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HomeMy WebLinkAbout2013/07/22 - Minutes - Special Joint (CC, P&R Commission) July 22, 2013 CITY OF RANCHO CUCAMONGA CITY COUNCIL JOINT MEETING WITH THE PARK AND RECREATION COMMISSION MINUTES SPECIAL MEETING A. CALL TO ORDER A special joint meeting of the Rancho Cucamonga City Council was held with the Park and Recreation Commission on Monday, July 22, 2013, in Celebration Hall at the Cultural Center, 12505 Cultural Center Drive, Rancho Cucamonga, California. Mayor L. Dennis Michael called the meeting to order at 6:35 p.m. Present were Council Members: Bill Alexander, Marc Steinorth, Diane Williams, Mayor Pro Tem Sam Spagnolo and Mayor L. Dennis Michael. Present were Park and Recreation Commission Members: Michele Jacks, Patricia Morris, Janet Ryerson, Vice Chair Bill Pallotto and Chair Kelly Matheny. Also present were: John Gillison, City Manager; Jeff Bloom, Deputy City Manager/Economic and Community Development, Nettie Nielsen, Community Services Director; Dave Moore, Community Services Superintendent; Francie Palmer, Community Services Marketing Manager; Susan Sluka-Kelly, Cultural Arts Manager; Adrian Garcia, Assistant City Clerk and Melissa Morales, Senior Administrative Secretary. B. ITEM OF DISCUSSION B1. Discussion of the Draft Community Recreation Needs Assessment Findings and Analysis was opened by City Manager Gillison. He reminded the City Council of their action to identify as a goal for the 2012/13 fiscal year conducting a community-wide needs assessment, which is to precede development of an updated Park and Recreation Master Plan. He commended Director Nielsen, the consulting firm GreenPlay, LLC, and those staff involved in the project for their hard work over the past few months. The item was then deferred to Director Nielsen who continued with staff's presentation by reviewing the project timeline and detailing the year-long process involved in the coordinating the comprehensive needs assessment. She played a video highlighting the Community Services Department and its many programs, events, activities and services provided to the community. The accomplishments from the previous assessment were noted including constructing the Victoria Gardens Cultural Center and Central Park Phase I. Prior to calling on the consultant for his report, Director Nielsen provided staffs recommendation for the evening, as contained in staffs report, which is for the City Council to accept the draft report, findings and analysis of the Needs Assessment and send the matter to the Commission for further review and refinement based on the discussions held and input received this evening. She also applauded the efforts of Manager Palmer and the rest of the multi-department Assessment Project Team for their hard work. John Barnholt, Senior Project Consultant, GreenPlay, LLC, oriented the Council and Commission regarding his company's background. He began is presentation by expressing his appreciation to the Assessment Project Team and by reviewing the agenda for the evening which would be to focus on the community demographics, inventory, public input process and suggested goals/areas of focus to be followed by questions. Consultant Barnholt proceeded with the PowerPoint presentation which it was noted would also be made available to the public on the City's website. Demographic highlights included median age, income, educational levels of cohorts, anticipated Hispanic population growth and household characteristics. Inventory Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 1 of 6 availability comparisons from 2000 to 2012 were reported and various areas that were increased since the last assessment were pointed out. Consultant Barnholt then went on to describe the process undertaken to involve the public and focus group/stakeholders, the online engagement tool used (Mind Mixer) and surveys sent out and received. The majority of the presentation was spent providing snapshots of various statistics including households using the current programs and facilities, their importance and if needs are being met; reasons why facilities are not being used; importance of indoor and outdoor facilities to be added, expanded or improved and most important facility/park options to be developed. During his overview of the Importance vs Needs Met Matrix, Consultant Barnholt commended the City for not having any results showing that highly important needs are not being met which is exceptional. The final portion of the presentation was a summary of proposed key focus areas and goals with which to consider moving forward with. The four main goals were to ensure continuation of the high quality recreation facilities, programs and services residents have come to expect; development of a policy to address partnerships agreements; creation and implementation of a resource allocation and cost recovery philosophy and analyzing program offerings to ensure current levels of satisfaction remain consistent. Following Consultant Barnholt's presentation, Mayor Michael called on the Park and Recreation Commission for their comments and input. Chair Matheny thanked the City Council for taking the time to meet with them and called on her fellow Commissioners for comments. Vice Chair Pallotto asked for clarification on whether lit ball fields had been included as a separate item in the inventory analysis and Consultant Barnholt indicated they had not. Commissioner Ryerson asked for clarification on whether the survey was indicative of whether the needs of the youth in the community were being met, which should not be overlooked. Consultant Barnholt indicated that, in many cases, if a need is being met and satisfied, it may not show up on the survey, as the respondent most likely would not list it as a need. Comments from the City Council were then called for by Mayor Michael. Council Member Alexander gave his thoughts on the matter and suggested that more community input needs to be gathered. He expressed concern about the money spent on the consultants and his belief that in many cases, qualified staff can provide the same services. He stressed the need to take a different look at how the City is doing things and the public's expectation to pay. He offered his disappointment that staff and the Council are not more involved and the need to encourage greater collaboration with the schools. He asked if the Sports Advisory Committee participated in the process and why specifically the demographic on the proposed increase in Hispanics was highlighted. Superintendent Moore responded that Sports Advisory Committee Members were part of the stakeholder meetings and Consultant Barnholt commented that the Hispanic information was just one of many statistics highlighted for no reason in particular. Council Member Williams expressed her agreement with Council Member Alexander's comments concerning use of a consultant rather than utilizing in-house talent. She questioned how the proposed focus goals were established specifically taking issue with the goal to revisit the Central Park Master Plan. She wondered whether the consultant had reviewed the current approved Master Plan for Central Park and indicated she had an concerns with the wording to revisit the matter which she thought implies that a good plan is not currently in place. She said the plan calls for an aquatics facility and objected to making Central Park a soccer complex. Council Member Williams emphasized that citizens feel deeply about Central Park and she is deeply concerned. She closed her remarks by saying that just because the survey participants indicated they would be willing to pay fees or taxes, history dictates that this is not the case. Mr. Barnholt confirmed the understanding that this was a survey question and not a ballot measure, agreeing with Council Member Williams that when placed on a ballot the voting results may resonate differently. He also explained that staff were part of the process in determining the goals and that he had taken a look at the Master Plan information concerning Central Park. He said the intention of the goal was to look at the plan as it compares to the current needs identified by the community, and make sure those still fit together. Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 2 of 6 Mayor Pro Tern Spagnolo added his concurrence regarding the number of survey results that were received. He questioned, as well, the participation by the Sports Advisory Committee and Superintendent Moore confirmed attendance by Members at a stakeholders meeting that included other community and advisory groups. Mayor Michael inquired as to the confidence level for the prior assessment and how many surveys were mailed out. Director Nielsen responded that she would research the inquiry and provide an answer as quickly as possible. Mayor Michael continued by reminding the Council that they had approved the contract with for the consultant and that with the shortage of staff, contracting of services is sometimes a necessity. He addressed the matter of Central Park and commented on the lack of funds available especially in light of the Redevelopment Agency's dissolution. He supported development of Central Park westward from the current facility to include picnic shelters and open space and to leave the current Master Plan on the shelf. Mayor Michael concurred that the school fields need to be utilized to a higher degree and expressed his confusion on why the City doesn't do so in light of the fact that tax payers have approved bond measures. He asked to see, as part of the plan, where the City is going to suggest additional sports fields and recommended that any master plan needs to be coupled with a complete financial analysis. The Commissioners were then encouraged to make modifications to the report based on input provided that evening. Public Comment: Christine Pham, General Manager, Victoria Gardens, Cultural Center, representing Forest City Enterprises, Inc., shared her thoughts on the successful partnership her company has with the City including the Movies in Town Square series. She spoke of the importance of focusing on community services and for the City to continue its excellent delivery of services. She closed by expressing her commitment to continue to partner with the City. Jerie Lee suggested that the Park and Recreation Commission occasionally conduct their meetings at off-site locations out in the community to assist in their gaining greater knowledge of the public's opinion and input. She added that she was not a recipient of one of the 5,000 surveys sent out. Ms. Lee also recounted the experience of her and her family at the Quakes Stadium in regard to the restrooms and noted the clean condition she found them in recently. Lastly, Ms. Lee referenced the new staff shirts now being worn by Community Services Staff and the confusion by some who aren't recognizing that staff are now in green rather than red. She ended with the suggestion that community organizations be considered to operate the snack bar located on the exterior of the Quakes stadium as a means to raise funds. Larry Henderson, Alta Loma Riding Club Representative and also a retired City Planner, reminded that the survey is merely a snapshot in time. He stressed the need to analyze the cost of maintaining the parks and facilities, the changing demographics and to examine all the facts closely as a new Master Plan is drafted. Martha Hughes, Member of the Senior Advisory Committee, commented how she attended the meeting tonight in hopes of hearing good news concerning the completion of Central Park. She spoke of issues in finding parking at Central Park in the evenings due to youth sports activities taking place and the need to complete the park so that all could enjoy. Jim Harrington, Chair, Rancho Cucamonga Community & Arts Foundation, spoke of the importance of not losing sight of what the City currently has especially those amenities unique to the City such as the Victoria Gardens Cultural Center. Dennis Cisneros talked about living in the "canyon district" of the City which is located in the northwest area and his hope that the residents will appreciate what is currently here and the value of conducting a needs assessment. He commented on the use by both residents and non- residents of the canyons as a source of aquatics recreation and the drain on police and other resources due to issues related to the uncontrolled access. Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 3 of 6 Vicky Jones, President of the Friends of the Pacific Electric Trail, expressed her concern with the data shared that evening and questioned why only 5,000 surveys were mailed out. She did not support taking action based on the small percentage of input received and recommended the Commission get out in the community to obtain more public input. She noted that the Trails Enhancement Program was hit especially hard by the dissolution of the Redevelopment Agency and asked for clarification on ownership of the RC Family Resource Center. Director Nielsen clarified that it is the RC Family Sports Center that is privately owned and then funded by the Successor Agency to the Redevelopment Agency. Doug Morris, Member of the Sports Advisory Committee, said he felt that a good turnout of Committee Representatives were present at one of the stakeholder meetings. He supported the need for an aquatics facility though not necessarily making a "fun" component a priority. He supported building additional lit sports fields with dual uses and suggested that if some of the neighborhood parks could be used by non-youth sports groups, that some fields could be freed up and possibly some fields placed at Central Park. He asked whether a consultant was funded for the last needs assessment and Director Nielsen confirmed that there was a paid consultant. He thanked the City Council for their support and encouraged moving forward. Jim Russell, Senior Advisory Committee Member, spoke of his attendance at one of the stakeholder meetings which was a very positive experience. He expressed his thoughts that most of concerns expressed would be resolved if Central Park is completed. He noted that Consultant Barnholt had not clearly responded whether he had studied the Central Park Master Plan and his surprise that a passive use of the park is being suggested since the facility is extremely busy including the third expansion of Wellness Pass. Dennis Jones supported following up on the desire of many of the respondents for additional shade structures at the parks. He suggested that the park playgrounds need to be re-analyzed for low cost alternatives and encouraged the City take advantage of Consultant Barnholts offer to provide information on grants that might be available. Jackie Amster recounted her experience as a participant on the first needs assessment of which many projects have come to fruition. She stated her belief that these could not have been accomplished without the expertise of a consultant. Ms. Amsler spoke of her observation that, regardless of their intended use or design, parks and amenities will be used. She also told of her disappointment in losing the art museum to the City of Ontario and of her support for an aquatics center which doesn't necessarily have to be City owned. Dean Shimek gave suggestions on possible use of some of the available acreage at Central Park including building a botanical garden similar to the Rancho Santa Ana Botanic Garden in Claremont. No other public comments were received. Closing discussion by the City Council and Park and Recreation Commission ensued. Comments from the Commission included Commissioner Ryerson's support of re-visiting the Central Park Master Plan and possible use of the current open space for native plants, nature garden and other passive uses. Commissioner Jacks remarked on the fact that it would be unrealistic to think that adequate funding would be available especially in light of the Redevelopment Agency dissolution and that as an educator in the Etiwanda School District they have also experienced the lack of adequate funding sources. She also felt that any proposed fee or sales tax increases would be defeated. She added her support for the Commission to get out in the community. Council Member Steinorth told the Commission that he liked their comments and he thanked Consultant Barnholt for his efforts. He referenced the statistics showing that the population growth is slowing and that many are in favor of maintaining what the amenities the City already has. He supported being as frugal as possible and to learn from the recent Landscape Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 4 of 6 Maintenance Number 2 situation. He emphasized the need, as a City Council, to be extremely cautious where fee increases are involved. Council Member Steinorth also asked to be updated further on the Central Park Master Plan and suggested consideration of putting a project together at the site even if on a small scale. Consultant Barnholt re-clarified that the return rate for the surveys (9.2%) is an industry standard. He reminded that the survey is not a vote but strictly an opinion of members of the community and only one part of the decision making process. He continued that the survey was focused City-wide and intentionally not just one area such as Central Park and that the question of whether the survey participants are willing to pay is a necessary question to ask. He suggested that if any project requiring additional fees or taxes moves forward, additional input from the community is a necessity. Mayor Pro Tem Spagnolo concurred with the fact that a majority of respondents placed maintenance of current facilities, parks and amenities as a high priority. He asked for additional clarification from Superintendent Moore regarding participation by the Sports Advisory Committee. Superintendent Moore replied that those Members who participated adequately represented that segment of the community. Mayor Michaels referenced the proposed project timeline and advised the Commission that he fully supports moving the deadlines a few months back if they feel additional time is needed by staff and the Commission to further evaluate and discuss the matter. Chair Matheny thanked the Mayor for his remarks and concurred that maybe additional time is needed. She also asked how it was determined who would receive a survey. Consultant Barnholt clarified that the surveys were selected at random by a professional research firm who had secured homeowner addresses. Marketing Manager Palmer further explained the assessment's planned methodology for public participation and involvement. Efforts, in addition to the mail and telephone surveys, included conducting stakeholder interviews, hosting a meeting open to the entire community, creation of an on-line community engagement site (Mind Mixer) and on-line opportunity to complete the survey. Director Nielsen agreed with the importance of having a random sampling of the community for the survey and City Manager Gillison re-explained the mechanisms for how the responses are "weighted" to help ensure the most appropriate representation City-wide. Council Member Alexander stated his objection to "accepting" the report, as recommended in staff's report, and reiterated his concerns expressed earlier. Council Member Williams also expressed concern that goals/areas of focus were established. Commissioner Ryerson reminded that the data in the report that cannot be manipulated would be the residents' responses. For the benefit of those present Director Nielsen briefly explained the difference between conducting the survey and analysis vs creation of a Park Master Plan. Following their discussion the following action was taken: MOTION: Moved by Alexander, seconded by Williams, to send the draft report, findings and analysis of the City-wide Community Recreation Needs Assessment Project from GreenPlay, LLC on to the Park and Recreation Commission for further review and return the matter to the City Council for final approval at a regularly scheduled City Council Meeting. Motion carried: 5-0. C. PUBLIC COMMUNICATIONS Cl. Public communications were received during discussion of Item B1. Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 5 of 6 D. ADJOURNMENT Mayor Michael adjourned the special meeting at 9:00 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved: August 21, 2013 Special City Council Joint Meeting with the Park and Recreation Commission July 22, 2013— Page 6 of 6