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Home My WebLink About1993/08/04 - Agenda PacketCITY COUNCIL AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETINGS let and 3rd Wednesdays - 7:00 p.m. August 4, 1993 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 MRR city Councilmembera Dennis L. Stout, Mayor William J. Alexander, Councilmember Charles J. Buquet, Couneilmember Rex Gutierrez, Councilmember Diane Williams, Councilmember ••t Jack Lam, L'ity bfanager James L. Markman, Ciey Attorney Debra J. Adams, City Clerk City Office: 989-1861 PA(i E City Council Agenda August 4, 1993 ~ All Items submitted for the Clty Council Agenda must be in writing. The deadline for submitting these items is 6:00 p. m. an the Tuesday prior to the meeting. The City Clerk's Office receives all such items. A. CALL TO ORDER 7. Roll Call: Baguet _, Alexander_,Stout _, WYk7ms _, and Gutienez B. ANNO N -FMFNTC/PRFSFNTeTrnMC 1. Presentotion of Certificate of Achievement for Excellence in Financial Reporting by the City. 1 G. COMMUNI -eTlnuc FRAM TNF p11Ri 1[` This le the time and place for the general public to address the City Council. State law prohibits the Clty Council Irom addressing any issue not previously included on the Agenda. The City Council may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. D. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Council at one time without discussion. Any item may be removed by a Councilmember or member of the audience for discuas(on. i. Approval of Minutes: July 21, 1993 (BuqueT absent) - 2. Approval of Warrants. Register Nos. 7/14/93 and 7/21/93 (FV Z 92/93), and 7/14/93 and 7/21/93 (fV 93/94); and Payroll ending 7/1 /93 for the total amount of 52,140202.98. 3. Alcoholic Beverage Application for On Sale General Eating Place 12 for Sycamore Inn. Sycamore Inn Incorporated. 8318 foothill Boulevard. PAGE City Council Agenda L-IC I Q`G J-, August 4, 1993 (I 2 4. Approval to amend the 1993/94 Fiscal Year Budget to albw for on- 14 going Fiscal Vear 1992/93 CommunRy Development Block Grant (CDBG) Projects. 5. Approval of Security Gulde4nes for Use of City Commun6y Centers - 17 amending Community Services Deportment Policy and Procedure Number 111-02.00, General Facilities Reservation and Fee Policy. 6. Approval to appropriate 5120.000.00 from Fund 09 - 'Gas Tax' 21 (Account No. 09-0637-9002) for the consfnrctlon and admin¢iration of the Asphalt Overlay on Lucos Ranch Rood, from Fourth Street to 5}h Street: Santa Anna Avenue, north of Fourth Street: and Helms Avenue. from 9th Street to Arrow Route. 7. Approval to award and authorization for execution of contract 22 (CO 93-052) for 19th Street Reconshucibn, from Carnelian Street to Amethyst Street for the amount of 5850,713.48 (5773.375.89 plus 10% contingency) to be funded from Aderbl Measure I Account No. 32- 4637-9031 t0 Kruze and Kruze Construcilon and Engineering, Incorporated. B. Approval to award and authorization for execution of contract 32 (CO 93-053) for Asphalt Overlay on Helms Avenue, between Ninth Street and Arrow Highway; Lucas Ranch Road, Fourth Street to Fifth Street: and Santa Anita. Fourth Sirset to End of Road, in the amount of 5101,436.28 (592,214.80 plus 10% contingency), to Manhole Adjusting Contractors of Monterey Pork, to be funded from Gos Tax Account No. 09-4637-9002. 9. Approval to Release Certificate of Deposit accepted for 35 completion of Undergrounding Utilities for Tract 11734, located on the northwest comer of Vineyard Avenue and Arrow Highway. 10. Approval to accept Improvements. Reledse Of Cash Surety. 36 Acceptance of Bonds, and File Notice of Completion for Traci 13359, located on the east side of Sapphire Street, between Orchard and Jennet Streets. Release: FaBhful Pertormance Cosh Surety (Street) 563.100.00 Accept: Labor and Materials Bond (Street) 83,100.00 Maintenance Guarantee Bond (Street) 16b20.00 PAO E City Council Agenda L-UGL August 4, 1993 3 RESOLITION NO.93-156 38 A RESOLUTION OF THE CffY COUNCIL OF THE CITV OF RANCHO CUCAMONGA, CALIFORNIA, ACCEPTING THE PUBLIC IMPROVEMENTS FOR TRACT 13359 AND AUTHORIZING THE FILING OF A NOTICE OF COMPL EiION FOR THE WORK GNCFNT flGnINA N!!FC The following Ordinances have had public hearings et the time of first reading. Secontl readings are expectetl to be routine and non-controversial. They will be acted upon by the Council at one time without discussion. The City Clerk will read the title. Any Item can be removed for discussion. No Items Submitted. F. ADV RTi~Fn PIIRI IC MFA RINr:C The fallowing Items have been advertised and/or posted ae public hearings as required by law. The Chair will open the meeting to receive public testimony. No Items Submitted G. PUBLIG NFewwrs TAe following items have no legal publication or posting requirements. The Chair will open the meeting to receive public testlmony. No Ifems Submtted. tl._ CITY MANAGER'c CTAFF REPORTC The following items do not legally require any public testimony, although the Chair may open the meeting for public input. 1. ONSID RATION TO ADOPT TH PORTS FI D h ASTER P AN 39 2. REPORT ON MI IK h MFTROIINK SITE S(`HF1~I II F 126 PAGE City Council Agenda August 4, 1993 4 3, CONSIDERATION TO APPRO `;a IA E~/FNTSA R M NR( 099- 128 459) WITH VAU EV BASFBAU CLUB IN -ORRORA n I. COUNCIL BUSINESS The following Items have been requested by the Clty Council for discussion. They are not public hearing Items, although the Chair may open the meeting for public input. i. DISCUSS'ON ON TRAFFIC REVIEW OF MII I IKFN AVEN I J. IDENTIFICATION OF ITEMS FOR NEXT MEETIN 110 This is the time for City Council to identify the items they wish to discuss at the next meeting. These iiems will not be discussed at this meeting, only identified for the next meeting. K COMMUNICATIONS FROM THE PUBLIC This Is the time and place for the general public to address the City Council. State law prohibits the City Council from addressing any Issue not previously Included on the Agenda. The City Council may receive testimony end set the matter for a subsequent meeting. Comments are to be limited to five minutes per Individual. L. ADJOU ENT MEETING TO ADJOURN TO EXECUTIVE SESSION TO DISCUSS PERSONNEL MATTERS. I, Debra J. Adams, Cily Clerk of the City of Rancho Cucamonga, -0ereby certify that a true, accurate copy of the foregoing agenda was posted on July 29, 1993, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. July 21, 1093 CITY OF RANCHO CUCAMONGA CITY COUNCIL MINUTES A regular meeting of the Rancho Cucamonga City Council was held on Wednesday, July 21, 1993, in dw Council Chambers of the Civic Center, boated at 10500 Civic Center Drive, Rancho Cucamonga, California. The mating was called m order at 7:05 p.m. by Mayor Dennis L. Stout. Present were Couxilmembers: William ]. Alexander, Res Gutierrez, Diane Williams, and Mayor Dennis L. Stout Alw present were: Jack lam, City Manager; Ralph Hanson, Deputy Cily Attorney; Linda D. I)eniels, RDA Manager, Brad Buller, City Planner; loo O'Neil, City Engineering; Bob Dominguez, Administrative Services Director; lames Fros[, City Trcasmer, Suzanne Ota, Community Services Manager; Mani Higgins, Disaster Preparedness Manager; Duane Baker, Assatant to the City Manager; Diane O'Neil, Management Analyst II; Susan Mickey, Management Analyst 1; tan Sutmn, Deputy City Clerk; Chief Dennis Michael, Rarrcho Cucamonga Fire Protection Dislncr Capt. Bruce Zeir~er, Rancho Cucamonga Police Departmmt; and Debra ]. Adams, City Clerk. Absent was Councilmcmber: Charles 1. Buquet ll. ~..~~• v0 announcements a prcsenutions wac made. «~~~~. WMM INIC aT10NS FROM TNF minl rr• C 1, Jackie Bolda, Mt. Gunnison Coun, felt there was a big emblem in the City. She felt Councilmcmber Culierrez Ilecded to change his ways. She stated she did not agree with how he conducted himself at meetings. Shc felt he should represent all the people in the Cily, not just those who voted for him. She asketl that he quit polidcally posturing himsdL C2, BLtke McPherson, Mercy Ambulance, invited the Council to inspect the"m facility on Center Avenue. C3, Dr. RichaN [gird, Emerson, rcponed on dw Iwo young g'vls Nat had been killed on Fairmont and Milliken. He talked about how the neighbors have come together out of the goodness of then hears. He commented That there were no stop signs on Milliken m slow down traffic and asked that the Council consider a stop sign at Fairmont and Milliken. City Council Minutes 7uly 21, 1993 Page 2 C4. Narmy Negretti expressed her corrcem far the children who have m cross Milliken and the way motorists drive on this street She stated Them art no posted speed Rmit signs on Milliken, but that she found out today the speed limit is 55 mph. She fcl[ something needed m be doce before dre school year scans. C5. Veronica Espinosa, Et~serson, read comments from various students crossing Milliken to go b school. C6. Mike Illre, 6875 Fist Coup, stated he had filed a report with the Police Department about speeding cars on Milliken. He asked that the Council do something to slow down traffic in this area, C7. Jim Frost staled he did not think the accident was caused by the design of dre intersecdon, but Celt it was very unfonurlale what happened, CB. Iarty Epple, Bella Vista, staled he and his faintly supported Councilmembcr Gutiurez. Maya Stout stared he had asked Traffic Design m take a look az the interscetion of Faimont and Milliken, and also Vintage, far safety. He sealed the signal light has bcen budgeted and is going out b bid in August, but that it also has m be done according m State codes He sated i[ would not go in until April 0(1994. He asked Ralph Hanson, Deputy City Almrrtcy, if the City were m declare this an emergency in light of what hu happened at this intersection, could it possibly be iasulled sooner than it the Ciry followed the Stale code process. Ralph Hanson, Deputy City Attorney, stated yes and that they could work with the Engineering sratf to try m accomplish this. Mayor Stout asked that this come back on tce next agenda. Councilmembcr Alexander stated he felt the same way and wanted m do whatever was the most expedient m get something through. M1fayor Stout asked that this come back at the next meeting and that the Public Safety Subcommittee work with the City Attorney and City Engincer on this matter. He soled he would like the speed on Milliken examined, the traffic stop sign at Vinmge, specifically, and also the issue of Fairmont near the Victoria Groves Park with aspect to smp signs and so forth. Councilmember Alexander expressed his appreciation for the nrother of urea of the accident victims that waz present mnight. Councilmembcr Gutiertez stated he would Tike m look at the traffic study which stated the speed limit of 55 mph was ncccgable. Mayor Stout co:nmenled on the accident and how touched he was by what the neighbors am doing for the families inrolvcd. Veronica Espinosa sated she was under the impression the signal could go in beforo April, but stated she would like m sce it go in before school scans. Mayor Stout again commwued on the bid pmcws and all Iha1 is involved with it Councilmember Williams asked if ehcrc was something in the interim that can be done at this location like a stop sign or something. City Council Minutes July 21, 1993 Page 3 ]ce O'Neil, City Engineer, soled he did trot think a stop sign would do the trick because of it being a six lane highway, and drought it might create more of a problem. He added he would put this in his report for the next meeting. rrrrr• D1. Approval oC Minutes: June 16, 1993 (Stout absenQ Jurte Ib, 1993 (Stout absent) torte 17, 1993 (Stout absent) luly 7, 1993 D2. Approval of Warrnnts, Register Nos. 6/30N3 and 7lIN3 (Pistol Year 1992N3), 7/IN3 and 7NN3 (Fiscal Year 1993N4); and Payroll ending 6/17N3 for Ute total amount of 51,729,351.24. D3. Approval to receive and Ele curtent investment Schedule az of June 30, 1993. D4. Approval ro authorize the advertising of the "Notice Inviting Bids" fa the Neighborhood Cen[u Improvement Project m be funded from the Community Devekpment Block Grant Program, Account No. 28-0333- 9315. RESOLUTION N0.93-146 A RESOLUTION OF THE CITY COUNCIL OF TFIE CITY OF RANCHO CUCAMONGA, CAUFORMA, APPROVING PLANS AND SPECIFTCATTONS FOR THE "NEIGHBORHOOD CENTER IMPROVEMENT PROIECT;' IN SAfD CITY AND AUTHORIZING AND DIRECTING THE CITY CLERK TO ADVERTISE TO RECEIVE BIbS OS, Approval to auhhorize dre advertising of the "Notice inviting Bids" for the Rancho Cucamonga Neighborhood Center Roofing Project ro be funded from the Community Development Block Grant Program, Account No. 28-0333-9315. RESOLUTON NO, 93-147 A RESOLUTION OF THE CITY COUNCIL OP THE C]TY OF RANCHO CUCAMONGA, CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS FOR THE "RANCHO CUCAMONGA NEIGHBORHOOD CENTER ROOFING PROJECT," IN SAID CITY AND Al1THORIZiNG AND DIRECTING THE CffY CLERK TO ADVERTISE 7'O RECEIVE BIDS Db, Approval to extend Comcast Cahle T.V.'s franchise. ITEM REMOVED FOR DISCUSSION BY COUNCILMEMBER GUTIF.RRF.Z, City Council Minutes ]uly 21. 1993 Page 4 RESOLUTION NO. 91-012M A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, EXTENDING COUNTY OF SAN BERNARDINO FRANCHISE LICENSE WITH COMCAST CABLE T.V. FOR 90 DAYS UPON EXPIRATTON OF CURRENT LICENSE WITHIN THE CITY OF RANCHO CUCAMONGA DT. Approval w name persons authorized to execute on behal(of the City da; application for obtaining Federal Financial Assis~ancc under P.L. 93-288 involving the Winter Storms o(January arM Febnrary, 1993. RESOLUTION N0.93-148 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, NAMING PERSONS AUTHORIZE-D TO EXECUTE ON BEHALF OF THE CITY THE APPLICATION FOR OBTAINING FEDERAL FINANCIAL ASSISTANCE UNDER P.L, 93-288 INVOLVING THE WINTER STORMS OF JANUARY AND FEBRUARY, 1993 D8. Approval of Resolutions mlalcd to proposed Assessment District 93-1 (Masi Plara). RESOLUTION N0.93-149 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, MAKING F(NDMGS ON PETITION RESOLUTION NO. 93-I50 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING A MAP SHOWING THE PROPOSED BOUNDARIES OF A SPECIAL ASSESSMENT DISTRICT RESOLUTTON N0.93-I51 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, MAKING APPOINTMENTS AND APPROVING AGREEMENTS IN A SPECIAL ASSESSMENT DISTRICT RESOLUTION N0.93-152 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, DECLARING INTENTION TO ORDER THE INSTALLATION OF CERTAIN IMPROVEMENTS IN A PROPOSED ASSESSMENT DISTRICT; DECLARING TFBi WORK TO BE OF MORE THAN LOCAL OR ORDINARY BENEFIT; DESCRIBING THE DISTRICT TO BE ASSESSED TO PAY TH6 COSTS AND EXPENSES THEREOF; AND PROVIDMG FOR THE ISSUANCE OF BONDS D9. Approval of continuing appropriations from various funding sources for Fiscal Year 1992/'93 Capital Improvement Projects which arc continuing in Fiscal Year 1993/94. City Council Minutes July 21, 1993 Page 5 DIO. Approval m award and auNoriration for Ne execution of Citywide Concrete Repair Annual Maintwtance Agreement (CO 93-043) b State EnvvonmenNl Management, Incorporated of Wrightwood, California, in Ne amount of $61,000,00, Io be funded by Account Number Ol-0b47-6028. DI I. Approval to award and auNodration to execute contract wiN Riverside Pipeline (CO 93444) for Alta i.oma Storm Drain Assessment INstrict 84-2, replacing substandard drainage facilities at Almond Sveet and Haniosa Avenue in die amount o(536,000.(p ($33,000.00 plus 10%contingency) to be funded from Assessment District 84- 2, Account No. 80-0637-9220. D12. Approval m exuute agreement (CO 93-045) for Community Trail Dedication between Randy and Sandy Davis and the Ciry of Rancho Cucamonga, and authorizing Ne Mayor to sign same. D13. Approval to execute Officiating Agreements (CO 93-046) betwwn Ne Cily of Rancho Cucamonga and Umps Are Us N provide offrciating services for adult softball, volleyball, basketball and Rag football. D14. Appmval m execute wnuacts for computer hardware and software maintenance wiN Computervision Carporatlon (CO 93-047) in Ne amount of 535,016.(q, NBI Services Incorpomted (CO 93.048) in the amount of $]5.912.00, and Weslek Computer Services (CO 93-049) in Ne amount o($47,221.00, ro be funded from Contract Services Account Number 01-0159fi028 for Fiscal Year 1993/94. DI S. Approval to accept Improvements, Reltzse of Bonds and Notice o(ComplGion (or Tract 14486, located on the rwrth side of Arrow Rcute at Ramona Avenue, Release:Faithful Performatce Cash Ckposit (SVecQ S 4,4(10.00 Acceq: Maintenance Guarantee Bond (StrecQ 440.00 RESOLUTION N0.93-153 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ACCEPTING THE PUBLIC IMPROVEMENTS FOR TRACT 14486 AND AUTHORIZING THE FII.ING OF A NOTICE OP COMPLETION FOR THE WORK D16. Approval m accept Improvements, Release of Bonds and Notice of Completion for Parcel Map 5671, located on Ne noM side of Almond Avenue east of Carnelian Street. Release: Faithful Performance Band (SUCC0 $ 8,500.()0 Labor and Materials Bond (Street' 8,500.00 RESOLUTION N0.93.154 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ACCEPtING THE PUBLIC IMPROVEMENTS FOR PARCEL MAP 5671 AND AUTHORIZING THE FILING OF A NOTICE OP COMPLETION FOR THE WORK D17. Approval to release Maintenance Guarantee Bond (or Tract 13727, located on Ne southwest comer of Highland Avenue and Carnelian Sveet. Release: Maintenance Guamnlce Bond (SVCeQ S 14,600,00 Cily Council Minutes luly 21, 1993 Page 6 Dlg. Approval to set a Public Hearing to August 1g, 1993, to consider establishment of an underground utiliy district along Base Line Road from Archibald Avenue to Hermosa Avenue, using Rule 20A (ands grid respatsibih[y of conversion costs, Public and private. RESOLUTION N0.93-155 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO COCAMONGA, CALIFORNIA, CALLING FOR A PUBLIC HEARING TO DETERMINE WHETHER PUBLIC NECESSITY, HEALTH, SAFETY OR WELFARE REQUIRES THE FORMATION OF AN UNDERGROUND UTILITY DISTRCCT ALONG RASE LINE FROM ARCHIBALD AVENUE 7'O HERMOSA AVENUE MOTION: Moved by Williams, seconded 6y Gutiertez m approve the stag recommertdations in the s1a(f repass conmined in the Consent Calendar, wish the exception of Item D6, with Stout abstaining on the lone ld, 16 and 17, 1993 minutes. Motion cartied unanimously, 4-0-1 (Buquet absem). •~ar~ DISCUSSION OF ITEM D6. Approval to extend Comcast Cable T.V.'s franchiu. Councilmember Gutierrez asked if Comcast works the Redhitl mea. Susan Mickey, Managemcm Analyst I, stated yes. Councilmember Gutierrez felt a letter rwe<letl m be written W Camrasl m get Things moving. Susan Mickey, Management Analyst I, suggested m wait a cnuDle more weeks m giva Comcast a little more time before anY fuller conespondertce is wriuen. RESOLUTION N0.9I.012M A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, EXTENDING COUNTY OF SAN BERNARDC70 FRANCHISE LICENSE WITH COMCAST CABLE T.V. FOR 90 DAYS UPON EXPIRATION OF CURRENT LICENSE WITHIN THE CITY OF RANCHO CUCAMONGA MOTION: Moved by Gutierrez, seconded by Stout to approve Resolution No. 91A12M. Maion carried unanimously, 4-0-1 (Ruquet absenQ. •~~r~• EI. CONSIDERATION OF AN ORDINANCE PROHIBITIN • O $IN AND O 1 ITATION OF FMPI OYMENT FROM STRF TS OR HI :HWAYc Debm 1. Adams, City Clerk, read the title o(Ordinance No. 514. City Council Minutes July 21, 1993 Page 7 ORDINANCE N0.614 (second reading) AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, AMENDING TITLE 9 OF THE RANCHO CUCAMONGA MUNICIPAL CODE BY ADDING A NEW CHAPTER 9.26 THERETO AND PROHIBITING LOITERING AND SOLICITATION OF EMPLOYMENT OR BUSINESS FROM STREETS OR HIGHWAYS MOTTON: Moved by Alexander, seconded by Williams m waive fWI reading and approve Ordinance No. 514. Modon varied unanimously, 4-61 (Bugcet absent). No items were submitted. •r.srw• F ADVF.RT!SF.D oURt*r: nc~orvr;e •..a~• C. PURLIC HF.ARiNOS GL CONSIDERATION OF DEVEI OPa,rPNTRFVIFW9-11-DAVIC-grpquest (or issuance ofabuilding permit, prior m dedication of a community trail, for dx; construction of a single family house totaling 7,600 square feet on I6.6 acres of land located at 9400 Almond Strcel • APN: 1061-091-01. (Continued from July 7, 1993) Mayor Swut stated the applicant has asked That the item be removed from the agenda. ACTION: Item removed fmm the ageMa .~r..• HL CONCIDERATION OF METRO INKS AND ADOP'fIOh OF OOP RATTV A R F HT (CO 93-0501 WITH SANBAO Staff repmrt presented by Joc O'Neil, City Engineer. Mayor Smut stated This has been a long time coming and felt this waz a good project. He asked whrn the Milliken site would be compkmd. Joc O'Neil, City Engineer, stated 1995. Mayor Stout stated that date was not accepuble and asked lack lam to look into this further, and for this m come back in two weeks. Jack Lam, City Manager, stated this would be brought back at the nest meeting. M0770N: Moved by Stout, seconded by Guticrez m accept stall's recommendadon as irrdirated in the sm(f report. City Council Minutes July 21, 1993 Page 8 Coun.:ilmember Williams smted she is going to vme no on this because she Celt tlrc Haven site would be more advanmgeous to the City than the Milliken site. She slated that now after hearing 1995 for the Milliken site completion, she was stlll going m vote no. She stated ahe did not wool to assist General Dynamics,Mughesgatout of town easily by doing this. Motion cartied 3-1-1 (Williams voted ra, Buquet absent). Mayor Stout commented why he felt this site was better beceuu of rww busine.¢s interest in the City wanting to be neaz this ktcation and also that it is less money for this site. He felt tite traffic would be better consrolled in the City if the sine was at this bcation. •.~ra• I. COON IL B ICIN .CS Il. t rFDATE REPoRT ON FFECTS OF THE STATE BCIDGET ON THE CITY (Oral Rcporp Staff report presented by lack lam, City Manager. Councilmember Guticmez staled he felt this was very bleak. He stated he would like the opportunity m discuss this matter with the public. He sated he felt the public perceived the urgency of the utility tax na m be as dractlc becattse not as much money was taken by the State as was previously expected. Ne felt the public should have input in what is going on wish the budget He wanted them to feel that the City is doing dte best they can do. He suggested a workshop should be set in one month to receive any updates and to also open the meeting for public input. Councilmember Alexander stated that as the City Manager indicated it may be longer than four weeks befom any news comes down m the City about the budges. He tell a workshop might be a IiWe premature et this point. Mayor Stout asked when the County will know what they ate going m do with law enforcement, etc. lack Lam, City Manager, stated he does Trot know when the County will tell the City the implications on Rancho Cucamonga Mayor Stout felt after the November elections might he a more appropriate time b have the workshop. Councilmember Gutlerm> felt October would 6e beucr fa tite workshop. Councilmember W illiams sated since the County is not going m give the City a straight answer with rcgardr m the library and what is going b happen, could the City cimumvent the County and go straight to the Smte, She tell dW City needed m push for an answer frpn Them. Councilmember Gutierrez siateA he would also Tike m sce what revenue is coming in from the uWity tax in Ocmber Jack Lam, City Man gar, stated you molly need to wait two full quavers m get an aceuram comparison. ACHON: Report received and filed. +~r~~• City Council Minutes July 21, 1993 ?age 9 11. The Council reiterated tlW the signal at Milliken and Fairmont, and We traffic situation in general for shat area, was to be on the ncxt agrnda. •.r.. No communications were made from We puNic. ~.~~~• L. ADJOURNMENT MOTION: Moved by Stout, seconded by Alexander m adjaun m the meagry d Lois Snyder, wife of former Mayor Howard Snydc of Ontario, who recently passed away, w an Exccutivc Session to diacuss property negmiatians az Rochrstcr and Anow, twt to reconvece. Motion carried unanimously, 4-0.1 (Baguet absent). The nreetiog adjormted at 5:40 p.m. Respectfully sabmit[ed, Debm ]. Adams, CMC City Clerk Appmvcd: - CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: August 4, 1993 TO: Mayor and Members of the City Council Jack Lam, AICP, City Manager FROM: Robert C. Dominguez, Administrative Services Director SUBJECT: PRESENTATION OF CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTIIJG RECOMMENDA710N It is recommended that the City Council present to Finance Officer, Susan Stazk, the Certificate of Achievement for Excellence in Financial Reporting awarded to the City of Rancho Cucamonga for fiscal year 199] /92. BACKGROUND The Government Finance Officers Association of the United States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Ffnancial Reporting to the City of Rancho Cucamonga for its finanaal report for the fiscal year ending June 30, 1992. The Certificate of Achievement is a prestigious national award recognizing conformance with the highest standards for preparation of state and local governmental financial reports. In order to be awarded a Certificate of Achievement, a government unit must publish an easily readable and efficiently organized Comprehensive Annual Financial Report whose contents conform to programs standards. Such CAFR's must satisfy both generally accepted accounting principals and applicable legal requirements. The Certificate of Achievement is valid Eor a period of one year. Rancho Cucamonga has received a Certificate of Achievement for the last four consecutive years. This fifth consecutive certificate further establishes the excellence of the financial reporting by the Finance Department for the City of Rancho Cucamonga. Respectfully submitted, A Rt C. o ez Administrativ rvices Director RCD/dah •E .. •. .. .; ., . .. :E ;; o: OVCpOPOppCY ppTPOm OONTOOOOOOONtipOpch •L• PONa OONTOOOwOpNwNhOOfV OOPMOOn0000rvN0 P•C pNNa NNN ONNhOwPNmmmmy TNNNmNNNNTOpONN p m \• MmPPNNNNNfyrIy PNOdPdOTm.~.y .IN N.pTOM1P/ PN N~IN N~uNNNNNN /IN N N ..~ • H .~ N N \• N w T N O:T • • NMVNdFmPprnNMeNdwmPOANMfNdwmPON NT.I N.p hmc p ¢OmmmN m~md <pmmmmmmimOF mNO mmP Pmmmm ¢• mPmmmmOmmmmmmmOmmpmW00mmOmmmmo0mmmmOmmm06mmOm •6 OI.~M1FhhPnhwFFwhhNNl•wMM1FI•wFNMM1hwhYl•hwFwM1NhMwhwhNwhM1FFw { • _ ~ ! Y • _ __ f > \ a f • S V N Tm • P F •N7 WN iNN P\P NNOT OO\\ N\NO\ TTFO • 31• m\ •N! J \ \\m.• NAdd O Ma\hh OAdP I v • T 00 mMNT htl MlhYf V VNVm \m OM V Z OMVJw OWW OU fW<w ¢NW MwwW NNW NZ N'J' ¢ O L Sq 6 mY M10w6gwY Nr,Fw v1A A6 A\ q ZNP ! <1q a•1pfJW6 qq<! 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(Or "+9cklmrn Iml 19. laabn Nwnbw eM SHeel Ciry aM tp CaM Ceuay J ~' . i~~:i pe Nol Wr11e felon TA4 LMe; For DefvNllNnf Vn Ony 760:1" AMahd: [}~Rwwded ndkr, ^ fidwaY P^0^e o ,f~ OII4. en...__...----~-~--~-~ ~a SYCAMORE INN, INC. 831$ Foothill Blvd. Rancho Cucamonga, CA 91730 Currently Zoned: Special Commercial, Subarea 1 of the Foothill Specific Plan Zoning of Adjacent Properties: North: Special Commercial, Subarea 1 of the Foothill Specific Plan (FSP) South: Community Commercial, Subarea 1 of the Foothill Specific Plan East: Special Commercial, Subarea 1 of the Foothill Specific Plan Uest: Special Commercial, Subarea 1 of the Foothill Specific Plan ~ ~.~~~•;~ Sycamore Inn T N u~ / ~ ,~~v~~~~ ~ ;~ ,~~, ~~ v~~.. ~ ~ , , , ~ ,..~ ~~ << ~ ~ % ~ „~ ~ ~ in rtr ~< •~% ~ V /3 sasse 07/21/93 C[TY OF RANCHO CUCAMONGA STAFF REPORT DATE: August 4, 7993 T0: Mayor and Members of the City Council ~y Sack Lam, AICP, City Manager L(.,{J FROM: Brad Huller, City Planner BY: Cindy Norris, AICP, Associate Planner SUBJECT: AMENDMENT Tb TH8 1993-96 FISCAL YEAR BUDGET TO ALIAW FOA ON-GOING FISCAL YEAR 1992-93 COMMIN ITY DEVELOPMENT BLOCK GRANT PROJECTS I~COM~IDATIOH Zt is rer_ov®ended that the City Council amend the Pis cal Year 1993-94 budget to continue Coomunity Development Block Grant (COBG) appropriations providing a mechanism to pay invoices originally projected to occur in Pis cal Year 92/93, but which will not occur until Piacal Year 93/94. HACI~A[KRiU/AmAL7878 The two projects in which CDBG funds are required to be carried forward to the 1993/94 fiscal year are the Cheffey-Garcia Nouae and the Led1g House historic rehabilitation improvements. Both projects were elated to be completed by June 30, 7993. However, because of unforeseen deleye, and the contractor's inability to complete the required work, both projects will require additional time. Attachment A includes a brief summary on the statue of both of eheae projects. Generally, the City's budgetary policy requires that, either the amount expected to be remaining in a purchase order on June 30, 1993, be budgeted Eor the upcoming fiscal year (in December/January when the budget is compiled), oz that a budget amendment be prepared, which will increase the current year's appropriations and allow supplemental purchase or dare to be Saeued. The net effect of the carry over on the 1994 yent-end fund balance will 6e zero. As last year's ending fund balances were greater then projected, these additional funds ere now being ^reappropriated" to cover invcicee from on-going pro]ecGS. Exhibit ^H" identifies the proposed reappropriationments along with the amounts adopted by the Council Sn June. City BB:CN/jfa AGtechment9: Exhibit "A" - Project Statue Summery Exhibit "B" - FY 1993/96 Continuing Appropri atione EffiHTS 'A' PRD.7H(.T 8'AOVS SONIpRY CHAFFEY-GARCIA HWSfi Thi9 project was handled through a subzecipient agreement with the Etiwanda Historical Society (EHS), similar to chat used for the Nome Improvement Program, in which the actual contract for work is between the EHS and the contractor. The City functions as m inspector and issues payments when authorized by BH9. Wark on the house has been completed, although the contractor has not been issued final payment or retention. The project has several outeianding "Stop Notices' filed by subcontractors and supplier9 that the general contractor has not paid. The contractor has filed a claim against the City and the HHS, for items unrelated to final payment, in which he ie requesting additional fund9 Eor work done rh ich he feels was above and beyond tha requirmsnte of hie contract. The EHS has responded by generally denying his claims and by indicating that they may in turn file a claim against hlm Eor workmenehip errors. The City has not yet responded to [hc contractor's claim. G.P. LEDIG HWSE Gf the rehabilitation project $30,000 of the total $137,500 came from the 1992-93 CDBG budget. The bulk of that allotment, $27,876.d3, hm been spent. Unfortunately, the project mntractoz abandoned the job and a forawl contrast cancellation process le underway. The City awarded both the Chatfey-Garcia Aouae and the G.P. Lediq House Restoration ptojecL contracts to the same law-bidder. I~ OBIT 'B" PS 1993/94 C06YiMilM: APpNOPAI112I011B Continuing Appropriations FY 93/94 Account Prolect De9criPtion (for approval) Budget 28-4333-9116 Chaffey-Garcia House $10,187.50 $0 (PO 17911) 28-4333-9123 Ledig House $ 2,123.57 SO (PO 17697) Total YY 93/94 Budget $10,187.58 S 2,123.57 /~ V1'1'Y Vf' HANUriV UUUAIV1UN CiA STAFF REPORT DATE: August 4, 1993 TO: Mayor and Members of the City Council Jack Lam, ALCP, City Manager FROM: Suzanne Ota, Community Services Manager BY: Paula Pachon, Management Analyst II SUBJECT: APPROVAL OF SECURITY GUIDELINES FOR USE OF CITY COMMUNITY CENTERS RECO?QIENl)ATION Staff recommends that the City Council approve the attached security guidelines for use of City Community Centers and incorporate them as part of the Community Services Department~e Policy and Procedures, Number III-02.00, General Facilities Reservation and Fee Policy. BACKGROUND As the City Council is aware, over the last six months two major incidents involving large youth group gatherings at City Community Centers have resulted in a re-examination of security needs at Lions Park Community Center and the Rancho Cucamonga Neighborhood Center. Based on discussions With the Rancho Cucamonga Police Department, the Park and Recreation Council Subcommittee and the Park and Recreation Commission, staff has developed a security policy for rentals at the centers. It is recommended that the proposed additional security requirements ba adopted for youth related rental activities such as dances, parties, etc. The level of security required for rental activities will be determined by the community canter supervisor in consultation with the Police Departme:.i and based upon the size and type of event. The rental applicant must ensure staff that the number of participants will not exceed facility capacity limits established by Pire regulations. Staff also recommends that City residents be given a priority to reserve the Community Centers by being allowed to make a facility reservation six months in advance. Non-residents will be allowed to reserve the center three months in advance. ~~ CITY COUNCIL MEETING SECURITY GVIDELINES FOR VSE OF CITY COMMUNITY CENTERS August 4, 1993 Page 2 Once the proposed guidelines pertaining to security have been reviewed and approved by the City Council, atafP recommends that they be incorporated as part of t2:e Community Services Department's Policy and Procedures, Number III-02.00, General Facilities Rassrvation and Fee Policy. FISCAL TvpAGT The security costa required for rentals and events at the Community Centers would be totally borne by the rental Cp~licants. There would be no budgetary cost impact to the Y• Respectfully aubmitte S za Ota co ty Services Manager 50/kls Attachment /~ SECURITY GDIDELINES FOR IISE OP CITY COIMUNITY CF,NT Ru General Provisions: Additional City staffing and/or security staffing may be required for rental activities such as dances parties (graduation, birthday, weddings, receptions, showers) and other related activities. This security requirement also applies to rentals and facility uses where admission will be charged for fund raisers, commercial rentals and/or uses where the event is advertised. Groups/individuals who are renting the community centers are responsible for paying for all staffing and/or security requirements for the event. Age Categories: Family ~ All Ages Youth =Junior High School - 29 year olds Adult 90 year olds - 49 year olds Senior = 50 year olds and up Rental activities and events held at the community centers must comply with facility capacity limits as set by Lire regulations. The rental applicant must present staff with exceed rfac it ity capacity tlimits re that the event dose not Additional staffing and/or security requirements may be requlrad by the supervisor in charge of the community center for events based on nitendance estimates ae noted below. Fees associated with additional staffing and/or security requirements must be paid to center eteff no lass than five (5) working days prior to the event. Failure to do so will result in cancellation of the nativity. Attendance Staffing Estimates Requirements 1-100 1 part-time staff and/or 2 private security guards 101-150 2 part-time ataffi and/or 2 privets security guards or 2 deputy reserve officers 151-350 2 part-time staff 2 private security guards; end/ or 2 or more deputy reserve officers i9 SECURITY GUIDELINES FOR IISE OF CITY CONNUNITY CENTERS Page 2 5. Adult chaperones may be required by the supervisor in charge of the community center to be on duty during youth activities/events at the community centers. A list of chaperones must be furnished no leas than five (5) working days prior to the event. Failure to do so will result in cancellation of the activity. 6. Facility rentals at community centers shall be based upon the following rental reservation priority: - Residents shall be allowed to make a facility reservation 6 months prior to the rental date. - Non-residents shall ba nllowed to make a facility reservation 3 months prior to rental date. ao C1'i'P OF RANCHO CUCAMONGA STAFF REPORT DATE: August 4, 1993 T0: Mayor and Members of the City Council Jack Lam, AICP, City Manager FROM: William J. O'Neil, City Engineer BY Michael D. Long, Supervising Public Norks Inspector SUBJECT: APPROVAL TO APPROPRIATE S120,000 FROM FUND 09 - "GAS TAX" (ACCOUNT N0. 09-4637-9002) FOR THE CONSTRUCTION AND ADMINISTRATION OF THE ASPHALT OVERLAY ON LUCAS RANCH ROAD, FROM FOURTH STREET TO 5TH STREET; SANTA ANITA AVENUE NORTH OF FOURTH STREET; AND HELMS AVENUE, FROM 9TH STREET TO ARROW ROUTE uFCn~runerrnw It is recommended that the City Council appropriate E120,000 from Fund 09 - "Gas Tax" to pay for the construction and administration costs pertaining to the Asphalt Overlay on Lucas Ranch Road, Santa Ant to Avenue and Het ms Avenue. The project was budgeted in Fiscal Year 92/93 Budget. The project is scheduled for award at this Council meeting. It is anticipated Lhat construction will begin by August 15, 1993. At this time it is necessary to reappropri ate the funds for construction. Respectfully submitted, ~• ~~/.tiC~l William J. 0 eil City Engineer WJO:MDI:jh ~~ CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: August 4, 1993 T0: Mdyor and Members of the C1ty Council Jack lam, AICP, City Manager FROM: N1111am J. O'Neil, City Engineer BY Michael D. Long, Supervising Public Norks Inspector SUBJECT: ANARD AND AUTHORIZATION FOR EXECUTION OF CONTRACT FOR 19TH STREET RECONSTRUCTION, FROM CARNELIAN STREET TO AMETHYST STREET fOR THE AMOUNT OF 5850,113.48 (6773,375.89 PLUS 10% CONTINGENCY) TO BE FUNDED FROM ARTERIAL MEASURE [ ACCOUNT N0. 32-4637-9031 TO KRUZE d KRUZE CONSTRUCTION 6 ENGINEERING, INC. RECONMEIDIlTION It is recommended that the City Council award and authorize for execution the contract for 19th Street Reconstruction, from Carnelian Street to Methyst Street to the lowest responsive bidder Kruze d Kruze Construction 8 Engineering, Inc. for the amount of 6173,375.89 and euthorize the Administrative Services 0l rector to expend E850,713.48 (6773,375.89 plus lOt contingency) to be funded from Arterial Measure I Account No. 32-4637-9031. BACKGROUND/ANALYSIS Per previous Council action, bids were solicited, received and opened on July 15, 1993, for the sub,)ect pro,)ect. Kruze 6 Kruze Construction 8 Engineering, inc. is the apparent Lowest responsive bidder, with a b1d amount of 6773,375.89 (see attached b1d sunmmry). The Engineer's estimate was 5872,277.45. Staff has reviewed all bids rccetved and found them to be complete and in accordance with the bid requirements. Staff has completed the required background lnvestlgation and finds all bidders to meet the requirements of the bid documents. Respectfully subm d, ~~~ Mi111am J. 0'Ne C1ty Engineer NJO:MDL:Ia Attachment ~- ;~ J z3~ F ~C2 F jpJ U :a.F Z ~' G'. 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CITY OF RANCHO CUCAMONGA STAFF REPOR'i' GATE: August 4, 1993 "'~ T0: Mayor and Members of the City Council Jack Lam, AICP, City Manager FROM: Nilliam J. O'Neil, City Engineer BY Michael D, Long, Supervising Public Norks Inspector SUBJECT: AWARD AND AUTHORIZATION OF CONTRACT FOR ASPHALT OVERLAY ON HELMS AVENUE, BETWEEN NINTH STREET AND ARROd HIGHWAY; LUCAS RANCH ROAD, FOURTH STREET TO FIFTH STREET; AND SANTA ANITA, FOURTH STREET TO END OF ROAD, IN THE AMOUNT OF §101,436,26 (592,214.80 PLUS 10~ CONTINGENCY), TO MANHOLE ADJUSTING CONTRACTORS OF MONTEREY PARK, TO BE FUNDED FROM GAS TAX ACCOUNT N0. 09-4637-9002 It is recommended Lhat the City Council award and authorize for execution the contract for Asphalt Overldy to the lowest responsive bidder, Manhole Adjusting Contractors for the amount of $92,214.80 and authorize the Administrative Services Dl rec for to exprnd $101,436,28 ($42,214.80 plus 10% contingency), to be funded from Gas Tax Account No. 09-4637-9002. BACKGROUND/ANALYSIS Per previous Council action, bids were solicited, received and opened on July 8, 1993, for the subject project. This project consists of some preparation of the existing asphalt street such as grinding, asphalt concrete leveling courses and asphalt concrete skin patching where needed. Then a layer of a mixture of liquid asphalt and rubber is applied using a distribution truck. Aggregate chips are then distributed and rolled into the asphalt rubber mixture. After the asphalt has cured and loose aggregate 1s removed, an asphalt sand slurry is then applied to seal the surface. This method has not been used in this City in the past. However, it has been used in other titles and found to be a successful and cost effective method of restoring badly deteriorating streets. Manhole Adjusting Contractors is the apparent lowest responsive bidder, with a bid amount of $92,214.80 (see attached bid summary). The Engineer's estimate is $78,250,00. Staff has reviewed all bids received and finds them CITY COUNCIL STAFF REPORT AWARD AND AUTHORIZATION OF CONTRACT FOR ASPHALT OYERLAV August 4, 1993 Page 2 to be complete and in accordance with the bid requirements. Staff has completed the required hackground investigation and finds all bidders to meet the requirements of the 61d documents. Respectfully su ~j' /j~iJ~e CS[ Will tam J. O'Neil v ~ ~ City Engineer WJO:MOL:Jh Attachment cc: Purchasing ~ G dNON NvimppS O d O ~~ NmOV: O~OOV 1^~Sh n WGi_o,N tnnV'/„)c~m v~iNPr t~ O a N w wf9 ~ K w H K K~ ww H U '/~ .~ o rn 88 ~o~r88 pp 8 c N r NCO O~.O ~O yo i0 ~ 4 hK._.. 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Beek, Jr. Engineer SUBJECT: RELEASE OF CERTIFICATE OF DEPOSIT ACCEPTED FOR COMPLETION OF UNDERGROUNDING UTILITIES, FOR TRACT 11734 LOCATED ON THE NORTHWEST CORNER OF YINEYARO AVENUE AND ARROW HIGHWAY RECOMMENDATION It is recommended that the City Council authorize staff to release the certificatx of deposit, accepted from Lewis Homes, for completion of the utility undergrounding for Tract 11734 on October i, 1993. As a condition of approval of completion of Tract 11734, located on the northwest corner of Vineyard Avenue and Rrrow Highway, the developer was required to underground alt the utilities on the north side of Arrow Highway to the first pole west of the pro,~ect. All utilities were undergrounded except for the channel crossing. At the time of completion of that portion of the undergrounding, a Capital Improvement Pro,{ect was in the design stages and has since been built. Per previous City CountTl action, all completed work was accepted and a certificate of deposit was accepted for the remaining undergrounding. Edison (for Lewis) has completed the undergrounding across the channel. Therefore, it 15 recommended that City Council release the existing certificate of deposit. Respectfully sub ed, ~~ William J. 0'Ne City Engineer WJO:LRB:Ia ~rir ur xnrv~nvt;u~nmurvl.n r«~,1;;^.,,~ STAFF REPORT `%'``~ DATE: August 4, 1993 ~.~^ JI '-Y T0: Mayor and Members of the City Council ~llJ Jack lam, AICP, City Manager FROM: William J. O'Neil, City Engineer 8Y Monte Prescher, Public Works Engineer SUBJECT: ACCEPTANCE OF IMPROVEMENTS, RELEASE OF CASH SURETY, ACCEPTANCE OF BONDS, AND FILE NOTICE OF COMPLETION FOR TRACT 13359 LOCATED ON THE EAST SIDE OF SAPPHIRE STREET, BETWEEN ORCHARD AND JENNET STREETS. RELEASE CASH SURETY (STREET) $83,100.00 - ACCEPT LABOR AND MATERIALS BOND (STREET) 583,100.00 AND ACCEPT MAINTENANCE GUARANTEE BOND (STREET) 516,620.00. RECOMMENDATION The required street improvements for Tract 13359 have been completed 1n an acceptable manner, and it is recommended that City Council accept said improvements, accept a Labor and Materials Bond in the amount of 583,100,00, the Maintenance Guarantee Bond in the amount of ;10,690.00, authorize the City Engineer to file a Notice of Completion, and authorize the City Engineer to release the Labor and Materials Cash Surety in the amount of 583,100.00. BACKGROUND/ANALYSIS Tract 13359 is located on the east side of Sapphire, between Orchard and J ennet streets. Ali improvements have been completed in accordance with the approved plans and specifications, and to the satisfaction of the City Engineer. Per previous City Council action (June 3, 1992), a Cash Surety was accepted 1n place of the then existing Performance Bond and Labor and Materials Bond. This was done in order to facilitate the completion of work damaged by storm waters and minor cleanup, restoration, and corrective work. It was approved that the performance portion of the Cash Surety be released as the work was completed. The work is now complete and all the performance portion of the Cash Surety has been released. N.K. Heim, Int. has requested that the Labor and Materials portion of the Cash Surety be replaced by a Labor and Materials Bond. Staff has no ob,)ection, and the Bond has been reviewed and approved by legal council. Therefore, it is recommended that CTty Council accept the Tmprovements, Labor and Materials Bond, Maintenance Bond, and approve the release of the remaining Cash Surety and Filing of a Notice of Completion. 3~ CITY COUNCIL 5T.4FF REPORT TRACT 13359 August 4, 1993 Page 2 Accept Maintenance Guarantee Bond (Street) E16,620.00 and Labor and Materials Bond (Street) E83,100.00. Respectfully submi d, n ~' `~ William J. O'Neil City Engineer W~O:MP:Ia 37 RESOLUTION N0. 93 - ~5 ~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ACCEPTING THE PUBLIC IMPROVEMENTS FOR TRACT TRACT 13359 ANO AUTHORIZING THE FILING OF A NOTICE OF COMPLETION FOR THE WORK WHEREAS, Lhe construction of Du61ic fmprovements for Tract 13359 have been completed to the satisfaction of the City Engineer; and WHEREAS, a Notice of Completion is required to be filed, certifying the work complete. NON, THEREFORE, the City Council of the City of Rancho Cucamonga hereby resolves, that the work is hereby accepted and the City Engineer is authorized to sign and file a Notice of Completion with the County Recorder of San Bernardino County. ~~~ CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: August 4, 1993 TO: Mayor and Members of the City Council FROM: Suzanne Ota, Community Services Manager SUBJECT: SPORTS FIELD MASTER PLAN The Park and Recreation Commission recommends the adoption of the Sports Field Allocation Master Plan for Items 1 through 20 as summarized in the attached Sports Field Allocation Master Plan Matrix. The Sports Advisory Committee also recommends approval of the Master Plan. The Sports Field Master Plan was developed as the next step and supplement to the Sports Pield Allocation Handbook which was approved in September, 1991. T'he intent of the Master Plan is to assist the City in addressing the outdoor sport field organizational growth, evaluate alternatives to development oP new facilities, provide efficient end effective management of existing public facilities, review the development of now park facilities, and allocate facilities to all user organizations in an equitable manner. The Master Plan before Council is the result of public input received by the Park and Recreation Commission after lengthy review and discussion from the Sports Advisory Committee. The following twenty (20) Master Plan items were evaluated and are included in the Sports Field Allocation Master Plan: 1 - City Sponsored Programs 2 - Size Requirements and Geographic Master Plan 3 - Game & Practice Guidelines 4 - Primary b Secondary Sports Seasons 5 - Red Hill Softball Fields 6 - Adult Sports Complex 7 - 90' Baseball Rosters b Game Sites S - 60' Baseball 6 Softball Rosters and Gema Sites 9 - Youth softball Vse of Red HS11 Park STAFF REPORT SPORTS FIELD MASTER PLAN RECOMMENDATIONS Avgust 4, 1993 Page 2 10 - 80' Baseball Field Sites 11 - Renovation of Old Town Park 12 - Weekly Game Schedule Pattern 13 - Standardized Time Segments 14 - Non-Resident Fees at Adult Sports Complex 15 - Renovation of Red Hill & Old Town Park Fields 16 - City i School District Technical Assistance 17 - Youth Organization Good Neighbor Policy 18 - Availability of High School Fields 19 - Start Times at City Parke 20 - Residency Review Proceee The Sports Advisory Committee agendized the Master Plan at six meetings. Mast items were non-controversial and required little discussion. A Pew Master Plan items received a lot of attention and, in some cases, differed Lrom staff's recommendations. The Park and Recreation Commission discussed the input from the Sports Advisory Committee and developefl the final recommendations ae outlined in the Matrix. The Park and Recreation Council Subcommittee has also reviewed the Master Plan. Attnchments for Councll'e review include the Master Plan Matrix summarizing each item of the Master Plan, the summary of Master Plan Items and minutes from the Park and Recreation Commission and the Sports Advisory Committee. SUMMARY A great deal of time and effort has bean expanded to address the current use of sports fields, to define the optimal field standards and to establish proper allocation of the City's field resources. The following recommendations are intended to assist in cla?•ifying the sports fleld issues and to provide a platform for action. 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H amc3=P a u C~. ° 3 u w: n w O a u O~ ~~ a `a {Uy V f fUd o` h L w Y L 7 _ d ~ E 0 0 'wV ~ ° r ''+6 `0 ~, e `gib y °, < O ~ 3 ~ o E 5 ~a g ,: ° ? >,3 . ~G _~Ue ++ ~ v m 3 =~ T± Bg u° o.__'> o V ~~> v 361 02 `w ~a7a°V~ ` n ~yy u OSSmrn° 3 6~ 3° ^E eg ~~ ax ~v ,. 0°6~ ; ~fi= 3 .6. `e m' YL G ~ .~ O !wE n o 'c .. 6 ~qV ~ fi ` ~8~ `+~b ~n E< q`o i ° u c g 3 0 ~-„°m oEm uo' u°V ~a. a i Eu~ O :J K c Qe- H 04 wqm 6d 6„ y °- ~ ~ c uv oV Cu° ay'Vn ~'O$s r ` w 6 a3°a.. 1 SPORTS FIELD ALLOCATION MASTER PLAN SUMMARY OF MASTER PLAN ITEMS RECOMMENDATION ITEM 1 City-sponsored sports programs shall continue to receive adequate space necessary to provide programs prior to the field allocation process as long as the space allocated is in parity with other non-city sponsored sports programs. BACRGRODND Currently, through the budget adoption process, the City Council authorizes the Community Services Department to provide sports programs which are not being provided by other organizations in the City. These City programs are allocated field space prior to the field nllacation process to non-City sponsored sports groups. ANALYSIS Currently, the City provides four sports programs which are allocated field space -- Adult Softball, Adult Soccer, Youth Flag Football and Pee Wee Sports. The Adult Softball program at the time oP the drafting of the Master Plan used the two softball fields at Red Hill Park Monday through Friday and on Sundays. The Adult Soccer leagues play on Sundays which ie a day AYSO dose not play and CYSA's use is limited. Youth organizations have expressed concerns that iP the City did not use the Red Hill Park Yields for adults, additional field space would be available Por the youth. Staff has pointed out that those two softball fields represent 12$ of the City 60' fields and only 52 of the pegged Pielde available in the City. With the Adult Sports Complex coming on line in April, 1993, the adult sports are being transferred to the Sports Complex, thereby expanding sports field avellability for youth sports programs. It ie staff's position ihnt the City has been providing a needed service Por the adults while utilizing limited field resources. ~~ Sports Field Allocation Master Plan Summary of Master Plan Items Page 2 The City should continue to reserve the ability to use City park fields for programs when they are not scheduled for use by the non-profit organizations. A similar concern has bean expressed about the Pee Wee Sports and Flag Football programs provided by the City. Youth organizations believe that those activities also tako up valuable game and practice space, and they could be more efficiently run by non-profit groups. It is staLf's position that these programs ware established by the City to meet a demand that was going unattended and that the field use by activities in comparison to the participation is appropriate. Currently, the Pee Wea Soccer Progrea has 24o children registered and uses .5t of nllocated City fields. Discussion between the City and the aporte groups was raised regarding expanding City sports programs. Staff maintains thnt City sports programs era provided to meet the demands of the residents and are not already being offered. This is also in response to the population growth in this City, as both City and non-City sponsored youth aporte programs have seen a continual increase in participation levels. Also, non-City youth sports groups follow different criteria than the City. o Moat non-City sponsored youth sports groups register children without registration limits and considerntion of where these additional children can be accommodated. Tha City provides limits Por registration. o Non-City sponsored youth sports groups will offer their sport two seasons par year. Tha City currently provides its youth programs for one season per year. o Non-City eponeored youth aporte groups use two to three times more apace and time per child than do City- sponaorad youth aporte progrema. o Non-City eponeored youth sports groups do provide activities that era already offered by another group. The City does not provide activities if already offered. -I =1 Sports Field Allocation Master Plan Summary of Master Plan Items Page 3 SbOrts Advisory Committ~~ Re ommendation The Sports Advisory Committee recommends that they be allowed to review all plane for the development or expansion oP City- eponsored youth and adult programs requiring apace on City park or school property. It is their feeling that such programs must not impact current users of said fields until such time as the City can provide additional neighborhood park sites to accommodate any displaced oz existing programs. Any recommendations from the sports Advisory Committee concerning these programs shall accompany ataff~s proposal to the Park and Recreation Commission and the City Council. CONCLIISION The Park and Recreation Commission and staff recommend that Lha provisions of the Master Plan be approved. ~9 Sports Field Allocation Master Plan Summary of Master Plan Ztems Page 4 R~,FCOMNENDATION IT@S 2 The City develop specific field, court size requirements and a geographic master plan of facilities. HACRGRODND Currently, the City has a Park Master Plan which outlines the C1ty~s intent to build neighborhood and community parka in a planned and systematic manner. The Master Plan calls for a neighborhood park within a mile radius end a community perk within a three mile radius of City residential areas. However, as the flemand on park and school facilities increases and the crone-town travel becomes more time consuming, staff proposes that a review of the existing facilities be conducted looking at the current design needs of the users. Standarfla for the design and construction oP new facilities should be developed to meet user needs. Also, specialized park elements which are used less Frequently and can be batter designed in geographical areas should be considered, (e.g., sand volleyball versus basic elements of every park, e.g., pionic tables.). ideally, the Plan could provide that within a two-or-three mile radius City parka should accommodate all major sports. Minimum field and court dimeneione to be included in City parks should be designated. The Sports Advisory Committee agrees with this concept. A facility master plan should be developed to addreae the City~e overall park facility needs on a community-wide basis. This should be developed through the coordinated afforte by the Community Development (Park Development, Engineering and Planning) and the Community Services Department. 5a Sports Field Allocation Master Plan Summary of Master Plan Items Page 5 HECOMlB:NDATION ITEN 3 Game and Practice Guidelines be adopted. ANALYSIS To address the current limitation of fields, staff recommends that the following measures be considered: A. Game TSIDeB During davliaht savings tim lighted Pielde will be allocated for sports games once the primary season begins. Practice game time may be allotted only when lighted fields are available. During standerd time, lighted fields may be used for practice. Game times in either time zone are to be allocated in blocks of time on all fields to maximize use. B. Practice Times Practice games are allocated so that each child receives at least one practice a week during the Beason and two practices a weak in the pre season. Field space should be maximized during practices. The Sports Advisory Committee concurs with these guidelines. Committee recommends that the following amendments to the Plan be added: Big League to receive 2.5 hr. practices. CYSA to receive 1.5 hr. practices. Big League to receive 7-hr. game slots (3-hr. games; 1-hr. break; 3-hr. games). Senior Division to receive a.5 hra, during the weekend. Pop Warnor to receive 8 hrs./week. Adult practices to be eliminated. CONCLDSION Staff agrees with these recommended guidelines. Upon ndoption, these items will be added to the Field Allocation Handbook. ~I Sports Field Allocation Master Plan Summary of Master Plan Rama Page 6 RECOMMENDATION ITEl1 4 Sports will be designated as primary and secondary sports based on the season oP the year. The allocation of fields will be based on priority given to the primary sport in season. The secondary sports will receive field allocations after the primary sports have been allocated fields anfl excess field space is available. BACKGROUND With the adoption of the Field Allocation Handbook in 1991, the Sports Advisory Committee requested that this issue be revisited at a later time to review its effectivenasa. ANALYSIS There is a need to separate sports by primary and secondary seasons to effectively allocate fields in the months that a sport is traditionally played. Therefore, youth sports programs are not offered year around but rather based only on primary and secondary seasons. The Sports Advisory Committee concurs with this recommendation. It is also recommended that all sports in their secondary season not receive field space for games or practices until after the primary season sport has been allocated all field game and practice time blocks. if the secondary sport has conducted registration prior to the field allocation process, the organization moat then revise the program to fit the remaining field time blocks. The sports Advisory Committee concurs with this recommendation. CONCLUSION The Park and Recreation Commission, Sports Advieorr Committee and staff concur with the Master Plan recommendation. 5a Sports Field Allocation Master Plan Summary of Master Flan Items Page 7 RECOMMENDATION ITEM 5 Conduct internal review to determine the impact of the multi- use and cutting back of fields for construction in subsequent years. Staff further recommends that Red Hill softball fields be allocated as 60' venues until the internal review is conducted. In the meantime, it is recommended that fast pitch receive first usage priority. BACKGROUND With the relocation of the City's Adult Softball programs Prom Red Hill softball fields to the Adult Sports Complex, discussion ensued regarding the use oP these lighted fields by youth organizations. ANALYSIS Girls fast pitch and boys 90' baseball require adflitional field venues to accommodate their increasing numbers. Both rely on school district fields to conduct their sports. It was staff's hope that through renovation of the Red Hill softball fields, the City could accommodate these users without major coats of new construction. The Sports Advisory committee at their October 27, 1992 meeting recommended that one field be skinned back to accommodate 80' and 90' baseball play and leaving in place 60' pegs. The second ball diamond would remain a 60' venue. This recommendation was very controversial and required a roll call vote. The final tally was 8 in favor, 7 against. Much of the discussion revolved ercund the disparity of fields between fast pitch and baseball. It had been the belief of fast pitch players that when the Sports Complex was built and the adult programs moved, the girl's fast pitch program would use the Red Hill fields, A series of letters were received by community services staff from parents and managers of local girls' leagues who expressed concerns over availability of City fields based upon the number of players-to-field ratio. CONCLUSION Staff believes that further review and evaluation is required on the impact of multi-use of fields. In the meantime, the softball fields et Red Hill Park will be allocated as 60' venues. 53 Sports Field Allocation Master Plan Summary of Master Plan Items Page 8 RBC0Ml6lIDATI0N ITEM 6 The Park and Recreation Commission recommends that the Master Plan be revised to read: "The Adult Sports Complex shall be an adult sports venue for softball and soccer with teen (13+) :laving access to the 90' recreational baseball field. Youth tournaments would have limited use of tY.e Complex for major regional and out of the ordinary tournaments (e.g., ASA, CIF, NCAA). The City Fae Resolution shall apply. use of the Sports Complex fields will be limited until turf can be firmly established and under no circumstances shall any field be utilized for overflow parking at the Adult Sports Complex. BACKGROUND The facility use program for the Adult Sports Complex provides for a 24-hour sports facility relocatin4 adult programs from the neighborhood parks to a regional drive-to facility, thereby expanding field usage at City parks. Aa the Adult Sports Complex project neared completion and became more visible, questions surfaced regarding its intended use. The recommendation is designed to answer those questions. ANALYSIS Since its inception, the Adult Sports Complex has been advertised as an adult venue. it is important that adults have a sports facility to meet their recreational needs. It ie staff's position that the Adult Sports Complex addresses the adult resident and adult sports needs. The Complex operates as a coat-covering enterprise to minimize the amount of City resources required for operations and maintenance of the Complex. The Sports Advisory Committee stressed the continuing need for fields for youth. It was Palt that the adult programs ware being allowed to expand, anfl youth program needs remained unchanged. Much oP this discussion ie covered in the Sports Advisory Committee minutes of October 27, and November 17, 1992. Soorta Advieorv Committee Reco mendation Several motions were passed by the Sports Advisory Committee regarding the use of the Sports Complex. ~~ Sports Field Allocation Master Plan Summary of Master Plan Items Page 9 A. It was moved and seconded that all fields at the Sports Complex, especially the softball fields, be available for sanctioned and special youth tournaments, if needed. It would not be available for routine, regular tournaments. The motion was unanimously carried. Staff supports the motion. B. It was moved and seconded that the Sports Advisory Committee oppose the Field allocation for the Adult Sports Complex which expanded the existing or introduced new adult programs. The motion was unanimously carried. Staff believes strongly tRat the City should provide adult programs. In past years, the city conducted adult softball programs on three lighted Fields. But with the continuing need of youth sports, staff discontinued the adult program at Old Town Park and reduced the number of teams. Now With the sports Complex, the original level of play can be reactivated and the program can be expanded. It has always bean the City's intent to expand adult sports programs with the development of the Sports Complex. The Adult Soccer program was taken over by the City at the request of the private soccer organization. It is the City's intent to move its adult soccer program to the Adult Sports Complex once those fields a:ra available. Staff believes that youth organizations are also expanding. Many have added off season programs, increased registration, and expanded age groups knowing there were limited Field resources. Last year, on the average, youth pzogram•~ grew by the following percentages with no new fields added: 60' Users 90' Users oc 10$ 26$ 7$ it was moved and seconded that the two soccer field sports facilities should be made available to youth soccer and football organizations during the Fall/Winter season, in the early evening hours, Monday through Friday, to provide a lighted venue for games or practices. Also, thrsa hours on SaY.urflay should be set nsifle for football practice, thereby giving the Pop Warner programs a temporary home. Motion was approved. S5 Sports Field Allocation Master Plan Summary of Master Plan Items Page 10 Staff continues to support the recommendation that the Sports Complex remain an adult sports venue and that City parka and school field facilities be designated for youth organizations. D. It was moved and seconded to recommend to the Park and Recreation Commission that the 90~ field not be utilized for overflow parking in any circumstance. The motion was unanimously approved. Staff concurs with this motion. E. It was moved and seconded that Lhe Park end Recreation Commission advise the Planning Commission that further development around the Sports Complex would have an adverse impact on parking et the Sports complex. The motion was approved. Staff has advised the appropriate City staff of this concern. CONCL+JSInw The purpose and intent of the Adult Sports Complex has always been to provide sports venues for adult programs. IL is important that adults, as well as youth, have the opportunity to participate in recreational sports. The local youth organizations have use of all school facilities and over 9Bf of city facilities to conduct progrema. Tha Park and Recrention Commission and staff strongly support the Master Plan recommendation. 5 (o Sports Field Allocation Master Plan Summary of Master Plan Items Page 11 RSCOMMSNOIITION ITS![ 7 Recommends adoption oP the following minimum roster sizes for sports: Baseball 12; Soccer (7 Aside) 10; Soccer (Regulation) l4; Football 25; and Softball 13. Rooter sizes will be reviewed annually prior to field allocation. Venues for 90' baseball will be allocated on a City-wide basis except for Citrus Little League. Fieid venues may be assigned outside of League boundaries. ANALYSIS The sports field allocation process can be maximized by establishing minimum rooter sizes. This will ensure that the number of teams using tiel8s have registered the sinimum number of players. The down side ie that the amount of playing time may be lees than with smaller teems. Tha Sports Advisory Committee felt that roster size should ba reviewed annually. Regarding the 90' field for traveling teams, the Sports Advisory Committee Eelt that it was preterebla to have a home site and that with the monitoring of length of play, the need for a field for City-wide travel teams wasn't an Immediate concern now that the Sports Complex was built with another lighted 90' venue to use. CONCLUSION The Park and Recreation Commission and etetf support the Master Plan recommendation. 57 Sports Field Allocation Master Plan Summary of Master Plan Items Page 12 RECOZDS6RDATION ITffiS 8 Recommends adoption oP the following minimum raster sizes Por sports; Baseball 12; Socaer (~ Aside) 10; Soccer (Regulation) 14; Football 25; and Softball 13. Review annually prior to field allocation. It is recommended teams utilizing 60' fields be allocated fields on a aeaeonal basis so little travel from the traditional venue is required by users. ANALYSIS The sports field allocation proceea can be maximized by establishing minimum roster sizes. This will ensure that the number o! teams using fields have registered the minimum number of players. The down aide is that the amount of playing time may be less than with smaller teams. The Sports Advisory Committee Pelt at their October 13 meeting that the minimum roster size for bneaball should be twelve at the commence-ment of the season, and be reviewed annually. The Committee also concurred with the roster aizea for the other youth sports programs. Regarding the use of venues on a seasonal basis, the Sports Advisory Committee felt that ainca 60' Pield users are traditionally the younger youth, it was important to maintain the same location for games. CONCL[TSION The Park and Recreation Commission and staff support the Master Plan recommendation. Sports Field Allocation Master Plan Summary of Master Plan Items Page 13 RHCOHIiENDI\TION IT$~I 9 Staff recommends that an internal evaluation be conducted to determine the impact of the multi-use of Fields and the cutting back of fields for construction in subsequent years. Further, it is recommended that girls Past pitch softball have first usage priority on both Red Hill Park softball fields. BACRGROi7ND With the relocation of adult softball programs Prom the Red Hill Park softball fields to the Adult Sports Complex, discussion ensued regarding the use of lighted fields for youth orgnnizations. As etetad in Recommendaticn 5, there era two groups in need of additional venues, girls fast pitch softball and boys 90' and 90' baseball teams. Both rely heavily on school facilities. Staff originally wanted to provide practice space Por boys baseball teams anfl provide apace for girls Past pitch teams. However, because of the construction and liability Sseues surrounding the skinning back of the softball fields at Red Hill Park, it is recommended that the venues remain as built and only ba used by 60' teams. Since girls fast pitch is limited, staff recommends first priority Por uea of fields be allocated to girls softball teams. CONCLUSION Tha Park and Recreation Commission and staff support the Master Plan recommendation. 5g Sports Field Allocation Master Plan Summary of Raster Plan Items Page 14 RRCOMMRNDATION ITRM 10 staff recommends an internal evaluation be conducted to determine the impact of extending the in-field to accommodate older youth who utilize 80' base paths instead of the currant 60' base paths at old Town Park. BACKGROUND Two baseball organizations have official league rules for playing So' baseball. Those organizations are Pony Colt and Little League. Currently, Pony Colt uses Alta Loma High Junior Varsity field for 80' play, and Little League uses Heritage Park. Pony Colt plays at this distance for their entire season, whereas some little leagues play 80~ for half their season in order for the 12-year olds to adjust to the change from 60' to 90' play. ANAJ~YSIS Currently, the City has one multi-use 80'/90' field at Heritage Park. However, because of the large participation in 90' baseball, apace is unavailable for 80' play. Retrofitting Old Town Park field to accommodate this usnge may be beneficial and should ba evaluated. The sports Advisory committee Pelt that providing for 80' play would be an important goal but that 90' vea should also be considered in the evaluation, Thia item crosses over with Recommendation Item 11 6 18. The Park and Recreation Commission and staff support the Master Plan recommendation. Sports Field Allocation Master Plan Summary of Master Plan Items Page 15 RECOMMENDATION ITElS 11 Staff recommends an internal evaluation be conducted to determine whether the existing 60' in-field can be extended to accommodate 60' and 80' play and 90' practice with the installation of a permanent pitcher's mound at Old Town Park. BACRGROOND over past years, groups have been reluctant to vea old Town Park because of its location. Although allocated, the field receives infrequent use. Therefore, it is important for staff to review program alternatives for this park to enhance community usage at this lighted venue. There is a need for additional 80' and 90' venues. It is more cost effective to reconstruct existing park Yields rather than to construct new ones. Therefore, an under-utilized park field for possible enhanced usage should be evaluated. Liability and safety issues also need to be addressed with regard to other adjacent recreation uses. The Sports Advisory Committee recommended that the old Town Park field be used Por 60' and 80' play end 90' practice with the installation of a permanent pitchers mound. The Committee felt that this would enhance the usage of the park by older youth in the evenings. CONCLIINION The Park and Recreation Commission and staff support the Master Plan recommendation. ~~ sports Fiala Allocation Master P1~n Summary of Master Plan Items Page 16 RECOMMENDATION ITEM 12 Staff recommends that games be limited to no more than two per week consistent with current game scheflulinq practice. ANALYSIS The biggest field usage impact made by youth organizations is the number of games played by each team during the regular season. Most Eall season sports (soccer and football) play only one game a week. Mosi spring sports (baseball, softball and fast pitch) play two games a week. Therefore, although the little leagues have lass participation than AYSO, the little leagues require more apace because of the number of games required. Snorts Advisory Committee Recommendation The Sports Advisory Committee discussefl this issue on October 20, 1992, and mnde a motion to eliminate this section relating to current level of play from the Master Plnn proposal in its entirety. CONCLDSION The Park and Recreation Commission and staff support the Master Plan recommendation. Sports Field Allocation Master Plan Summary of Master Plan Items Page 17 RSCOMMEMDATIGM ZTB![ 13 Standard hourly time segments should be used to allocate non- city sponsored games and practices at park and school venues. Softball Games (hours) Practice (hours) Youth 2 2 Adult 0 0 T-Ball 1.5 1.5 Baseball 90' Youth 2.5 M-F 2.75 S-SU 2.5 80' Youth 2.5 2.5 60' Youth 2.0 2.0 Big League 7 Movrs * 2.5 Adult 0 p Soccer Youth - AYSO 1.25 1.5 Youth - CYSA 1.5 2 Adult 0 0 Football Pop Warner 8 hours per team * Double headers consisting of two three hour games with a one hour break in between. Staff reserves the right to schedule non-City adult games and practices ea requested by groups at unallocated time periods unused by youth organizations based on the following criteria: Games Practice Softball 1.5 1.5 Baseball 3 1.5 Soccer 2 1.5 l0. Sports Field Allocation Master Plan Summary of Master Plan Items Page 18 It is also recommended that these game and practice time blocks be allocated during the following hours: Fall/Winter Spring/Summer Lighted (M-F) 8:3oam - lOpm a:30am - 10pm Non Lighted 8:30am - dusk 8:30am - dusk Saturday Fields 8:30am - dusk 8:30am - dusk if lighted 10 pm if lighted lOpm Sunday Fields 8:30am - dusk 8:30am - dusk Adult Sports Complex - Facility usage will be based on time blocks approved by City staff and reviewed with the Park and Recreation Commission. BACKGROUND The Field Allocation Handbook allows for percentage of use of fields according to registered participants. However, the allocation needs to be balanced so that youth participants in similar sports are all receiving the same amount of practice and game time. ANALYSIS The Sports Advisory Committee and staff believe that by designating the maximum time allowed for games and practices, the field allocation for sports organizations will become more equitable. The Sports Advisory Committee expressed concern regarding the allocation of practice time to adults. There are times when adult teams are issued permits for field use based upon availability after field allocations. It is also important to note that there are currently non-profit adult organizations using City fields and, by including adult practice and game apace, staff was highlighting the optimum time teams like to practice or have games. Therefore, if space is available, it can be allocated according to a formula. Hence, staff recommends adding this formula back into the time block ratio. CONCLUSION The Park and Recreation Commission and staff support the Master Plan recommendation. lP Sports Field Allocation Master Plan Summary of Master Plan Items Page 19 RECOMMENDATION ITEM 14 Staff to develop a full cost recovery formula for the maintenance and operations expenses of the Adult Sports Complex. The formula should ensure that non-resident users contribute their fair share for the use of the Complex. BACKGROUND over the years, concerns have been expressed regarding non- resident adults participating in City-sponsored programs. This may result in the displacement of resident users because of the size of the adult programs. Both the Sports Advisory Committee and staff agree that adults are not confined by City or school district boundaries. Adults primarily play sports with friends, co-workers, church and other social groups, It is important that field use by non- residents be addressed since the sports programs ors subsidized by the Rancho Cucamonga taxpayers. ANALYSIS Currently, all non-residents who participate in City programs pay a $5.00 non-resident fee which is set aside in a scholarship fund for residents to utilize in city recreation programs. It is proposed that a detailed coat allocation formula be developed for each type of Pield and that the non-resident users pay a fee which would be utilized to offset maintenance and operations costs Por the Adult Sports Complex. It also requires the identification of coats which should be included in the final non-resident Pormula. Do non-residents pay a percentage of the whole number or a percentage oP an adjusted number? The definition of a non-resident needs to be developed. City businesses also pay into an assessment district for maintenance of public facilities. Do their employees get the benefit of being called a resident? If the business pays for the entire City league fee, including coats Por non-resident players, could the business owner feel they are unduly burdened by paying twice for the same service? (~5 Sports Field Allocation Master Plan Summary of Master Plan Items Page 20 The Sports Advisory Committee concurs that a full cost recovery allocation formula and a non-resident fee should be developed. CONCLIISIOM The Park and Recreation Commission and staff support the Master Plan recommendation. W~ Sports Field Allocation Master Plan Summary of Master Plan Items Page 21 RECOMMBNDATION ITEM 15 Staff recommends an internal evaluation be conducted to determine the impact of the multi-use and cutting back of fields for construction in subsequent yenta of Red Hill Park softball and Old Town Park fields. This item should be reviewed in conjunction with recommendation items $5, 9, l0 and 11. The purpose is to ensure that field allocation is maximized without impacting the efficiency of the various sports program. ANALYSIS Nhen the 60' field at Heritage Park was redesigned to accommodate 90' play, the renovation coats, without the new backstop installation, was $36,000.00. This reconfiguration has benefited the City by providing a much needed fncility without having to construct a new park. The question regarding the ability to do a similar project at Red Hill and Old Town Parks arises as wall as if it is in the City's bast programmatic interests to do ao. The evaluation should include liability iesuea, playground placements, and foul ball patterns, to name a taw. Tha Sports Advisory Committee recommends that old Town Park be skinned back to accommodate 60' and 80' play and 90' practice with a permanent mound installed. The Committee also recommends thnt one softball field at Rad Hill ba eKinned back to accommodate 60', 80', and 90' play. The Park end Recreation Commission and staff support the Master Plan recommendation. ~7 Sports Field Allocation Master Plan Summary of Master Plan items Page 22 RECOMMENDA rON ITEM 16 City staff to explore avenues of working with school district personnel to provide technical assistance and better communications to ensure that sports facilities are adequately planned. Specific input from appropriate user groups may be sought when possible. BACR--. GR~ Through the field allocation process with local sports groups, staff meets not only with the sports users but school personnel as well. Many informal conversations are held regarding the use of facilities, the placement of those facilities and corresponding equipment. Schools may purchase new equipment to augment P.E., or recess and place the equipment where it is of most use to them. Whereas, the organizational user may have requested the equipment be placed a few feet over or at another spot so not impacting a wide open soccer field space or the swing poles infringing on foul territory for baseball. ANALYSIS Each sport has particular design standards and sports groups have individuals with practical sports program and facility experience. The City has worked with school districts on joint projects to revitalize school facilities. It is recommended that the City staff communicate with and assist the schools with facility design and/or equipment placement suggestions, if so asked. The City could facilitate communications between the user groups and school personnel to review proposed equipment placement projects. Perhaps, if coupled with recommendation item $17, the user group may even help with the equipment. The Sports Advisory Committee concurs with this recommendation and also recommends that they have an opportunity to be involved in the early stages of plan review of parka. The Sports Advisory Committee fees that their practical experience could be of great benefit to the final design of the park. CONCLUSION The Park and Recreation Commission and staff support the Master Plan recommendation. l09 Sports Field Allocation Master Plan Summary of Master Plan Items Page 23 RECOMIAENDATION ITSl1 17 Youth organizations shall be encouraged to assist the schools and the City in the maintenance and renovation of sports fields. BACKGROUND Youth organizations utilize school and City fields throughout the community. Many school fields era in need of repair and need to be rotated out of use for normal maintenance and rehabilitation. The City also needs to look at rotetinq out park fields to mitigate Ehe heavy use by youth organizations. The need for seed, sod, and brick dust is part of the annual Field maintenance requirements for sports programs. Also needed is fence repairs, grooming and weeding o£ the fields. Community support is needed to assist the City and schools in maintaining sports facilities. ANALYSIS The Sports Advisory Committee agrees that more could be done in assisting with the upkeep of fields, although some groups are helping in this Pashion already. Several ways of implementing this recommendation were discussed: o Having the schools and City submit projects to be done by the groups to the sports Advisory committee. Depending on the scope of work, the Pacility user would do the project or other Sports Advisory committee groups could get involved if the project was of a large scope and benefited several users. o Having the Sports Advisory Committee identify and prioritize and jointly work on them to benefit the whole. o Have the school or City specify projects to be done by the actual user of the facility. o Notify the schools and the City that the groups are willing to help, if requested, on the upkeep and renovation of fields. ~q Sports Field Allocation Master Plan Summary of Master Plan Items Page 24 Youth organizations recognize the need and feel encouraged to assist in field maintenance and renovation needs oP the schools and the City. CONCLIISIOM The Park and Recreation Commission and staff support the Master Plan recommendation. 70 Sports Field Allocation Master Plan Summary of Master Plan Stems Page 25 RECOMI~Q.+NDATION ITEM 8 Continue to schedule field usage on a semi-annual basis and encourage youth organizations to assist the schools with upkeep and maintenance of the high school fields. Further, City staff should continue to seek joint use field and facility opportunities with all school districts in the City. AACRGROIIND Fields are allocated to sports organizations on a semi-annual basis. The fields which receive the heaviest demands are the high schools because of their active and strong sports programs, including 90' baseball and football. High schools have extremely high usage because the fields are not only usefl for P.E., but for school varsity and junior varsity sports as well as by the youth organizations. ANALYSIS It is difficult for the high schools to meet the needs of all the prospective users anfl still have fields in relatively good condition for their intended school use. City staff allocates park and school fields based on their availability as supplied by the various school administrators. Staff contacts the schools when additional apace ie needed for sports organizations. At the onset of the 1992-97 field allocation, only one 90' baseball field was available. This was due in part to fees being charged for the use of Alta Loma High School fields and the lack of a baseball coach at Etiwanda High School, which resulted in the school being unable to schedule use for youth organizations. City staff met with the high schools, and ultimately, more field time was made available for youth organizations. This eased the pressure for this season but did not provide guarantees for any subsequent years. It was also pointed out by various school administrators that help is needed in the upkeep and maintenance of these facilities ao they can 6e available for non-school use. CONCL[TSION The Park and Recreation Commission and staff support the Master Plan recommendation. 7l Sports Field Allocation Raster Plan Summary of Master Plan Rama Page 26 R~CONMENDATION ITS![ 19 Start time for use oP City parks shall be as follows: 8:00 a.m.: East Heryl, West Beryl, Heritage, Hermosa, Old Town, and Milliken. 8:30 a.m.: Red Hill, Victoria Groves, Hear Gulch, Church, Coyote Canyon, Spruce, Kenyon, Vintage, and Windrows. BACRGRO~lID The Park and Recreation Commission requested the addition of this item to clarify the start times at parka described under Recommendation 1~3 regarding Game and Practice Guldelinas. ANALYSIS StaPP and the Sports Advisory Committee reviewed ench City park, considered the proximity of residences, and any complaints received regarding early usage. CONCLDSION The Park and Recreation Commission and ataPP support the Master Plan recommendation. 7a Sports Field Allocation Master Plan Summary of Master Plan Items Page 27 RECO?MBNDI\TIOM ITEM 20 Any user program, including non-profit or City, which falls below the percentages oP 604 for adults and 804 for youth, will be required to go through a residency program review by the Park and Recreation Commission to determine field allocation to that user group. BACRGROIIND During the review of the Sports Field Master Plan, concern was raised by the Sports Advisory Committee regarding City program usage of sports venues and the percentage of residents and non- residents participating in sports program. The Commission felt that providing adult sports was an important function of the City and the existing percentages of 604 residency for adults and 804 for youth was appropriate. Tha Commission requested that any program which fell below these percentages be reviewed to determine field allocation. CONCLIISION The Sports Advisory Committee and staff agreed with the Commission's Master Plan recommendation. 73 PARR AND RECREATION COMMISSION MINUTES OP THE APRIL 15, 1993 REGULAR MEETING A. CALL TO ORDER Meeting called to order at 7:15 p.m. and the pledge of allegiance led by Chairperson Whitehead. Present were Commissioners Mitchell, Henry, Whitehead, Punter, and Hahn. Present from the Community Services Department were Suzanne Ota, Community Services Manager; Kathy Sorensen, Recreation Superintendent; Paula Pachen, Management Analyst SI; and Kathy Scott, Administrative Secretary. Other City staff present was Bob 2etterberg, Public Works Maintenance Manager. B ANNOUNCEMENTS/PRESENTATIONS/CITY COUNCIL ACTION UPDATES The Following City council action updates ware received and filed: COUNCIL WORKSHOP ON THE LIBRARY AND CITY COMMISSIONS COLLEGE (Approved 4/7/93). 3. AMENDMENT OF MUNICIPAL CODE CHAPTER 12.04 PERTAINING TO SALES ACTIVITIES WITHIN CITY PARKS (Approved 4/7/93). 0. COMMUNICATION FROM THE PUBLIC Jeremiah Lloyd, 6888 Paleao Places, Rancho Cucamonga, stated his interest in field maintenance cost effectivenaea. He said he raised this issue in a letter and verbally to City staEP, and, subsequently, in a letter to the Park & Recreation Commission Chairman requesting it be placed on the April agenda. He said he feels it is an important issue and expressed his concerns that is was not placed on the agenda. Mr. Lloyd felt the Sports Field Master Plan could be directly impacted by issues he specified in his letter to the City. He urged the Commission to table those aspects of the Sports Field Master Plan that could be impacted by this until some further study or recommendation can be made. Chairperson Whitehead stated he was in receipt of Mr. Lloyd's letter, and he apologized that he did not confirm thak it would be on the April agenda; however, these issues were discussed at a previous meeting, and the item at that time was referred to Park Maintenance staff and the Sports Advisory Committee for discussion on rotation oP Pielda. Mr. Whitehead assured MY. Lloyd that the lasue will be addressed as soon as possible. ~~ Community Services Manager Suzanne Ota commented said she had previously talked to Mr. Lloyd and notified him of discussions that took place at the March meeting, and that his concern voiced in his previous letter was referred to Park Maintenance staff. She, too, apologized for the misunderstanding, as she thought her discussion with him had covered his topic of concern. D. CONSENT CALENDAR D1. APPROVAL OF MINUTES: March 18, 1993. MOTION: Moved by Mitchell, seconded by Punter, to approve the consent calendar as submitted. Motion carried 5-0-0. E. STAFF REPORTS E1. OPDATE oN THE LEDZG HOIISE - Received and Filed. Update provided in staff report by Larry Henderson, Principal Planner. E2. IIPDATE ON THE ENVIRONMENTAL ASSESSt~MP AND DEVELOPMENT REVIEW 93-05 - K 6 & GOLFING - Received and Filed. Staff report provided by Scott Murphy, Associate Planner. F COMsIISSION BUSINESS 1. DISCQSSION OF FffiRITAGE PARR MDLTI-USE FIELDS - Kathy Sorensen stated the issue of Heritage Park as a multi-use baseball and soccer facility has been discussed and brought before the Commission and the City Council with respect to in-season and secondary sports. She said Heritage Park was designed as a multi-use facility (an overlay for soccer/football fields in the Fall/Winter and baseball fields in the Spring/Summer). She said Mr. Lloyds concern regarding Yields relates to this issue. Discussion ensued among the Commissioners anfl staff regarding multi-use fields. Bob Zetterberg stated the Fences are semi- permanent and each time the fence is taken down or put up, staff measures, digs up sand, takes caps out, and then el idea the poets in. He said it is a fairly simple procedure that takes a few hours to complete. Chairperson Whitehead opened the meeting for public comment at 7:55 p.m. Bob Olari, 9637 Nanzanita Drive, Rancho Cucaaonga, addressed the Commission. Mr. Olari said fields at Heritage Park were originally designed for multi-use, and utilized that way for quite some time. He said over the years baseball hoe been displaced a number of times while improvements ware made Lo the park. Park and Recreation Commission -2- April 15, 1993 ~~ Mr. Olari stated that the Sports Complex has been sat up as an adult venue, however, due to changing economics and no fields coming on line on the east side of town, perhaps consideration could be given with respect to who should play there. Mr. Olari said he requested in Sanuary, through various staff members, that he be provided with the costs of taking the fences down, transporting them, storing them, hauling and putting them back in, putting coal posts in, and refurbishing the grass areas at Heritage Park. He said he spoke with about six different people at City Hall, and he was verbally told that it was in the budget. He said he requested information from Mayor Stout and had not received a response. '~Sr. Olari said Heritage Park has been requested for a year-round venue, as the baseball program has taken off in the "off" season, and the 90' venue is especially important to that off-season participation. Mr. olari commented about a lighted venue (Etiwanda Intermediate School) on the east side of town that a school district parked busses on, and ha questioned why somebody has not cut some sort of a deal with the school district. He said he was also aware of a right-of-way owned by Southern California Edison that they won't need for at least 2D years, and property available on a lease or purchase basis owned by San Bernardino County. Mr. Olari distributed pictures to the Commission of Heritage Park that were taken in the fall of 1992, which showed damage to the park, some of which he said was taken care of by the City Maintenance Department. Mr. Olari said the lighted venues are really needed for baseball. He said soccer urea the fields strictly for practices, as they do not play games during the week. He said soccer is the sport "in season" in the fall and soccer also gets adequnte field space in the spring and summer, with four fields at Beryl and two fields at Red H111. Without the 90' diamond at Heritage, baseball is really limited with respect to what they can do. tdr. Olari, as a representative of the Board of Alta Loma Little League, said it is the wish of the Board to put on a year-round baseball program at Heritage Park, and he would appreciate the Commission's consideration regarding this matter. Stan Smith, 5985 Moonstone, Rancho Cucamonga, who is President of Alta Loma Little League, addressed the Commission. He said Alta Loma Little League is the largest league, accommodating over 500 kids from 8 years old to le years old. Park and Recreation Commission -3- April 15, 1991 7t~ Mr. Smith stated he would like the Park and Recreation Commission to consider the question of economics. He said soccer and Pop Warner football caused over 95$ of the damage to the fields at Heritage Park, and baseball causes very little stress on the fields. He felt that it does not make sense to spend $15,000, $20,000, or whatever the dollar figure might be, for practice facilities. He does not understand why Little League can practice during the day, but soccer and Pop Warner football have to practice at night. Mr. Smith commented on the excellent job that Park Maintenance 3oes to maintain the fields, however, he disagrees with Bob Zetterberg in the time he stated that it takes to put the fences up; he said there is a tremendous amount of man-hours involved. xr. Smith added that a major issue is the stress to the fields from soccer play (shown on the pictures). Mr. Smith reiterated that due to the stress on the fields, and considering the current budget crisis, he thinks the city should consider being more cost effective rather than spending money on fields used only for practice venues. A short discussion ensued on soccer practice sites and times. Mr. Smith stated that Alta Loma Little League is allowed Heritage Park fields from February 1 through August, which is their primary season (Spring). He said Alta Loma Little League is currently inter-leaguing the 13-year old program with Deer Canyon Little League, who has no lighted venue. He said for the senior division, Deer Canyon Little League inter-leagues with Citrus Little league at Red Hill Park. Mr. Smith said by inter- leaguinq, or merging, takes full advantage of space availability. Commissioner Mitchell asked if Heritage Park were to become a year-round facility, would Alta Loma Little League be the only user of the facility. Mr. Smith answered it would be opened up to everybody in winter-league play; however, during Spring season (baseball's primary season), Heritage Park fields Would be allocated for Alta Loma Little League play only. Commissioner Mitchell asked if the City has any agreement with Rancho Cucamonga High School with respect to use of fields. {achy Sorensen answered that discussions will continue with the school district staff for use of high school fields in the futuze. She said Rancho Cucamonga High School staff did allow the City use this past year due to problems with rain at the Sports Complex and problems with Etiwanda High School. :{achy said that Rancho Cucamonga currently has two 90' fields (unlighted) that also serve as soccer fields and practice football fields; two 60' fields that fade into each other; and a football field with a track. Park and Recreation Commission -4- April 15, 1993 ~'7 7/ Chairperson Whitehead asked if this topic was fully discussed by the Sports Advisory Committee. Kathy Sorensen answered that it has been discussed several times, sometimes heated, and it did create some differentiation between the two primary sports involved. She said that is why the Committee preferred that it be dealt with at the Commission level, as in staff's mind it was two sports groups who are not going to come to an agreement on how the facility should be used. She said it was therefore directed to the Commission. Mr. Smith added that they don't have any problem if the facility is used or not, they just feel from a cost standpoint, it is absolutely ridiculous. Commissioner Hahn stated her concern is a safety issue due to so many soccer teams practicing at the same time on a field. Jere Lloyd stated he fully agrees with Bob Olari and Stan Smith in chat Little League would be better ofP with a dedicated venue at Heritage Park. He believes it would ultimately save not only the conversion money, but a lot of maintenance money. He said he would also like to consider use of the Sports Complex soccer fields by the older youth, given the demands of soccer. Mr. Lloyd said he does disagree with Mr. Olari and Mr. Smith on a couple isauea: 1) he does not think the fence damage at Heritage Park is entirely from soccer players; 2) the seasonality issue is a big issue, as seasons are no longer primary and secondary in almost any sport. He did say that soccer does cause a lot of stress to grass. Mr. Lloyd stated he feels there is a long way to go with respect to developing a better partnership between the schools and the community. He, independently, has been holding discussions with some of the high school principals who have been responsive; however, he said everything does coma down to coats. Chairperson Whitehead stated he is not comfortable making this decision ae the Commission is not hearing from the Sports Advisory Committee's soccer representatives. Mr. Whitehead said ha would like to defer this item until the Sports Field Master Plan has been reviewed, or, iP that is not sufficient, get the Sports Advisory Committee to overlook their sports biases, and come to Boma kind of agreement as to whether this will work and then forward that recommendation to the commission. Park and Recreation Commission -5- April 15, 1993 Mr. Whitehead added that cost does have something to do with the making ti.e decision, however he does not feel it is sufficient enough reason (as the coats era unknown) to make the decision to designate Heritage Park a baseball-only venue. Suzanne Ota recommended that a comprehensive analysis of the soccer program and field be made taking a hard look at the number of players affected, the times of year, possible rotations, looking at the fields available and looking at different alternatives; and when all the information is available, then the Commission can better assess what would be the next step. commissioner Mitchell stated there are so many players in every sport and the intention is to make the most use of all the fields. Suzanne Ota said as resources are so tight, staffing levels are at a minimum. It is important to consider all oP the issues. Meeting closed for public comment by Chairperson Whitehead @ 9:03 p.m. MOTION: Moved by Henry, seconded by Hahn, to defer this item to the May meeting for discussion of the additional information and to get input from the other sports users of the Sports Advisory committee Co sae it there are alternatives for them to use other facilities iP Heritage Park were Co be restricted for baseball vas only; and, notify the Sports Groups that this item ie on the May Park and Recreation Commission agenda and the Commission is requesting their attendance. Motion carried: 5-0-0. commission recessed for a five-minute break @ 9:04 p.m. commission reconvened at 9:09 p.m. F2. UPDATE AND APPROVAL OF DISABLED RIDERS HORSH SHOW - Kathy Sorensen ateted staff met with Engineering, Risk Management and the Planning staff regarding this issue, and they ere in agreement that this horse show would ba a benaflt to the public and is workable subject to the following conditions: 1. Shall be held on a weekend when Alta Loma Little League is not playing, i.e., spring Hreak. 2. Stella for horses are to be set in back side of equestrian parklnq lot and be kept in a clean and sanitary condition. 3. The Club shall rent an extra dumpater for debris. 4. A 24-hour adult supervision for the boarded horses shall be provided by local scout troops, other equestrian club volunteers, and the Equestrian Citizens Patrol. Park and Recreation Commission -6- April 15, 1993 ~~ 5. The neighbors immediately adjacent or abutting to the park shall be notified of the activity and advised there will be that overnight supervision. 6. The Club will provide the City with $1 million dollar liability insurance naming the City as additionally insured. Additional ±nsurance will not be required for the use of a portable handicapped ramp necessary for the event. MOTION: Moved by Punter, seconded by Henry to accept staff's recommendation that the application for the Disabled Ridara Horse Show in Apzil of 1994 be submitted to the City Covncil for approval. Motion carried: 5-0-0. F4. REVIEW AND APPROVAL OF THH SPORTS PISLD 1/lISiTER PLAN RECO}DffiNDATION3 - The recommendations (issues) were broken down into three categories: I) Recommendations in agreement between Staff and the Sports Advisory Committee ($2, 3, 4, 7, 8, 13, 14, 16 (w/comment), 17, 18; II) Recommendations Staft recommends Por Further Evaluation (/5, 9, 10, 11, and 15; IIZ) Recommendations not in Agreement between staff and the Sports Advisory Committee (#1, 6, and 12). (Sports Field Master Plan Matrix attached.) Category II: issues that Require Further Evaluation by Staff: Recommendations $5, 9, 10, 11 and 15 reviewed by the commission. Meeting opened far public comment @ 9:25 p.m. As there was no public comment, meeting closed to public comment. MOTION: Moved by Mitchell, seconded by Hahn that thn Sports Field Master Plan recommendations in Category II (5, 9, 10, 11 and 15) ba rePerrafl to c~ta!'f Por further evaluation. Motion carried: 5-0-0. Category I: Zsavas in Agreement between Stale end the Sports Advisory Coa.ittea: Recommendation Numbers 2, 3, 4, 7, 8, 13, 14, 16 (w/comment), 17, 18 were reviewed by staff with the following recommendations: i~2: OK i3: OK ?14: OK #7: oK ae rends, however referred to Sports Advisory Committee to discuss roster size for non-baseball sports with final review by staff. Park and Recreation Commission -7- April 15, 1993 ^O #8: same as #7 above. #13. OR, however add an item #19 to refer to staff to develop a list of game starting times based on park locations for review by the Sports Advisory Committee. 14. OK as stated 16. Pulled for discussion in Category III 17. O$ as stated 18. Pulled for discussion in Category III Meeting opened for public comment @ 9:45 p.m. Jere Lloyd addressed the Commission with respect to items #2 and #4. Regarding #2, he would like to see in that effort community participation besides the Sports Advisory Committee. He does not want this to be a staff-related. issue. Regarding #4, he commented that in Southern Califo:aia seasons are not very traditional any more. As children grow, they tend to concentrate more on one sport, become more competitive as, in my cases, it can provide opportunities Por college scholarships. Bob Olari addressed the Commission with respect to #7 & #8 regarding roster size. He said football was not included because their national district dictates size. Little League size is a minimum of twelve. He said everybody took offense to the City wanting to control the size oP the teams outside the confines of the respective charters. He questions how the City could dictate to the leagues how to staff the teams. Chairperson Whitehead commented that something has to be done to balance out the number of kids who want to play and the number of fields available, and this is an attempt to do that. Closed for public comment @ 9:50 p.m. Regarding Mr. Lloyd's comment on #2, Chairperson Whitehead felt it was not necessary to form a community committee, however, it could be considered. Regarding #4 (primary and secondary sports) he said in order to accommodate scheduling of fields there had to be a way to differentiate between the sports, and the Aflvisory Committee felt this was the only way they could do that. aN fIQt~: Moved by Henry, seconded by Hahn to approve recommendations in Category I as read, i.e., #2, 3, 4, 7, 8 , 13, 14 and 17, for further recommendation by staff working in conjunction with the Sports Advisory Committee. MOTION: Moved by Hahn, seconded by Mitchell to designate a #19 (start times) and to have etaEf bring back a list oL secluded parks for consideration of games to start at 8:00 a.m. Motion carried: 5-0-0. Park and Recreation Commission -8- April 15, 1993 Q Q' Category III: Raconendatlona not in Agreement between Staff and the Sports Advisory Committee: Recommendation #1 reviewed by the Commission. Meeting opened for public Comment @ 10:05 p.m. Jere Lloyd addressed the Commission regarding #1. He has a concern with respect to the non-resident composition of some of the adult sports teams, whereby there is potential for a team of adults (consisting of non-residents) could displace local youth. Bob Olari addressed the Commission regarding #1. He said if the City is going to dictate how many kids to have on a team, than the sports groups would like to express their thoughts to recommend to the City to wait on a particular sport, especially if a majority of the players are non-residents, until the City can provide adequate facilities for the existing programs. He said the programs that the City introduces take up available field space, and all the Sports Advisory Committee wants is the opportunity to comment on how it impacts the respective sports so that they have some say in how this is presented to the Commission before it is referred to Clty Council. Meeting closed to public comment at 10:08 p.m. Commissioners concurred that staff's recommendation on #1 is acceptable; however, the non-residency issue and how it relates to gl should be reviewed with respect to the parity issue. Commission concurred to designate a #20 recommendation to address the non-residency issue. Recommendation #1: Commissicn agrees with staff's recommendation as stated. MOTION: Moved by Henry, seconded by Punter to approve staff's recommendation as stated with respect to recommendation #1. Motion carried 5-0-0. MOTION: Moved by Henry, seconded by Whitehead that any aflult resident participation ba reviewed by the Commission as it relates to field allocation. Motion carried: S-o-D. ACTION: Discussions on recommendation items 6, 12, 16 & l8 deferred to the May 1993 Park and Recreation Commission. F4. OPDATE AND ESTABLISAMEiI'1' OF FOTDRE AGENDA ITEMS FOR HILINGDAL ADVISORY COMMITTEE - Paula Pachon gave the report. She said the Committee has been focusing their attention on the Cinco de Mayo celebration scheduled Sunday, May 2, 1993, at olfl Town Park, 1:00 to 5:00 p.m., and worKing diligently to find contributors !or the event. Park and Recreation Commission -9- April 15, 1993 q ~ F5. VPDATE AND ESTABLISH!ffi7'P OP PO7RRE AGENDA ITEMS POR SPORTS ADVISORY COIBII'TfEH - Kathy Sorensen reported that at the March 23, 1943 Sports Advisory Committee meeting, the Committee reviewed the procedures on the honorary light use reporting system, which was directed to them by the Commission in January. Kathy reported that two motions ware made by the Committee on the light issue, however, they require adoption on behalf oP the Commission to ba forwarded to City Council Por approval. Motions made by the Sports Advisory Committee at their March 23, 1993 meeting were: i) All Light Vse Charts due monthly at the Sports Advisory Committee meeting. IY the charts are not turned in, staff should generate a memo stating the charts are due within ten calendar days. if upon the passing of this grace period a chart still is not submitted, then staff should create a chart based upon allocated use and submit a bill to the organizations based upon that calculation. 2) The city to issue to users light bills for payment on a monthly basis. It was felt this would help the organization keep their fiscal books in order and not have to reopen them after the and of the season. MOTION: Moved by Punter, seconded by Henry to adopt thn recommendations made by the sports Advisory Committee on the honorary light use reporting system as stated. Motion carried: 5-0-0. Items added for the Sports Advisory Committees next meeting: 1) Issues from the Sports Field Master Plan as stated this data for their review. F6. REQOEST TO CHANGE MEST]1PG DATE AND ESTABLISHMENT OP FDTDRB AGENDA ITEMS POR THE SSRIOR ADVI30RY COlBQTTSB - Paula Pachon reported at the March 22, 1993 meeting, the Committee reviewed the results oL the Senior Survey and adopted rankings and topics for future discussion and established subcommittees for further research of items identified through the survey. The ranking of topic areas to be addressed by subcommittees of the Senior Advisory Committee are ae follow: FNIKING TOPIC #1 Marketing/How to Involve Newcomers #2 Senior Safety/Education #3 Day Tripes and Excursions #4 Senior Programs/Hand Crafts 6 Other Activities Park and Recreation Commission -10- April 15, 1993 83 Paula informed the Commission that there is a conflict between the VIP Club trips and the Committee meeting date, so the Committee voted to recommenfl to the Commission that the regular meeting date of the Senior Advisory Committee be changed to the fourth Monday of the month to avoid potential Committee meetings without a quorum. M~ OWN: Moved by Henry, seconded by Mitchell, to approve the Committee's recommendation to change the monthly Senior Advisory Committee's meeting to the fourth Monday of the month. Motion carried: 5-0-0. A discussion ensued on the $1 rating and the importance of making the newcomers feel welcome. xarlox: Moved by Whitehead, seconded by Punter, that the four ranking topics as identified be approved for agenda discussion items at future meetings. Motion carried: 5-0-0. F7. UPDATE ON THS TRAILS ADVISORY COMMITTSB - Pam Henry reported that the April regularly-scheduled meeting has been cancelled. An update from the March meeting is attached as part of the Park and Recreation commission agenda packet. Pam Henry reported that the City is going ovt to bid on a bicycle lanefrout~ from Carnelian to Rochester following Base Line using funds from the Air Quality Improvement Grant. Sha said phase I is targeted for June of 1993. F8. REVIEW OF ADVISORY COWIQITEEB' WORE YI.iMS - Deferred to the May 1993 regularly-scheduled Park and Recreation Co~iseion meeting. 1. Proposal of new or expanded programs for review by the Pazk and Recreation Commission. H COMMUNICATIONS FROM THE PttPT TP No Communications from the Public. Park and Recreation Commission -11- April 15, 1997 S'~ z. AD1ouRMMSxm l[O IT QH: Moved by Punter, seconded by Hahn, to adjourn meeting. Motion carried: 5-0-0. Meeting adjourned at 11:05 p.m. Respectfully submitte~ ICath~ryn L. Scott Administrative Secretary Community Services Department Park and Recreation Commiaeion -12^ April 15, 199 3 5 PARR AND RECREATION COMMISSION MINUTES OF THE MAY 20, 1993 MEETING A. CALL TO ORDER Meeting called to order at 7:12 p.m., and the pledge of allegiance led by Acting Chairperson Mitchell. Present were Commissioners Mitchell, Henry and Hahn. Commissioners Whitehead and Punter absent (Punter attending Anti- Graffiti Task Force meeting). Present from Community Services Department were Suzanne Ota, Community Services Manager; Kathy Sorensen, Recreation Superintendent; Paula Pachon, Management Analyst II; Nettie Nielsen, Recreation Supervisor; Pat Meyer, Recreation Leader; and Kathy Scott, Administrative Secretary. Bob Zetterberg, Public Works Maintenance Manager, joined the meeting at 8:24 p.ID. B._ ANNOUNCEfgNTS/PRESENTATIONS/CITY COUNCIL ACTrON UPDAT c 1. PRESENTATION OF SERVICE AWARDS FOR TEEN FCR ATION CUB PROGRANS - xettie Nielsen, Recreation supervisor, gave a synopsis of the TRAC (Teen Recreation Activity Club). She reported that collectively the members have volunteered over 8,400 hours of community service since 1989, which, at the rate of $5.50/hr., would have equated to over $46,000 in labor contributed to the City. Nettie reported that the members have raised in two and a half years $16,500 for teen programs through the operation of snack bars at summer recreation programs and special events throughout the year. The Commissioners presented service awards acknowledging the years of service for each member. The following City Council Action Updates were received and filed: 2. REVISION OF THE SCHO a_RSHIP POLICY (Approved 5/5/93) 3. SPORTS FIELD LI HT iSF crrrrNG PRO FSS (Approved 5/5/93) 4. THERAPEUTIC EOUEcTRIAN CrUB HORSE SHOW R QiF T FOR 1994 (Approved 5/5/93) 5. 5/19/93 Old 3EPORT ON COUNCIL PROCLAMATION iN HONOR OF MAY AS OLDER AMERICANS MONTH (May 19, 1993) 8. DISCUSSION OF CITY COUNCIL ACTION RELATING TO CITY COM4ISSIONS (May 5, 1993) C COMMUNICATION FROM THE PUBLIC No communication from the public. D. CONSENT CALENDAR APPROVAL OE MINUTES: April 15, 1993. MOTION: Moved by Henry, seconded by Hahn, to approve the consent calendar as amended (pg. E(5), Paragraph 4). t4otion carried: 3-0-2 (Whitehead and Punter absent). E. STAFF REPORTS Ei. REVIEW OF COMMUNITY SERVICES DHPARTMENT PROGRAMS BY THH PARH AND RECREATION COMMISSION - Suzanne Ota informed the Commission that new or enhanced programs will be presented to the Commission in the future, then an overview was given on the following: 1) Rid Explorer Program; 2) low-fee based classes for the seniors, i.e., exercise and line dancing, and 3) consideration of potential Braille instruction. F. COMMISSION HVSINES3 F1. SELECTION OP THIS YEARS RHD RIBBON i03HR HDTPON DESIGN - MOTION: Moved by Hahn, seconded by Henry, to select design "C" (page 5) "Be Like Me, Be Drug-Free! RED RIBBON WEEH" for the National Red Ribbon Week campaign. Motion carried: 3-0-2. (Whitehead and Punter absent). Pavla Pachon stated the selected design was created by a junior high 7th grade Vietnamese student. F2. UPDATE ON FIELD MAINTENANCE LSSUES - Received and filed. Discussion ensued regarding Jere Lloyd's letter and the response frog Community Development Director Rick Gomez. F3. REVIEW AND APPROVAL OF TBE REMAINING SPORTS FIELD MASTER PLAN RECOlDffiNDATIONS - Master Plan Recommendations M6, 12, 16, 18, 19 and 20 in Category III (Not in Agreement between Staff and the Sports Advisory Committee) were reviewed with recommendations made as follows: Park and Recreation Commission -2- May 20, 1993 C] Recommendation #6: (Type of Venue at the Sports Comglex) MOTION: Moved by Henry, seconded by Hahn, to amend as follows: "The Sports Complex be an adult venue for softball and soccer with teens (ages 13 +) having access to the 90' recreational baseball field. Youth tournaments would have limited use o£ the Complex for major regional and out-of-the-ordinary tournaments (e. q., ABA, CIF, NCAA). the City Fee Resolution shall apply. Use of Sports Complex fields will be limited until turf can be firmly established; and under no circumstances shall any field be utilized for overflow parking at the Sports Complex.~~ Motion carried: 3-0-2 (Whitehead and Punter absent). Recommendation #12: (Limitation oP # of Games per Week) MOTION: Moved by Henry, seconded by Hahn that the recommendation be approved as is. Motion carried: 3-0-2 (Whitehead and Punter absent). Commission recessed at 9:02 p.m. and reconvened at 9:05 p.m. Recommendation #16: (Exploration of Avenues with Schools to Provide Assistance/Expertise for Planning oP Amenities) MOTION; Moved by Henry, seconded by Hahn, to amend Master Plan recommendation as follows: "Short of financial assistance, City staff to explore avenues of working with school facilities to provide technical assistance/expertise to help ensure that amenities needed are adequately planned for. Specific input from appropriate user groups may be sought when possible." Motion carried: 3-0-2 (Whitehead and Punter absent). Recommendation #la: (Field Availability at Local Schools) M ON: Moved by Hahn, seconded by Henry, to amend Master Plan recommendation as follows: ~~city staff to continue to seek joint use field and facility opportunities with all school districts in the City oP Rancho cucamonga.~~ Motion carried: 3-0-2 (Whitehead and Punter absent). Recommendation #~Q: (Game Start Times in Parka) MOTION: Moved by Hahn, seconded by Henry, to incorporate the list oP start times for games in parks where neighbors are in close proximity as recommended by the Sports Advisory Committee at the April regularly-scheduled meeting, as follows: 9:00 a.m. - East 9ery1, West Beryl, Heritage, Harmcea, Old Town and Milliken 8:30 a.m. - Red Hill, Victoria Groves, Bear Gulch, Church, Coyote Canyon, Spruce, Kenyon, Vintage and Windrows Motion carried: 3-0-2 (Whitehead and Punter absent). Park and Recreation Commission -3- May 20, 199] 88 Recommendation #20: (Non-Residency) MOTION: Moved by Henry, seconded by Hahn, to retain the current resident percentages as recommended by the Sports Advisory Committee at their April regularly-scheduled meeting, which is as follows: "Any user program, including nonprofit or City, which falls below the percentages of 60$ for adults and 80$ for youth, will be required to go thrcugh a program review at a Park and Recreation Commission meeting to determine field allocation to that user group." Motion carried: 3-0-2 (Whitehead and Punter absent). Recommendation #8: (Roster Size) MOTION; Moved by Hahn, seconded 6y Henry, that the minimum roster size for each sport team will be the number of field positions plus three substitutes, as follows: Baseball 12 Soccer (7 A-Side) 10 Softball 13 Soccer (regulation 14 Football 35 Additionally, the roster size shall be reviewed annually prior to field allocation. Motion carried: 3-0-2 (Whitehead and Punter absent). F4. DPDATH AND ESTABLISffiffiR'P OP FDTORE AGSRDA TT81lS POR HIISNGDAL ADVISORY COMlIITTEE - Paula Pachon provided the update from the previous meeting which mainly was the evaluation of the Cinco de Mayo Celebration. She stated the event held on May 2 at old Town Park :ecaived positive feedback; there were approximately 300 to 400 participants; and $780 in community donations were received. Paula also stated that the committee has accomplished the translation oP flyers as requested by the commission. Future agenda item: 1994 Cinco de Mayo Celebration F5. IIPDATS 6 ESTABLISHl~Mf OF FDTORE AGENDA ITEMS FOR SPORTS ADVISORY COlQQ7TE8 - Rathy Sorensen provided the update and stated the subject of multi-use oP Heritage Park will be heard at the next Sports Advisory Committee and the outcome of that will be relayed to the Commission at the June meeting. Xathy Sorensen stated that field requests for Fall usage are due; she added that staff will provide that information to the Commission in June, along with how staff plans to allocate fields for the Fall. Future agenda item: Announcement that terms to expire for at- large members of the Sports Advisory Committee, and that applications will be available. Park and Recreation Commission -4- May 20, 1993 g9 F6. UPDATE 6 ESTABLISHMENT OP FU7RRE AGENDA ITEMS FOR THE SENIOR ADVISORY COMMITTEE - Paula stated the Committee's next meeting is May 24, 1993. Agendized is the 2nd subcommittee report based on the senior survey, "Senior Safety and Educational Programs." Paula reported the following: 1) discussion ensued on the possibility of becoming involved in the Senior Olympics, whether as a participant or by working to sponsor a future program; 2) The County Department of Aging to host a community forum on Monday, May 24, 1:00 p.m., to hear input on senior issues so that input can be taken to the State and then to Washington, D,C. Senior Advisory Committee Future Agenda Items are: 1) June: 3rd topic of Senior Survey--"Day Trips 6 Excursions"; July: Senior classes and programs. F7. UPDATE ON THH TRAITS ADVISORY COMMITTER - Pam Henry reported that there was no meeting the month of April. Pam gave an overview on the article in the agenda packet regarding the MOU between the County and City to develop a system of biking, hiking and equestrian trails along area flood control channels. G. IDENTIFICATION OF ITEMS Review/Discussion of Advisory Committees' Work Plans Presentation/Update on City Sports Programs at the Adult Sports Complex - D. Moore Review of CSD FY 1993-94 Budget H COMMUNICATION FROM PUP T No communication from the Pu611c. MdfION: Maved by Hahn, seconded by Henry, to adjourn meeting. Motion carried: 3-0-2 (Whitehead and Punter absent). Meeting adjourned at 10:54 p.m. The June regularly-scheduled meeting to be held in the Rains Conference Room of the Civic Center. Respectfully submitt d, KatAryn L. Scott Ad,minietrative Secretary Community services Department Park and Recreation Commission -5- May 20, 1993 ~~ CITY OF RANCHO CUCAMONGA SPORTS ADVISORY COMMITTEE WORKSHOP MINUTES October 13, 1992 The workshop meeting of the Sports Advisory Committee was held at the Rancho Cucamonga Civic Center, 10500 Civic Center Drive, on October 13, 1992. The meeting was called to order at 7:16 p.m. by Dave Moore, Recreation Supervisor. 1. The Pledge of Allegiance was lad by Dave Moore. 2. Roll Call: Mark Gallegos, R.C. Pony Colt Jose Potain, ACE T-Ball Primo Morales, Rancho Little League Bob Olari, Alta Loma Little League Carmen Angelo, R.C. Spirits Joe Prieur, Vineyard Little League Dan Rosao, Vineyard Little Vague Angie Elliott, R.C. Warrens Soccer Bill Lu31ow, R.C. Softball Eric Sieber, Deer Canyon Little League Wayne Luator, A.C.E. T-Ball John Nuekolls, R.C. Pop Warner Jeremiah Lloyd, Member at Large Sandie Oerly, Member at Largo Doug Morris, Member at Large Sandra Spetnagel, Member at Large Jerry Fulwood, City of Raneho Cucamonga Dave Moore, City of Rancho Cucamonga Mark Whitehead, Park and Recreation commiaelon Kathy Sorenson, Recreation Superintendent 1. Over Flow Parking - Sports Complex 90' Ball Diamond Dave Moore Sntroduced Rick Gomez, Community Development Director, who talked about the parking issues et the Sports Complex. Rick Gomez rnlated that originally the 90 " ball diamond at the Sports complex was to ba over flow parking, however, City Council hoe not determined that as of yet. This diamond would only be used it all other parking was at maximum uae. Discussion ensued on how to ensure that the 90' field would Haver be used for overf i9w parking. Rick Gomez suggested to Dave Moore end Jerry Fulwood that staff should look Sntu developing n policy on what determiner when the 90' baseball diemonfl would be used for over flow parking. 9/ Jerry Fulwood and Dave Moore to discuss with the Park and Recreation Commission. 2. Master Plan Kathy Sorensen gave a presentation to all present at the workshop. Regarding the Overview, the following was discussed: 1. City programs to come first, provide parody with other groups. 2. City to develop geographic master plan including specific field and court dimensions. This would help to ba able to say what types of amenities are wanted in the park and at what dimensions. 3. Game and Practice Guidelines o Standard Times Segments o Current Level of Play o Lighted fields during summer, demand charge to be used for games only unless excess available. 4. Convert Fields o Red Hill Soltball (60'/90') o Old Towne Park (60'/90') Moves turf, not backstops, or mounds 5. Sports Complex o Adult Venues' o Taen use 90' baseball - could use Sunday night, no curfew o Youth tournaments limited o Limit use until tort is establiahad o Develop formula to charge Lull cost to non-remidante 6. 90' Baseball Field Users o Maximize rosters at 15 o Play s0' field games Clty-wide under 1lghts o Red Hill softball fields as practice sites plus the schools. 7. 60' Baseball Field Veers o Maximize roatara at 15 o Stay at primary game sites Jerry Fulwoofl stated at this lima that ha would like to wa everyone using 60' or 90' fields have sow opportunity during the wwon to play under lit wnwm. 9a a. 80' Baseball Field users o Maximize rosters o Look into Old Towne Park to convert to 80' play so as nat to have to rely an the high school or because Heritage Park have 80' capability, try to provide apace for 80' play. 9. City to assist school districts in technical experience in conceptual planning of field apace. 10. Have youth organizations develop work parties in renovating and upkeep of City and school fields. At this time Kathy Sorensen concluded her presentation and encouraged feedback from the Committee. Primo Morales and John Nuckolls both agreed that the youth organizations are already helping with the renovating and upkeep of the fields. Jerry Fulwood related that even though soma organizationm ors helping out, not all organization are helping and with the difficult times and resources being limited, it is critical for therCOmmittea eknow uthat the City may re~~and Vte skinning beck o! old Towne Park and doing soma work at Red Hill Park. Mr. Fulwood related that he is proposing to reserve a couple of weekends, and is asking for volunteers to work along with City staff. Carmen Angelo showed concern about the girls softball not having a field to play on if Rad Hill Park was begin worked on. Mr. Fulwoofl said ~~at it was hie undarstandinq that the girls softball have not been able to play on a lit venue at Rad Hill and at this this time there is no solution but it will be discussed further at another time. Discussion ensued regazdinq fields being worked on and sports groups being guaranteed fields. Mark Whitehead suggested that soccer and football help skin back the fields so when a soccer or football field needs work the baseball groups would also help them. Sandi Oerly showed concern with thn way of wording and suggested it to maybe read, "the Youth Sports Committee or the City shall sponsor joint projects as naedefl to assist in the upkeep and renovations." Mr Fulwood explained that the City will not always be aware of the nods of school fields. The City can not be involved in every lnitntian o! field maintenance. 93 Bob Glari suggested that a form could be made tc determine the needs oP the fields and have this form as part of the field allocation process to show the City and schools that the user groups are using the good neighbor pol icy and what to expect. Sandie oerly made a statement that the term ^work party^ is restrictive wording. Sandie Oerly at this time asked that the statement on Page 13 of the Master Plan be rwised to read, ^The Youth Sports Council shall support joint projects as needed to assist in the upkeep/renovation of Yields". Next topic of discussion was on the City to assist school districts with technical expertise in conceptual planning of field space. Dan Rosso expressed he Pelt this was a good idea. Discussion ensued regarding the design and uea of fields. Primo Morales stated ha felt the City should contact soma of the leagues and organizations for recommendation when putting in Yields. Mr. Morales referred to concern of the 90' ball diamond at the Sports Complex and i! there was going to ba a screen on the right field side, if not, there will ba foul balls onto Arroa Route. Mr. Fulwood reviewed whet the Committee wns asking tor, that after staff has designed a park site, than stet! would bring the design to the Sports Aflvlsozy Committee for input so as to sea what is planned for each park. Discussion ensued regarding the damign process tar City park sports fields. The Committee would like to add to tha Master Plan that not only would the City assist with providing of the technical sxpartiam, but that it would ba the Sports Advisory Committees recommendation that those typos of parks and the rwiawa coma through the Sports Advisory Committee so they can take a look at them as well. Sandie oarly suggested the potential user organizations be mought at the very early stages of plan rwisw, not attar the design plans have been done and it's too late. 9~ Mr. Fulwood explained to the Committee that different responsibilities are delegated to different groups. City Council delegated the design and approval of park sites to the Park and Recreation Commission and the Planning Commission. It is not the responsibility of the Sports Advisory Committee so that responsibility can not be delegated to the Committee. However, what can be recommended is that the plans that staff sees just prior to going to the Park and Recreation Commission, that the Sports Advisory Committee sees the plans to see if there are any problems and provide that input to the Commission either at a Sports Advisory Meeting oz coma to the Park and Recreation Commission meeting. But, being involved in the design issue does not fall in the responsibility oP the Sports Advisory Committee. Discussion occurred regarding 80' baseball, Discussion ensued regarding play at Cld Towne Park. Bob Olari suggested that the field be skinned to a 90' field and be usnd as a 90' practice field. Discussion ensued regarding the safety aspect of 60', 80', and 9D' practice and play occurring on the same field. There was concern about of a pieta of play equipment adjacent to right Pield that could ba a hazard and it was felt it should be moved. It was decided that old Towne Park should be skinned back to accommodate 60', 80' and 90' play and/or practice. Discussion occurred involving the maximizing of rosters to 15. There was discussion between the Committee members on maximizing rosters to 15 and how this would result in loss of participation. Mr. Fulwood asked the Coaittee how they fnlt this issue needed to ba handled. Thera era limited resources and needs to ba maximum uaega of those resources. Tha main concern is the 90' venues, therefore, decrease the number of teams, increase the roster size and set soma type of time limit on practice eeeaions and games. With this there would ba a consistent standard for all sports groups so all sports groups era treated equally and by doing this, than everyone would be able to play on 90' venues. Bob olari suggested that instead of making the sports groups maximize to 15, maybe n minimum o! 12 so no one could qo under. it was suggested to reword to rend a minimum of 12 at the commencement of a season. Discussion ensued reiterating the need to maintain roster sizes at 12 players per teem. Mr. Fulwood related that what he understood the Committee wanted wee a recommnndation for a minimum of 12 per roster for thi• coming season, then to be reviewed on a season to season basic. I! there i^ significant expansion and ataf! i^ unebl• to provide sufficient 80' and 90' fields then staff can review the issue. 5 It was asked that Attachment G be corrected. The attachment did not include Rancho Senior Division and Vineyard Hiq League which consists of 34 players. Discussion ensued regarding the accuracy of Attachment G. At this time Mr. Fulwcod recommended the item be deferred at the Park and Recreation Commission, set up another workshop and continue with each item. Tha following items were reco~anded to ba brought back for discussion: 1) Playing City-wide Under Lights, 2) Rsd Hill Softball Fields for Practice and School sites, 3) Old Towne Park and Red Hill Park aodifieation Por 60', 80', and 90' play, 4) Game and Practice Guidelines, 5) City Programs recsivs apace prior to field allocations City-wide. The next meeting was set up Por October 20, 1992 at 7:00 p.ID, at the Rancho Cucamonga Civic Center, Rains Room. 9c~ CITY OF RANCHO CUCAMONGA SPORTS ADVISORY COMMITTEE WORESHOP lANUTES October 20, 1992 The workshop meeting of the Sports Advisory Committee was held at the Rancho Cucamonga civic Center, 10500 Civic Center Drive, on October 20, 1992. The meeting was called to order at 7:15 p.m. ba Dave Hoare, Recreation Supervisor. 1. Pledge of Allegiance was led by Dave Moore. 2. Roll Call: Mark Gallegos, R.C. Pony/Colt Patrick Batna, CYSA Sandie Oerly, Member at Largo Eric Sieber, Doer Canyon Little League Bob Olari, Alta Loma Little League Stan Smitb, Alta Loma Little Ungue Prieto Moralae, Rancho Little League Doug Rittenhouse, Citrus Little League tinny Venzor, Citrus Little Leeque Dan Rosso, Vineyard Little League Dave Nass, ACE Youth Softball Hill Ludlow, R.C. Softball Carman Angelo, R.c. Spirits Jere Lloyd, Member at Large Sandi Spetnagsl, Member et Large Doug Morris, Daer Canyon Littia League Dave Moore, City of Rancho Cucamonga Staff Jerry Fulwood, City of Ranaho Cucamonga Staff Dave Moore did a quick review of what was agreed upon at the prior workshop on October 13, 1992. Discussion ensued regarding the length o! time games cen ba played. There was concern of the grass being watered at Heritage Park and games starting at e:3o a.m. Saturday mornings. Dnva Moore related that staff will caked Maintenance to stop watering the night before. On the 90~ fields, if games era played from 8:30 a.m. to 10:00 p.m., on 9aturdaye, gives 13.5 hours. Within in that 13.5 hours, back to beck, no field prep, 2.5 hours games only, you could gat 5 game slots with 1 hour extra. ~~ Thera was concern that Citrus Little League has stated in their by laws that a game has to be completed, and could this be done in 2.5 hours. Regarding the 6D' field, it was 2 hours for practice and 2 hours for play. Dave related that these averages were based on responses from the sports groups. Dave also explained to the Committee, when talking about the game times, to ba sure to include the field prep. Jerry Fulwood at this time asked if someone would make a motion then we could go back and see if it works out. MOTION: Primo Morales made a motion that 90' use be allocated to 2.5 hour time slots during the week and 2.75 hour time slots during the Saturdays, Dan Rosso seconded. Motion passed. At this time Dave Moore brought up *_he concern of Sunday use of 9D' fields. Discussion ensued regarding the use of Pields for the Biq League. It was related that Hiq League plays anywhere from 2.5 to 3 hours, no cut off, minimum 7 innings, 3 hour games with 1 hour break in between games (doubleheader). MOTION: Dan Rosso made n motion that 7 hours on Sundays Por the Sig Leagues to be able to play two 3 hour games with a 1 hour break between games, Primo Morales seconded. Motion passed. Discussion ensued reference game and practice increments for T- Ball, Soccer and youth and adult softball. It was agreed that softball and baseball organizations, their allocations for games are two per weak, practice one par week (during the season), soccer and football one game and additional practices. Discussion ensued regarding the aflult sports having practice time slots. MOTION: Sandie Oerly moved that the soccer times for AYSO remain as stated, for CYSA games be increased to 1.5 hours and that the 1.5 hours for adult practice be illiminatad and football to reflect that they practice S hours par wank par team, Dan Rosso seconded. Motion passed. Discussion ensued regarding games beginning at 8:00 or 8:30 a.m. Mr. Fulwood related that ha would consider games starting at 8:00 a.m. at soma of the more secluded parka. Mr. Fulwood requested a list of the perks in question so the sites can be analyized, than staff could give the Committee a final dacie ion. Mr. Fulwood related to the Committee that ha would also check to see if theta was an ordinance elated how early a game can begin. MOTION: Motion was made by Bob Olnri to table staffs recommendations of game and practice time blocks until the next workshop meeting. Discussion regarding Hig League practice time to be extended to 2.5 hours from 1.5 hours. MOTION: Dan Roaso made a motion that Big League baseball be allotted 2.5 hours practice time under the guidelines from the previous page, Primo Morales seconded. Motion passed. Discussion ensued regarding maintaining the current level of play that the sports groups are playing par week. MOTION: Eric Sieber made a motion that the Committee rncommands that wa agree that we intend to continua at no more than our current level of play, both es to weekly and total numbers. Motion not seconded. A discussion ensued again regarding current level of play. MOTION: Sandie Spatnagel made a motion to strike the sections relating to current level of play from the Master Plan proposal in it's entirity, tinny Venzor seconded. Motion passed. Dave Mocre passed out information to the Committee that would be talked about at the next meetlnq regarding the skinning back of Old Town and Rad Hill Parka. The following information needs to be amended and/oi added: Pony Colt should read 7 Pony teams and 4 Colt teams. Discussion ensued regarding the Alta Loma Legion ball Loam and the concern that the team is a high school team that uses City fields and the high school Se charging youth groups to use Chair fields and concern that the Alta Loan Legion does not show up at the Sports Advisory Committee meetings. Jerry Fulwood asked that a letter be sent to Alta Loma Legion regarding the future meetings. Jerry Fulwood announced that conversation with Chaffey Collage hoe begun regarding usage o! collage facilities. Currently the collage and city foal that wa should get together and work as a team addressing city needs, therefore, the city and the collage are working on setting up a major meeting where all department heads anfl deans will get together to discuss issues to ba worked jointly on, one issue being usage of collage facilities. MOTION: Hob O1ari meda a motion that the meeting be edjournad, Primo Morales seconded. Motion passed. The next meeting wee sat to continua at the regular Sports Advisory Maetlnq on .October 27, 1992 at 7100 p.n. at the Rancho Cucamonga Civic Center, Rains Room. 99 ' iC'r.0 CPJCi,:20NGA SPORTS .ADVISORY COMMITTEE MIt7DTES October 27, 1992 The regular meeting of the Sports Advisory Committee was held at the Rancho Cucamonga Civic Center, 10500 Civic Canter Drive, on October 27, 1992. The meeting was called to order at 7:12 p.m. by Dave Moore, Rncreation Supervisor. - 1. Pledge of Allegiance was led by Dave Moore. 2. Roll Call: Davi3 Vize, Member aC Large John Nuckolis, R.C. Pop Warner Nark Gallegos, R.C. Pony/Colt Dric Sieber, Daar Creak Little Laaqus Doug Morris, Daar Creak Little League Bob olari, Alta Loma Litila Laaque Oava Naee, ACE Youth Softball Bill Malcolm, R.C. Softball carman Angelo, R.C. Spirits 8111 Ludlow, R.C. Saltball Angie Elliott, R.c. Womans Soccer Ginny Vanzar, Citrus Little league Glen Moore, CYSA Paul Mocre, R.C. American Legion Dan Rouo, Gunt Soa Prieur, Vineyard Little League Calvin Ru!!, Mambar at large Primo Morales, Rancho Little League Joao Potain, ACE T-Bell Doug Rittenhouse, Citrus LSttl• Laaque Joan Lombardo, AYSO Sandia Oerly, Member at Large Dave Moore, City Sia!! Jerry Fulwood, City Sta11 Molly Mitchell, Park and Recreation Commission Rathy Sornnsan, City 8talt 1. Park Project Dpdata - Nona submitted Approval cf minutes: Regular Sports Adviaary comaittae mooting on October 27, 1992. s Moved by Jahn Nuckolis, seconded by Gimpy Vensor that the miautee ba approved. ~OD 77JMI'~'_=S 3U5I:TESS Subait Monthly Lignt :Ise chart - Dave Moore requested that the September monthly light use charts ba turned in from those who used lights. Dave Moore related that he needed agreements from Alta Loma and Citrus Little Leagues for use of the City park fields. Submittal _of 199? Snrina SAO~s Field Reau st Forms: Dave Moore asked that the Field Request Forms ba turned in at that time along with all the information that goes with the request, last years rosters, last game schedules and practice schedules. Conti mina discussion on the Snorts Field Master Plan, Dave Moore related that the discussion stopped with Red HS11 park at the last meeting. At this time Dave handed out information regarding "1992 Spring 90' Diamond Information" and "All 90' Field Availability Opportunities". Dave stated at this time, regarding the handout given out at the workshop, that theta were Boma amore and at that time corrections ware made. Attar making correetione senior teams and big league teams ware split up because of different game time increments and also the availability of fields and opportunities was talked about and the ditterant options to look at. Dave related that when talking about Rad Hill, whether it be used for softball or various options, the proposed zacommendation is to utillza Ear a combination thereof. Tha only concern is whether this can actually be dons safety wise. At thin time Dava opened this subject up for discussion and informed the Committal that they needed to come to a decision on what stet! is going to Head as tar am the number o1 fields for senior play and big league play. Jerry Fulwood at this time cosnented on the Red Hill Sseua relating that there are two concepts on the table in terms of the 6a' venues and the concerns the women (girls aottball organizations) have about having to play on the 60' fields. The other issue ie two lialds at Aed Hill park, one being more ehallaaging in terms ae to where the balls would land during 90' practice. Jerry related the Park Development would have to make the final determination as to the safety point of view it possible. Jerry aekW the committee to consider those variables. Mr. Fulwood related that another variable that needs to be looked st is what the availability projected for 90' play and what wa currently have can basically addrus all our Heads !or 90' play without corrvartimg all o! the lields or the two 60' venues at Red H111 and just comertinQ Old Towne. /O/ At tnis time Dave Moore asked the Committee to look at the sheet he had passed out and reviewed the handout with the Committee, going over the possible field availability. Primo Morales asked about the availability of high school. Jerry Fulwood related that as of Friday he has a meeting with Alta Loma and Etiwenda High School Paul Moore questioned Dave Moore regarding the Etiwenda Legion. Dave Moore related the Etiwenda High School will ba discounted. At this time a discussion regarding Legion insured. Jerry Fulwood asked the Committee if the Committee wanted to recommend that both 60~ diamonds stay the way they ern, are wa looking at one and one or are we looking at aayinq both are to ba converted to 90~ diamonds. Carman Angslo ralntad at this time that it the fields ware skinned back their league could not play any regulation gamaa there. Mr. Fulwood ralatad that ha balievu the girls league should have lit City venue. Mr. Pulwood naked how the CommitUa felt about that issw and i! the Committee egraad line, it they disagreed, than option number 2, it you agreed, is what level of play on the tialda era wa able to provide. Hob olarl asked Carman Angelo if ono held was sultlciant ar ii they needed both fields. Carman Angelo stated that no, that they would nand both fields. Dave Ness ralatad if Alta Loma High School isn~t available, than ACE Soltbali would need the Red 8111 softball fields. Discussion ensued. A quutionad was aakad it the Sports Complex cou16 ba used for tournaments. Mr. Pulwood ralatad, technically apukinq, not your typical tournaments, an out o! the ordinary, apeclal tournaments could ba played at the Sports Complex. Stet! would have to chock the schedule to make aura there ari no conflicts, and still staff would be very leery of the 60~ venues as opposed to the 90'. ~~ Soh olari asked +nen the Sports Complex became strictly an adult faci]ity. Mr. Fulwood exolaired that it has always bean the concept of being strictly an adult complex from the first grading plans. Hob Olari asked if the two fields were kept the way they are now, what would those fields be used for, for the halance oL time when tournaments weren't being played. Hill Ludlow stated that the fields would ba used for games and some practices. At this time a discussion regarding the 90' tield users end where they would qo foz practices. Dave Moore at the lima made a comment regarding the Senior Division and the girls softball are the fastest growing in the area. Both areas have grown and continue to grow. Bob Olari asked again why the youth couldn't use the Sports Complex. Mr. Fulwood explained to the ComDittsa that the city has been up izont wlth the use of the sports Coapla:c. It would not be Lair or nppropriata to change lrom the intended use. Adult use has been the City's goal, objective and policy and stnfi Boas not anticipate changing this. Discussion ensued. At this time Mr. Fulwood asked for clarification from Dava sera, Bill Ludlow and Carman Angelo. If Alta Lome Hlgh School is available, did ACE Softball have a problaa with that. Their response wsa no. Discussion ensured. MOTION: John Muekolla moved that one field at Red Hill ba cut back to accommodate 60', 80' and 90' play, but continua upon that fact the Alta Loma High School lSalds will ba available. A Vota was Laken with a rniaa o! hands, 5 in favor and l0 opposed. tinny Venzor seconded. tinny vanzor withdraw ucond. Discussion ensued. At tIIis lima Eric siaber made a new action. ~: Irregardlass of what happens at Alta Lama Hlgh school and Etixanda High school, that one field, itt a coaproalsa, at Rad Hill ba skinned back to accoaaodate 80' end 90' play. Glnny Vanzor seconded. a~ Jerry Fulwood explained that this item would have to go to the Park and Recreation Commission along with a list of staffs recommendation and the reeommandatien made by the Committee. Dave Viza at this time asked Carmen Angelo i! this would prevent or just inconvenience his softball tram having a temrnamant. Carmen Angelo related, yes, it would prevent them from having any type of tournament unless theta was something put together to adopt the sanction tournament. More discussion. At this point a vote was taken for the motion on the table. All in favor 7, against 7. pus to a tie a roll call vote was taken. All in favor 8, against 7, abstain 4. Motion paaaad. ~Qg: Carmen Angelo made a motion that nil fields at the Sports Complex, especially the softball tialde, ba available !or sanctioned youth tournaments if needed. Jou Potain aacondad. Mr. Fulwood clariliad, except Eor normal games, in farms of tournamanta, for spacial tournaments, it would ba considered but not for routine, everyday tournaments. vote was unanimous for the motion, motion paaaad. Discussion ragardiaq mounds ensued at this time. Mr. Fulwoad informed the Committu that staff would research atoraga facilities for a pertabla mound and will clarify this issue at the next meeting. Mr. tulwoed also asked the Committee to do roearch in farms of what typo of portable mounds theta era snd provide the information to Dew Moore. Dave Moore at this Lima referred to Old Towne Psrk and skinning it back to a 60', 80' nmd 90'. MOTION: Motion made by John NuckOlls to akin Old Towns Pnrk back to 60', Bo' and 90' liald. Dan Rosso seconded. Mark Gallegos related that ha would like to sea a permanent mound put in at Old Towne Park to aceomodata a0' and 90' play. At this time Sohn Nuekolls made an amendment to his motion, that a parmenant mound ba put in at Old Towne Park. Hr1af discussion ensued. Vote taken - 15 tor, 4 agaitlat, 0 abstained, motion axwptW. /o~{ Java :Moore :penes ~:a discussion regarding the Sports Complex. Sandi oarly asKed staff to explain exactly what fields will be at the Sports Complex, what Lields will ba lit, who or what sports era going to be using the fields. Jerry Fulwood related that at the last meeting Rick comaz want over the layout, how many fields ware going to ba there and the overflow parking issue. Dave Moore stated, ae in attachment I, there will ba the stadium, surrounded by the stadium there will ha 3 lit diamonds used for adult softball play. South o! the softball fields, there is 2 lit aoccar fields that will be utilized foz adult soccer play. South/East o! the soccer fields is a 90' diamond, approximately 300' outfield, 10' Santa used far savior play, which is also lit. Tha Animal Shelter is Wast o! the 90' field. Sandi Oarly asked if this would ba used swan nights a week, i! on the 60' the adult softball would play flue nights during the wank and Saturday and Sunday. Jerry Fulwood related that the Complex is available for 24 hour utaga. Sandi Oarly naked haw much the adult softball was currently playing, how misty fields aze they currently using and how nights o! the vsak. Dave Moore related that currently they aza using two tields and they play Mcaday through Friday nights, Saturday day and Saturday night, sunday Morning, Sunday Attarnoan, no night plsy Sunday night because o! the raatriction at Red Rill Park. old Towne used to ba wad as wall but 4as bean cut back. Sandia Oarly also inquired about the 90' tiald end who was going to use it and the two aoccar fields, who uses rhea and wham era tbay currently playing now. Dave Moore related that the 90' tisld was open to the senior baseball teems. Soccer fields will be wad for adult aoccar, currently plsylnq at Haryl and Rad Rl11 Pazk on Sunday. Discussion ensued between Jerry Fulwood and Sandi oarly. Sandi Oarly nskad regarding what is beisug proposed right now, Sa basically n status quo, bast aaenario atatos quo, for the youth progress, but an incrusa !or the adult programs. / oS Mr. Fulwood related, wanting to ba very precise, as of October 27, 1992, based upon on going conversations with the Chaffey School District, as well as with Chafley College, on a daily basis it could change. Sta!! has bean ertremely conservative in not utilizing any of the 90' venues for those different nntities in the current calculation just to make aura no one is negatively ispactad as they ware last year until a definitn confirmation is received from those districts. Therefore, as of this date, we era not including then ie our analysis. However, Mr. Fulwood felt that by the tlms this issue ranched the Commission, 90' venue numbers can and probably will change and it was Mz. Fulwoods undarstendinq that there is sufficient 90' venues to address the naeda. Discussion ensued regarding the nvailability of 90' fields and how many practices take place. For two gamaa par wank, one practice is needed. For pre-games, two practices era needed par weak. Bob Olari asked if staff would bn willing to have the Committee make n racommandation that the dawlopaant of additional City sponsored sport programs, !or youth or adult, requiring apace on City or school tinlda, must be approved by the Sports Advisory Committee. Mr. E1:lwood rnlatad, no, that he would not support that recommendation. Tha City is here Lor the City and not just youth sports, wan though youth sports play a major part in the City. Hob Olari rnlatad that ha thought the Sports Advisory Committee axiatnd to help govern all sports in thn City. Mr. Fulvood explained that the Sports Advisory Co®ittee was to assist in the allocation oL fields !or youth sports needs and i! Wended, any sports group could qe directly to the Park and Recreation Commission snd make a recommendation. Mr. Fulwood ralatnd that this body dou not take the placn of the Commission., that this body oz any body could go to the Coaiasion and sake a recommendation, however, eta!! does not have to bring tltosa items to the Sports Advisory Committee to male a decision, that i^ a Commission job end not the Sports Advisory Committne~s job, the Sports AMriwry CrnuiLtu is an advisory committee to the Comsieaion. Handi oarly made a action that the Youth sports Commission is opposed to the allocation o! the Sports camplax for the purpose of expending the existimq or introducing new adult programs. Calvin Ru!! saaoiMad. Motion passed unanimously. Discussion ngardinq the soccer fields at the eporb Complex ensued se this time. r~~ :: :gas asxed if mere was any possibility of youth aparta using the soccer/football Pialds at the Sports Complex to alleviate soma of the pressure on local parks until such time as additional parks can be built on the east side of town, Jerry Fulwood rnlated that the same basic concept as the little league applies to AYSO and CYSA. Same policy of adult usage o! that facility. G. AA70QRNAffiiT Motion was made by John Nuckolls to adjourm meeting, Jean Lombardo seconded. Motion carried. Meeting adjourned, ~~7 CZTY OF RANCHO CUCAMONGA SPORTS ADVISORY COMMITTEE WORESHOP November 17, 1992 The workshop meeting of the Sports Advisory Committee was held at the Rancho Cucamonga Civic Censer, 10500 Civic Center Drive, on November 17, 1992. The meeting was called to order at 7:09 p.m. by Dave Moore, Recreaticn Supervisor. 1. The Pledge of Allegiance was led by Dave Moore. Roli Call: Mark Gallegos, R.C. Pony/Colt Jose Potain, ACE T-Hall Wayne Luetar, Rancho Little League Dan Rosso, Vineyard Little League Joe Prieur, Vineyard Little league Doug Morris, Deer Canyon Little League Eric Sieber, Deer Canyon Little Leagus Bob Olari, Alta Loma Little League Ginny Venzor, Citrus Little League Angie Elliott, R.C. Womene Soccer League Dave Neas, ACE Youth Softball Bill Ludlow, R.C. Softball Carman Angelo, R.C. Spirits Hill Malcolm, Mambnr At Large Glenn Moore, CYSA Darryl Smothers. CYSA Hill Stevens, ACE Youth Softball Dan Day, ACE Youth Softball Jere Lloyd, Member At Large Calvin Ruff, Member At Large Sandia Oerly, Member At Large Dave Moore, City Staff Kathy Sorensen, City Staff Jerry Fulwood, City Staff Jerry Fulwood started off the meeting relating to the Committee that the objective of this meeting was to complete the review of the Field Allocation Master Plan. Mr. Fulwood related that were running out of time, if we hope to implement the Master Plan this season, also we have to move forward on the allocation of fields. Mr. Fulwood related that it was imperative thnt staff and the Committee deal with the Sasues tonight and move forward. Mr. Fulwood clarified an issue from the last meeting, to move forward that is on certain issued that had bean discussed before, Mr. Fulwood felt the Committee was vary vocal when the Committee felt there was en issued they could not bend on, something the Committee felt vary strongly about and staff tried to find •oms / 08' middle ground and iP staff succeeded, we were then able to agree and move forward with it. There will be items that we will not be a61e tc agree on, that is just normal, it is not personal, it is just that staff can not bend in a certain arse and rather than going on and on with that particular issue and waste an hour, when nothing will be accomplished, then staff strongly suggested that the Sports Advisory Committee should do is simply make a motion, make the motion that you feel comfortable with so that it can go on to the Park and Recreation Commission. Mr. Fulwood related that the Committee did not have to do what he was recommending, he related that what he was saying was that staff can not qo beyond this point, the same as when the committee goes to their boards, and you know your positions, and soma cases the Committee is saying, I can't go beyond this. Mr. Fulwood related that he understood this, then staff has to see if they can bend to get the Committees comfort level, if staff can't then the Committee needs to make a motion as to what the Committee wants to do, then ta]u the vote, and it goes to the Park and Recreation Commission, that the Committee isn't following staff's direction, your basic issue will go to the Pnrk and Recreation Commission and than they can make that Yinel decision. That should save n lot of time and than staff isn't trying to push anything through but staff is concerned about the time right now, unless you want to continua to have these meetings that last two and throe hours, wa handln one issue and wa keep moving along and rarely accomplish anything. That was the general intent of how this meeting should qo and that Ss haw staff would like it to go tonight. There era no personal feelings from staff, staff understands that this Committee has to take tarn of business. Staff does not want to waste time it we all know wa aren't going to resolve anything. Mz. Fulwood related to the Committee to make their motion and on the matrix there will be the Committee's motion and staffs position and if staff agrees or disagrees. on certain itana the Committee and staff will start o!f the came and than it will show the Committee voted one way and it will show staffs' concerns. This will tell thn Park and Recreation Commission that the issue started one way and that staff agrees with the Committee. Other issues will show the Committaa'• motion and also etaf!'s concerns. It will then go to the Pnrk and Recreation Commission. Mr. Fulwood related that the other issue was to if possible try to wrap the issue up so it can go to Lha Park and Recreation Commission because it may stay there Lor a couple of meetings. The Park and Recreation Commission may oak for other information once the Committee states it's case end wa may not gat it through in one meeting. Mr. Fulwood related that time was running out and ha was concerned about that, but ha also did not want to push it and a beck up plan may be needed end the back up plan would be presented at the meeting. /~9 Mr. Fulwood related that Kathy Sorensen, Dave Moore and himself met with Dean Smothers and the High School principals on November 16, 1992, after numerous phone calla and were very fortunate. Actually no decisions were made in the room, there was just general discussion on Issues, the good neighbor policy, youth sports groups, the budgetary constraints, it was a vary candid and Prnnk discussion. Mr. Smothers ran out of time and said, you guys deal with it. Mr. Fulwood related that the principals of the schools bent over backwards, it wasn't that they gave staff what we asked tor, they gave us mare then we asked for. The principals stated that they could not guarantee this every year, as they will need to do renovations. At this time Mr. Fulwood had Dave Moore relate to the Committee the outcome of the phone calla from the schools. Dave Moore at this time, starting with Rancho Cucamongn High School related the followlnq: Rancho Cucamonga High school will ba available Monday through Friday Srom 5:30 and attar on one 90' field and soma on Saturday, one 90' field will bn available. More practice opportunities. Alta Loma High School will ba available Monday through Friday, 4:30 and after on the Varsity field, Saturday end Sunday afternoon and once the baseball sansan is over in May, than all day Saturday and Sunday. That' did mention, as wall as Etiwanda High School, when they have gamaa, theta may ba a conflict. At this time wa do have Etiwanda High School'• game achadul• and Alta Loma Hlgh promised to do the same. Alta Loma Softball Llalds era also nvailabla, no charge. Etiwanfla High School will ba avnilab/~ Monday through Friday, 5:30 and attar, both Lialds, Saturday end Sunday they era not sure as of yet, need to Lind out what the Legion schedule is. Thera was mention that theta asy ba practice on Saturdays but there Sa no definite time, the feeling is that the availability would ba in the afternoon. On Sundays, concern is that they have a largo church that manta in the gym, theta is limited to no parking at all, they lad ua to believe no parking et ell. Dave Moore rnlatad that this is what wa know as of now, what is available. //o Mr. Fulwood again mentioned that what we have received this year, there ie no guarantee that wa will gat it next year. They bent backwards this year, also it 3s contingent upon our good neighbor policy. All schools are really hurting budget wise and they can not afford maintenance of the fields, however, they do not want to be coming to you and asking for donations either. They era saying even a donation of toilet paper, brick dust, it you sea something is in need of repair and want to help out, or rocks on the Piald, call soaaona and lot them know you want to have a work party to clenr the rocks from the field. Its up to the Committee to make it work, and i! the Committee does that, the schools will be more than willing to band over backwards. Also, do be thinking about the fact that they will probably want to start rotating their Pields among themselves on an annual basis. Mr. tlllwood related that somewhern along the line the City would like to work out something out like the rotating of the fields, because wa are killing our lialda also, the only way wa can do it is it the achool• work with ua, ao that i! wa close down s field they can pick up the slack toz us. As of now St seaas that they have agreed to do that, but wa would present thnt to this group a year in advance so everyone would know whet is going to happen, wa would plan way in advance, so no ono gets burned end than va would do it. There is nothing in mind right now, this is just to let the Comittea know what stall is thinking. Hr. Fulxood also told the school, that he would put it in writing, what he is proposing so that they heva rseord as to what hoe been conveyed to the Committee, and has bean convoyed to the committee will ba put in a brief memo thanking them !or banding over backwards when they didn~t have to. Mr. Fulwood ralatad in terms of skinning back of Old Town end Rad Hill, there is concern of the time constraints, oven it approved by Park and Recreation Commission and City Council, theta pas to ba sufficient Lima to complain. Hr. Fulwood ralatad ha was vary pleased that thn schools warn able to work with thn City, bscausn if the skinning back dons not matnrializ• this ywar, the City still will not ba hurt in tares of practice and games on thn 90~ lialda. Also, thorn are still safety Sssuns that are being looked at for the skinning back o! Old Town and Rnd Hill that staff would like to puraua. Dave Moore lad the discussion regarding the use o! City fields end being leaved in parody. (~~ MOTION: Bob Olari made a motion that he would like to propose that the Sports Advisory Committee review all plane for the development or expansion of City sponsored Sports Programs for youth or adults, requiring space on City parks or school property. Such programs must not impact current users or said fields until such time ae the City can provide additional neighborhood park sites to move and displaced existing pro rams to. Any recommendations by the Sports Advisory Committee concerning these programs shall accompany staffs proposal to the Park and Recreation Commission and the City Council, seconded by Dave Ness. Motion passed. Discussion regarding clarification of the motion ensued. Discussion ensued regarding adult and teen use of the Sports Complex and creating a formula to charge full coat to non- resident participant, focusing on adult leagues. Regarding adult venues, staff is going to try to move all adult play to the Sports complex. Sob Olari pointed out staffs proposal on Paqe 7 oP the Master Plan, regarding the Sports Complex, that the Complex may have originally bean intended for Adult use, and explained that have regarding growth and economy, things have changed, and stated that he would like to make a recommendation that the field be allocated on practical basis to the sports, both softball and the field sports facility. MOTION: Bob Olnri made a motion that the Sports Advisory Committee proposes that the following recommendation be adopted for the use oP the Sports Complex. This Complex was designed as a location for aporta programs that will benefit the citizens of Rancho Cucamonga. Soccer and football groups shall be the primary users of the two field sports facilities while softball and baseball shall be the primary users oP iha 60' softball diamonds and one 90' baseball diamond. The two field sports facilities should remain available to youth soccer and football organizations in the Fall/Winter season in the early evening hours Monday through Friday, to provide for a lighted venue for games or practices, 3 hours on Saturdays shall be sat aside for football practice which will give Pop Warner program a temporary home. Allocation of the balance oP available time during the weekday evenings and Saturdays ae well as all flay Sunday will be given to City sponsored field sports programs. In the Spring/Summer Beason the fields will be allocated to the Clty Por Adult Sports programs for ea expanded or developed in accordance with the guidelines o1 this document. A 90' baseball diamond was added to the Sports Complex. Three softball diamonds shell ba divided between Group 1 and Croup 2 users. Group 2 users ehnll ba ellottad two flalda, Monday, Wednesday and Friday from 5:00 p.m. to 9:00 p.m. and 6:00 a.m. to 9:00 p.m. 3eturdny end Sunday on the third weekend oP aech month. The balance of the Lima will be allocated to the City Por their softball programs. As new community parks with lighted venues are developed, all non-City, class 2, Group 2 user groups will ba moved to those sites so that 1 only City adult aporta programs shall remain et the Sports//a Complex, Sandi Oarly seconded the motion. Sandie oarly stated she would secondefl the motion if it would be clarified more that Lhe time frame ie us until 9:00 p.m. that the fields shall be allocated to youth and after 9:00 p.m. its available to the adult programs. Hob Olazi stated he was not concerned shout the times that would just liKe to see soma flexibility as far as youth sports are concerned for a temporary period of time. Calvin Ruif asked Bob Olari to clarify the age group that would be using the Sports Complex. Bob Olari stated that he did not specify in the motion but related that it can ba amended to the older kids. Jose Potain asked iL this would be a con111et with the Red Hill Softball current facility by moving those adults to the new Sports Complex, will the space be available for the adults now by putting in youth. Discussion ensued regarding the field availability. Bob Olari stated that ha would like to amend the motion and remove any verbiage concerning softball. Sandie oerly related that she would be willing to second the motion. MOTION: Bob OSari made a motion that the two field sports facilities shall be made available to youth soccer and football organizations in the Fall/Winter season in the early evening hours Monday through Friday to provide a lighted venue for games or practices and three hours on Saturday to ba set aside for football practice which would give the Pop Warner programs a temporary home. Sandie Oarly seconded. Motion passed. Dan Rosso asked for clarification on the issue Of overflow parking on the 90' diamond. Hr. Rosso stated that ha lelt it would be counter productive and if it's in the contract with the Quakes, that Boma how it ba taken out of the contract because Mr. Rosso felt that care being put on the 9D' field would completely dsstroy the field. MOTSON: Dan Rosso made n motion to recommend to the Park and Recreation Commission that the 90' field not be utilized for overflow parking in any circumstances, Wayne Luetor seconded. Discussion ensued regarding to 90' Held being used for parking. The impact of the damage to the 90' field would be felt City wide if care ware parked on the 9D' field. Rathy Sorensen stated that currently the City it looking et requesting any promoter and/or the baseball team to secure eaditional parking off site. //3 Motion passed unanimously. MOTION: Jere Lloyd made a motion to have the Park and Recreation Commission make the Planning Commission aware of the intent of further development around the snorts Complex and the ndverse impact this would have on the parking at the Sports Complex, Sandie oerly seconded. Motion passed. Bob Olari related that ha had one more item to address. The item being on Page 2 of the Mnster Plan regarding the overlays at Heritage Park. Mr. Olari reiatad that he has taken pictures of what has happened to the fields, the outfield arms end what has happened to the fencing, backstops. At this time Mr. Olari passed around pictures to stuff and the Committee. MT. olari asked Mr. Fulwood if a motion could be made regarding the issue at Heritage Pnrk. Mr. Fulwood related that this issue should be brought back to the nest meeting on December 24, 1992. MOTION: tinny Venaoz made a notion that the maatimg be adjourned, Bill Malcolm seconded. Meeting ndjourned. ~/ CITY OF RANCHO CUCAMOHGA SPORTS ADVISORY COMMITTEE MINUTES November 24, 1992 The regular meeting of the Sports Advisory Committee was held at the Rancho Cucamonga Civic Center, 10500 Civic Center Drive, on November 24, 1992. A. REGULAR MEETING The meeting was called to order at 7:10 p.m. by Dave Moore, Recreation Supervisor. 1. Pledge of Allegiance was led by Dave Moore. 2. Roll Call: Carmen Angelo, R.C. Spirits Bill Ludlow, R.C. Softball Dan Day, ACE Youth Softball Mark Gallegos, R.C. pony Colt Doug Morris, Deer Canyon Little League Wayne Luster, Rancho Little League Prieto Morales, Rancho Little League Dan Rosso, Vineyard Little League Bob Olari, Alta Loma Little League Angie Elliott, R.C. womens Soccer League Jean Lombardo, AYSO Ginny Venzor, Citrus Little League Doug Rittenhouse, Citrus Little League Calvin Ruff, Member at Larger Jere Lloyd, Member nt Large Jose Potain, ACE T-Hall Eric Sieber, Deer Canyon Little League Sandie oerly, Member at Large Terry Thomas, CYSA Molly Mitchell, Park and Recreation Commissioner Dave Moore, Recreation Supervisor Kathy Sorensen, Recrention Superintendent 1. Park Proj act Update - None submitted Approval of minutes: Regular Sports Advisory Committee meeting on October 27, 1492. MOTION: Moved by Prieto Morales, Rancho Little League, seconded by Den Day, ACE Softball representative. Motion passed. ll5 D. ccMMIxT~E acsrrrs^ 1. Fiend Request or Relinau' h' Mark Gallegos, R.C. Pony colt relinquished Red Hill Pazk. lean Lombardo, AYSO, relinquished Central Elementary School, Vintage and Coyote Canyon Park. 2. Submit Monthly Light Use Chart Dave Moore requested all aonthly light use charts be turned in. 3. Discuss rnstallina Signs on Citv Backstops Dave Moore related to the Committee that the signs on the backstops would be to iet persons know it's not OK to do certain things against the backstop. MOTION: Motion aade by Hob Olari that the City put signs on all City backstops, Dan Rosso seconded. Motion passed. 4. Discuss whether Heritage Park should remain a m ~*i .r facility Bab Olari related to Dave Moore that he had called him on Thursday, November 19, 1992 to have this specific agenda item removed from the agenda. Mr. Olari related that Heritage Perk was an eye sore and would hope that the City would take care of it. Kathy Sorensen summarized to the Committee the problems at Heritage Park and the damage to the field Prom the different sports groups using the park. Brief discussion ensued. MOTION: Bob Olari made a motion to remove this item from the agenda and move it the be agendized to the Park and Recreation Commission, seconded by Ginny Venzor. Motion passed. Item X5, 1993 Spring Sports Field Allocation was put on hold until after discussion oP Item M6, Rav iew final Sports Field Master Plan recom_mandations. 6. Review final Sports Field Master Plan recommends ions Kathy Sorenson related thet staff requests the Committee to go through the Master Plan to make sure all items of interest have bean covered and highlight any arses that might not have bean covered. Staff will have the minutes for the Committee at the December 7th meeting. Rathy naked the Committee, after going over the minutes and Master Plan to call Dave Moore or herself ao any item (s) not covered can ba egandized !or the December 29th maating. ~~~ 5• 1993 SDr1nQ Soort Feld Ali Dave Moore explained the packets (yellow and pink) tc the Committee members, pink being park sites, yellow being school sites. Dave explained how staff uses the requests, percentage and break down of users and fields types the different groups use. At this time Dave went over each field use o! the 60~ requesters. ACE Softball allotted recommendation was Alta Loma Elementary, Carnelian Elementary, Alta Loma Hiqh School and Red Hill north softball field. ACE Softball represented agreed that would work for their organization. vineyard Little League, staff recommends Kenyon Park, Milliken Park, VSMOria ~rovea Park, Vintage Park, Windrows Park, Caryn Elementary, Etiwanda Intermediate, (has 5 fields, but can only accommodate 3 teams at a time), Summit Elementary, (has 5 fields, but can only accommodate 2 teems at a time, custodian will be required to open facility and there will be a charge). Dan Rosso related he had concerns of the uss of Etiwanda Intermediate School fields after 5:00 p.m. Discussion ensued betwenn Dan Rosso and Dave Moore. Dan Rosso at this tine requested two more days of use of a 60~ et another location. Dave Moore auggasted the possibility o! using the eon lSeld at the Rancho Cucamonga Hiqh School. Stall will check into this and qst back with Mr. Rosso. R.C. Softball was allocated Red Hill north softball !laid on Friday and Saturday, Red Hill south softball field on Monday and Friday and Saturday, Cucamonga Junior High North, all of it, Monday through Saturday and Cucamonga Junior Hiqh South, all of it, Monday through Saturday. Alta Loma Little League was allocated Heritage Park, both fields, Alta Loma Junior High, Jasper Elementary, 2 fields, Stork Elementary, 3 fields. '1~ Deer Canyon Little League was allocated Hermosa Park, Milliken Park, Coyote Canyon Park, Kenyon Park and Victoria Groves Park. Dave related that Sundays were open if Deer Canyon wanted. Deer Canyon related that Sundays were not needed at Milliken, coyote canyon, Kenyon and Victoria troves Parks. Citrus Little Leaqua was allocated Red Hill Park Little League field, 1.7 fields, Sear Gulch Elementary, 7 fields, Valley Vista Elementary, 5 fields. citrus Little League related the Valley Vista was only 4 fields the way the fields are set up. Staff related that they would look into that. Rancho Little League was allocated Coyote Canyon Park, Spruce Park, Cucamonga Elementary, 0 fields, Ruth Musser Middle School, 1 field, and old Town Park. R.C. Spirits was allocated Windrows Park North and South, on Sundays from 8:00 a.m. - dusk, Red Hill Park South, Tuesday, Wednesday and Thursday nights, Red Hill Park North sottball on Sunday. Had requested Red Hill and Church on Sunday, staff related they wanted to keep them togsthsr so staff put then nt Rad Hill. R.C. Spirits zepresantative Rosso related that they really need Windrows on Sundays. Windrows field wee relinquished on Sunday and use of Church instead, but atalf will Wend to look into shortening the base pegs. MOTION: Primo Moralaa made a motion to ezcapt 60' recommendation, seconded by Terry Thomas. Motion passed. 80' Yield requeators ware as follows: Pony Colt was allocated the J.V. field at Alta Loma High Schooi, Monday through Friday, 4:30, Saturday, noon - dunk. Due to a concern of prnetice lima, staf! recomaanded R.C. Middle School ba available to Pony Colt. MOTION: Mark Gallegos made a motion to accept recommendation for the 60' fields, Eric Siabar amcondad. Motion passed. 90' field raqueatore ware as follows: Alta Loma Little League was allocated Heritage Park, Monflay through Friday, all of Saturday, all of Sunday and oleo Alta Loma Junior High. ~~ Vineyard Little League was allocated Sports Complex, 1 field but will equal 2 fields with the time spent there, Etiwanda High School Varsity and the adjacent 60' field, Rancho Cucamonga Hiqh School, Saturday, 8:00 a.m. - dusk. Vineyard Little League request that Deer Canyon Little League share space at Rancho Cucamonga High School and Etiwanda Hiqh School. They agreed to work together on this. Citrus Little League was allocated Red Hill Park Senior field, Alta Loma High School Varsity field, three weekdays from 4:00 p.m. to dusk, February 1 through May 16. After that the Colt division starts, on Sundays 1:00 p.m. to dusk, February 1 to May 16, Alta Loma High wants the mornings reserved, after May 16 is available all day, J.V. field on Sundays. There is a Sunday missing on the Varsity field, staff to look into. One game slot to Etiwanda Hiqh School for an alumni game. Citrus Little League related that they need more practice slots after May 16. Rancho Little League related that they would work with Citrus Little League to help with additional practice slots. Rancho Little League was allocated Sports Complex, hell use with Vineyard Little League, Monday through Sunday, R.C. Middle School, Tuesday/Thursday that Pony Colt is not using on Monday/Wednesday and Friday, Etiwanda Higb School Varsity, adjacent 60', J.V., end adjacent 60' diamond have also bean discounted by 50t due to their past unreliable availability. Deer Canyon Little League was allocated Red Hill Senior field and to share with Citrus Little League, Rancho Cucamonga Hiqh School, Monday through Friday, 5:30 pm until dusk. Deer Canyon Little Leaqus will be working with Vineyard Little Leagus on aharinq fields at Rancho Cucamonga High School and Etiwanda Hiqh School, Pony Colt was allocated Alta Loma Hiqh School Varsity field, 3 days a weak with Alta Loma High School using field two days a weak for their Varsity and J.V. gamaa. Staft to check with Alta Lomn High School on the availability cf the Varsity field 5 days a week after May 17. R.C. Legion was not represented at the meeting. Sta!! recommended that R.C. Legion deal directly with Chaffey Collage. Tha requests made by R.C. Legion were not recommended. Primo Morales made a motion to accept re~co~endations with amendments, Tarry Thomas seconded. Motion passed. /~9 Soccer Field Users ACE T-Hall was allocated Bear Gulch Park, 1 field, West Beryl, 2 fields, East Beryl, 2 fields and Church Street Park softball field. Staff made a clarification oP use nt Church Street Park. ACE T-Ball relinquished East Beryl changed to use at West Beryl Park only and the use of Church Street Park starting February 1 to June 30. And West Heryl Park 1 field from February 1 to June 30 and the other February 1 to April 1, and Bear Gulch Park February 1 to April 1. AYSO was allocated West Heryl, 2 fields, 7:30 a.m. - 9:00. AYSO requested to relinquish Red~Hill Park and to use East Beryl, Monday through Friday, 4:00 - 9:00 p.m. and Saturday 8:00 a.m. - 3:00 p.m., Alta Loma Junior High, 2 fields, Monday through Friday, 4:00 - dusk and Saturday, 8:00 a.m. - s:oo p.m. H.C. Womens Soccer was allocated West and East Beryl Park on Sunday Prom 1:00 - 5:00 p.m. primo Morales had concern about why this adult sport was not being played at the sports Complex. Dave related that this program is a non-proPlt orgenizatlon that has not been part of the city sponsored programs at all. At this time a discussion ensued regarding the use oP fields and the Sports Complex by adults and youths. Kathy Sorensen related to the Committee that the soccer fields still ha~a yet to be apraynd for graes at the Sports Complex, eo as of right now there is no graes growing at the Sports Complex soccer fields. StaP! is looking at 120 to 160 days before the fields era rsady for play. Diacuseion continued regarding adult and youths sports use. CYSA was allocated Red Hill Soccer Pielfl, 1 field, Monday through Thursday, 5:00 - 9:00 p.m., Saturday, 9:00 - 5:00 p.m. and Sunday, 1:00 - 5:00 p.m. Alta Loma Outlaws requested Cucamonga Junior Hiqh on the North side on Sundays which is currently not being used by anyone, from 1:00 - 4:00 p.m. MQTI.42i: Motion made by Ginny Venzor tO accept the 90' recommendaticna with amendments, sacondnd by Tarry Thomas. Motion passed. F. IDENTIFICATION OF ITEMS FOR FD'!'~TflF TZNGS Dave Moore rsmindad the Committal to rsviaw the Field Master Plen anfl gat back to staff by Dacssbar 16 with any concerns. (c~0 Y Discussion ensued on the Field Master Plan. The Committee expressed their concern of minutes being done regarding the workshops. They related that minutes ware 'not needed and all they wanted for the next round, based an their input, what staff is putting together and submitting. The Committee agreed that if there were any questions regarding the past workshop minutes they could go back to the tapes for reference, that they did not want to hove to read pages of minutes. The Committee agreed that just the document would be sufficient. Rathy 5oranann confirmed with the Committee that if staff provided the Committee with the .matrix the Co~ittw could use the matrix for review. Eathy related that stait will mail the matrix to the Committee for review. MOTION: Motion was made by Jere Lloyd to cancel the Sports Advisory Committee meeting on December 29 and reschedule the maetinq for Tuesday, January 5, Eric SSabar seconded. Motion amended by 6andia Osrly to reachaduia BporW Advisory Committee to riadnaaday, Janunry 6. Eric 51aWr sacondnd. Motion passed. MOTION: Motion was made by Eric Siabar to adjourn maetinq, sacondnd. Motion serried. riaatinq adjourned. /d CITY OF RANCHO CUCAMONGA SPORTS ADVISORY COMMITTEE MINUTES June 22, 1993 The regular meeting oP the Sports Advisory Committee was held at the Rancho Cucamonga Civic Center, 10500 Civi^ Center Drive, on June 22, 1993. A. REGUI~aR MEETrNG The meeting was called to order at 7:12 p.m. by Dave Moore, Recreation Supervisor. 1. Pledge oP Allegiance was led by Dave Moore. 2. Roil Call: Bill Pallott, AYSO John R. Minny, AYSO Angie Elliott, RC Womens Soccer Garland Davenport, Dear Canyon Little League Doug Norris, Deer Canyon Little Isaque Doug Rittenhouse, Citrus Little League Joe Prieur, Vineyard Little League Primo Morales, Rancho Little League Carmen Angelo, RC Spirits Steve Wilkerson, RC Pop Warner Football Glen Moore, CYSA Dave Vize, Member at Large Suzanne Ota, Community Services Manager Kathy Sorensen, Recreation Superintendent Dave Moore, Recreation Supervisor Nona C. REVIEW OF MZM~TES 1. Approval of Minutes: Regular Sports Advisory Committee meeting on March 23, 1993. MOTION: Primo Morales moved that the minutes be approved. Bill Pallotto seconded. Motion passed. pi COMMITTEE BUSINF9Q 1. Field Request or Relinquishing Joe Prieur of Vineyard Little League relinquiahefl Windrows Park, Victoria Groves Park, Milliken Pnrk and Etiwanda Zntermadieta school. ~a~ Primo Morales of Rancho Little League relinquished Coyote Canyon and Spruce Park, and 2 fields at Cucamonga Elementary school, the southwest and northeast. Doug Morris of Deer Canyon Little League relinquished Vineyard Junior High, Coyote Canyon Elementary School, and Central Elementary School. It was requested to check into Church Street Park for usage by RC Spirits. Usage undetermined. ~. Submittal of Monthly Light Use Chart (monthly item). 3. xathy Sorensen gave a orasentation regarding the status of the Sports Master Plan. No. 1 - no change No. 2 - no change No. 3 - To allow an adult organization to come in and use space for practice. No. 4 - no change No. 5 - The committee suggested not only the 60' & 90' fields at Red Hill being multi use but also 80' and there is was discussion that it makes the Fields un-playable for 60' Past pitch play and staff recommended an internal review to determine the impact of the multi-use. No. 6 - The Park and Recreation Commission revised the original Master Plan to make aura that everyone understood that a teen was someone 13 years of age or older, that they would have access to the 90' recreational baseball field, that regardless of the tournament or use that the city Pea resolution would still apply to the use of those tielda and also concurred that the use of the Sports Complex fields, particularly the soccer Pielda, would be limited until the turf could be Lirmly established. Also to ba included in the Master Plan that under no circumstances would any overflow parking concur on any Pields at the Sports Complex. No. 7 & 8: Minimum roster size foz sports: Baseball 12 Soccer (7 aside) to Soccer ly Football Z5 Softball 13 To ba reviewed annually prior to any Liald allocation. ~a3 No. 9 - To be forwarded tc staff for further evaluation. No.iO - To be forwarded to staff for further evaluation. No 11 - To be forwarded to staff for further evaluation. No. 12 - Committee recommended that the proposal be eliminated, staff felt it should be included and the Park and Recreation Commission recommends the adoption of the Master Plan that whatever the current playing level is during the week, to stay at that level. No.13 - No changes No. l4 - Park and Recreation Commission recommended that staff develop a formula Por review by the Commission and the City Council. Currently in the draft process of that. No.15 - No changes No.16 - Park and Recreation Commission wank3d added that specific input Prom the appropriate user groups and ba sought when possible. No.17 - Committee recommended that this be re-worded, that they should be encouraged to nssist. Staff and cammiasion concurred. No.18 - update, through discussion with Chaffey High School District, the only field firmly available in the 5prinq end Summer oP last year was one field at Rancho Cucamonga Hiqh School, and the Commission recommended that the City etatf continued to seek joint use field and facility opportunity with nil school district. Two items were added through the discussion oP the Meetar Plan. No.19 - To develop start times at parka. Discuaead et the April 27th Sports Advisory Committee meeting and was proposed that the start times of 8:90 a.m. would ba allowed for Eaet Beryl, West Beryl, Heritage, Hermosa, old Town and Milliken and a start time of 8:30 a.m. be instituted for RaA Hill, Victoria Groves, Benr Gulch, Church 3treat, Coyote Canyon, Spruce, Ranyon, Vintage and Windrows. Staff concurred with that recommendntion e• did the Commission. ~~ No.20 - Park and Recreation Commission reviewed the residency percentages for all sports programs and the Committee, at the April 27 meeting, had concurred, staff concurred and Park and Recreation Commission recommended the Following statement be included in the Master Plan: Any user program, including non-profit or city's which falls below the percentage of 60$ for adults and 80$ for youth will be required to go through a program review by the Park and Recreation Commission to determine field allocation to thmt user group. Dave Moore went over the Field Allocation process with the Committee. Sae attached 1993-94 Fall/Winter Field Recommendations. Attachment will reflect any changes. MOTION: Motion was made by Doug Morris to accept Field Allocations with amendments. Seconded by Hill Pallotto. Motion passed. NONE City Basketball Opdate There was a consensus that iP nothing substantial is on the agenda than no meeting will be held in July or Auquet. NOTION: Doug Morrie made a motion that if the Park and Recreation Commission excepts the Field Allocation there could ba no need for a meeting Sn Juiy and August for the Sports Advisory Committee unless there is prnesing business, than a meeting will be called. Primo Morales seconded. MOTION: Motion was made by Douq Morrie to adjourn meeting, seconded by Carman Angelo. Motion passed, meeting adjourned. ~~~ U['t'Y VP' fCANCHU CUCAMONGA STAFF REPURT DATE: August 4, 1993 TO: Mayor and Members of the City Council lack Lam, AICP, City Manager FROM: Rick Gomez, Community Development Director BY: W. Jce O'Neil, City Engineer SUB]ECT: REPORT ON MILLIKEN METROLINK SITE SCHEDULE After the City Council selected the Milliken site for its Metmlink Station, the Council asked staff to prepare a schedule defining key dates and milestones in the shortest time frame possible. The attached schedule is aggressive in order to design and constmet the project within one year. It is important to also emphasize that staff will 6e working with Metmlink and Santa Fe and anticipates their full and timely cooperation in order to meet this time frame. The City Council's Public Works Subcommittee will continue to work closely with staff and provide updates to the full City Council accordingly. Director Milliken Mevolink Site Schedule ia~ $ ~ °< m s D m w b ~ pg 'o_ 5. 3~ x ~ m a 0 m S 8 s 3 z E o ' S m ~ o a o P S e 0 ~ ~' a m Z a ~ ~ ~ a 'o a $ ~ r ~ 3 € w 'o ~ P - ~ ~ c j • b ~ 3 w a Om a O ~` B ~ R e ~ ~ ~ P C a C i y O s ' Y x_ S O $ 0 O T (/~ E m w ~ ~ ! a m ~ u O a s g a v ~ ~. S ' r I o- g 15 o Y ~ b ~ y~ I ~ o S s o = m i ~ iO g o n °< p z • • z o- ~ 3 O • ~ T T i I m I I ~ ~ ~ ~ ~ ~ _ • ~ • _ A s ~ ~ ' I _ °' i n i I ~ _ ~ _ -- ~ _ ~ - < _ _ _ I _ R r r x m z 0 r z N m n x m c m ~,/ CITY OF RANCHO CUCAMONGA STAFF REPORT DATE; August 4, 1993 TO: Mayor and Members of the City Council v~ FROM: lack Lam, AICP, City Manager BY: Linda Daniels, Redevelopment Manager SUBIECf: CONSIDERATION OF SPECIAL EVENTS AGREEMENT BETWEEN THE CITY OF RANCHO CUCAMONGA AND VALLEY BASEBA[,L CLUB, INC. RECOMMENDATION: Approve the proposed agreement between the City of Rancho Cucamonga and Valley Baseball Club, Inc. and authorize the Mayor to execute the agreement. BACKGROUND: In 1992 the City dedicated the Sports Complex located at Arrow Route and Rochester Boulevard. One facility of the sports complex is a 4700 seat stadium. The City has a ten year lease with Valley Baseball Club, Inc. to utilize the stadium for minor league baseball activities from April to October. The company has also submitted x proposal, along with two other companies, to provide special event programming at the stadium. The company has indicated that they would be joint venturing with Avalon Attractions [o provide varied special event programming in the stadium facility. The proposals were evaluated based on ability to perform, entertainment and special event programming focus, financial sharing of the revenues generated and stadium maintenance responsibilities. The City Council directed staff to prepare an agreement with Valley Baseball Club, Inc. based on the proposal developed by the company. ANALYSIS: The proposed agreement, which has been submitted under separate cover, incorporates the following major provisions: • This is anon-exclusive agreement which allows the City to work with other operators/promoters of special event programming at the stadium facility, ia~ • It is a short term agreement and will expire on December 31, 1994. The agreement has the ability for renewal. • The City witl retain all admissions tax on all tickets sold for any even[. • The operator wilt pay to the City 20~ of gross revenues received from concession and !:ovelty sales. • The operator will pay to the City 5096 of all parking revenue generated from special events. • The City will receive a $1500 rental fee for each day an event is programmed. The terms of the agreement also outline responsibilities of the operator for clean up of the stadium following special events and for reimbursement to the City for any damage to the field or building resulting from special event programming. tted, Lack Lam, AICP City Manager ~9 Cl'PY OF RANCHO CUCAMONGA STAFF REPORT ^~,~: DATE: August 4, 1993 ' T0: Mayor and Members of the City Council Jack Lam, AICP, City Manager FROM: William J. O'Neil, City Engineer BY Paul A. Rougeau, Traffic Engineer SUEJ ECT: TRAFFIC REVIEW OF MTLLIKEN AVENUE RECOMlENDATION Direct staff to proceed with the preparation of Plans and Specifications for Instailatt on of Traffic Signal at Milliken and Fairmont and work with our Signal Maintenance Contractor to install temporary traffic control far.•111ties. 8ACK6ROUND/ANALYSIS The City Council on July 21, 1993, directed staff to review the situation at Milliken Avenue and Fairmont WAy and to begin analysis of speed conditions on Milliken Avenue between Banyan and Base Line and further to review the intersection of Milliken and Vintage. This informatton was to be presented to the Council Public Safety Subcommittee on July 28, 1993. Staff has reviewed the situation at Milliken and Fairmont. Currently Plans and Specifications for installation of the traffic signal at this Intersection are being finalized and will 6e presented to the City Council for authorization to advertise at the Council meeting of August 18, 1993. It was suggested staff proceed with interim measures at the location which could be installed prior to the opening of school in September. These measures would be in place until completion of the Fairmont project which is expected between 120 to 190 days. Staff is currently preparing a speed survey on Milliken between Banyan and Base Line. in addition staff is also preparing alternatives for the improvements at the intersection of Milliken and Vintage Drive. Staff proposes to bring this information back to the Public Safety Subcommittee prior to the end of September. The Public Safety Subcommittee has reviewed this recommendation and concurs that the staff report represents the most expeditious way to provide needed improvements at the Fairmont/Milliken intersection. Respectfully submitted, r' ~~ G~'~.~cf/ William J. O'Neil City Engineer z~ _.... ~. - i.iti yr ccniv~,nv tiulinlnvivVA MEMORANDUM ~ DATE: July 29. 1993 TO: Mayor and Members of the City Councll ~ ~ Jack Lam. AICP. City Manager FROM: Linda Daniels, Redevelopment Manager v~ SUBJECT: SPECIAL EVENTS .1GREEMENT BETWEEN THE CITY OF RANCHO CUCAMONGA A.ND VALLEY BASEBALL CLUB. INC. Attached to this memo is a copy of the Special Events Agreement that is scheduled for City Council consideratlon on August 4, 1993. The Agreement has been signed by Hank Stickney, on behalf of Valley Baseball, Inc. The Agreement follows the deal points which have been reviewed with the City Council. The financial deal points include the collection of al! admissions tax generated from tlcket sales: a rental fee of $1500 per day; a 20% gross revenue paztlclpatlon in the sale of food and general merchandise, excluding beer and wine; and a 50% share In the net revenues generated from pazkmg. In addluon, the Agreement outLnes areas of responsibAities for operations of the special events including maintenance clean up and repairs. Br[efiy, the Operator is responsible for security and clean up of the faculty following a special event. The Operator will also provide the necessary personnel to set up and take down any equipment or stage which is brought in for the special event. The Operator will submit any equipment specifications which aze proposed to be connected to the "house" 30 days prior for approval. This procedure is to Insure that the equipment well not Overload the exlstlng facility capacity. If any damage occurs to the faclllty (buUding and field), the Ciry will do the repair work and the Operator is responsible for reimbursing the City for the cost. This is to insure that the repairs are done t: a manner which is consistent with the original design or appearance of the facility. If you should have any questions with the Agreement, please feel free to contact me. ce: Jerry Fulwood Rlek Gomez Bob Dominguez Suzanne Ota 7GREEMENT THIS AGREEMENT is made and entered into and effective as of the day of 1993, between the CITY OF RANCHO CUCAMONGA, a municipal corporation of the State o£ California, hereinafter referred to as "City," and VALLEY BASEBALL CLUB, INC., a California corporation, hereinafter referred to as "operator." RECITALS WHEREAS, City owns and controls a certain public recreation area, known as the Rancho Cucamonga Sports Complex, in which is located a stadium and auxiliary parking areas ("the Stadium" hereinafter), as shown on Exhibit "A" attached hereto, WHEREAS, City has determined that it is in its best interests to presenC broad-ranged programming responsive to the wishes of the Rancho Cucamonga community in the Stadium that will serve the best overall interests and needs of all citizens of Rancho Cucamonga; and WHEREAS, City wishes to insure that the Stadium program is so designed that it will provide for the continued production and enhancement of community cultural programs and to satisfy the public demand for other varied entertainment including popular music; and 1 WHEREAS, City selected operator based upon its representations that it could and would provide City's residents with a broad and varied cross section oP entertainment programming; and WHEREAS, City holds that it is in its best interests to maximize revenue from entertainment use to partially cover the City's costs for operating and maintaining the Stadium in a manner consistent with the public interest; and WHEREAS, City has determined that it is in its best interests to negotiate an agreement with Operator for the purpose of offering varied entertainment attractions at the Stadium; NOW, THEREFORE, in consideration of the premises and of the terms, covenants and conditions hereinafter contained to be kept and performed by the respective parties, it is mutually agreed as follows: DEPII7ZTIORB: The following words and phrases are defined and shall be construed as hereinafter set forth: BTADIDM: The Stadium located in the Sports Complex on the west side of Rochester Avenue, south of Foothill Boulevard in City. The Stadium shall include all those facilities and improvements located within the area delineated on that map attached hereto ae Exhibit "A". DEPARTMENT: City Manager's Department of City, 10500, Civic Center Drive, Rancho Cucamonga, California 91730. 2 DIRECTOR: City's City Manager, or his authorized representative, acting as an agent of City. M1ITERIAL BREACH: A violation by either party to this Agreement of any promise, duty or other provision set forth herein which has not been corrected or cured after thirty (30) days' written notice of default, said notice having been given in the manner prescribed in this Agreement. OpER11TOR: Valley Baseball Club, Inc. 8408 Rochester Avenue, p. 0. Box 3538, Raneho Cucamonga, California, 91729. 1) TERM ~ 9EA9UR a) Term Defined: The term of this Agreement shall begin on 1993 and shall expire on December 31, 1994. 6) Purpose: The City hereby grants to Operator the right and license, to utilize the Stadium, for entertainment and exhibition purposes for the term of this Agreement. Operator shall not operate any business at the Stadium not specified in this Agreement or in the Lease dated September 16, 1992 to which City and Operator are parties ("the Lease" hereinafter). c) Right to Terminate: Should either party at any time, during the term hereof, be in material breach of this Agreement, after notice of default duly given, the other party shall have the right to terminate this Agreement. Such right shall be exercised, if at all, by the mailing of written notice of the intent to terminate and the grounds therefor. Such notice shall be effective on the last day of the calendar year such 3 notice is postmarked, provided, however, in the case of an alleged material breach by Operator, Operator may request a hearing before City~s Council to show cause why Operator is not in material breach and why this Agreement should not be terminated. such request for hearing must be made by Operator in writing and personally delivered to City within fifteer. (15) days of the date City~s notice to terminate is postmarked. Upon timely receipt of a request of hearing, City shall schedule such hearing for a date not less than twenty (20) and not more than thirty-five (35) days following the date of the receipt of the request, and the effective date of the proposed termination by City shall be automatically postponed until the Conclusion of the hearing of the matter or until such later date as the City Council may specify. d) City~s Use Reserved: The City reserves the right to use the Stadium for uses and events which conform to the provisions of the Tease, including, but not limited to, Section 11.02 thereof on any and all dates not reserved by Operator hereunder. As to calendar year 1993, operator shall reserve any date ai any time by complying with the procedures set forth below in this subparagraph Sd). As to calendar year 1994, operator may reserve dates for the entirety of that year by submitting written reservations on or before February 1, 1994. Operator may reserve any such dale by submitting such reservation in writing to City in accordance with subparagraph 7c) hereof. Such reservation shall be deemed effective only if it SdentiPies the event or 4 attraction for which the date is reserved and it includes Operator's base rent payment for the subject date. City and Operator may reserve 1994 dates not reserved by Operator on or before February, 1994 on a first come-first served basis. All events conducted by Operator at the Stadium through calendar year 1994 other than events governed by the Lease shall be conducted in accordance with the terms hereof. 2 ) $~' a) Hase rent: Operator agrees to pay to City a base rental fee for each event at the Stadium conducted hereunder in an amount of $1,500.00. Rent provided for in subparagraph 2b below shall be charged for all events conducted hereunder. b) Additional rent: In addition to the base rental fee, Operator agrees to pay to City 20$ of all gross revenues derived by operator or any sub-promoter, concessionaire, or sub-concessionaire from the sale of items during the conduct of any event at the Stadium pursuant to this Agreement. The term "gross revenues" shall mean the total amount, excluding sales tax, of all monies, credits or property received by operator, sub-promoters, concessionaires or sub-concessionaires, through the sale of any items at the Stadium during the conduct of the event, including, food and drink (other than beer or wine), programs, park-and-ride services, video and audio taping and recording fees, video and audio tapes, records, souvenirs and other merchandise and services other than merchandise as to which the attraction retains all grass revenues. As further additional 5 rent, City shall receive 50t of all net revenues derived from parking charges except for preferred parking. City shall receive two preferred passes for all events conducted by operator hereunder, c) Payment of and Account for Rent, Late Charges: Rent attributable to any event conducted hereunder shall be due and owing from Operator to City on or before the conclus?on of the calendar month next succeeding the month during which the event occurs. finch payment shall be made at the office of City's City Manager at 10500 Civic Canter Drive, Rancho Cucamonga, California. The provisions of sections 4.06 and 4.08 of the Lace shall apply to the payment of rent hereunder. d) Acknowledgment of Admission Tax: Opezetor hereby acknowledges that City has enacted an admission tax applicable to events which occur at the Stadium and that Operator ie obligated to collect and pay to City such tax in accordance with the provisions of the Ordinance enacting such tax in addition to any and ell rant payable hereunder. e) Limitation upon Audiance'Siza: No parson not in possession of an admission ticket shall be permitted entry to any event held at the Stadium pursuant to this Agreement except for Operator, sub-promoters, cub-conceeaionera, performing artists, musicians, stage, sound and lighting crew and support staff, and their agents, employees and rapresantntivas as required for presentation of the event, and except for necessary government or private sector employees including but not limited 6 to policeman, firemen, rescue, emergency and medical employees, and food and sanitation inspectors. Operator shall not print, or cause to be printed, more tickets for admission to any such event held at the Stadium limited to stadium seats than the number of such seats. Operator may print tickets greater than the number of stadium seating for "festival" type performances provided Operator submits a plan identifying how sufficient parking, emergency exiting, concession, sanitary and other related services are to be provided. This plan must be approved in writing by the Director, prior to printing the tickets. f) Complimentary Tickets: Complimentary tickets shall include, but not be limited to, those tickets which are donated at no cost to appropriate organizations by Operator for the use and enjoyment by members of Such organization and for increasing attendance at any given event. Notwithstanding anything to the contrary in this paragraph, Operator shall be able to disc ribute complimentary tickets for any event date in its sole discretion, provided that the total number of complimentary tickets shall not exceed 5~ of the number of tickets sold for any event. 9) STADYDM PROOFInM a) Prices: All prices and other charges for events conducted hereunder shall be competitive with comparable performances at other venues in the Greater Los Angeles, Orange County and Inland Empire areas. Operator has the exclusive right to fix such prices and charges within said general parameter. b) Curfew: No event shall commence earlier than 1:00 o'clock, P.M., without the Director's written approval on any day, and no event shall end later than 11:00 o'clock, P.M., 7 shall net end later than midnight. No event shall exceed five (5) hours in length, without the Director's written approval. c) Cancellation of Event: In the circumstance that an event is canceled subsequent to the sale of any ticket therefore for any reason whatsoever, Operator shall be solely responsible at Operator's sole expense for refunding any such tickets sold for a minimum 30 day period and for immediately reasonably notifying the public of such cancellation. {) CONCEBBIONB The City further grants to Operator during the term hereof the exclusive concession for over-the-counter sales, at competitive prices of food and beverages, souvenirs, and like articles at the Stadium prior to, during, and after its events. In providing these concession services, Operator shall comply with the following provisions: a) Concessionaire shall obtain any and all permits and licenses that may be required in connection with the operation of this concession. b) All food, drinks, beverages, confections, refreshments, etc., sold or kept for sale shall be first class in quality, wholesome and pure, and shall conform to the federal, state and county ordinances and regulations in all respects. c) Concessionaire shall have the option to sell wine and beer at the Stadium. Sale of wine and beer must comply with the rules and regulations of the Alcoholic Beverage Control Board and the city. 8 d) The concession premises and the surrounding area shall be kept clean and sanitary at all times. No boxes, barrels, supplies, or rubbish in any form shall be kept, piled or stored inside or outside the buildings unless in a manner approved by the City. The Concessionaire shall provide, in a place to be designated by the Director, standard garbage receivers, and shall place therein all the garbage and refuse. e) operator shall provide all maintenance, repair and service required on all equipment used in the concession whether Operator or City-owned. Insofar ae sanitation and appearance is involved, the Director shall have the right to direct operator to perform reasonably necessary repairs and maintenance. f) Operator's duties shall include all sweeping, washing, and cleaning that may be required to properly maintain the concession premises. Because of City's interest in protecting the premises and providing the public with clean, attractive and wail-•maintained facilities, the Director shall have the right to direct that certain reasonable maintenance be performed where such work is necessary to protect the premises or provide clean, attractive and well-maintained premises. g) Operator shall provide at its sole coat refuse collection services for each event conducted by Operator hereunder. 9 5) >$@ Q$ BTIIDIDM a) Purposes: In the exercise of the rights and privileges herein granted, Operator shall be entitled to the use of the Stadium for the following purposes: 1) To utilize the existing facilities located on said premises, for events conducted hereunder, including locker rooms, reatroome, food and beverage dispensing facility, seating, ticket booths, and designated parking areas, and other facilities and equipment provided by the City providing that City shall control all lighting systems which constitute part of the Stadium; 2) To install and utilize such sound and supplemental lighting systems as it shall deem necessary for its events provided that any and all supplemental sound and lighting systems may be utilized for an event only if approved in writing by the Director or his designee at least 30 days prior to the date scheduled for the event; 3) To provide free passes to Sts events for the purposes of publicity and promotion subject to the provisions of subparagraph 2f) above; 4) To vend or authorize the vending of programs, posters, and souvenirs prior to, during and after its events; 5) To operate and control the designated parking areas prior to, during and after its events; 10 6) To provide the entertainment required by this Agreement. b) Limitations: Operator shall not knowingly interfere with the public's enjoyment and use of the subject premises or surrounding public property for the purposes for which they were intended. Operator shall not use the subject premises for any purpose which is not reasonably related to the Stadium operations. Operator shall not rent, sell, lease or offer any space for storing oP any article or articles whatsoever within or on the subject premises other than its own or performer's equipment, without the written consent of the Director. c) Public Parking: During events conducted hereunder, the Stadium parking areas delineated on Exhibit "A" hereto shall be available during all performances for use by Stadium patrons. Operator may charge patrons for the use of said parking facilities in conjunction with Operator's events conducted hereunder in accordance with a resolution or resolutions adopted by City's City Council. d) Right of Inspection: city and the Director, their authorized representatives, agents and employees shall have the right to enter the Stadium at any anfl all reasonable times for the purpose of inspection and observation of Operator's operations to assure that requirements of this Agreement are upheld and that no violations of rules, statutes, or ordinances have occurred or are occurring. During these inspections, they 11 shall, without disrupting any performance, have the right to utilize photographic devices and other instruments for recording conditions and events taking place upon the subject premises. No photographs or recording of rehearsals or performances may be made without the prior approval of Operator. Said inspection may be made 6y persons identified to Operator as City employees authorized for such inspections or may be made by independent contractors engaged by City. Inspections may be made to determine if the terms and conditions of this Agreement are being complied with. e) Assignment, Sublicense, Bankruptcy: Operator shall not sublicense the Stadium or any part thereof or allow the same to 6e used or occupied by any other person or for any other use than that herein specified, nor assign this Agreement nor transfer, assign or in any manner convey any of the rights or privileges herein granted without the written consent of the Director. Neither this Agreement nor the rights herein granted shall ba assignable or transferable by any process or proceedings in any court, or by attachment, execution, proceedings in insolvency or bankruptcy either voluntary or involuntary, or receivership proceedings. f) Alterations to Stadium by Operator: Except as expressly authorized in the Lease, operator shall not make any alterations, additions, or improvements to the Stadium or any part thereof without the prior written consent of the Director. operator agrees that upon termination or expiration of this 12 Agreement, upon demand by the Director, Operator shall forthwith remove any alteration made by operator hereunder and shall restore the Stadium at the sole cost of Operator to the condition which existed at the commencement of this Agreement, subject to normal wear and tear, within ninety (90) days. 6) OPBRATOR'B DtlTIEB a) Entertainment Programming: operator shall provide a broad and varied program of entertainment and exhibits each season designed to appeal to the needs and desires of the Rancho cucamonga community as a whole. Operator acknowledges that its promise to provide such programming is a key factor in the decision and the willingness of City to enter into this Agreement with operator. Failure to schedule such varied programming shall be a material breach of this Agreement. City's Council shall be the sole end exclusive judge as to whether or not and as to how well and faithfully operator has performed its duties hereunder to provide for the varied entertainment needs of the Rancho cucamonga community. b) Employees: operator shall provide such employees as are required to render good service, by their personal conduct, honesty, courtesy, health, personal appearance and willingness to cooperate with City employees to the satisfaction of the Director. Such employees of Operator shall include, but not be limited to, event attendants, ushers, security personnel and parKing lot attendants. In the event an employee is not satisfactory, as herein defined, the Director may 13 direct Operator to correct the cause of dissatisfaction within a reasonable time after written notice is received by Operator, consistent with any labor contract, administrative or legal remedy available to said employee. More specifically, the following shall apply: 1. Every employee involved in the sale of foods and refreshments shall wear at all times, while on the premises, clean uniforms. 2. Operator agrees and is obligated not to violate any federal, state or local laws pertaining to discrimination during the performance oP this Agreement against any employee or applicant for employment because of employees or applicant's race, religion, natural origin, ancestry, sex, age, or physical handicap. 3. Operator shall not employ any person who shall use improper language, act in an offensive manner, use or possess drugs or alcoholic beverages on the site, violate narcotics laws, or be under the influence oP such substances. Operator shall promptly discipline, suspend or discharge, as appropriate, any employee found to be doing eo, consistent with due process of law end the terms of the appropriate labor contract, if any. 4. Tha Director, or his representative, ahail have the right to observe employees at any time during the course of business. 14 5. Operator, at its sole cost and expense, shall provide the following: (a) Personnel sufficient to maintain and safeguard the premises and the buildings and facilities located thereon in a safe, clean and sanitary condition prior to; during and after each event; (b) Personnel sufficient to maintain order throughout the entire area of tha stadium prior to, during and after each event, including the parking areas; (c) City personnel and equipment to meet all governmental and professional requirements necessary in connection with the safe and proper use and operation of the premises, the cost of which City personnel shall be paid to the City by Operator. (d) Police officers, ae determined and assigned by the San Bernardino County Sheriff's Department. (e) Firemen and equipment, as determined and assigned by the Rancho Cucamonga Fire Protection District. e) Fixtures and Equipment: 1. operator, at its sole cost and expense, shall furnish all fixtures and equipment, including stage equipment and office furniture and equipment not on the premises at the commencement of this Agreement. Said equipment may include theatre ilghts, super troopers, legs, borders, cycloramas, lighting trees for stage lighting; lamps or the 15 outdoor light trees, security and alarm devices, and the sound system, if needed. It is understood that this list is not a complete inventory of what Operator may furnish, but rather examples of what Operator may provide through lease or otherwise. Z. Operator, at its sole cost and expense, may provide additional items of equipment, or substitute for other items of equipment as may be acceptable to the Director. Title to expendables brought in by the Operator and to additional equipment (if not permanently affixed to the building with the intention of becoming a fixture) provided at Operator~a sole cost and expense shall remain vested in Operator. 3. Upon termination of this Agreement, operator shall have the right to remove its equipment and furnishings, excluding improvements, from the premises and shall be allowed a period of ninety (90) days to make such removal; and if not removed within that period, said equipment, furnishings and expendables shall become the property of the City and any damage resulting from such removal shall be repaired by Operator at no expense to Cfty. d) Safety and Security: 1. Disorderly Persons: Operator shall use its beat efforts to exclude intoxicated persons from the premises and to curtail profane or indecent language or boisterous or loud conduct in or about the premises and will call upon the aid oP peace officers to assist in maintaining peaceful conditions. 16 2. Theft, Burglary & Vandalism: Operator may, at Operator's sole discretion, provide equipment or service, approved by and at no expense to the City, which will assist in protecting the premises from fire, trieft, burglary, or vandalism. The City shall not be held responsible to maxe repairs or replacements made necessary by the installation of such devices or for damage or loss to operator's 'cixtures and equipment caused by fire, theft, burglary or vandalism. e) Reports: Operator shall report safety deficiencies and violations of safety practices immediately to City and shall cooperate fully with City in the investigation of accidents occurring on the subject premises. In the event of injury to a patron or customer, operator shall use its best efforts to insure that the injured person receives prompt and qualified medical attention, and as soon as possible thereafter shall submit a City Accident or Illness Report on approved forms to be supplied by the City. f) Maintenance of Fixtures and Equipment: operator, at its sole cost and expense, shall provide all maintenance, repair and services required on all Operator owned fixtures and equipment used in operation. City shall provide maintenance, repair and services required on all City owned equipment used in the event and, reasonable wear and tear excepted, shall invoice operator for the costs thereof which invoice shall be due and payable within (thirty) 30 days of the date of invoice. Any fixtures or equipment damaged by the 17 negligence of City's agents or employees shall be repaired or replaced at the sole cost and expense of City. q) Maintenance of Stadium: During all times that the Stadium is under the control of Operator for the uses and purposes aforesaid, operator, at its sole cost and expenses, shall maintain the same in a safe, clean and sanitary condition, and operator shall repair all damage resulting from such use and occupancy, normal wear and tear excepted. Operator's janitorial duties shall include all sweeping, washing, servicing, repairing, replacing, cleaning that may be required to properly keep the Stadium in a safe, clean, wholesome, sanitary, orderly and attractive condition during each event and shall perform such janitorial duties after the conclusion of each event conducted hereunder. City shall provide all electrical, mechanical and plumbing maintenance and touch up painting necessary to keep the stadium in the above-referenced condition during and after each event and shall invoice Operator for the costa thereof, which invoice shall be due and payable within thirty (3p) days of the date of the invoice. h) Laws and Ordinances: 1. Operator shall conduct its business in accordance with all laws, ordinances, rules and regulations applicable to such business as set forth by the City, county, state and federal government. Notwithstanding anything contained herein to the contrary, in the event Operator is either temporarily or permanently enjoined by a court of competent 18 jurisdiction or prevented by act of God, from operating the subject premises, then operator's obligations under this Agreement shall be totally suspended for the length o£ any such injunction or impossibility of o~:ration. 2. operator, at its sole cost and expense, shall obtain any and all permits and licenses and pay any and all fees, royalties or other sums that may be required in connection with its operations hereunder and shall comply with all federal, state and City laws and regulations in the exercise of the rights and privileges granted by this Agreement including, but not limited to, federal copyright laws. Any permit required from City shall not be unreasonably withheld. 3. Operator shall pay all taxes assessed on the personal property and improvements belonging to it located on the premises, and all sales and other taxes levied against its operators hereunder, including any possessory interest taxes. i) Promotion of Business: 1. operator shall devote sufficient time and attention to the operation of the Stadium to ef£actively promote, increase and develop the business, operator shall at all times provide an Operating Manager. The Operating Manager shall be fully acquainted with Operator's procedures and contract obligations, and authorized by Operator to act in its behalf and fulfill its obligations in the day-to-day operations of the Stadium. During the days and hours established for the operation o£ any event at the Stadium, the Operating Manager shall be 19 personally available on the site to respond to any situation which may occur. 2. The operating Manager is the employee of operator with whom the Director may deal on a regular basis regarding the subject operation. The person selected by Operator as operating Manager shall be skilled in management of business similar to the Stadium. j) Indemnity, Insurance and Security Deposit: 1. operator shall indemnify and hold the City, itg officers, agents, and employees harmless from each and every claim, demand, action or cause oP action, and any cost or expense, including reasonable attorneys' fees in connection therewith, including any action brought to enforce this Agreement iP the City is the succesrful party in such action, that may arise in any manner out of the exercise of the rights and privileges granted to either party by tha provisions of this Agreement, except to the degree such claims, demand, actions or causes of action result from wrongful acts or omissions of the City, ar its officers, agents or employees. This indemnity shall also apply to protect City against any claim, or lawsuit or judgment based thereon, brought or made by any performer, promoter or talent agent with whom Operator may contract pursuant to terms of this Agreement. It Se also unfleratood and agreed that if the Operator is the successful party in any action brought to enforce this Agreement, then tha Operator shall have 20 the right to recover such of its attorney fees as the court may deem reasonable. 2. operator shall obtain and maintain during the term of this Agreement, workers' compensation insurance for all employees which it employs within the areas and facilities covered by this Agreement. Operator shall also obtain and maintain during the term hereof comprehensive public liability and property damage insurance with a single limit coverage of not less than $1,000,000, or as otherwise approved by City's City Manager and city Attorney, to protect against injury, death or property damage related to or arising out of operator's duties or performance under this Agreement, which such coverage shall be extended to cover the City, its officers, agents and employees as additional insureds and shall be subject to the approval of the City Attcrney of the City and shall provide that it will not be canceled or amended without at least thirty (30) days' written notice thereof delivered to the City Clerk of the City. Certificates of such insurance shall be Furnished to the City. v) 4LN6BaL PROVIBIONB a) Name of Stadium: The name of the Stadium shall not be used by pperator in conjunction with any other business venture during, or after, the term of the Agreement without the permission of the Director. b) Consent: Notwithstanding anything to the contrary in this Agreement, whenever this Agreement calls for the 21 consent or acceptance of the Director, City or Operator, such consent or acceptance shall not be unreasonably withheld. c) Notices: All notices and reservations required to be given hereunder shall be given in writing, by personal delivery or by mail, or by telegram at the respective addresses of the parties hereto, set forth above, or at such other addresses as may be designated in writing, by either party. Notice given by mail or by telegram shall be deemed given on the date of mailing thereof or delivery of such telegram to a telegraph office, charges prepaid or to be billed. d) Force Majeure: If performance by either party is prevented because of the occurrence of force maj sure, act of God, epidemic, fire, casualty, lockout, labor condition, riot, war, blackout, air raid, air raid alarm, act of public enemy, order of decree of any governmental agency or tribunal, transportation failures or delays, destructian of or damage to the Stadium to the extent that it is found not to be safe for use and occupation in the opinion of the City's Building Official, or other causes of a similar nature, such occurrence shall ba considered a valid excuse of nonperformance or delay in performance by such party hereunder, and in the event of such event or occurrence, this Agreement shall be suspended effective upon the date of such event or occurrence, such suspension continuing until said avant or occurrence terminates and the Stadium is safe for vas and occupation, and the term of this Agreement shall be extended for a period equal to the duration of 22 the suspension; provided, however, that if such suspension continues for a period of one (1) year, then and in such event either part}• hereto shall havA•the option to terminate this agreement by giving immediate written notice to the other party o: the same. Should this Agreement be suspended pursuant to this subparagraph 1)d), then Operator shall thereupon pay to the City any debt then owing to the City pursuant to this Agreement on the date of such suspension. e) Required Findings: In the aflminiatrat ion of the Agreement, and in the making of any findings or the rendering of any decisions required or permitted under the provisions of the Agreement, by the city's Council or Director that standard tc which the City and its agents shall be held is the substantial evidence test. IN WITNESS WHEREOF, Lwo (2) copies of this Agreement have been executed by the patties hereto, each and of which shall, for all purposes, be deemed an original. CITY OF RANCHO CUCAMONGA Hy Dennis L. Stout, Mayor Attest: Debra J. Adams, City Clerk VALLEY BASEBALL CLUH, INC. ~--ay.~_ ~--- ~.5~ ~~ias~ecaaauo~ac u,u 23 DATE: August 4, 1993 t yr nna~unv uuunmvr~~n MEMORANDUM TO: Mayor and Members of the City Council Jack Lam, AICP, City Manager ~,, FROM: Suzanne Ota, Community servicCfi ~fana SUBJECT: SPORTS FIELD MASTER PLAN / / ,~ ~~ This is just a short note to advise you that City staff does not anticipate any major opposition to the Sports Field Master Plan. At their meeting of June 22, 1993, the Sports Advisory Committee approved the Park and Recreation Commission's final recommendations on the Master Plan. The majority oP the youth sports organizations ware present at that meeting and ware able to discuss with staff the Commiseicn's final Sports Master Plan Matrix as attached in the agenda packet. SO/kls cc: Jerry Fulwood, Deputy City Manager Kathy Sorensen, CLP, Recreation Superintendent x x yr xcHLVCrrV I:UCAMUNG.4 REDEVELOPMENT AGENCY MEMORANDUM DATE: August 4, [993 TO: Chairman and Members of the Redevelopmen~,t /Agency FROM: Linda D. Daniels, Redevelopment Manager ^X' n SUBJECT; Executive Session Discussion Regarding Acquisition of Biane Winery The Redevelopment Agency has received an Biane Winery to sell the property to the Committee has requested that the full opportunity. Attached is information on Fund. offer from the owners of the Agency. The Housing Sub- Agency Board discuss this the property and the Housing u: lack Lam, AICP, City manage Affordable Housing Program FY 1993/94 Revenue • Cash (6/92) $12,078,000 • Revenue FY 93/94 $5,071,000 TOTAL $17,149,000 Expenditures • Consultant Contract fees $150,000 • North Town Program $2,244,000 • Deukmejian Project Capital Subsidy $4,500,000 • Archibald Storm Drain $5,500,000 • Archibald Engineering fees $245,000 • Packing House Preliminazy Design $150,000 • Housing Production Plan/At-Risk Units Plan $250,000 • Pepperwood Apartments Loan $3,750,000 TOTAL S 16,789, 000 P [.4 • Historical Asset • Inside RDA project area • Adjacent to North Town neighborhood • Potential for mixed-use development ~.4II • Unreinforced masonry • Acquisition would require reallocation of funds, potentially de{aying or eliminating portions of the North Town program TEL N0. Jul 20.93 11:28 P,01 July 20, 1993 REVISED LETTER OF JULY 15. 1993 Please note revisions in paragraph N3 Linda D. Daniels Redevelopment Manager The City of Rancho Cucamonga 10500 Civic Center Drive, P. O. Box 807 Rancho Cucamonga, Ca 91729 RE: The Pierre Biane Winery Dear. Ms, Linda D. Daniels: Following the meeting of June 2B, 1993, at which time we discussed the currant situation that Ordinance 417 has left the Pierre Biane Winery with only two (2) options. One, to retrofit all buildings now; or, two( to leave buildings vacant and abandon the Property, oaring those discussions, the question was asked if the ownership would sell to the Redevelopment Agency of Rancho Cucamonga A meeting of the partners of the Pierre Biane Winery was held July 13th, 1993, at which time I was authorized to have more substantive dialogue in regards to l,) to explore an outright Gale of the property and 2.) acquiring funding for the seismic retrofit program. The ownership is indicating an asking price of 3.B million dollars based on the following: Approximately (110,000 aq.fL. of buildings at $40. per aq. ft - $4,400,000) and (approximately four (4) acres et ;5.00 per eq. ft. - $871,200) - $5,271,200, (this is based upon recant Comps of recently sold REO business parks in the City of Rancho Cucamonga over the past twenty-four (24) months). The seismic retrofit work is estimated at ;700,000. including engineering. Current Market Value $5,271,200 seiamie Retrofit (700,000) Estimated Value $4,571,200 4tancFio Cucamonga 7Ninery Properties CAIAYfIRN1A PONa6b a'IN 4:NV Nn. ~ i'.O. Ibx fi07. Hm¢ho Cucamunpn. Cplibmin 9t 770 1711 a90~79N9 TEL N0. ~ Jul 20,93 11 29 P.03 The current debt on the property is approximately as follows: 1st and 3rd Trust Deed (Philo Bianel $1,000,000 2nd Trust Deed (U,C.S,B.) 640,000 4th Unsecured (Ph11o Biane) 200,000 1,840,000 Other Obligations: Limited Partners 300,000 Wheeler Ridge Farming Company 100,000 Original Purchase 1,000,000 The ownership would entartnln a purchase agreement as follows. All cash or 508 cash/508 with a medium term note. SiinUlta neou9ly, the Pierre Siane Winery would ]ike to continue diacuaeions regarding the aeiamic retrofit of the buildings. 1 have included an engineering and construction estimate, Also, please find the current rent roll and current expenses. currently, the only assistance package that the Pierre Diane Winery could accommodate Ss a direct GRANT from Redevelopment or a no interest loon with a two year deferment on repayment. 2 look forward to meeting with you, Councilman Bill Aiexender and Councilman Rex Gutierrez on Wednesday at 2:00 in our offices. Sincerely, ~~ ?aul Biane CC; Philo Biane Pierre Biane i li 2 e rsnr e3rrunlr V ~' rsowaarr VJ Q M R ~~'. TTY a~~ s: J.~ mu E .E4E w 6 N w Q R A Z 1 n m w g i