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HomeMy WebLinkAboutAG RPTS 1997 1201 PR REGCITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA December 1, 1997 7:00 p.m. 1. CALL TO ORDER: 2. PLEDGE OF ALLEGIANCE: 3. ROLL CALL: Commissioners David Badoud, June Dubreuil, John oberg, Janice Parvin, and Chairperson Sandra Thompson. 4. PROCLAMATIONS, COMMENDATIONS, AND SPECIAL PRESENTATIONS: S. REORDERING OF, AND ADDITIONS TO, THE AGENDA: 6. PUBLIC COMMENTS: 7'. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of November 17, 1997. Staff Recommendation: Approve as presented. B. Consider Attendance at 1998 CPRS Conference. Staff )� Recommendation: Receive and file report. 8. DISCUSSION /ACTION ITEMS: A. Consider Name Change For Griffin Park. Staff Recommendation: Make appropriate recommendation. B. Consider Installation of a Fence at the Community Center Park. Staff Recommendation: Make appropriate commendation. Any member of the public may address the Commission during the Public Comment portion of the agenda. Speaker Cards must be received by the Recording Secretary prior to the Public Comments portion of the meeting. Speakers will be heard in the order that their Speaker Cards are received. A limitation of three (3) minutes shall be imposed upon each speaker. Copies of the reports or other written documentation relating to each item of business on the Agenda are on file in the office of the City Clerk and are available for public review. Any questions concerning any Agenda item may be directed to the Community Services Department Secretary, 799 Moorpark Avenue, Moorpark, CA 93021 (805) 529 -6864, ext. 227. Parks and Recreation Commission Agenda Page 2 December 1, 1997 9. PUBLIC HEARING: A. Consider Chapter 2.32 of the Moorpark Municipal Code Regarding Park and Recreation Commission. Staff Recommendation: Discuss the duties and responsibilities of the Parks and Recreation commission, and identify any recommended changes to the Municipal Code for consideration by the City Council. 10. ANNOUNCEMENTS /FUTURE AGENDA ITEMS: 11. ADJOURNMENT: MINUTES OF THE PARKS AND RECREATION COMMISSION Moorpark, California 1. CALL TO ORDER: November 17, 1997 Chairman Thompson called the meeting to order at 7:08 p.m. 2. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Commissioner Parvin. 3. ROLL CALL: Present: Commissioners Dave Badoud, June Dubreuil, John Oberg, Janice Parvin, and Chairman Sandra Thompson. Staff Present: Mary Lindley, Director of Community Services, and Patty Lemcke, Administrative Secretary. 4. PROCLAMATION, COMMENDATIONS AND SPECIAL PRESENTATIONS: None. 5. REORDERING OF, AND ADDITIONS TO, THE AGENDA: Commissioner Parvin requested a letter from a Moorpark resident, Mr. Gary Downs, be added to item 8.A for discussion. 6. PUBLIC COMMENTS: 7. CONSENT CALENDAR: A. Approval of the Parks and Recreation Commission Minutes of September 15, 1997. Staff Recommendation: Approve as presented. MOTION: Commissioner Badoud moved to receive and file item 7.A. Commissioner Oberg seconded. The motion was carried 5 -0. Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 2 B. Approval of the Park Tour Commission Minutes of October 12, 1997. Staff Recommendation: Approve as presented. Commissioner Badoud requested pulling item 7.3 for discussion. Commission discussed item 7.B, the Park Tour Minutes, with no corrections to the minutes. Commissioner Badoud stated that during the Park Tour it was observed that residents were driving on the turf at Arroyo Vista Park, rather than carrying their picnic supplies to their designated area. He suggested that perhaps the City should invest in a hand push cart that could be checked out through the office for use. This would help to eliminate vehicles on the grass areas. Commissioner Badoud also expressed concern about maintenance of Campus Canyon Park's softball field, and requested a report on staff's plans to improve and maintain the field. Chairman Thompson questioned the missing goal at Campus Canyon Park, and Ms. Lindley stated a new goal is currently being built. Commissioner Parvin stated that the renaming of Griffin Park was discussed during the Park Tour and she would like for this to be placed on the next agenda for further discussion. MOTION: Commissioner Parvin moved to receive and file item 7.B. Commissioner Dubreuil seconded. The motion was carried 5- 0. C. Parks Ouarterly Report. Staff Recommendation: Receive and file report. Commissioner Oberg requested pulling item 7.0 for discussion. Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 3 Commissioner Oberg inquired if any other park had play equipment made by Iron Mountain Forge that would need replacement. Ms. Lindley informed the Commission that while other city parks have Iron Mountain equipment, only the equipment at Griffin Park needs to be replaced. MOTION: Commissioner Oberg moved to receive and file the report. Commissioner Parvin seconded. The motion was carried 5- 0. S. DISCUSSION /ACTION ITEMS: A. Review Park Tour, Staff Recommendation: Review observations and comments resulting from the Commission's October 12 Park Tour. Ms. Lindley explained the agenda report reflects the items the Commission addressed during the Park Tour and staff's responses. Commissioner Dubreuil stated that since measure "P" did not pass, after fiscal year 1997/98, available funds in each park zone can be used only for capital improvement, not maintenance of parks. She encouraged community groups to attend the Commission meetings, express their concerns and opinions on additions and park upkeep, and suggested future fundraisers for needed projects and improvements. CONSENSUS: As noted on the October 12 Park Tour, the installation of a wrought iron fence at the Community Center Park is a high priority item. Commission requested this be placed on the next agenda with a report showing potential funding and a firm cost. Commissioner Parvin read Mr. Gary Downs letter, a resident of the Campus Park area. Mr. Downs requested a natural barrier be planted by the City to replace the wall which was removed separating Campus Park from the Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 4 118 freeway, and also requested the trash dumpster gates to be closed by the rubbish company after dumpster is emptied each week. Ms. Lindley indicated that she will supply Commission with a report on different possibilities. Commissioner Oberg suggested a lock be placed on the trash enclosure gate, and Chairman Thompson suggested relocating the dumpster enclosure to Griffin Park since it is a larger park, and residents are not in such close proximity to the Park. Commissioner Parvin asked if staff could also look into having more trees planted at Campus Park. Commission requested that with planning of future parks, a walkway connecting the playground with other areas of the park, and the security lighting to be installed at high levels, be added to the park amenities list. MOTION: Commissioner Badoud moved to receive and file the report. Commissioner Parvin seconded. The motion was carried 5- 0. B. Status Report on Scheduled Fall and Winter Events. Staff Recommendation: Receive and file report. Commissioner Badoud requested that it be noted that a complaint was filed on Packers football due to excessive noise, and that the Teen Music Fest was held on the same day which contributed to the noise level. He also requested the Turkey Trot Tournament be eliminated altogether. Commissioner Dubreuil requested a report identifying the cost of the City's special events. Minutes of the Parka & Recreation Meeting of November 17, 1997 Page 5 Commission and staff expressed concern on the low attendance at the scheduled teen events. New ways of communicating activities to teens was discussed, such as working with the school district to distribute mailings, flyers, etc. Commissioner Dubreuil asked staff to please contact the school district and find out specifically what the City can and cannot do to advertise upcoming events to the students. Commissioner Oberg suggested an "exit" evaluation from the attendees of the events, to aid staff in recognizing what the teens did and did not like. In response to Commissioner Dubreuil`s request to meet with the Teen Council, Ms. Lindley suggested that perhaps one or more Commissioners might attend the Teen Council meetings to establish a clearer concept of what type of events teens prefer. This could be placed on an upcoming Teen Council agenda. Commission also discussed the pre- school one day events, and the low attendance. They feel if staff moved these to an in- service school day, this may help to increase attendance. MOTION: Commissioner Oberg moved to receive and file the report. Commissioner Parvin seconded. The motion was carried 5- 0. C. Consider a Volleyball Court at Griffin Park, Staff Recommendation: Approve a grass volleyball court at Griffin Park. Commissioner Oberg requested the court be placed as far north as possible, away from the fence bordering the 118 freeway. Commission also discussed the cost and type of net to be installed. MOTION: Commissioner Parvin moved to approve a grass volleyball court at Griffin park, with a net equipped with a locking mechanism to be installed. Commissioner Dubreuil seconded. The motion was carried 5 -0. Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 6 D. Review of Youth Sports Committee Meeting. Staff Recommendation: Receive and file report. Commissioner Dubreuil stated that due to the low attendance, the Committee was rescheduled to meet sometime in January. Commission agreed that to help increase attendance, each representative should be contacted in writing approximately 4 weeks prior and then with a follow up phone call a few days before. Commissioners agreed to volunteer to make reminder phone calls. MOTION: Commissioner Oberg moved to receive and file the report. Commissioner Dubreuil seconded. The motion was carried 5 -0. E. Halloween Event Report. Staff Recommendation: Receive and file report. Chairman Thompson stated that this event was quite a success, as it is every year, and commended Stephanie Shaw, Recreation Coordinator, on the great job she did. Commissioner Parvin wished to thank the volunteers for their contribution of time and energy at this event. MOTION: Commissioner Parvin moved to receive and file the report. Commissioner Badoud seconded. The motion was carried 5- 0. F. Halloween Teen Dance Report. Staff Recommendation: Receive and file report. Ms. Lindley stated that staff was disappointed in the low turn -out, and Commission agreed that applicable comments stated on item 8.B would apply also to this item. Perhaps consideration should be given to eliminating this event next year. Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 7 MOTION: Commissioner Dubreuil moved to receive and file the report. Commissioner Badoud seconded. The motion was carried 5 -0. 9. ANNOUNCEMENTS /FUTURE AGENDA ITEMS: Commissioner Dubreuil announced upcoming December events: Breakfast With Santa, December 8; The Tree Lighting Ceremony, December 9; Teen Holiday Bash, December 12; and, Sleigh Rides With Santa, December 21. Commissioner Oberg expressed concern about the safety of the concrete structure play equipment at Campus and Griffin Parks, and asked that it be placed on a future agenda for discussion. He also requested that copies of the 1997/98 approved capital budget be given to the Commission for review, and an updated organizational chart of the Community Services Department be provided as a box item. Chairman Thompson requested an update on the Community Services Department funds, to include park improvement funds, senior, teens, and event funds, and the impact the loss of parks maintenance assessment district funds will have. Ms. Lindley informed the Commission that at the November 19 Council meeting, these issues were to be addressed, and she would provide the Commission with the agenda report and minutes from the meeting. Commissioner Thompson also requested the discussion of advertising for teen events be placed on a future agenda. Commissioner Badoud requested a box item on staff's plans to improve and maintain Campus Canyon Park's softball field. Commissioner Parvin stated she feels very strongly about the renaming of Griffin Park, and asked that it be placed on a future agenda. She thanked the Moorpark Mormon Church volunteers for the painting of the fence at Tierra Rejada Park, and the Moorpark Boy Scout Troop for their volunteer work at Monte Vista Park. She also thanked the City Manager, Mr. Steve Kueny, for accompanying the Commission on their Park Tour. Minutes of the Parks & Recreation Meeting of November 17, 1997 Page 8 Ms. Lindley announced that the P &R Commission meeting of December 1 would focus on the duties and responsibilities of the Commission as directed by the City Council. She also stated that the November 13 Teen Council meeting had been taped, and airing dates will be announced on channel 10. Ms. Lindley informed the Commission that the remodeling of AVRC had begun, and a completion date is planned in approximately three weeks. 10. ADJOURNMENT: Chairman Thompson adjourned the meeting until the next regularly scheduled meeting of December 1, 1997. The time was 9:18 P.M. Respectfully submitted, Patty Lemcke Administrative Secretary APPROVED: SANDRA THOMPSON CHAIRPERSON 76 CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Mary K. Lindley, Director of Community Services DATE: November 24, 1997 (December 1, 1997 Meeting) SUBJECT: Consider Attendance at 1998 CPRS Conference The 1998 California Park & Recreation Society Annual Conference will be held from March 12 through March 15 at the Long Beach Convention Center. The City's 1997/98 budget includes $1,500 for the Commission's attendance at the Conference which includes registration, mileage, and meals, if necessary. Since the City was aware that the Conference was planned for the Southern California area, funds were not allocated for lodging. Preregistration (by January 27) is $199; for registrations made after January 27 the cost is $219. The Commission is being asked to consider the 1998 CPRS Conference and to contact staff prior to January 27, if possible, indicating their interest in attending. Staff will make registration arrangements for those Commissioners who wish to attend the Conference. Commissioners who would like to stay overnight in the Long Beach area, should make their own lodging accommodations. Receive and file. C ADO C SIC OMS ER MPRS C ONE C OM TO: FROM: DATE: SUBJECT: Discussion CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT Parks and Recreation Commission Mary K. Lindley, Director of Community Services November 24, 1997 (December 1, 1997, Meeting) Consider Renaming Paul E. Griffin, Sr. Park At its November 17, 1997, meeting, the Commission expressed an interest in renaming Griffin Park. By way of background, Griffin Park was built prior to the City's incorporation. The Neighborhood CounciVHOA in place at that time, recommended the name which was approved by the Board of Supervisors. In February, 1990, the City Council asked the Parks and Recreation Commission to consider renaming the Park. After much discussion and consideration, and with input from the public, the Council concurred with the Commission's recommendation to retain the Park's name (see attachment A - agenda report dated February 13, 1990). In November 1993, the City Council adopted a Park Naming Policy. The policy was brought forward as a result of the Parks and Recreation Commission's recommendation to consider name changes for South Meadows Park (now Mountain Meadows) and North Meadows Park (now Tierra Rejada). The Policy was revised on August 10, 1994 (see attachment B) which is its current form. The City Council must approve park names by the adoption of a resolution. If the Commission wishes to pursue renaming Griffin Park, staff suggests that it forward a recommendation to the City Council prior to discussing a new name. If the Council concurs with the Commission's recommendation, the selection of a new name will be agendized for a future Commission meeting. Please note, changing the name of Griffin Park will require the construction of a new park monument sign and revisions to all City literature that contains the names of the City's parks. To facilitate the new name, the City Council will need to approve a budget amendment to allocate funds to make any necessary changes. Make appropriate recommendation. C ADOCS \COMSERV\GRffT1N.COM PAUL W. LAWRASON, , Mayor SCOTT MONTGOMER' Mayor Pro Tem ELOISE BROWN Councilmember CLINT HARPER, Ph.D Counalmember BERNARDO M.PERE Councilmember LILLIAN KELLERMAN City Clerk TO: /tlt(,L rIr11*r, It tt MOORPARK ITEM 71211111111111.1 The Honorable City Council STEVEN KUENY City Manager CHERYL J.KANE City Attorney PATRICK RICHARDS, A.I.C.P. Director of Community Development R. DENNIS DELZEIT City Engineer JOHN V. GILLESPIE Chief of Police RICHARD T. HARE City Treasurer FROM: Philip E. Newhouse, Director of Community Service DATE: February 13, 1990 SUBJECT: Consider Renaming Paul E. Griffin, Sr. Park At Council direction, this was referred to the Parks and Recreation Commission. The Commission discussed and considered renaming Pahl E. Griffin, Sr. Park at their February 12, 1990, meeting. Testimony was received from Paul Griffin, Jr., who stated lie did not understand why Council was taking this action and was hurt by their request; Mrs. Leta Yancy— Sutton who stated she was instrumental in recommending the park's name and Council should retain the name; Mr. Jerry Straughan who stated if the name was changed, it would be a disservice to the community, count: and Griffin family; Mrs. Elaine Freeman who stated this item should be referred back to Council for further consideration; and Mr. Mark Beers who stated the Neighborhood Council /HOA considered naming of the park for three months and Pa -A E. Griffin, Sr., was unanimously approved. Commission comments were: improper for the City to take acknowledgement away after it was given; no reason to change name, however we do need a policy to name parks; no justice to County or family by changing the name; surprised the item was referred to the Commission for consideration. After reviewing the public comments, the Parks and Recreation Commission unanimously recommends to the City Council that the name of Griffin Park (Paul E. Griffin, Sr. Park) riot be changed. STAFF RECOMMENDATION: Direct staff as deemed appropriate. PEN:db Attachment: Item 9.A. 799 Moorpark Avenue Moorpark, Califomia 93021 (805) 529 -6864 - ,-.. uu- i-.-n Ur1A City Park Naming Policy (Adopted on August 10, 1994) 1. The City Council will direct the Parks and Recreation Commission to make recommendations on names for all new park projects during or before park construction. 2. City parks may be named in a manner which identifies the geographic location of each park. Whenever possible the name of a street, or the street upon which the park is located, may be part of the park name. In special circumstances, park names could be designated to recognize a national or historical event. 3. The City Council will consider the Parks and Recreation Commission's recommendations and will adopt the chosen park name by resolution. CITY OF MOORPARK PARKS AND RECREATION COMMISSION AGENDA REPORT TO: Parks and Recreation Commission FROM: Mary K. Lindley, Director of Community Services f k DATE: November 24, 1997 (December 1, 1997 Meeting) SUBJECT: Consider the installation of a fence at the Community Center Park At its November 17, 1997, meeting the Parks and Recreation Commission requested that staff agendize the installation of a fence at the Community Center Park for consideration. Contrary to staffs original understanding, the Community Center Park is in Park Improvement Zone 1 and not the Community Park Zone. Zone 1 has a fund balance of approximately $301,000 and would therefore be a viable funding source for this project should the Commission wish to pursue it. The cost estimate to install a wrought iron fence, similar to the off -white fence around the play lot, would is $2,870. This would provide 200 feet of fence, from the Community Center monument sign north to a point just below the first parking lot. Staff is also looking at alternative fence material that may cost less than wrought iron. Should the Commission wish to pursue the installation of a fence, it must forward its recommendation to the City Council. The allocation of funds for this project, and a subsequent budget amendment, must be approved by the Council. Make appropriate recommendation. CUENCE.CON PARKS & RECREATION COMMISSION AGENDA REPORT CITY OF MOORPARK TO: The Parks and Recreation Commission FROM: Mary K. Lindley, Director of Community Services j �- DATE: November 18, 1997 (Commission Meeting of December 1) SUBJECT: Consider Chapter 2.32 of the Moorpark Municipal Code Regarding Park and Recreation Commission On November 5, 1997, the City Council directed that the Parks and Recreation Commission review the existing City Code regarding the Commission's duties and responsibilities, and to report back with any recommended changes. This direction is, 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. To assist the Commission with its review, the following materials are attached to this report: the exiting Code section regarding the Parks and Recreation Commission; minutes from the joint meeting; and a memo from the City Manager, dated March 21, 1997. Discuss the duties and responsibilities of the Parks and Recreation Commission, and identify any recommended changes to the Municipal Code for consideration by the City Council. C ADOCS \COMSERV\P &RCODE.P &R Chapter 2.32 PARKS AND RECREATION COMMISSION Sections: 2.32.010 Created. 2.32.020 Membership —Term of office. 2.32.030 Qualifications. 232.040 Removal of members. 2.32.050 Absence from meetings. 2.32.060 Resignation. 232.070 Ineligibility of councilmembers. 2.32.080 Organization. 232.090 Duties and responsibilities. 2.32.100 Regular meetings. 2.32.110 Compensation. 2.32.010 Created. A parks and recreation commission for the city is estab- lished with membership, powers and duties as provided in this chapter and by statutes of the state. (Ord. 33 § 1 (part), 1984) 2.32.020 Membership —Term of office. A. The parks and recreation commission shall consist of five (5) members to be appointed by the city council. Each members of the city council shall have the right to nominate one (1) member to the commission and the term of the commissioner shall be for a period of two (2) years. The appointment, or reappointment, as the case may be, shall occur at the reorganization meeting of the city council held every even - numbered year. If a vacancy occurs other- wise than by expiration of a term, it shall be filled by nomination by the respective councilmember for the unex- pired portion of such term. The term of the ex officio or advisory members shall correspond to their respective terms of office. B. Nothing in this chapter is intended to preclude the reappointment of any parks and recreation commissioner upon the expiration of his or her term. (Ord. 33 § 1 (part), 1984) 232.030 Qualifications. A. The members of the commission shall be residents and registered voters of the city. When a person serving on the parks and recreation commission ceases to be a resident of the city, the councilmember responsible for the appointment shall declare vacant such person's position on the parks and recreation commission and shall nominate another eligible person to the unexpired term of such former member. 23 2.32.010 B. No members of the parks and recreation commission shall hold any other remunerative office or position with the city. C. Each commissioner shall serve at the pleasure of his or her nominating councilmember or his or her succes- sor. (Ord. 33 § 1 (part), 1984) 2.32.040 Removal of members. Any member of the parks and recreation commission may be removed by either of the following: A. A majority vote of the legislative body; B. Absence from three (3) consecutive regular meetings without formal consent of the commission shall be deemed to constitute the resignation of the commissioner and the position declared vacant. (Ord. 33 § 1 (part), 1984) 2.32.050 Absence from meetings. A. If a member of the parks and recreation commission is absent from three (3) successive regular meetings of the commission, without cause, the office of such member shall be deemed to be vacant and the term of such member ipso facto terminated and the secretary of the parks and recreation commission shall immediately inform the city council of such termination. B. An absence due to illness or an unavoidable absence from the city and written notice thereof to the secretary of the parks and recreation commission on or before the day of any regular meeting of the commission shall be deemed absence for cause. (Ord. 33 § 1 (part), 1984) 2.32.060 Resignation. Any member of the parks and recreation commission may resign from the commission. The resignation of the commissioner shall be in writing and shall be deemed effective immediately upon receipt by the city clerk regard- less of the date specified in the resignation. The city clerk shall immediately inform the city council of any such vacancy by causing a copy of the resignation to be sent to each councilmember. (Ord. 93 § 2, 1988) 232.070 Ineligibility of councilmembers. No member of the city council shall be eligible for membership on the parks and recreation commission. (Ord. 33 § 1 (part), 1984) 2.32.080 Organization. A. At the first regular meeting in January of each year, the parks and recreation commission shall elect its chairman from among the appointed members for the term of one year and, subject to other provisions of law, may create and fill such other offices as it may determine. 2.32.080 B. The commission shall hold regular monthly or bi- monthly meetings as determined by the commission at its first (1st) meeting in January of each year, such deter- mination to include the dates, time and place of such meet- ings. C. The commission may hold such additional adjourned or special meetings as may be called in accordance with the provisions of the Government Code. D. If any regular meeting falls on a holiday, it shall be held on the next scheduled business day and all meetings otherwise scheduled or noticed to be held on a regular meet- ing day falling on a holiday shall be held at the meeting of the next business day without the necessity of any other or further notice. (Ord. 33 § 1 (part), 1984) 2.32.090 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 adminis- tration, development of recreation areas, facilities, programs and improved recreation services; D. Recommend the adoption of standards on organiza- tion, 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 other 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 perma- nent facilities to be erected on park areas; J. To aid the city council in the planning, beautifi- cation, 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; 24 k L. All aforementioned recommendations, reports and requests shall be submitted in writing to the city clerk not later than the Wednesday preceding the next following regu- lar meeting of the city council. (Ord. 33 § 1 (part), 1984) 2.32.100 Regular meetings. A regular meeting as provided by law or by rule of the recreation and parks commission or any regularly advertised public hearing, shall be deemed to be a regular meeting. (Ord. 33 § 1 (part), 1984) 2.32.110 Compensation. Members of the parks and recreation commission shall receive compensation for their attendance at each meeting of the commission as deemed appropriate by the city council by resolution. (Ord. 33 § 1 (part), 1984) -� 7- Q _. MINUTES OF THE CITY COUNCIL Moorpark, California 26, , -c) A Special Joint Meeting of the Cit.; ';ouncL i ar., t::: Park and Recreation Commission of the City of Moorpark was held on March 26, 1997, in the Council Chambers of said City located at 799 Moorpark Avenue, Moorpark, California. 1. CALL TO ORDER: Mayor Hunter called the City Council to order at 7:07 p.m. Chairperson Thompson called the Parks and Recreation Commission to order at 7:07 p.m. 2. ROLL CALL: Council: Councilmembers Evans, Perez, Teasley, Wozniak, and Mayor Hunter. Commission: Commissioners Badoud, Dubreuil, Oberg, Parvin and Chairperson Thompson. Staff Present: Steven Kueny, City Manager; Mary Lindley, Community Services Director; and Lillian Hare, City Clerk. 3. PLEDGE OF ALLEGIANCE: Chairperson Thompson led the Pledge of Allegiance. 4. PRESENTATIONS /ACTION /DISCUSSION: A. Discussion of Parks and Recreation Commission Duties and Responsibilities. Mr. Kueny gave a synopsis of his memo to the City Council dated March 21, 1997, entitled "Duties and Responsibilities of the Parks and Recreation Commission." He said that past commissions have expressed concern about the role of the commission relative to the Senior Center Advisory Committee and Teen Council. Mr. Kueny said that presently, the Commission has been directed not to review budget requests concerning teen and senior matters. He said those two groups are advisory to staff, and the Parks and Recreation Commission is advisory to the City Council. He said since the Parks and Recreation 000056 2nlinutes of the Special Meeting C'f _ e i L'/ ' .'1 nCi Farr :S Cc,,7.I-,;ission recommends the _ _'J ,` .: ".., _ �T.arIiy o^ policy and budget matters, they shout -; ;ncluc:e policy and budget matters for teen and senors not c::�erational, program content, nor procedural Matters. tie said budget matters pertaining to special events and capital outlay for teens and seniors could be reviewed by the Commission after the respective advisory group has made any required recommendations to staff and the Department Director has developed his /her recommendation to the Commission for subsequent recommendation to the City Council. He further said this proposed budget review for recreation should only involve proposed items that require general funds and not trust funds created for seniors or teens. He encouraged the Commission to formally ask the Council for clarification or direction when something is not clear. Mayor Hunter assigning Com liaison. He assigned would Commission. stated that he would like to explore nissioners to certain youth groups as suggested that zhe Coirznissioners to be be determined b'✓ the Parks and Recreation The need for a defined purpose for such a program was discussed by the Council and Commission. Commissioner Dubreuil recommended the creation of a sports advocacy council. Mayor Hunter responded that his objective was to enhance the dialogue between the City and youth sports groups, specifically to work out scheduling problems and any other issues that might arise. Commissioner Badoud said he endorsed the idea of assignments but questioned how a determination would be made on where to be involved. T was discussed by Council and Commission that groups which utilize City facilities, staff, or resources, would be considered for a liaison. 000015 Minutes of the Special Meeting of t`: e city Council ar.ci Parks �nd .ecr('atior, 1�o; ,",1 ss1C?: Pa ,e 3 In response to a Commission question, :r. K -)eny indicated that the Little League Agreement being finalized by staff would become a model for future agreements with youth sports groups. Councilmember Perez cautioned that the outreach should not bestow "favored nation" status on any group. Councilmember Evans said that sports advocacy is a good idea but that "upstart" groups should not be neglected. Chairperson Thompson indicated support for a sports advocacy council that would meet on a semiannual or quarterly basis. She suggested rotating two Commissioners to serve on the council. Councilmember Teasley expressed concern about the liaison program and the perception that the Liaison would have authority which they in fact did not have to make decisions. Commissioner Badoud said he liked the liaison outreach program best. Mr. Kueny said he believed a sports council might work best. He said many of the things that Commissioner Badoud liked about the liaison program can still be accomplished by the individual Commissioners as they are "out there in the community." He suggested that the sports council meet semiannually. Mr. Kueny said that he saw the advocacy council as a youth sports council but that if there is greater participation in startup of adult sports, a council could be formed for adults as well. Councilmember Evans indicated his support for going forward with the sports council rather than an outreach program. Mr. Kueny said that he sees the sports council as a beginning. He said he envisions the Commission exploring with staff and the community at -risk youth programs and bringing in the churches and the Boys and Girls Club and others. 00605h Minis -.es c the `'pecia' 'eeting -:,arks iiecrr _oi ?age 'larch 26, 1997 '�r. Kueny said that one way in which the Council can reinforce the role of the Commission is by sending those people who come before the Council before appearing before the Parks and Recreation Commission back to the commission. The Council and the Commission discussed the duties and responsibilities list in the City Manager's memo to the City Council dated March 21, 1997. The following comments were made regarding the respective items: 2. Provide post event evaluations of all recreation, special events, and seasonal programs and activities to staff and, if determined necessary, to the City Council. The discussion was that the Commission should decide the format for any evaluations to be sent to the Council. Councilmember Wozniak said that if a Commissioner is present at an event, they should write a report. Councilmember Evans said he would like a one -page synopsis of events llsting the objective of the event; what happened; the dollars spent; people served; and a wrap -up statement. 6. Review the Open Space, Conservation and Recreation Element (OSCAR) as directed by the City Council. Mr. Kueny stated that a joint meeting with the Parks and Recreation Commission and Planning Commission would be scheduled when the consultant is ready. 7. Review the Parks Master Plan and Parkland Dedication Ordinance and Park Improvement Fund 000®5-. Minutes of the Special Meeting o the City Council and Parks nc: Recreation Commission Page 5 March 26, 1997 Zone designations every two years and make recommendations to the City Council. Mr. Kueny said that the Director of Community Services will start working with the Commission soon on this matter. 12. Make recommendation on means for promoting public recreation programs and to stimulate interest therein. Councilmember Perez indicated how important this item is to him. 15. Review relevant portions of proposed budget (for recommendation to City Council) including general recreation programs, special events, teen and senior programs, and capital projects. Mayor Hunter indicated the importance of the budget recommendations. In response to Commissioner Parvin, Councilmember Perez said he believed that any action to set up a nonprofit organization to support parks and recreation would need to be done in concert with City Council direction. He said he was very excited by the enthusiasm of the new Commissioners. It was discussed by the Commission and Council that the list of duties and responsibilities should be reconciled with 2.32.090 of the Municipal Code. In response to Commissioner Dubreuil regarding J of Section 2.32.090 of the Municipal Code which says: To aid the City Council in the planning, beautification, maintenance, and development of parks, boulevard and street tree program; Mr. Kueny said to have the Commission involved in that process would add another layer of review. After further discussion regarding post event evaluations, the following consensus was reached: 0000'GU :�:nutes of the Special Meeting the :ity Council and Parks :n.. .reaticn Commission Pa e 6 March 26, " ONSENSUS: By consensus, tare Council determined to request post event evaluations from the Parks and Recreation Commission and to allow the Parks and Recreation Commission to determine in what format to provide them to the City Council. Commissioner Badoud requested the Council to consider park items on specific meetings of the month so that Commissioners could attend and give their comments. Mr. Kueny explained that the Council needed the latitude to schedule more freely but that members of the Commission can be notified via receiving the staff report when an item regarding parks and recreation is going to the City Council agenda. He suggested that the Council Rd Hoc Committee on the Rules of Procedure look at the notice to be provided the Commission. The Council discussed the need to decide if certain events are going to be supported as regular community events by the City, for example, the fireworks event. Commissioner Dubreuil requested the Council to consider letting the Commission expand into suggestions and planning for events. Councilmember Wozniak suggested that the Commission can become more involved in programming of events through the budget process. Mr. Kueny suggested that if there is an event the Commission wants to support in their budget, that staff should be requested to provide information in January so that the costs can be determined and provided during the budget process. In response to Commissioner Badoud, Mayor Hunter said the budget can include both capital and program items. OU�O�� Minutes of the Special Meeting of the City Council and Parks and Recreation Commission Page Marc:. 26, 1�1) "1 B. Consider Fiscal Year 1996/97 and 1997/98 Goals Objectives. The Mayor indicated that this item had been discussed concurrently with the duties and responsibilities of the Parks and Recreation Commission. S. ADJOURNMENT: The meeting was adjourne jointly by ayor Hunter and Chairperson Thompson. The t me was �--�� /m. ATTEST: Lillian Hare City Clerk r iatrick Hu ,' Mayor ty Counci )( /1) 211 r-1, Sandra Thompson, Chfairperson Parks and Recreation Commission CITY OF MOORPARK OFFICE OF THE CITY MANAGER INTEROFFICE MEMORANDUM TO: The Honorable City Council FROM: Steven Kueny, City Manager DATE: March 21, 1997 SUBJECT: Duties and Responsibilities of the Parks and Recreation Commission The City Council adopted Ordinance No. 33 in 1984. It is now codified as Chapter 2.32 of the Municipal Code. It provided for the Commission to act in an advisory role to the City Council. At that time, there was no parks and recreation staff. The City Manager provided staff support to the Commission. By about 1987, what is now the Community Services Department was in its formative stage. The actual role of the Commission and its relationships with the City Council has continued to evolve over the years. For the past several years, (at least since 1992) the Council has met annually with the Commission to discuss Council goals, the nature of the advisory role of the Commission, and specific concerns expressed by the Commission or /and individual Commissioners. From my observation, issues about the role of the Commission to a large extent pertain to communication between the Commission and Council and Commission and staff. Past Commissions have expressed concern that their recommendations on park and recreation matters were sometimes not accurately or thoroughly presented to Council, Council was not accepting their recommendations, they were not being kept informed of Council actions on matters considered by the Commission, and did not always have an opportunity to provide timely input on all items. I believe these concerns have been addressed through such means as providing the Commissioners with copies of staff reports to Council on parks and recreation matters and suggesting that the Commission may have the Chairman or another member address the Council on matters of concern. Portions of Chapter 2.32 are vague and could be literally interpreted to allow the Commission to act in ways the City Council has previously clarified or determined to be outside the purview of the Commission as an advisory body. 1 The following attempts to reflect past Council actions and is -ended to provide a basis fo= of -he ro.e of the �o mission as a policy advisor; � 'i DUTIES AND RESPONSIBILITIES 1. Nerve in an advisory capacity on parks ar:d 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. By March 31 of each year, recommend any modifications to the multi -year Capital Improvement Program for parks and related facilities. 2 12. Make recommendations on means for promoting public recreation programs and to stimulate interest therein. 13. 6ti;:en directed by the City Council, consider joint use of recreation park facilities with other public agencies, youth sport�s organizations, and other groups for recommendation to the City Council. 14. Consistent with adopted /proposed City goals, review and recommend annual objectives for parks and recreation matters. 15. Review relevant portion of proposed budget (for recommendation to City Council) including general recreation programs, Special Events, Teen and Senior programs and capital projects. 16. Consider and recommend to City Council names for City parks. 17. Consider and have such other purposes as may be designated from time to time by the City Council. Based on prior City Council action, the Parks and Recreation Commission has been directed not to: 1. Consider the requirement for or to review proposed private recreation facilities in proposed development projects. 2. Review conceptual plans or otherwise be involved with parkway or median landscaping and street trees whether developer or City funded. This included AD84 -2 which includes Citywide and zone landscaping within or adjacent to street rights -of -way and street lighting. The Commission has not historically participated in the annual assessment district process. 3. Negotiate with developers or contractors. 4. Plan, organize, or supervise City events. 5. Direct City staff. 6. Solicit funds on behalf of the City for any purpose without specific Council direction. In addition, it's been previously explained that the Commission does not review other programs assigned to the Community Services Department that are not parks and recreation matters including but not limited to cable TV government channel programming and building security. The City Council has also previously 3 clarified that contacts with elected officials such as School Board members is to be done through the City Council. To further clarify, I suggest the following: Only at the specific direction of the City Council is the Commission or an individual member to participate in any joint work effort with outside organizations such as joint meetings, participation on a board, committee, collaborative or similar group as an official representative of the City or to investigate /evaluate potential projects, programs and activities that would involve City participation, funding or use of City property with outside groups. Over the last few years, past Commissions have expressed concern about the role of the Commission relative to the Senior Center Advisory Committee and Teen Council. Presently, the Commission has been directed to not review budget requests concerning Teen and Senior matters. The latter two groups are advisory to Staff and the Parks and Recreation is advisory to City Council. Since the Parks and Recreation Commission recommends to the City Council primarily on policy and budget matters, they should include policy and budget matters for Teen and Seniors but not operational, program content and procedural matters. Under such a system, on budget matters (other than staffing, basic operations and maintenance items, overhead items) pertaining to special events and capital outlays for Teen and Seniors could be reviewed by the Commission after the respective advisory group (Teens or Seniors) has made any required recommendations to Staff and the department Director has developed his /her recommendation to the Commission (and City Manager) for subsequent recommendation to the City Council. This would allow the Commission to view all of the potential recreation programs and capital outlay for funding recommendations to the Council. This proposed budget review for recreation should only involve proposed items that require general funds and not trust funds created for Seniors or Teens. In conclusion, the Council should clarify the Commission's advisory role and encourage the Commission to formally ask the Council for clarification or direction when something is not clear. The Council may want to discuss Chapter 2.32 at a future Council meeting to consider any potential modifications. Attachment C:citymgr \p &rcduty.320 cc: Parks & Recreation Commission Mary Lindley, Director of Community Services 2 2.32.080 R The commission shall hold regular monthly or bi- monthly nteetines as determined by the commission at its lint (lst) meet., in January of each year, such deter - nunation to rrrciudc the date,,. tinic and place of such meet - in�s. C. The commission may hold such additional adjourned or special meetings as may be called in accordance with the provisions of the Government Code. D. If any regular meeting falls on a holiday, it shall be held on the next scheduled business day and all meetings otherwise scheduled or noticed to be held on a regular meet- ing day falling on a holiday shall be held at the meeting of the next business day without the necessity of any other or further notice. (Ord. 33 § 1 (part), 1984) 2.32.090 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 adminis- tration, development of recreation areas, facilities, programs and improved recreation services; D. Recommend the adoption of standards on organiza- tion, 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 other 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 perma- nent facilities to be erected on park areas; J. To aid the city council in the planning, beautifi- cation, 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; 1. All aforementioned recommendations, reports and requests shall be submitted in writing to the city clerk not iatcr than the Wednesday preceding the next followinc rcn_u- lar erecting of the city council. (Ord. 33 § 1 (part). IL)ti4) 2.32.100 Regular meetings. A regular meeting as provided by law or by rule of the recreation and parks commission or any regularly advertised public hearing, shall be deemed to be a regular meeting. (Ord. 33 § 1 (part), 1984) 2.32.110 Compensation. Members of the parks and recreation commission shall receive compensation for their attendance at each meeting of the commission as deemed appropriate by the city council by resolution. (Ord. 33 § 1 (part), 1984) 24