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Parks and Recreation Minutes, March 2, 2004
PARKS, RECREATION AND COMMUNITY RESOURCES
ADVISORY COMMISSION
MINUTES OF THE MARCH 2, 2004 MEETING
The meeting was called to order by Howard Fishman at 7:10 p.m.
Roll Call
Present: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Absent: None
Also Present: Steve Burrell, City Manager; Lisa Lynn, Department Supervisor; Colette Portela, Administrative Assistant
Flag Salute
Commissioner Bell led the flag salute.
Motion: "To approve with the correction that, regarding the Regulation of Electric Personal Assistive Mobility Devices, Commissioner Fishman's name be added as a nay to the portion of the motion regarding delaying recommendation until next meeting."
Hollander/Bell Motion - All Ayes
Correspondence
Lisa Lynn submitted a memo to the Parks, Recreation and Community Resources Advisory Commission to recognize certain part time staff that received awards of recognition from the California Park & Recreation Society (CPRS) professional organization. These awards went to Alex Makarczyk, Chris Martinez, Heather Schechner and Yavonne Smith for all their hard work and dedication to our department.
Public Comment:
N/A
Matters for Commission Consideration
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Tennis Courts:
Tennis Instructor, Dave Mahoney, spoke to the Commission regarding the raising of fees for use of tennis courts. He was in agreement and understanding of the need to raise fees for instructors but commented that he thought the $10 for evening classes was kind of stiff. He thought that reservations for tennis court time might create more work for staff and also stated that he didn't think it should only be for Hermosa residents.
Commission recommends that Hermosa's courts should be open for reservations by residents only. It was also noted that this would not increase nor put an undue burden on staff as there are only six courts and as three are utilized by professionals or contract classes only three courts are available for reservations. This is not a large revenue source, but more for the convenience of the residents of Hermosa Beach, aiding in the recovery of costs. The concern over the logistics of reservations has been handled by Staff by not adding any additional professionals/private instructors to roster and to follow the same reservations system as the parks, where you must come down in person to make the reservation with proof of residency. If the recommended system does not work, there are options for revision. The decision for resident-only usage is based on the limited facility resources available for use in Hermosa Beach. The reservations system will be implemented for the Community Center location only.
Motion by Commissioner Francis to approve recommendations of Staff with the following changes: 1) Incorporate a 30-day not to exceed window for reservations and 2) The reservations be for residents only. A report to Commission will be presented after a 30-day review of the implemented changes.
Commissioner Hollander seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Clark Field: Historically, Little League, PONY and AYSO have not paid for the use of this field, which has been traditionally waived each year, has cost the City $9,000 per year for lighting. Staff's recommendations were developed to help recover this cost. It was taken into consideration that groups that have never paid before, will now be charged. Due to the impact on each individual organization's budget, it was suggested that each organization be given representation before implementing. It must be assessed based on the City's ability to continue subsidizing each organization. The goal in implementing fees/fee increases is to cover the costs paid out by City. The majority of the costs incurred by the City from Clark Field usage are Administrative and the lighting is an easily identifiable cost that can be offset by implementing the recommended fees for usage. Commission requested a specific breakdown of costs versus revenues to better understand the cost impact on City to facilitate a more informed decision. Additional monies/fees that are collected are General Fund money that is used to run the basic operation of the City. It was noted that surrounding cities do charge for lighting. The transaction fee requires the requesting group to put their request in writing and is paid once a year.
Motion by Commissioner Francis to accept Staff's recommendations to Clark Field.
Commissioner Bell seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Theater: After proposed recommendations were read, no discussion was needed.
Motion by Commissioner Hollander to approve Staff's recommendation.
Commissioner Sigler seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Community Center Room Rental and Clark Building: After proposed recommendations were read, no discussion was needed.
Motion by Commissioner Hollander to approve Staff's recommendations.
Commissioner Bell seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Community Center Gymnasium: It was noted that even with the fee increases, the Department of Parks & Recreation will still be losing money - it was understood that this is not unusual. There are currently no youth-user groups in the gymnasium, with the exception of the Hermosa Beach Youth Basketball League, which has a blanket permit for its season - January through March. All other users groups are paying adults.
Motion by Commissioner Francis to approve Staff's recommendations.
Commissioner Bell seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Review Department Fee Waiver Study: It was suggested that a committee be formed to research other communities and consider forming a budget designated a dollar amount limit be established and establish guidelines for waving/subsidizing fees. Once the findings are in, present this amount to Council for addition/consideration to the budget. The quality of life that organizations bring into the community should be considered. Staff is to do further analysis and bring back recommendations, evaluating how other cities are dealing with this issue. No motion needed for this item.
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Rick Koenig, 1825 Manhattan Avenue
The Hermosa Beach Sister Cities Association is a non-profit organized, founded over 30 years ago, to collect and distribute funds to promote friendship, understanding and education between the citizens of Hermosa Beach and it's sister city, Loreto, Mexico, located on the Sea of Cortez. The organization is specifically geared towards school-age children. On April 24, 2004, Hermosa Beach Sister Cities Association, in conjunction with the San Diego Natural History Museum, will show a film "Ocean Oasis' (which has garnered rave reviews) and "Heal the Bay" followed by a fiesta dinner at the Hermosa Beach Community Center. There will be two matinees during the afternoon at a cost of $5.00 and geared towards school children and 'A Taste of Hermosa' dinner at a cost of $20.00, geared toward adults. Hermosa Arts is a sponsor of this event. Mr. Koenig requested that this Commission recommend to Council the waiver of staff fees for this event. The cost for staff is $15.00 per hour. It was determined that a House Manager (required), Light and Sound Technicians will be needed for this event for approximately 6-7 hours, totaling approximately $315.00. Historically, staff fees are not waived and after a review of last month's meeting, it was determined and recommended to Council that staff fees not be waived. Staff's recommendation was to waive facility usage, but Mr. Koenig advised that this amount had already been waived via its sponsor, The Hermosa Arts Foundation.
Motion by Commissioner Francis to not waive staff fees.
Commissioner Sigler seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Mr. Lyle Campbell, President, Lawn Bowling Club
The lawn that is currently used is 68 years old, laid in 1936. Four years ago, certain areas of the lawn were re-sod at a cost of $2,000.00. Other areas are now in dire need of repair. The ideal solution would be to lay a new lawn, but this is prohibitive at a cost of $120,000.00. The other alternative is to re-sod the most needed areas at a cost of $4,000, which includes materials and labor. Last month the $4,000.00 request was made to City Council by the Hermosa Beach Lawn Bowling Club Association, for inclusion in the City budget, which was rejected. Mr. Campbell went on to explain the club's contribution to the community in its outreach to schools. Mr. Julian Katz's contributions were also noted. Members of the club include residents of: Hermosa Beach, Redondo Beach, Torrance, Lawndale, Manhattan Beach and Palos Verdes Estates. The club intends to enter into a league next year. It was noted that there is no budget for this and Mr. Campbell and Mr. Katz had hoped that at the quarterly budget review there might be an opportunity to include into the budget, there is not. It was suggested that this be included for consideration in this year's budget. It was agreed that the lawn is in disrepair but there is no money in the budget. Mr. Flaherty's assessment was $12,000.00 would cover the bulk of the lawn repair/replacement. Mr. Flaherty also stated that approximately $8,000.00 has already been spent on fencing and building repairs. Mr. Flaherty is not advising repairing only the most needed areas. The Facility Tax Fund would be the place to look for the money for this repair and a request should be made by July 1st. Also, matching dollars raised by the club should be sought.
Motion by Commissioner Fishman to put this project into the Facility Tax Fund for consideration this fiscal year to see if there is any funding available. There are other projects requesting funds, so if this project does not receive consideration this year, that it be carried over to the following year for consideration, dependent on funds available. The specific dollar amount is to be based on Staff's recommendation for repair.
Commissioner Sigler seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: None
Abstain: None
Absent: None
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Matt Gage, Hermosa Beach Resident and Tour Director
Since early 1980 AVP has been running this professional event. This year, the event will be televised by NBC on both Saturday and Sunday. Monday, prior to the event, set-up will begin and take approximately 3 - 4 days. Thursday, a qualifier event is scheduled. Eight of those teams (men and women) will then participate in the main event on Friday, Saturday and Sunday. On Thursday afternoon a youth clinic will be held for approximately 1 - 1 ½ hours, including give-aways. On Saturday, there has been discussion with USA Volleyball to host their National Beach Championship during this event, which will give Hermosa Beach an opportunity to compete against teams from across the country. Sunday, the event will end approximately 3:00p.m. and breakdown will begin. Aluminum bleachers will be used. Use of walkways are actually handicapped walkways which are required in most other cities along the length of the event. It was asked if the height of the walkway be reduced. Mr. Gage will look into this. Typically, high-impact events are avoided at this peak-time of year and the issues concerning this was discussed. This event has typically been held in late August.
Dave Williams came forward to address the open issues of concerns by Commission.
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VIP Hospitality and Alcohol: Anheuser-Busch, Nissan and Aquafina are sponsors of this event and per the contract, they are entitled to a first-class VIP area where they are served sponsors' products. As many as 200 sponsors could be housed in this area. Alcohol is prohibited on the beach by City Ordinance. Mr. Williams was informed that the only way to amend or have a one-time exception was for the Ordinance to be re-written. Mr. Williams stated that they are officially requesting that an exemption or an amendment be considered for this event, as this is a large source of funds for the organization.
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Food and Drink Sales on the Beach: AVP give local restaurateurs the opportunity to sell food on the beach (as has been done previously in Manhattan Beach). The purpose is to give local restaurants an opportunity for exposure and also, to increase the fan experience by providing a convenient source of food/beverages. There is a City Ordinance in place that prohibits the sale of food/beverages on the beach. Mr. Williams, again, requested an exemption to this Ordinance.
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Fee Waiver: Mr. Williams stated that AVP is requesting fee waivers based on the provision of direct economic impact on Hermosa Beach. Mr. Williams had a copy of the report, by a third-party marketing firm, for Manhattan Beach. Mr. Williams believes that the same will be provided this year: including television coverage, hotel room rentals and spending within the City. AVP is asking for a fee waiver on the following: daily permit fees, set-up/break-down fees, film fee and the co-sponsor fee. These are not direct costs impact on staff for operating the event. Clarification was requested by the Commission on the dollar amounts associated with the waiver of these fees. Lisa explained that the largest in-direct cost is the Special Event Permit fee, which is $2,400.00 per day, totaling $15,000.00. The City does not make money from these fees and the event is extremely staff-intensive, involving five different departments' senior personnel involvement in such areas as traffic control, safety plans, contingency plans, inspections, etc. The services are covered by the Special Event Permit fee. Lisa stated that there is no precedence in waiving the film fee for a corporate entity. These fees assessed to AVP will total approximately $20,000.00.
Matt, a Professional Volleyball Player, addressed the Commission stating his support of AVP's requested fee waiver. As a professional volleyball player, he finished ranked second and grossed approximately $24,000.00 for the year. As Hermosa Beach is the hub of Beach Volleyball, to assist the sport to grow and allow the players to make money and provide services free of charge back to the community.
Troy Sylvan, Owner, Training Center, Downtown Hermosa Beach has owned his business in Hermosa Beach for the last 11 years and has toured with AVP over the last 14 years working with the youth. Troy cited the coverage of this event would have a major impact, not only on the participants but also on the community. Troy is also in support of the VIP and Food/Drink sales on the beach. Believes that Hermosa Beach can be instrumental in assisting to bring this sport back to the spotlight, in the sports world and the Olympics.
The Commission reiterated that it serves as in an advisory capacity only. It can only make recommendations to Council on its stance on the request.
Discussion by the Commission followed:
- Not losing this event due to fees.
- Cannot change City Ordinances.
- Cannot agree with food/beverage sale on the beach as the beach is owned by the City and is a liability issue.
- It was suggested that AVP looks for a location in close proximity to the beach, which is on private property where alcohol can be served.
- Not in agreement with waiving fees since non-profits fees are not being waived.
- The large 'commercial' benefit to the City should be considered. Maybe consider a discount.
- Concerned that if AVP does not make money or even break even, there is no incentive to come to Hermosa Beach and take this venue to another city.
- The investment of time needed to host a commercial event and its impact on the City.
Motion by Commissioner Francis to approve the event dates and follow recommendations from staff.
Commissioner Sigler seconded the motion.
Ayes: Commissioners Fishman, Bell, Francis, Hollander and Sigler
Nays: Sigler
Abstain: None
Absent: None
Subsequent Motion by Commissioner Sigler to approve the event based on staff's suggestions allowing for certain waiver of fees: permit fee, film and location fee and co-sponsor fee (totaling approximately $20,279.00).
No Second to the Motion. Motion died.
Staff Report(s)
No comments.
Commissioner's Reports
Hermosa Arts Foundation - Commissioner Hollander, working on fundraising.
Friends of the Parks Community Foundation - Commissioner Hollander: The event was rained out. New fundraiser scheduled for June 12, 2004 combined with the Picnic in the Park and Annual Registration for Summer Programs. Also, will have a booth at the fiesta to bring on any members and a raffle. The next meeting is scheduled for Wednesday, March 10th, Room 4 at the Community Center at 5:30p.m.
Museum Subcommittee Report - Commissioner Fishman: General membership meeting was to be held the following Friday. Typically, a home of historic significance is used to host the event. This meeting will be at the Historical Society's 710 Pier Avenue location in the nearly completed expanded area at 7:30pm. Encouraged everyone to come by and see the expansion. The General Board meeting will be held on March 24, 2004 at 6:30 at 710 Pier Avenue.
Sunset Concert Subcommittee Report - Francis/Sigler: Nothing new to report at this time.
Surfers Walk of Fame Subcommittee Report - Sigler/Fishman: Nothing new to report at this time. Submissions have been turned in with nominations.
Items Requested by Commissioners
A letter was read from Mr. Jeff Duclos: Status of exploring other options when contract is expired for City's landscaping service. Negotiations are currently underway, being handled by Public Works Department. The current contract expires June 30, 2004 and there is an option to extend. If extended, the provisions will be included that have been discussed (eliminating pesticide usage, etc.). The next report should be either April or May.
Other Matters
N/A
Public Comment:
N/A
Motion: "To Adjourn"
Francis/Bell - All Ayes
Adjournment: 10:15 PM
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