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HomeMy WebLinkAbout07-08-2004 Minutes PP&D Commission ~\8<x>.o.IO CITY OF ORANGE (714) 744-7272 . FAX (714) 744.7251 www.cityoforange.org COMMUNITY SERVICES DEPARTMENT CITY OF ORANGE COMMUNITY SERVICES DEPARTMENT [!'ARK PLANNING AND DEVELOPMENT COMMISSION] Minutes of Regular Meeting Held July 08, 2004 300 East Chapman Avenue I. CALL TO ORDER 1.1 Pledge of Allegiance Vice Chair Mike Hairston led the Pledge of Allegiance. 1.2 Roll Call Present: Lisa Blanc, Chair Mike Hairston, Vice-Chairman Gary Remland, Commissioner Absent: Tom Gilmer, Commissioner Jack Selman, Commissioner 1.3 Adoption of Agenda Motion: Commissioner Remland Second: Vice Chair Hairston Ayes: Blanc, Hairston, Remland 1.4 Approval of Minutes for the Study Session of June 01,2004 Motion: Vice Chair Hairston Second: Commissioner Remland Ayes: Blanc, Hairston, Remland 1.5 Approval of the Minutes for the Regular Meeting of June 10, 2004 Motion: Chair Blanc Second: Vice Chair Hairston Ayes: Blanc, Hairston, Remland II. PUBLIC COMMENTS None, 230 EAST CHAPMAN AVENUE ORANGE, CALIFORNIA 92866-1506 .f.. P~lIil!;'DON RECYCLEOP"PEA City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08, 2004 Page 2 of? III. REPORTS FROM COMMISSIONERS None. IV. ELECTION OF OFFICERS 4.1 Nomination of Chairman Chair Blanc nominated Vice-Chair Mike Hairston for the position of Chairman Motion: Second: Ayes: Chair Blanc Commissioner Remland Blanc, Hairston, Remland 4.2 Nomination of Vice-Chairman Vice-Chair Mike Hairston nominated Commissioner Gilmer for the position of Vice-Chairman. Motion: Second: Ayes: Vice-Chair Hairston Commissioner Remland Blanc, Hairston, Remland Chair Hairston presented Commissioner Blanc with a plaque for her dedicated service as Chair of the Commission for the past year. V. ORAL REPORTS FROM COMMUNITY SERVICES MANAGER 5.1 Report on Progress of Construction of Improvements at Serrano Park Mr. Garcia reported that the issue of availability of concrete has caused further delay of the completion of Serrano Park. It is anticipated that the concrete will be delivered by Monday, July 12, 2004. The Park is scheduled to be completed in September, 2004. 5.2 Report on Progress of Improvements to the BandshelI, Pool Equipment and Restrooms at Hart Park Mr. Garcia reported that the bandshell improvements are completed. The repairs included exterior painting, floor replacement and electrical upgrades. One change order for additional work was approved. The City will file a Notice of Completion for City Council approval on July 27, 2004. The pool equipment, filters, heaters and related equipment was purchased for $92,000. The bid for the installation was awarded to California Commercial Pools and the cost was $180,000. The work was completed on schedule, and the pool was operational on June 14, 2004. The City will file a Notice of Completion for City Council approval on July 13, 2004, City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08,2004 Page 3 of? The City Council at its meeting on July 13, 2004 is expected to award the bid for improvements to at Hart Park to Norm Wilson and Sons in the amount of$57,755. The work will include replacement of fixtures and equipment, exterior painting and minor repairs to the walls. The proj ect is expected to commence within two or three weeks; this work will be the completion of Phase I of Hart Park Improvements. 5.3 Report on the Progress of the Play Ground Equipment at the Tot-Lots at Santiago Hills and El Camino Park Mr. Garcia reported that the tot-lot at E1 Camino Park is a combination of rubberized surface and wood chips. This is the first park to utilize a rubberized surface. The installation of tot-lots and surface at Santiago Hills Park began the second week of June. The surface is wood chips with a small sandbox area. Both projects are completed, and staff will issue a Notice of Completion for City Council approval on July 27, 2004. 5.4 Report on Progress of Walking Stairs, American with Disabilities (ADA) Access and Slope Stabilization Improvements at Eisenhower Park Mr, Garcia noted that on April 8, 2004 bids were opened. The project budget was $482,100. The lowest bid was $622,347 and the City Council approved the rej ection of all bids. The City will re-scope the project to include the repair to the stairs and railings, and replace as much concrete as possible for the walkways. The restrooms and slope stabilization will be removed from this project. Slope stabilization will be an add alternate, but staff does not anticipate that the stabilization nor restrooms will be affordable. Mr. Garcia added that those items would be would be identified in a future Capital Improvement Program budget for future years. Chair Hairston asked that when the project is bid out are the costs itemized, and asked if the bidders were overpricing their work. Mr. Garcia indicated that the factors may be due to the escalating costs of construction. 5.5 Report on Status of the Five (5) Year Park Furniture Replacement Program for the Acquisition of Picnic Tables, Trash Cans, and Barbeques at City Parks Mr. Garcia reported that staff developed a matrix, identifying all parks for the replacement of picnic tables, trash cans and barbeques. Staff identified that within the next (5) five years all of these items will be replaced, This year, staff identified $150,000 for replacement of park furniture and will be replacing the concrete picnic tables and benches at the Hart Park picnic shelter area, as well as other parks to be detennined. Chair Hairston reiterated that as part of the replacement plan, as soon as park furniture has been replaced, it is to continue on a cycled schedule for on-going replacement. Mr. Garcia agreed that the replacement program will be on-going. Chair Hairston expressed concern regarding the additions of new parks and the City's ability to maintain those parks with its limited funding, and said that it was something that should be discussed in the near future. Mr. Garcia added that it was staffs intent to develop a replacement schedule for park furniture at parks. City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08, 2004 Page 4 of7 5.6 Report on the Proposed Field Renovation of the Softball Fields #2 and #3 at Hart Park Mr. Garcia said that Diamonds #2 and #3 are in need of field renovations. Staff is proposing a scope of work which includes increasing the field dimensions of Diamond #2, irrigation replacement, fencing, seating, an improved bike path, new electrical panels, scoreboard and field lighting. Staff anticipates construction drawings to be completed by December, 2004, It is staff s intent to start construction by June 1, 2005. It is estimated that the construction period will be 90 days. The City is currently working with Chapman University as a potential partner on this project. Commissioner Remland asked if that meant that Chapman University had exclusive use of Diamond #3. Mr. Garcia explained that no exclusive uses would occur since the City needs to make the fields available for adult softball, youth soccer, and football. 5.7 Report on the Proposed Field Renovation ofthe Baseball Fields at Handy Park Mr. Garcia said that Handy Park would undergo similar field improvements as Hart Park. Staff is proposing renovations to include: a new irrigation system, improved fencing at both the diamonds, and grading. Commissioner Remland asked ifthe City had a joint-use agreement with Handy School. Mr. Garcia said that the City did not have a site specific agreement with Orange Unified School District (O.U.S.D.) for any exclusive use of Handy School; however, according to the Master Recreation's Agreement with O.U.S.D., the City is allowed to schedule the use of Handy School fields for soccer and baseball. 5.8 Report on the Progress of the Proposal from the Diocese of Orange to Grant an Easement Approximately Twelve Feet in Width for Recreational Trails at Certain Locations on the Holy Sepulcher Cemetery Properties in and Around Santiago Canyon Road Mr. Garcia reported that the City has met on several occasions with the Diocese of Orange and Orange Park Acres (OPA) representatives and staff will prepare a recommendation for the Commission's review in the near future, 5.9 Report on the Proposed Draft Allocation Policy for Use of City Athletic Fields and Facilities Ms. Hagan reported that staff created an Allocation Policy to better manage the City's athletic fields. Staff has several goals: 1.) Ensure Orange residents have priority use ofthe fields; 2.) Implement in a fair and equitable way to allocate fields to the City's various user groups; and, 3.) Assist staff and user groups in advanced planning of schedules and field renovations. The policy includes rules and guidelines for the user groups, as well as clarifying times City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08,2004 Page 5 of? and dates of use at certain facilities throughout the year. Staff has identified five different classifications of user groups, City programming and joint-use agreements have top priority, Traditional youth sport user groups are considered user group "C". The policy requires that 70% of the user groups be residents of the City of Orange, as well as by January 15, 2007, that the president and treasurer from each ofthe approved organizations are Orange residents. Section 7.3 details the formula in which the fields are distributed. This document also includes a three strike policy for the enforcement of violations, Staff is developing a new field monitoring program to help with enforcement. The penalty will be the groups will lose fields and time if they do not follow the policies. The new policy is in draft form and has been distributed to all the Orange sports groups at the last allocation meeting. A copy has been given to O.U.S.D. and has been circulated internally throughout the City for review, A 30-day comment period has been set by staff. At that time, staff will evaluate the comments and make necessary changes. Staff will continue to look into the policies to ensure that it will be a living document. Staff plans to present the policy with changes to the City Council for adoption in mid-September. Chair Hairston commented that the policy was very comprehensive and detailed. Commissioner Blanc asked what the City was using prior to this policy being in place. Ms. Hagan said that the City did not have a formal written documentation and staff had been following mitigation measures from the various fields. Commissioner Blanc asked if the policy was modeled after a specific City or a variety of cities. Ms. Hagan said that they had researched a variety of cities, as well as staff attended county-wide meetings where other cities discussed the issues of field allocation and policies. Commissioner Blanc said she was pleased to see a policy regarding banners and being considerate to neighborhoods, and asked how the groups would indicate that they read and understood the policy. Ms, Hagan noted that staff has allocation meetings twice a year to which a representative from each group is required to attend. IV. DEPARTMENT REPORTS 6.1 Proposed Consensus Master Plan of Grijalva Park Extension and Consensus Plan for Gymnasium/sports Center Mr. Garcia introduced Mr, Steve Lang of Purkiss-Rose, who is the Architect for the Master Plan of the Grijalva Park Extension and Wendy Rogers ofLPA Architects who is the Architect for the design and floor plan for the gymnasium/sports center. Staff had several meetings with the Commission, along with the Foundation and the community workshops. Based on the input from the Commission, community and City Council, the consultants developed a consensus plan ofthe Grijalva Park Extension in which the plan identified the gymnasium/sports center. Mr. Lang reported that since the Commission meeting on June 10, 2004, he met with the community on June 15th as well as the City Council on June 22. The preferred concept for all the groups was Concept B. Mr. Lang said that based on the comments obtained from the various groups, he developed a conceptual plan that reflected proposed changes. Mr. Lang City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08, 2004 Page 6 of7 said that the gymnasium size was reduced from 30,000 sq. ft. to 24,700 sq. ft. The amphitheater location was adjusted and centered for a water view. A group picnic area and tot-lot were added near the meadow, A restroom was added to accommodate the amphitheater, tot-lot and picnic area. The major trail head was located further away from the buildings. Additional plants and trees were added to buffer the neighbors. Mr. Lang said he anticipated approval from the Commission so he could prepare the site plan based on the conceptual plan to send to the state for a pending grant. The grant is two million dollars for the construction of the gymnasium/sports center. Commissioner Blanc said she was pleased with the placement of the second tot-lot and the amphitheater with its view of the water and nature, and that the proj ect could be done in phases, allowing the City to raise funds for different elements of the Master Plan. Commissioner Remland asked about the reduction of square footage ofthe gymnasium/sports center, Ms. Rogers said that after meeting with staff, the consultant was able to modify the floor plan to accommodate the space needs based on the community input, which is slightly under 25,000 sq. ft. Mr. Garcia added that the 24,700 sq. ft. facility would include: . Floor space for two basketball courts . Classroom . DanceArea . Arts & Crafts Room . Storage . Control area . Office area . Walkways . Restrooms If this conceptual plan is approved, the next step would be to start an environmental review. process. Commissioner Blanc moved to recommend approval of the consensus plan and direct staff to begin the environmental review and process under the California Environmental Quality Act (C,E.Q.A.) for the proposed consensus plans. Motion: Second: Ayes: Commissioner Blanc Chair Hairston Blanc, Hairston, Remland VII. NEW BUSINESS None. City of Orange Community Services Department Park Planning and Development Commission Minutes of Meeting Held July 08, 2004 Page 7 of7 VIII. ANNOUNCEMENTS 8.1 Parks and Recreation Month: July 2004 Ms. Hagan said that as per the City Council on June 22, 2004, July is officially Parks and Recreation Month in Orange, and staff is also highlighting National Aquatics Week this month as well. IX. ADJOURNMENT Commissioner Remland moved to adjourn the meeting. Motion: Second: Ayes: Commissioner Remland C issioner Blanc anc, Hairston, Remland ar Meeting: August 09, 2004 .~ ~ // / ' Mike Hairston, airman ~ Attested on Gabe Ga a, ecretary Park Planning and Development Commission /vm ft ~, Reproduction on Recycled Paper N:\Park Planning and Development\Commission\Minutes\2004\05-13-04.doc