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HomeMy WebLinkAboutPRC_2011-04-21_AgendaPacketCITY OF A TA SCA DERO PARKS AND RECREA TION COMMISSION AGENDA Thursday, April 21, 2011 7:00 P.M. Regular Meeting Atascadero City Hall Council Chambers 6907 EI Camino Real Atascadero, California REGULAR SESSION: 7:00 P.M. =1 lir] 4101WIT" Xr] /_1 ki [a =1 ROLL CALL: Chairperson: Vice -Chairperson Commissioner: Commissioner: Commissioner: Commissioner: Commissioner: Student Representative Tom Zirk Bill Wachtel Barbie Butz Susan DeCarli Susan Greenaway Charlie Joslin Jerel Seay Luke Thek COMMUNITY FORUM: (This portion of the meeting is reserved for persons wanting to address the Commission on any matter not on this agenda and over which the Commission has jurisdiction. Speakers are limited to three minutes. Please state your name and address for the record before making your presentation. The Commission may take action to direct the staff to place a matter of business on a future agenda. A maximum of 30 minutes will be allowed for Community Forum, unless changed by the Commission.) APPROVAL OF AGENDA: Roll Call COMMISSION ANNOUNCEMENTS AND REPORTS: (On their own initiative, Commission Members may make a brief announcement or a brief report on their own activities. Commission Members may ask a question for clarification, make a referral to staff or take action to have staff place a matter of business on a future agenda. The Commission may take action on items listed on the Agenda.) A. CONSENT CALENDAR: (All items on the consent calendar are considered to be routine and non -controversial by City staff and will be approved by one motion if no member of the Commission or public wishes to comment or ask questions. If comment or discussion is desired by anyone, the item will be removed from the consent calendar and will be considered in the listed sequence with an opportunity for any member of the public to address the Commission concerning the item before action is taken.) 1. Parks and Recreation Commission Minutes — March 31, 2011 ■ Staff Recommendation: Commission approve the Parks and Recreation Commission Meeting minutes of the March 31, 2011 meeting. [Community Services] B. MANAGEMENT REPORTS: 1. Estrada Adobe Native Tree Planting Project ■ Fiscal Impact: None ■ Recommendation: Commission recommend to the City Council approval of a proposed project to plant native trees on the City owned Estrada Adobe property. [Public Works] 2. Discussion on Conducting Effective Meetings ■ Fiscal Impact: None ■ Recommendation: Chairman Zirk will lead a Commission review and discussion regarding conducting effective meetings. [Community Services] C. COMMITTEE & LIAISON REPORTS: (The following represent standing committees. Informative status reports will be given, as felt necessary.): 1. Atascadero Youth Task Force — April 5t", at 7:00 a.m., Atascadero High School. D. STAFF COMMENTS/ ANNOUNCEMENTS: 1. Mark Your Calendar: ■ FridaV, April 22nd: "Party for the Planet" at the Charles Paddock Zoo. ■ Saturday, April 23rd: The 21St Annual Earth Day Celebration held at EI Chorro Regional Park ■ Tuesday, April 26th: Atascadero Centennial Planning process goes to Council: ■ Friday, May 13th: Atascadero Summer Magazine Publication Date ■ Saturday, May 21s: The 22nd Annual Children's Day in the Park 2. Parks Update — Geoff English E. ADJOURNMENT: THE NEXT REGULAR PARKS AND RECREATION COMMISSION MEETING IS TENTATIVELY SCHEDULED FOR MAY 19, 2011, AT 7:00 P.M. I, Kris Roudebush, Administrative Assistant of the City of Atascadero, declare under the penalty of perjury that the foregoing agenda for the April 21, 2011 Regular Session of the Atascadero Parks and Recreation Commission was posted on Thursday, April 14, 2011 at Atascadero City Hall, 6907 EI Camino Real, Atascadero, CA 93422 and was available for public review in the Customer Service Center at that location. Signed this 14th day of April, 2011 at Atascadero, California. Kris Roudebush, Administrative Assistant City of Atascadero City of Atascadero WELCOME TO THE ATASCADER0 PARKS AND RECREATION COMMISSION MEETING The Parks and Recreation Commission meet in regular session on the third Thursday of each month at 7:00 p.m., in the Atascadero City Hall, located at 6907 El Camino Real, Atascadero. The Parks and Recreation Commission consider matters in the order of the printed Agenda. Copies of the staff reports or other documentation relating to each item of business referred to on the Agenda are on file in the Community Services Department and are available for public inspection during City Hall Annex, 6907 El Camino Real, during business hours at the Central Receptionist counter and on our website; www.atascadero.org. An agenda packet is also available for public review at the Atascadero Library, 6850 Morro Road. All documents submitted by the public during Parks and Recreation Commission meetings that are either read into the record or referred to in their statement will be noted in the minutes and available for review in the Community Services Department. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in a City meeting or other services offered by this City, please contact the Community Services Department at (805) 461- 5000. Notification of at least 48 hours prior to the meeting or time when services are needed, will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. TO SPEAK ON AGENDA ITEMS Members of the audience may speak on any item on the agenda. The Parks and Recreation Chairperson will identify the subject, staff will give their report, and the Commission will ask questions of staff. The Chairperson will announce when the public comment period is open and will request anyone interested to address the Commission regarding the matter being considered to step up to the lectern. If you wish to speak for, against or comment in any way: • You must approach the lectern and be recognized by the Chairperson • Give your name and address (not required) • Make your statement • All comments should be made to the Chairperson and Commission • All comments limited to 3 minutes (unless changed by the Commission) • No one may speak for a second time until everyone wishing to speak has had an opportunity to do so, and no one may speak more than twice on any item. The Chairperson will announce when the public comment period is closed, and thereafter, no further public comments will be heard by the Commission. TO SPEAK ON SUBJECTS NOT LISTED ON THE AGENDA Under Agenda item, "COMMUNITY FORUM", the Chairperson will call for anyone from the audience having business with the Parks and Recreation Commission to: Please approach the lectern and be recognized Give your name and address (not required) State the nature of your business This is the time items not on the Agenda may be brought to the Commission's attention. A maximum of 30 minutes will be allowed for Community Forum (unless changed by the Commission). TO HAVE ITEMS PLACED ON AGENDA All business matters to appear on the Agenda must be in the Office of the Community Services Department 14 days preceding the Parks and Recreation Commission meeting. Should you have a matter you wish to bring before the Commission, please mail or bring a written communication to the Community Services Department at City Hall prior to the deadline. ITEM NUMBER: A - 1 DATE: 4/21/11 CITY OF A TA SCA DERO PA RKS AND RECREA TION COMMISSION DRAFT ACTION MINUTES Thursday, March 31, 2011 69;j*41 /_1 Wy**41:0]Zlyi Chairperson Zirk called the meeting to order at 7:00 p.m. and Community Services Director Brady Cherry led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Butz, Decarli, Joslin, Seay, Vice Chairperson Wachtel and Chairperson Zirk. Absent: Commissioner Greenaway (Excused) Others Present: Recording Secretary Kris Roudebush, Community Development Administrative Assistant Annette Manier, and Youth Representative Luke Thek (Arrived at 7:17pm) Staff Present: Community Services Director Brady Cherry, Deputy Director of Public Works — Operations Geoff English, and Recreation Supervisor Jennifer Fanning. SPECIAL PRESENATION Presentation of Youth Sportsmanship Award to Heath West, in appreciation for his outstanding service as a basketball coach and roll model. A presentation was made by Recreation Supervisor Jennifer Fanning to Heath West. COMMUNITY FORUM — None. APPROVAL OF AGENDA MOTION: By Commissioner Wachtel and seconded by Commissioner Butz to approve the Agenda. Motion passed 6:0 by a roll -call vote. COMMISSION ANNOUNCEMENTS AND REPORTS A. CONSENT CALENDAR: 1. Parks and Recreation Commission Minutes — February 17, 2011 ■ Staff Recommendation: Commission approve the Parks and Recreation Commission Meeting minutes of the February 17, 2011 meeting. [Community Services] 2. Memorial Obiect Placement Reauest - Tree Dedication at Atascadero Lake Park Memorial Grove ■ Fiscal Impact: None. ■ Recommendation: Commission recommends approval to the City Council of a request by Georgie Arnold to dedicate a memorial California Buckeye tree to be planted at Atascadero Lake Park Memorial Grove site #8 in memory of David Arnold. [Community Services] PUBLIC COMMENT — None MOTION: By Commissioner Seay and seconded by Commissioner Joslin to approve Consent Items A-1 and A-2. Motion passed 6:0 by a roll -call vote. B. MANAGEMENT REPORTS: 1. Proaosed Eaale Scout Proiect- Erick Wilt Paloma Creek Park Information Kiosk ■ Fiscal Impact: None ■ Recommendation: Commission recommends approval of a proposed project by Boy Scout, Erick Wilt to remove an existing park rules sign and replace it with an information kiosk at Paloma Creek Park. [Public Works] Deputy Director of Public Works, Geoff English gave the staff report on the proposed project. Erick Wilt then presented his project. Vice Chairperson Wachtel asked Erick to return with photos when the project is complete to share with the Commission. PUBLIC COMMENT The following citizen spoke on this item: Boy Scout Erick Wilt. MOTION: By Commissioner Seay and seconded by Commissioner Butz to approve the proposed Eagle Scout Project buy Erick Wilt. Motion passed 6:0 by a roll -call vote. 2. Pronosed Eaale Scout Proiect- John Whittinaton Atascadero Lake Park Fundraising 5K Walk/Run ■ Fiscal Impact: None ■ Recommendation: Commission recommends approval of a proposed project by Boy Scout, John Whittington to conduct a fundraising 5K walk/run on September 10, 2011, to benefit Atascadero Loaves and Fishes at Atascadero Lake Park. [Public Works] Deputy Director of Public Works, Geoff English corrected the applicant name from John to Ian. Ian made a presentation on his project. The commission complimented him on his work and also asked Ian to return with photos when the event is completed. PUBLIC COMMENT The following citizen spoke on this item: Boy Scout Ian Whittington. MOTION: By Vice Chairperson Wachtel and seconded by Commissioner Joslin to approve the proposed Eagle Scout Project by Ian Whittington. Motion passed 6:0 by a roll -call vote. 3. Colony Park Community Center Update ■ Fiscal Impact: None ■ Recommendation: This item is informational only. No action required. [Community Services] Recreation Supervisor Jennifer Fanning presented on the Colony Park Community Center. Ms. Fanning answered questions from the commission and introduced Larisse Lopez who runs the Teen Center. Ms. Lopez also gave input during the update. A discussion on conducting a tour of the facilities (parks and buildings) in town was initiated by Chairperson Zirk. 4. Atascadero Youth Task Force Update ■ Fiscal Impact: None ■ Recommendation: This item is informational only. No action required. [Community Services] Recreation Supervisor Jennifer Fanning gave a report on the Atascadero Youth Task Force which involved lots of student involvement. Chairperson Zirk asked to be better connected with the Task Force via an email list. Jennifer Fanning informed him that the Community Services has a Facebook page that he can subscribe to. C. COMMITTEE & LIAISON REPORTS: 1. Atascadero Youth Task Force — April 5th at 7:00 a.m., Atascadero High School. Commissioner Wachtel gave a report on his experience while attending an Atascadero Youth Task Force meeting. D. STAFF COMMENTS/ ANNOUNCEMENTS: 1. Mark Your Calendar: ■ Saturday, April 23rd: The 21St Annual Earth Day Celebration held at EI Chorro Regional Park ■ Saturday, May 21St: The 22nd Annual Children's Day in the Park Community Services Director, Brady Cherry, reviewed staff comments and announcements. Brady Cherry also announced that the Atascadero Bicycle Master Plan was approved by the City Council at their November meeting. Vice Chairperson Wachtel suggested the commission recognize those that put the plan together, perhaps in May during Bike Month. 2. Parks Update — Geoff English Deputy Director of Public Works, Geoff English gave an update on the Atascadero Lake Park Frontage Improvement Project. Brady Cherry discussed the temporary banner policy. Geoff English also noted that the Atascadero Lake is at a historic high after the recent storm. 3. Youth Sports PAYS Program Briefing — Jennifer Fanning Jennifer Fanning reported on the PAYS Program. 4. Water Conservation Update — Geoff English Geoff English gave a report on the water conservation update. He has 100% buy in of groups involved, and it will be going to City Council on April 12th to implement water budgets. Chairperson Zirk announced that the Rotary club presented $10,000 check, which was matched by the Kiwanis Club of Atascadero to go towards the Bandstand at Atascadero Lake Park. Commissioner Butz commented on the Wine Festival putting on a Golf Tournament on Saturday, June 25th in the morning. Brady Cherry announced the new gate at the zoo is completed, open and in use. F. ADJOURNMENT: Chairperson Zirk adjourned the meeting at 8:52 p.m. MINUTES PREPARED BY: yz il�, CJLU 4,UA Kris Roudebush, Recording Secretary The following exhibits are available in the Community Services Department: Exhibit A- Letter from Peter Gerhardt ITEM NUMBER:: B - 1 DATE: 4/21/11 Atascadero Parks & Recreation Commission Staff Report — Public Works Department ESTRADA ADOBE NATIVE TREE PLANTING PROJECT RECOMMENDATION: Commission recommend to the City Council approval of a proposed project to plant native trees on the City owned Estrada Adobe property. DISCUSSION: Background: The City of Atascadero acquired a 5.7 acre property located at 3805 Traffic Way through a dedication from the developer of an adjacent housing project. The City has essentially "land -banked" this historically significant property for potential future development as a public use area. In the meantime, City staff have fenced to property to protect it from off-highway vehicle use and have also provided some minor on-going maintenance such as weed -abatement and periodic trash pick-up. City staff are now interested in utilizing portions of this property as a receiver site for native trees. The City, in partnership with the Atascadero Native Tree Association, has an active Native Tree Planting program utilizing tree removal mitigation fees. Analysis: The Estrada Adobe Property has been selected by the City of Atascadero and the Atascadero Native Tree Association because it is well-suited receiver site for the planting of native trees. The project is proposed to be funded by the City of Atascadero Tree Fund. City Staff are aware that this is a sensitive project site which has potential for future public uses. The proposed tree planting plan is designed primarily for the around the perimeter leaving a majority of the land open. In the future, when funding is available, staff will bring forward a project to develop a master plan of the site for future public use. The property also currently has an extreme problem with invasive star thistle. This planting project would give us the opportunity to abate the star thistle prior to the planting and routinely perform maintenance to eliminate the star thistle problem. Another challenge prior to planting is to have an Archeologist survey the proposed planting area of the property as the site may have been used by local native Indians. After the archeological survey is performed, staff will proceed with the project to plant approximately 150 to 200 native tree seedlings. Valley Oaks are proposed to be planted around the perimeter of the property. In addition, some riparian species near the creek and drainage area consisting of California Sycamores, Box Elders, and Elderberry's. Typically the California Conservation Corps to provide the man -power to plant these projects. All of the trees will have gopher baskets, mulched and have browse protection which helps improve the success rate which is typically 60 — 70 percent survival. Watering of the native trees will be handled by a private Contractor during the late spring and summer for the first three years. The watering is done with a water tank on a trailer every other week as needed. Staff believes that this project will enhance the property and make it a more attractive open space area with additional native tree habitat. Recommendation: Staff requests that that the Parks and Recreation Commission recommend to the City Council a proposed project to plant native trees on the City owned Estrada Adobe property. FISCAL IMPACT: All costs related to this project will be charged to the Native Tree Fund. ATTACHMENTS: 1. Site Plan- Estrada Adobe Open Space Planting N CITY OF ATASCADERO WE Estrada Adobe Open Space Planting Date Printed: 04113/2011 1 iAerial Photo Date: July 2010 nch = 125 feet Printed By: City of Atascadero - GIS Division N CITY OF ATASCADERO WE Estrada Adobe Open Space Planting Date Printed: 04/13/2011 Aerial Photo Date: July 2010 S 1 inch = 125 feet Printed By: City of Atascadero - GIS Division ITEM NUMBER: B - 2 DATE: 4/21/11 Atascadero City Council Staff Report — Community Services Department Discussion on Conducting Effective Meetings RECOMMENDATION: Chairman Zirk will lead a Commission review and discussion regarding conducting effective meetings. DISCUSSION: Background: Chairman Zirk has requested that an item be added to the agenda regarding conducting effective meetings. The Commissioner Handbook contains information on the topic, which can be used to facilitate the Commission's discussion. It is attached for your review. FISCAL IMPACT: None ATTACHMENT: Attachment A- Commissioner Handbook Section III: How to Conduct Effective Public Meetings SECTION III How to Conduct Effective Public Meetings FUNCTIONS AND BEHAVIOR Effective Commissions usually pay attention to the following functions and behavior: • Prioritizing tasks • Anticipating problems • Analyzing problems • Setting clear objectives • Developing actions/options • Identifying implementation roadblocks • Deciding • Active listening, not interrupting, not judging • Supporting your colleagues - Accepting their ideas - Creating opportunities to involve members - Building on members' ideas - Encouraging different ideas • Confronting what's happening - Questioning your and others' assumptions - Dealing directly with conflict - Focusing attention on the idea; not the person • Diagnosis skills - How are you working together? - Who isn't involved? - What isn't being discussed? - Where is your help needed? - When are YOU going to help? EFFECTIVE CONFLICT MANAGEMENT Public hearings or citizens input meetings are difficult to manage. Participants at public hearings are usually highly motivated and often nervous. When you have a group of potential adversaries in one room, the possibility of uncontrolled conflict is very high. As Commissioners, your role is to qqLde conflict to positive results, not to eliminate it, which is usually not possible. The following suggestions should help manage conflict and confrontation effectively: Anticipate conflicts by doing your homework so you can concentrate on the dynamics of the meeting rather than learning about the topic at hand. 13 • Treat all sides fairly. Set the rules of the hearing early and make sure everyone follows them without exception. • Carefully explain the purpose of the public hearing and what action is expected at the conclusion of the hearing. Insistence on playing by the rules is your best tool for conflict management in the public hearing. • Make decisions as promptly as possible. Commissions may get so bogged down in procedural distractions, petty details, and endless searches for more information that the issue never seems to get resolved. • Try not to overreact to such inflammatory comments as: o "Who thinks up these ideas, anyway?" o "You must be in the developer's pocket." o "This whole idea stinks of politics." These types of comments do not require answers. Most are expressions of frustration. Try to turn frustration to constructive avenues. Ask questions. Be specific if you can. Reinforce areas where you agree. Do not return insult for insult. Your insults can turn the audience against you for your lack of control and unfairness. • Try to avoid speaker -to -audience conversation. The purpose of a hearing is to help your Commission act, not engage in debate. If other Commission members have questions of the speaker, the Chair should permit these questions only during the speaker's time at the lectern. Be careful not to prejudge the action of the Commission. Use the hearing to gather the necessary information about the project and individuals' desires concerning the proposal. Your Commission members should not express their views on the proposal until after public comment has ended. Commission members' comments and questions should not suggest a position one-way or the other. • In situations when a Commission's action constitutes a formal decision by the City (i.e. a zoning matter), a Commissioner's prior statements about the pending matter may cause the Commissioner to be disqualified and/or the Commission's decision to be invalidated. • Once public comment has ended, Commissioners should be invited to discuss their views on the proposal. • View the public hearing as an example of basic democracy in action at the local level. Make it your personal goal to make the public hearing work. This means that everyone will feel fairly treated, believe the Commission 14 had all the facts, was open in its deliberations, and acted accordingly. No one person dominated the meeting, there was sufficient time for all to speak and no one left the meeting feeling disenfranchised. Ideas for Commissioner Effectiveness 1. Learn all you can about Atascadero, its history, its operations, its financing. Do your homework. Know your City code and the General Plan. 2. Devote sufficient time to your office and to studying the present and future issues confronting Atascadero and San Luis Obispo County. 3. Don't burn yourself out on the little things, but recognize that they are often important to the public. Save your energy and time for the important matters. 4. Don't let honest differences of opinion within the commission degenerate into personality conflicts. 5. Remember that you represent all the people of Atascadero, not just neighbors and friends. Be wary of personal experiences coloring your public decisions. 6. Don't act as a commission of one; governing a City requires a multiple team effort—practically and legally. Be a team player and leader. 9. Make decisions on the basis of Council policy and the City Code, and be consistent. Treat similar situations similarly, and avoid favoritism. 10. Focus your attention on ways to prevent problems, rather than just trying to solve them as they occur. Filling potholes is one approach to governing; developing plans to prevent them is more effective. 11. Don't be misled by the strong demands of special interest groups that want something done now, their way. Your job is to find the long-term public interest of the City as a whole, and you may be hearing from the wrong people. 12. Don't be afraid of change. Don't be content to just follow the routine of your predecessors. Charge your appointed officers and employees with being responsible for new ideas and better methods. Listen to what they have to say and support good ideas. 13. Don't give quick answers when you are not sure of the real answer. It may be embarrassing to appear unknowledgeable, but it can be more embarrassing, and damaging, to give incorrect information. Just say "I'll get the answer and get back to you." 14. Don't rush to judgment. Few final actions have to be taken at the first meeting at which they are considered. Avoid "crisis management." 15.As an individual Commissioner, don't make promises you can't deliver! Decisions and actions require approval of the entire Commission. 16. Remember that you have legal authority as a Commission member only when the Commission is in legal session. 17. Don't spring surprises on fellow commissioners or your City staff, especially at public meetings. If a matter is worth bringing up for discussion, it's worth being on the agenda. Surprises may get you some publicity, at the embarrassment of others, but they tend to erode any "team" approach to governance. 18. Participate in official meetings with the dignity and decorum fitting those who hold a position of public trust. Personal dress and courteous behavior at meetings help create an environment for making sound public decisions. 15 19. Conduct your official public meetings with formality, and follow rules of procedure. 20. Don't be afraid to ask questions. It is one of the ways we learn. But do your homework by studying the agenda material before meetings. 21. Vote yes or no on motions. Don't cop out by abstaining except when you have a legitimate conflict of interest. A pass does not relieve you of responsibility when some decision must be made. 22. Once a majority decision of the governing body has been made, respect the official position and defend it if needed, even if you personally disagreed. 23. Respect the letter and intent of the open meetings law, but also keep private and confidential matters to yourself—don't gossip. 28. Don't always take no for an answer. The right question may be "How can we do this?" instead of "Is it possible to do this?" 29. Encourage imaginative solutions. Learn to evaluate recommendations and alternative courses of action. Ask staff to provide options. 30. Be concerned about the long-term future of the City. Avoid taking short-term gains at the expense of long-term losses. 31. When determining the public interest, balance personal rights and property interests, the possible harm to a few versus the good of the many. Recognize in many situations, everyone can't be a winner. 32. Provide leadership in the intergovernmental system. Keep in contact with and cooperate with your federal, state, county and special district officials. 33. Learn to listen—really listen—to your fellow Commissioners, other City officials and the public. Hear what they are trying to say, not just the words spoken. 34. Learn to be effective with the media. Cultivate good media relationships and communicate successes. 35. Maintain your sense of humor. Don't take yourself or the business of government so seriously that you don't enjoy it. It should be fun as well as a rewarding experience. Adapted from "53 Ideas on How to Govern Better", by E. A. Mosher, Connecticut Town and City, May -June 1990 16