and may be needed and interpret the needs of the public to the City Council; F. Aid in coordinating the recreation and park services with the programs of the governmental agencies and voluntary organizations; G. Interpret the policies and functions of the recreation department to the public; H. Advise the city council in the preparation of the annual budget request and a long - range recreation and parks capital improvement program, by March 1 st of each year; I. Consider and recommend on all requests for permanent facilities to be erected on park area. I To aid the City Council in the planning, beautification, maintenance and development of parks, boulevard and street tree programs; K. Perform such other duties as may be requested from time to time by the City Council; L. All aforementioned recommendations, reports and requests shall be submitted in writing to the city clerk no later than the Wednesday preceding the next following a regular meeting of the City Council. (Ord. 33, 1 (part), 1984) CADOMAI NUNTRDUTIES.AGD Attachment B Revised Parks and Recreation Commission Duties and Responsibilities (From City Managers 3/21/97 Memo) 1. Serve in an advisory capacity on parks and recreation policy matters and make recommendations to the City Council. 2. Provide post event evaluation of all recreation special events and seasonal programs and activities to staff, and if determined necessary, to the City Council. 3. Prior to consideration of residential subdivisions of 50 lots or more and rental housing projects by the Planning Commission, make a recommendation whether to accept park land dedication or fees in lieu of park land dedication consistent with applicable City ordinances and the General Plan. If land dedication is recommended, also recommend a location for the proposed park site(s). 4. Prior to October 30 and April 30 of each year, conduct a field review and evaluation, and if determined necessary, a written report to the City Council on the condition of parks and related facilities. 5. Perform an annual review of park rules and use fees, with recommendation to the City Council. 6. Review the Open Space, Conservation and Recreation Element (OSCAR) as directed by the City Council. 7. Review the park master plan and park land dedication ordinance and park improvement fund zone designations every two years and make recommendation to the City Council. 8. When an application for grant funding for a park facility is proposed, recommend to the City Council the project for which funding will be sought. 9. Annually meet jointly with the City Council. 10. When directed by the City Council, recommend conceptual design of park and facility improvements, including play equipment and other park amenities. Whenever possible, solicit public input on such matters. 11. Make recommendations on means for promoting public recreation programs and to stimulate interest therein. 12. When directed by the City Council, consider joint use of recreation park facilities with other public agencies, youth sports organizations, and other groups for recommendation to the City Council. C:ID0CSIADM1WRDUTIES.AGD Attachment B Revised Parks and Recreation Commission Duties and Responsibilities (From City Managers 3/21/97 Memo) 1. Serve in an advisory capacity on parks and recreation policy matters and make recommendations to the City Council. 2. Provide post event evaluation of all recreation special events and seasonal programs and activities to staff, and if determined necessary, to the City Council. 3. Prior to consideration of residential subdivisions of 50 lots or more and rental housing projects by the Planning Commission, make a recommendation whether to accept park land dedication or fees in lieu of park land dedication consistent with applicable City ordinances and the General Plan. If land dedication is recommended, also recommend a location for the proposed park site(s). 4. Prior to October 30 and April 30 of each year, conduct a field review and evaluation, and if determined necessary, a written report to the City Council on the condition of parks and related facilities. 5. Perform an annual review of park rules and use fees, with recommendation to the City Council. 6. Review the Open Space, Conservation and Recreation Element (OSCAR) as directed by the City Council. 7. Review the park master plan and park land dedication ordinance and park improvement fund zone designations every two years and make recommendation to the City Council. 8. When an application for grant funding for a park facility is proposed, recommend to the City Council the project for which funding will be sought. 9. Annually meet jointly with the City Council. 10. When directed by the City Council, recommend conceptual design of park and facility improvements, including play equipment and other park amenities. Whenever possible, solicit public input on such matters. 11. Make recommendations on means for promoting public recreation programs and to stimulate interest therein. 12. When directed by the City Council, consider joint use of recreation park facilities with other public agencies, youth sports organizations, and other groups for recommendation to the City Council. C ADOMAI )MTNTRDUTIES.AM Attachment C Parks and Recreation Commission's Recommendation Moorpark Municipal Code Duties and Responsibilities A. Act in an advisory capacity and be responsible to the City Council in all matters pertaining to public recreation and to cooperate with other governmental agencies and civic groups in the advancement of sound recreation and parks planning and programming; B. Council, i n!m9'V h n.Aireetod by the City agreements between the board of .pct_ other public agencies, and the Eity eoul-rlyouth sports organizations for the best possible joint use of recreation and park facilities; C. Advise the City Council on the problems of administration, development of recreation areas, facilities, programs, and improved recreation services, D. Recommend the adoption of standards on organization, staffing, areas and facilities, program and financial support of recreation and park activities; .................... ............................... E. Make periodic inventories of the recreation services that exist and identify services that may be needed; and interpret the needs of the public to the City Council. Additionally; interpret an convey the,policxes and Functions of the recreation department to the;pub w; F. Aid in coordinating the recreation and park services with the programs of other governmental agencies and voluntary organizations; \�/� /IIi�J�UIKR / /l�l /11 /II�J I�hZ �/P�/�11 P1 /l�J /A1�J� /fly lK�llK_ / /Nl /t�l�J /R /�//IN1/Ii1l�>/I1�1 /PI/�1! H. Advise the city council in the preparation of the annual budget request and a recreation and parks capital improvement program, by March 1 st of each year, re. I. V4rhen direi✓ted b the tty Coine'iI, eansitlerancl recommend on all requests fo C:\DOCSW )MIWRDUTIES. AGD J. 'to aid the City Council in the planning, beautification, maintenance and development of parks, boulevard and street tree programs; K. Perform such other duties as may be requested from time to time by the City Council; =. .. 31 C:1D OC S\AI )MINIPRDUTIES. AGD ()0U,OT 'f Attachment D Staff Recommendation Moorpark Municipal Code Duties and responsibilities A. Act in an advisory capacity and be responsible to the City Council in all matters pertaining t, o the Crty's parks and public recreation, which include the prctgrarns that fail under the'City's parks and recreation divis�ois arrel when directed by. Council, work on specific iteri�s to cooperateively with other n ©r elected representatives:£rom ;governmental agencies and civic groups in the advancement of sound recreation and parks planning and programming; C. Advise the City Council on the administratiorr,46d.s. and;. development of recreation areas, facilities, programs and improved recreation services lr addition, provide past went recreatii programs and services to stim. ate interest therein ; (The Commission is currently involved with post evaluations and has actively sought ways to promote and stimulate interest in recreation programs) D. Recommend the adoption of standards on > > areas and f�ciliti I , (Duplicative of C. Included language on financial review in C and H) E. Make periodic inventories of recreation services that exist and may be needed and interpret the needs of the public to the City Council Qonsistent its Q '':Cauncii direction, interpret the tiolicies and functions of :. e recreation i . rI Vision', I to the;public; (combined with G) 1. F. VSFhea ducted, >aid in coordinating the recreation and park services with the programs of the governmental agencies and voluntary organizations, Ram - - with E) C ADOCSIAI )M1WRDUTIES.AGD H. Advise the City Council in the preparation of the annual budget request and a long -range ...................... recreation and parks capital improvement program, by March prior to Elie adoption oft he laud;t;.> en'dtre ei b :>l e ittr 'Co urccif: consider and recommend PO S S e. Sohc�t pubhc input on such matterI -equests for perinatient facilities to be erecte, on all w. (Clarifies the role the Council has asked the Commission to serve in the past in respect to the development and improvement of parks) j. To aid the eity eouncii in the planning, beautification, maintenance and development of pis; -bottl , (Language concerning parks is included in A and I. In the past, Councils have expressly removed this responsibility for "boulevard" and "street tree programs " from the Commission. Staff monitors and performs landscape maintenance on parkways and medians and is directly responsive to the general public and property owners who contribute financially to a particular assessment.) K. Perform such other duties as may be requested from time to time by the City Council; E. Ad! aforementioned reconiniendat' and requests shall be submitted in vvriftng to the city clerk no later than tile We 4 (This a staff function and not needed in the Code.) (Clarifies a function the Commission is currently performing.) function the Commission is currently performing.) (Clarifies a function the Commission currently performs.) (Clarifies a function the Commission is currently performing.) C:IDOCSW )MIN\PRDUTIES.AGD Eualy Wrestntly svt the !C�tyunci7 ` (Clarifies a function the Commission is currently performing.) (Clarifies a function the Commission is currently performing.) (Clarifies a function the Commission is currently performing.) C:\DOCSIAI)M"RDUTIES.AGD 00(110474-1