CITY OF VACAVILLE COMMUNITY SERVICES COMMISSION MINUTES, REGULAR MEETING JULY 1, 2009 CITY COUNCIL CHAMBERS 7:00 P.M.

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1 CITY OF VACAVILLE COMMUNITY SERVICES COMMISSION MINUTES, REGULAR MEETING JULY 1, 2009 CITY COUNCIL CHAMBERS 7:00 P.M. 1. CALL TO ORDER COMMISSIONERS PRESENT: STAFF MEMBERS PRESENT: Chair Pamela Greaves, Vice-Chair Alex Henthorn, Commissioner Paul (Hon) Cheng, Commissioner Kathleen Ramos, Commissioner Jillonne Nettles, Commissioner Alex Hall, and Commissioner Jennifer Goode Director Kerry Walker, Recreation Manager Reggie Hubbard, Parks Manager Rollie Simons, and Park Planner Hew Hesterman 2. PLEDGE OF ALLEGIANCE 3. APPROVAL OF MINUTES JUNE 3, 2009 Park Planner Hew Hesterman requested that an error be corrected on the June 3, 2009 minutes. The error is under Item #8a, first paragraph, and last sentence. The sentence should read, "He gave examples of the decline in the amount of park acres that we are currently providing per 1,000 residents (we are currently at 3.1 park acres per 1,000 residents). Commissioner Ramos moved to accept the change, Commissioner Goode seconded the motion, motion carried unanimously. 4. APPROVAL OF AGENDA Commissioner Hall moved to accept the agenda as presented, Vice-Chair Henthorn seconded the motion, motion carried unanimously. 5. PUBLIC COMMENTS None. 6. CORRESPONDENCE None. 7. PRESENTATION a. VIP COMMITTEE, NATIONAL RECREATION AND PARKS MONTH Management Analyst and Vision Insight Planning (VIP) Committee Chair, GeorgeAnne Meggers-Smith gave a presentation on July is National Recreation and Parks Month and a video presentation of testimonials of the many recreational opportunities throughout the community. GeorgeAnne indicated that the Community Services Department created a special calendar for July; this calendar was presented to the Commissioners. She also announced that the first annual "July is Recreation and Parks Month" poster contest for kids had a great response and would be available for the Commissioners to vote on, with the winners being announced the second week of July. Chair Greaves stated that Mayor Augustine had presented her with a proclamation stating that July 2009 is National Recreation and Parks Month. Chair Greaves then read and 1

2 presented the proclamation to Director Walker. 8. UNFINISHED BUSINESS None. 9. NEW BUSINESS a. ASSIGNMENT OF PICKLEBALL COURTS (A decision will be made on which tennis courts may be converted to be jointly used as pickleball courts.) Recommended Action: By simple motion, that the Community Services Commission authorize the Vaca-Valley Pickleball Club to install temporary tape striping at no more than three tennis courts at North Orchard Park under a permit to be issued by Community Services staff. Park Planner Hew Hesterman gave a presentation on what is being proposed for the jointuse of the tennis courts for pickleball. He recommended that 3 tennis courts at Orchard Park be marked with temporary pickleball lines to allow a practice period to see how it works. Various types of material available for the temporary lines were discussed. Commissioner Goode inquired about the signage and feedback during the test period; Park Planner Hesterman responded that temporary signs would be posted and the item would also be added to the Community Services Commission agenda in a few months, allowing the public to give their feedback after the practice period. Commissioner Cheng asked about the cost and warranty on the type of tape that would be used. Park Planner Hesterman responded that the Vaca-Valley Pickleball Club has offered to pay for the cost of the tape and it s a good quality tape that can withstand being used on roadways. Chair Greaves called on members of the public who indicated that they would like to speak on the topic. Vaca-Valley Pickleball Club (VVPBC) member, Marilee Schauff, thanked Park Planner Hesterman for working with the VVPBC and stated that she thinks it will be a workable situation. Tennis player, Debra Furlow, commented that the proposed three combined tennis courts would be too many, but two courts might be workable. She provided a statement letter to the commissioners and read from it indicating some concerns about the conversion of the proposed tennis courts to being jointly used with pickleball. Commissioner Henthorn asked about how the lines would affect playing tennis; Ms. Furlow responded that it s an additional distraction during the tennis game. Commissioner Ramos asked about a section of the letter that states there are pickleball lines already painted on the tennis court at Orchard Park. Ms. Furlow responded that pickleball lines have been painted at a portion of the tennis courts at Orchard Park; Ms. Schauff replied that it is a spray-on chalk only. Commissioner Hall addressed some of the concerns in Ms. Furlow s letter and pointed out that the proposal is not to take away from tennis, but for pickleball to coexist with it. Commissioner Hall also gave an example of how he has played sports at joint-use courts and not been confused by the various lines. Commissioner Cheng agreed that it wouldn t be taking tennis courts away, but would be adding more use to the existing courts. He commented that it may take some getting used to, but it s good to be able to share and combine the courts. 2

3 Commissioner Nettles inquired about the way the two sports might be played on the same courts and the signage that will be posted so there is not any confusion later on. Tennis player, Bill Granucci, stated that he has played tennis for the past years. He stated that his observations were that pickleball is played only sporadically and that there is never more than one court being used at Orchard Park at a time. Based on current usage, he thought that taping three courts might be too many because there did not seem to be a need for it. Mr. Granucci added that he had concerns with the type of tape, the color of tape, the texture of the tape, and who would maintain the tape. He also stated that the height of the net is important in tennis, so he requested that it not be changed. Tennis player, Ed Whiley, supported modifying only two courts, not three. He mentioned the securing/repairing of the perimeter fences of the courts and for the pickleball lines to be non-white lines, except for the center line that would be used by both types of players. Commissioner Goode commented that the Commissioners were interested in hearing both sides of the issue and wouldn t move forward without getting public input first. Commissioner Nettles asked for those concerned about two versus three courts to speak. Marilee Schauff stated that pickleball is the fastest growing sport in the United States and they are requesting three pickleball courts to be able to grow the program. She also stated that with three courts, they would be limited to a maximum of twelve players at one time. Chair Greaves reiterated that the Commission would get input from all sides before moving forward on anything permanent. Commissioner Goode asked about how long the chalk lasts and if it comes in other colors. Marilee Schauff responded that it does come in other colors and it lasts about 6 weeks depending on the weather conditions. Commissioner Henthorn inquired about the amount of courts currently being used for pickleball and the schedule they normally play. Chair Greaves asked Park Planner Hesterman if he could research different types of tape for the safest, most durable type to use. Park Planner Hesterman stated that he could investigate it further and that the Pickleball Club would be relied on to replace the tape if it needs replacing during the trial period. Marilee Schauff stated that red might be a better, less distracting color to use on the courts. Commissioner Goode asked what the cost might be to paint during the trial period. Parks Manager Simons got a quote on paint (4 courts for $1,500), but he would prefer to see the tape used for the trial period. Commissioner Hall inquired if the main concern was how many courts or the distraction of the lines on the courts. Mr. Granucci responded that it would be better to start off with two courts during the trial period to see how popular it becomes and then decide later on if more courts would need to be taped or painted. Chair Greaves clarified that it would be a trial period only and asked that there be understanding on both sides. Time is needed for proper analysis during the trial period before moving forward with a permanent decision. Jean Lauterdale spoke and inquired if tennis players would be obligated to leave if pickleball players show up because it has been striped. Chair Greaves responded that it would be first come, first served. 3

4 Ms. Furlow asked again that during the trial period, the striping be done at two of the four courts at Orchard, rather than three of the four courts, and to do the same at other City tennis courts to even it out a little better. Commissioner Ramos asked for clarification on why the courts at Orchard were chosen. Park Planner Hesterman stated that along with the current condition of the courts at Orchard, it is classified as a neighborhood park and the level of play that is anticipated at neighborhood parks is a lighter use than those at community parks (where there will likely be lighting, extra parking, and restrooms). Chair Greaves stated that the recommended motion before the Commission was to authorize the Vaca-Valley Pickleball Club to install temporary tape at no more than three tennis courts at Orchard Park. Commissioner Ramos moved to make the motion, Commissioner Hall seconded the motion. Chair Greaves requested for Recording Secretary Grey to do a roll call on the motion. Roll call recorded as follows: Commissioner Ramos - AYE Commissioner Goode - NAY Vice-Chair Henthorn - AYE Chair Greaves - AYE Commissioner Hall - AYE Commissioner Nettles - NAY Commissioner Cheng - AYE The motion carried with a 5 to 2 vote. Chair Greaves concluded that both groups would need to exercise some understanding during the trial period and she stated that information would be gathered to gauge what decision they will make at the end of the trial period. She also encouraged everyone to come to the Commission meeting in March to let the Commissioners know their thoughts at that time. 10. STAFF REPORTS a. PARKS MANAGER ROLLIE SIMONS Parks Manager Simons stated that Parks Supervisor, Mike Leighton, retired after 36 years with the City on June 30. Also of note was that Streets & Utilities Manager, Craig Isham, retired after 30 years of service with the City. Some staff changes noted by Parks Manager Simons were that Chad Copeman had temporarily taken Mike's place and Manuel Vasquez had filled the spot for Jim Garvey. A Junior Engineer from Public Works Engineering at City Hall had taken Manuel's spot as the Street Supervisor and another Engineer from City Hall had taken Craig's spot. Rollie mentioned that he looked forward to working with everyone to keep things in the department moving. The end of the fiscal year had come to a close and through some frugal budgeting, the fiscal year had finished okay and in the black for the department. They were able to pick up fertilizers for the fall, decomposed granite for the ball fields, and wood chips for playgrounds; all purchased in advance to help stretch dollars for the coming year. Rollie stated that he was currently working on a project to replace both the tot-lot and the 5-12 year old playgrounds at Trower Park and Arbor Oaks; and also the tot-lot at Beelard Park (bids would be open for that around July 24). 4

5 Park Planner Simons also congratulated the Community Services Commission on the Commission's 55 year anniversary. b. RECREATION MANAGER REGGIE HUBBARD Recreation Manager Reggie Hubbard stated that the CreekWalk Concert Series was in fullswing, the T-ball opening day ceremony would be held on July 10 at Keating Park, and the July 4th celebration would include a concert at the CreekWalk with fireworks. Recreation Manager Hubbard handed out flyers for the PAL program s Meet In The Heat 5k and 10k Run/Walk. He encouraged everyone to either sign up to participate or make a donation to support the PAL program. He stated that PAL had a lot of activities going on including upcoming judo and boxing tournaments and that Recreation Supervisor Matt Treiman, who would be coming back from medical leave in July, had done a lot of great work with the PAL program. Other announcements were that Recreation Supervisor Michele Crose was out on maternity leave and would be back on July 6. The deadline for bocce ball sign-ups would be on July 7, with games to be played on alternating nights at City Hall Park. The first Teen Swim Night occurred on Friday, June 26 with 45 teens attending. Staff at Graham Aquatic Center was in the process of teaching life-saving swim lessons to 505 participants although the new pool heater went out, but had been replaced. Recreation Manager Hubbard also announced that some of the Community Services Staff had been attending the Town Hall meetings held by Vice Mayor Curtis Hunt and Council Member Dilenna Harris; some good information had been shared at those meetings. c. PARK PLANNER HEW HESTERMAN Park Planner Hew Hesterman said he didn t want to confound the issue of why Orchard Park was recommended for pickleball, but there was one additional concern and that was recently addressed by the Planning Commission in modification of the Land Use and Development Code, specifically related to the parcels that are zoned in the CF Zoning which includes: community parks, corporation yards, recreation centers, community centers, above ground wells, pump stations, and other public facilities. Park Planner Hesterman stated that the reason why this was brought up is that there are multiple or overlapping public hearings for changes that are made within those CF Zones. Of interest in particular is, within those community parks, it seems unnecessary and overly burdensome to have the Planning Commission oversee proposed changes to community parks when that was this Commission s charge. So they approved a staff recommendation that eliminated the need for those conditional-use permits to come to the Planning Commission. It might put a little extra burden on us, but it might be the right place to talk about those things. However, there was a caveat put on it in that those areas would only be exempted if they do not adjoin residential uses or zoning districts. Hew did not know if it had been approved by Council yet or not. Park Planner Hesterman also gave updated information on the CreekWalk extension project that was going forward and photos of the proposed entryway feature at the corner of School Street and McClellan Street were shown. Park Planner Hesterman stated that there would not be much change made to the alignment of the walkway, but it would be widened, and the existing parking spaces would remain. The existing street lights would be removed, then moved back to allow for a widened sidewalk, and there would be minor plantings along with two new trees. The parking spaces would remain as they are and the disabled access ramps on the corner would be rebuilt with the entry feature added. The project will be funded with Federal grant money and the changes are minor, but it will complete the CreekWalk to McClellan Street. Park Planner Hesterman stated that some vandalism had occurred at Great Wonders where 5

6 the end of the tube slide had been jumped on so hard that the end broke off, so Rollie s crews have removed it and ordered a new one, it should be repaired in 6-8 weeks. Rollie also had a number of playgrounds in the safety audit recently. The Great Wonders was included and it went fairly well with the auditor identifying a few minor changes that needed to be adjusted or modified, but it needs more fi-bar (which we already knew about) and the slide repaired. As a follow-up to the Quimby proposal that was approved last month we ve had our consultant which was responsible for adjusting the impact fees, incorporate the exemption for Quimby having been paid earlier, so they now have a draft report in staff s hands that shows how a developer might pay a lower fee if they've already paid Quimby and that will be discussed at City Council probably around the end of August or early September. Hew also announced that the Pena Adobe Historical Society (PAHS) is having their celebration on Saturday, July 11 in the morning with lots of fun activities. 11. DIRECTOR REPORTS DIRECTOR OF COMMUNITY SERVICES, KERRY WALKER Director Walker stated that the upcoming Vacaville Performing Arts Theatre (VPAT) season will kick off with: Virsky Ukrainian National Dance Company on September 19; "Sing & Swing" with Diane Schuur and Bobby Caldwell on October 16; the Robert Cray Band will be at VPAT in January; in February there will be several performances of Defending The Caveman; in March we ve got Cabaret; and then ending the season in April, the Gin Blossoms will be performing. Kerry thanked both Chair Greaves and Commissioner Ramos for participating on the selection committee and stated that their time and input was very much appreciated. Staff is in the process of proofing the fall Events Guide and it will be out in late July or early August. Other events coming up are the Dive-In Movies at the Graham Aquatic Center and the Movies Under The Stars at Andrews Park, Hook will be playing on July 18. Also announced was the upcoming Sizzling Summer Shows on July 8. Director Walker confirmed that on June 23 Council approved the budget; so now staff is waiting to see what the State will be doing and we will see what comes of everything. The Facility Use Fees will be going to Council on July 14; there are some recommended increases as our fees are roughly 48% below the average of the other cities that we have surveyed. There is also a draft Waived Fee Policy that will be going to Council in September. Director Walker reminded the Commissioners that it s a critical time for the City and the Community Services Department. Community Services staff and the Commission recognize that they create community and enhance resident's lives. Director Walker suggested that when the Commissioners have the opportunity, to please bring forward the benefits of the Community Services Department and convey the importance of parks and recreation throughout the community. Chair Greaves requested that an be sent to the Commissioners with a list of bullet points of all the benefits that the Community Services Department provides to the community. 12. COMMISSIONER COMMENTS Commissioner Cheng inquired about Vacaville being in the top 100 cities to live. Recreation Manager Hubbard clarified that RelocateAmerica listed Vacaville as one of the top 100 cities to live, with one of the reasons being because of all the recreational opportunities. Commissioner Cheng also shared that there will be 60 students from China coming to 6

7 Vacaville in July and if staff or the Commissioners have a chance to meet them, or their host families, to please let them know that Vacaville was listed in the top 100 places to live in America and please also invite them to enjoy one of the great programs that are provided in Vacaville. Vice-Chair Henthorn wished everyone a happy and safe 4th of July weekend. Chair Greaves inquired about the status of an that was sent to the Commissioners regarding the Interior Appropriations Bill that was being voted on by Congress which would affect funding for the Land & Water Conservation Fund. A follow-up on the status of this bill was requested. Chair Greaves also requested an appointment be scheduled with the Information Technology (IT) department to work out some issues such as the need for all of the chamber microphones to be in working condition, instructions on the use of the computer system to be tailored for our Commission, and why the screen turns all pink when there is a presentation. Director Walker stated that she would be in touch with IT to try to schedule a mini training in the Council Chambers. This would most likely be scheduled the same evening, but prior to, an upcoming Commission meeting. 13. ADJOURNMENT There being no further business the meeting was adjourned at 9:22 p.m. Respectfully submitted, Amber Grey Recording Secretary 7