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HomeMy WebLinkAbout3/4/2003 - Agenda PacketMARCH 4, 2003 PB &R COMMISSION MEETING AGENDA • ORDER AND ROLL CALL DIRECTOR'S COMMENTS • Director Knight • Director Niederhaus CITY OF NEWPORT BEACH Parks, Beaches Et Recreation Commission Tuesday, March 4, 2003- 7pm City Council Chambers AGENDA PUBLIC COMMENTS Members of the public are invited to comment on non - agenda items of public interest. Speakers are limited to three minutes. CONSENT CALENDAR NOTICE TO THE PUBLIC All matters listed under Consent Calendar (1 -4) are considered by the Commission to be routine and will all be enacted by one motion in the form listed below. The Commission Members have received detailed staff reports on each of the items recommending approval. There will be no separate discussion of these items prior to the time the Commission votes on the motion unless members of the Commission, staff, or the public request a specific item to be discussed and /or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair, state their name and Consent Calendar item number, and place the completed sign -in card provided at the podium. Speakers are limited to three minutes on all agenda items. 1. Minutes of the regular meeting February 4, 2003. Waive reading of subject minutes, approve as written 9 and order filed. 2. Park and Tree Division Activity Report. Receive and file monthly Activity Report for activities during February and upcoming projects in March. 3. Recreation 8 Senior Services Activity Report. Receive and file monthly Activity Report for activities during February and upcoming projects in March. 4. Bench Donation Request. Accept donation of bench from Paul l3 Linda Donahue to be installed Corona del Mar State Beach. II. NEW BUSINESS 5. Field Allocation for Youth Sports Commission Member Organizations. Staff will present a draft revision to the current Field Allocation and Use Procedures and Youth Sports Commission Member Organizations Criteria and Responsibilities for discussion and Commission input Action Direct staff on any necessary revisions prior to presentation to Youth Sports Commission Members. 6. Corona del Mar State Beach Revitalization Project - Presentation of latest concepts of project by City Staff. Action No action required. 7. MarinaPark Walkway Fence Gates Action Approve or deny the removal of the gates at both ends of the fence along Mari naPark walkway. is Community Service Award Action Approve or deny the revision of criteria for the Parks, Beaches and Recreation Commission Community Service Award. Parks, Beaches Et Recreation Commission Tuesday, March 4, 2003- 7pm - City Council Chambers AGENDA (continued) 41. CONTINUED BUSINESS 9. Naming of City Parks. Discussion of current Council Policy 1 -9 Action Discussion of Council Policy 1 -9 and forward any recommended changes to City Council for their approval. 10. Upper Bayview Landing. Update of project Action No action required. 11. Committee Reports. Verification of committee membership. Verbal Report by chair of committee: • Park Development —Skoro (Chair), Allen & Beek • Finance — Garrett a Skoro • Rec & Open Space Element —Beek (Chair), Garrett • Recreation Activities — Englebrecht (Chair), Ruzicka& Tobin • Seniors —Tobin & Skoro • Ad Hoc — Youth Sports Liaison —Beek & Ruzicka — Park Naming —Beek & Skoro FUTURE AGENDA ITEMS Matters which Commissioners may wish to place on a future agenda or raise for discussion. ADJOURNMENT • CJ CITY OF NEWPORT BEACH Parks, Beaches & Recreation Commission Regular Meeting February 4, 2003- 7pm CONVENED AT 7:02pm ROLL CALL Commissioners Present: Allen, Beek, Englebrecht, Garrett, Ruzicka, Skoro, Tobin Staff: Marie Knight, Recreation Et Senior Services Director David Niederhaus, General Services Director Sean Levin, Recreation Manager Teri Craig, Administrative Assistant DIRECTOR'S COMMENTS Director Knight stated that Superintendent McGuire had been nominated for the Dorothy Palen Award; winner will be announced at the Annual Employee Awards Breakfast. Director Niederhaus noted that Larry Kolbo, Field Operations Superintendent had also been nominated for that same award. Chair Allen presented Commissioner Skoro with his 5 -year pen that is given to employees, . council members and boards/ commissions members for their service to the City. Director Knight distributed the new Recreation Et Senior Services Department mission and vision statements that were established during the Department retreat at the end of January. Mission Statement To enhance the quality of life by providing diverse opportunities in safe and well maintained facilities and parks. We pledge to respond to community needs by creating quality educational, recreational, cultural and social programs for people of all ages. Vision Statement Your first choice for connecting people, play and programs! Manager Levin presented the Commission with valentine cards designed by participants in the City's Afterschool Program. PUBLIC COMMENTS None CONSENT CALENDAR 1. Minutes of the regular meeting of January 7, 2003. 2. Item pulled by Director Niederhaus 3. Recreation ft Senior Services Activity Report 4 Item pulled by Commissioner Englebrecht Motion by Commissioner Englebrecht to accept items 1 and 3 of the Consent calendar. Motion carried by acclamation. Parks, Beaches Ft Recreation Commission Regular Meeting February 4, 2003 Page 2 2. Park ft Tree Division - Director Niederhaus stated that in the past homeowners could request an Encroachment Permit from Public Works and /or a Demolition Permit from the Building Department that includes a tree removal program. He stated this year that 41 permits were approved; with 30 trees planted in different locations; all were reviewed by the Urban Forester. Director Niederhaus stated that only 8 trees were removed under this authority of City Council policies L2 and L6. Director Niederhaus stated that should a homeowner apply for an encroachment or demolition permit that includes a removal of a tree, they would be instructed to apply for a reforestation action provided for by the G -1 Policy. Such a proposal would ultimately come before the Commission for approval. Commissioner Beek thanked Director Niederhaus for this information in response to their concerns. Director Niederhaus stated that staff would be forwarding a recommendation to Council on February 25 to review and possibly consolidate all tree policies and ordinances. He also noted that an Ad Hoc Committee of members from Building, General Services, Planning, Public Works and Sharon Wood would be meeting to discuss how to move . forward on those issues. He assured the Chair that the Commission is invited to attend the February Council meeting and that agendas with staff reports would be forwarded to them when available. Chair Allen opened the public discussion Jan Vandersloot representing the Balboa Arbor Society stated that they are glad to see the tree policy moving forward and recommends that it become a City ordinance. He also asked it there was anything that could be done to the claim related tree removals before ultimately removing them such as root barriers, etc. Chair Allen closed the public discussion Director Niederhaus stated that there are actually two ordinances that regulate tree issues and that claim related tree removals are approved by the City Manager in order to save the City from further liability. Director Niederhaus gave the following definitions for removals: • Emergency Tree Removal - A removal of a tree that is about to fall down and has a target to hit such as a house. • Claim Removal - Must have approval by the Risk Manager and /or Traffic Engineer and the City Manager and are done to avoid claims that are more than the cost of • the tree. Director Niederhaus directed the attention of the Commission to the attached bench list. He stated that City would be looking for bench donations for sites such as Upper Bayview Park. Parks, Beaches ft Recreation Commission Regular Meeting February 4, 2003 Page 3 4. Youth Sports Facilities Maintenance - Commissioner Englebrecht asked staff if this would be the appropriate time to address the letter sent to the Little League from Director Knight. Director Knight stated that the letter was an unrelated issue and could not be addressed at this time Motion by Commissioner Skoro to accept items 2 and 4 of the Consent Calendar. Motion carried by acclamation. NEW BUSINESS 5. Discussion regarding the creation of a separate Beaches Committee - Director Knight stated that a query had been raised by Commissioner Garrett regarding activities on the beaches. Director Knight stated that she set up a meeting with Deputy City Manager Kiff to discuss the issue. Commissioner Garrett stated that he believes that there are many issues to discuss regarding activities on the beach but would like table the issue of forming a committee until more information is gathered. Commissioner Skoro stated that this might be the perfect committee to work with Planning regarding the Corona del Mar State Beach project. Director Knight stated that the Commission would receive a status report on that project at the March meeting. Motion by Commissioner Beek to table formation of a Beach Committee. Motion carried by acclamation. CONTINUED BUSINESS 6. Request for Temporary Field Lights at Mariners Park by Newport Harbor Baseball Association - Director Knight thanked Charles Massengill for meeting with several of the residents that had expressed some concerns or questions. Mr. Massengill stated that the field lights would be stored behind the fire station and that they would complete their games by 8:15pm and leave by 9pm. Chair Allen opened the public discussion Scott Smith stated that he had talked to several neighbors and that they were alright with the use of the temporary lights but that they were concerned that eventually the City would decide to install permanent fixture lights at the park and that would become • a problem. Commissioner Beek stated that the Commission does not initiate lighting and that it would take years of review. She noted that it was very nice of the resident to accommodate the lights for the children. Parks, Beaches Et Recreation Commission Regular Meeting February 4, 2003 Page 4 John Della Grotta, NBLL, commented on his support for the temporary lights; that lights facilitate parents being able to attend their events. Tony Anish stated that these types of lights, while nice to be able to use are certainly not the answer. He stated that if the modern type of lights were installed, residents would be amazed at how little it would affect their lives. Tom Johnson stated that temporary lights are not a problem, permanent lights would. Motion by Commissioner Englebrecht to approve the request by Newport Harbor Baseball Association to use temporary lighting on Mariners Park field/ infield for practices from February 10 to June 15 until 9pm, as part of this agreement the Newport Harbor Baseball Association will: -Dismantle the temporary lights every night and lock it up. -Be totally responsible for the security of the equipment. -Consult Recreation staff on the location of equipment. Motion carried by acclamation. 8. Upper and Lower Bayview Landing - Dan Trimble, Associate Planner, Planning Department presented an overview of the project with conceptual plans. He stated that they are requesting approval of the conceptual plans and then will forward any comments or concerns to City Council for their approval. He stated that the City is moving quickly and that they are trying to combine the Senior Housing Development with this project. Mr. Trimble stated that the City's goal is for Bayview Landing to be a passive view park with an active bike trail from Pacific Coast Highway. Minimal landscaping will be done to include coastal sage. He stated that they hoped to begin construction in September; the Senior Housing opening in December of 2004. Commissioner Skoro stated that he knew that some residents were concerned with the heights of the Senior Housing project, but that he believed that the rooftop will be as low as possible and that it will be aesthetically pleasing. Chair Allen opened the public discussion Jan Vandersloot stated that he had been involved with the concept of this project for many years; that SPON had approved this concept last week although there were some concerns regarding the coastal sage and that male knatcatchers had been seen at the site. He stated that he would like to see the use of coastal sage increased and a • reminder to the City that the archeology issues be addressed. Chair Allen closed the public discussion Motion by Commissioner Skoro to approve the conceptual plans for the Upper and Lower Bayview Landing project. Motion carried by acclamation. Parks, Beaches $ Recreation Commission Regular Meeting February 4, 2003 Page 5 7. Bonita Canyon Sports Park - Mike Sinacori, Project Manager presented a status report on the project. Discussion ensued regarding the current irrigation problems encountered at the project site. Examples of failing sprinkler parts, the water conditions and their problems were examined. Mr. Sinacori noted that the water valves are the best on the market, but have not worked consistently since installed. He stated that no action on the part of the Commission is required, as the City has not accepted the park. He noted that they would be briefing the City Council on the project at the Study Session on February 11. He noted that he hoped to have more information on the irrigation problems next month but believes that the project will be completed by April. Commissioner Skoro expressed frustration with an email that had been sent from Little League representative that was filled with inaccuracies and stated that he felt Mr. Della Grotta owes both the Commission and the staff an apology. He also stated that this park will be the crown jewel of the City and that it is important to work out all the kinks before accepting the park. He also stated that these things do happen and that he supports staff with their decisions. Commissioner Allen stated that it is not productive to use recriminations. Mr. Sinacori stated that the pressure control valves are just getting eaten up from the sediment in the water, but he believes that it will be fixed. Director Knight stated that field usage will be discussed next month. Commissioner Allen opened the public discussion John Della Grotta, NBLL understands that any decisions regarding the Park will have to go to Council but procedurally should be discussed with the Commission first. Mr. Della Grotta commented on the following: • Valves and irrigation — he commended Public Works and especially Mr. Sinacori for being fiscally responsible by not taking the park until all the defects are corrected. • Bonding Requirement - he stated that since the tot lot has come online, that the City should also be able to select other parts of the park before full acceptance is taken. • Grass - He stated that he has brought an expert in to look at the grass. He commented that he is not trying to be confrontational but to offer some • alternatives. Ken Kurz stated that he had looked at the fields on January 20 and that he feels the mix is incompatible. He noted that Bermuda is best for baseball fields. He suggested mowing it down in increments and expose it and let it grow. He stated that he would Like to offer his services as a resource. He noted that shade fixture can be reduced by mowing the grass lower. ( ?) Parks, Beaches @ Recreation Commission Regular Meeting February 4, 2003 Page 6 Director Niederhaus stated that the Bermuda grass is not dormant. He stated that staff has seen problems that have occurred with other parks and will take Dr. Kurz comments under advisement. Randy Kearns, Park Maintenance Supervisor thanked Dr. Kurz for his comments. He stated that the mix was selected at because of a quick recovery time and because it will provide a green park year round. He noted that the Bermuda needs to be deep rooted before play should be allowed on the park. Director Knight stated that it is easy find experts who could support either theory. The bottom line is that the fields were constructed for general use and that we have to look at the big picture. Mr. Sinacori stated that the best job has been done with all the problems that have occurred. Director Knight stated that the turf issue is resolvable; the bigger problem is the irrigation. Commissioner Allen stated that this whole discussion should be tabled since we have not taken ownership of the park. Gunnar Gooden asked the Commission to take a step back ( ?) and that it is extremely frustrating to live across from the park and not be able to use it. He stated that he would appreciate a sense of urgency from the Commission to resolve the problems and get the park open. Jim Manning, NBLL, thanked staff for meeting with him that morning, it was very productive. He stated that at the end of the day they would have preferred Bermuda grass but will work with what we have. Mr. Manning stated that the Little League requests the fields closest to Ralphs at Prarie and Bonita Canyon. He stated that 100 more children registered this year. He also stated that he would vouch for John Della Grotta any day. He works extremely hard with the league. Jeff Bloom, Treasure for Little League, stated that they have earmarked $265,841 for maintenance /repair of Newport Beach fields' approximately one -third of their entire budget. He noted that 60% of the registration fee which is $185 per child goes towards field maintenance. Walt Harper, Little League Maintenance Worker stated that the park can be fixed, lets • just get it done and start playing on it. Jan Vandersloot voiced his concern with respect to the water quality. Charles Massengill, Newport Harbor Baseball stated that his association needs the fields just as much as any other organization and hoped that fields would be allocated on an equitable basis rather than only to those organizations who are willing to pay more. �J 0 0 Parks, Beaches Ft Recreation Commission Regular Meeting February 4, 2003 Page 7 Chair Allen closed the public discussion Mr. Sinacori stated that reclaimed water is highly monitored. Committee Appointments and Reports Liaison to Youth Sports Commission - Chair Allen appointed Commissioners Beek and Ryzicka to Ad Hoc Committee to discuss field usage. Finance - Director Knight stated that the next couple of years were going to be a little rough as far as budget is concerned and will need the Commission's support at Council. Park Development - Discussed earlier, next meeting is February 18, 2003. Recreation ft Open Space Element - nothing new to report. Recreation Activities - nothing new to report Seniors - nothing new to report FUTURE AGENDA ITEMS Tree Policy / Ordinance Review Review of Special Tree List with Criteria Bonita Canyon Turf Issues Newport Harbor Baseball Association Request for Temporary Lighting Jurisdiction of Beaches Encroachment Process for Removal of Trees Irvine Terrace Park Encroachment Issues MarinaPark Gate Status ADJOURNMENT - 9 :45pm Submitted by: Teri Craig, Admin Assistant • is • Parks, Beaches It Recreation Commission Regular Meeting February 4, 2003 Page 7 Chair Allen closed the public discussion Mr. Sinacori stated that reclaimed water is highly monitored. Committee Appointments and Reports Liaison to Youth Sports Commission - Chair Allen appointed Commissioners Beek and Ryzicka to Ad Hoc Committee to discuss field usage. Finance - Director Knight stated that the next couple of years were going to be a Little rough as far as budget is concerned and will need the Commission's support at Council. Park Development Discussed earlier, next meeting is February 18, 2003. Recreation ft Open Space Element - nothing new to report. Recreation Activities - nothing new to report Seniors - nothing new to report FUTURE AGENDA ITEMS Tree Policy / Ordinance Review Review of Special Tree List with Criteria Bonita Canyon Turf Issues Newport Harbor Baseball Association Request for Temporary Lighting Jurisdiction of Beaches Encroachment Process for Removal of Trees Irvine Terrace Park Encroachment Issues MarinaPark Gate Status ADJOURNMENT - 9:45pm Submitted by: Teri Craig, Admin Assistant *(I) PB &R Commission Agenda Item No. March 4, 2003 TO: FROM: Parks, Beaches and Recreation Commission Park and Tree Maintenance Superintendent SUBJECT: Parks and Tree Divisions Activities Report Park Division Activities 1. Staff continues coordinating the construction of the Bonita Canyon Sports Park with the Public Works Department. The east and west park restrooms, tot lot and picnic areas were opened for public use this past October. The east park and mid -park are currently in the establishment period for takeover tentatively by the City in early Spring. The west park area is still in the construction process with seeding of turf . grass scheduled for Spring. The entire park is tentatively scheduled for use by organized youth sports groups this fall. 2. The walkway handrails at Cliff Drive Park were painted by contract services. 3. Parks staff continues coordinating with the Recreation and Senior Services and Public Works Departments regarding the drainage and play equipment replacement project at Grant Howald Park. Additionally, plans have been finalized for the replacement of the play equipment at Cliff Drive Park. 4. Staff continued assisting the Public Works Department with several landscaping medians projects; Irvine Avenue medians between Westcliff Drive and Dover Drive, Jamboree Road medians between Bristol Street and Campus Drive. These projects have now been assumed by the City for maintenance with contract services. 5. New park identification signs were installed at 38a' Street Park. These signs were made by a new vendor, which provided us with a high quality product. 6. Staff continued monitoring and coordinating field improvement work with the Little League maintenance contractor at various City facilities. • 7. Two Commission approved donation benches were installed at Irvine Terrace Park. These benches were donated for two citizens, Wendell Fish and Moe Hamill, who were very active in the Newport Beach Sister City Program. 9 Upcoming Activities for February 1. The planting of replacement shrubs and ground covers will continue Citywide. 2. Staff will continue to monitor the Arches Mitigation Site in the Big Canyon area. 3. Staff will continue coordinating the annual control of rodents with contract services. Tree Division Activities During the month of February, 735 trees were trimmed, 1 tree emergency removal due to rainstorm damage, 9 trees were planted, and 12 emergency tree calls were responded to. The Urban Forester received 105 tree maintenance requests. 1. The City of Newport Beach has been named as a 2002 Tree City USA Award recipient. It is the thirteenth year the City has received this national recognition. The City is also the recipient of a Tree City USA Growth Award for demonstrating excellent progress in the forestry program. . 2. The Urban Forester coordinated the Citywide Sidewalk Replacement Program with the Concrete Maintenance Supervisor and a Public Works Inspector. This work involved the Urban Forester inspecting City street trees as related to sidewalk repairs. 3. Staff is coordinating root pruning and root barrier installations with the Public Works Department for the City Ficus tree located on Main Street in front of the Balboa Inn. The work will insure the overall health of the tree during the Balboa Village Phase II Project. 4. The attached Tree Activity Report summarizes requests and field activities performed during the past eight months. Marcelirio G. Lomeli Park and Tree Maintenance Superintendent Attachment: A) The National Arbor Day Foundation News Release 0 B) Tree Activity Report 2002- 2003 News from or more information, contact ® The National n Rosenow, President C or -�"�E rv_ Brienzo, Information Coordinator (402) 474 -5655 Arbor Day Foundation' 100 Arbor Avenue • Nebraska City, NE 68410 • www.arborday.org FOR IMMEDIATE RELEASE: Newport Beach Receives Tree City USA Growth Award u Newport Beach has been named a Tree City USA by The National Arbor Day Foundation. It is the thirteenth year Newport Beach has received this national recognition. Newport Beach is also the recipient of a Tree City USA Growth Award for demonstrating progress in its community forestry program in the following activity areas: Education and Public Relations continuing education for tree managers Planning and Management tree inventory and analysis Tree Planting and Maintenance recycling The Growth Award was created to recognize environmental improvement and higher levels of tree care in Tree City USA communities. The Tree City USA program is sponsored by The National Arbor Day Foundation in cooperation with the National Association of State Foresters and the USDA Forest Service. To become a Tree City USA, a community must meet four standards: a tree board or department, a tree care ordinance, a comprehensive community forestry program, and an Arbor Day observance. "Trees in our cities and towns help clean the air, conserve soil and water, moderate temperature, and bring nature into our daily lives," said John Rosenow, president of The National Arbor Day Foundation. "Tree City USA designation recognizes the work of elected officials, staff and citizens who plant and care for the community forest." "Trees are a vital component of the infrastructure in our towns and cities, and provide many environmental and economical benefits," Arbor Day Foundation President Rosenow added. "A community, and its citizens, that recognizes these benefits and provides needed care for its trees deserves recognition and thanks." We help people plant and care for trees," 0 F= O C]. 0.i O a) ON � O Q -. Q � �w O Lr H e � s � a 2 �* O N N r N In N V nil Ii O O I III�Ieil Ifil'il O IIIIfi,E I h N O O M (O O O O O N O M LO LO O O Cl O O r r r O O O O O I DO V O O O O O -,*- N It r r r O O (h N r N O O O CO O O to r > : y O y N N O O O O N N lY or N af c- o- Q 7 I— N V7 O O O O E w T U f0 N ,FO O N N I� of of U w IZ d 0) L N a L !0 N d Y V1 G dO N N O > O C N v Of y N d m H cr d O @ O V o J C « N `) d C Y N c c V RQ) Q) m Q Q L c c ?T c=® r Q a a c? co J j m C C X cc m M M M M M O N @ r r a c C v 2 rn<01na)�oo�v r Y] r N1000N o�l�mvalnr)n d d > N Q N 0 0 c ca o� f w 0) >"C 'C > 0) (C! 0- O 0) [05000 000 N O N O O CO CO n 00 N N V V N N > aci aci 3¢00 d a7 N 0 c c o c c d d l0 l0 > > O L t 0) m N N m N N O 1� N O 00 000 r N W 100 V N 1 1 d a N co V 0) 0) d O U 7 p V � N v c c > tU ac) Td LL > > `� > 0) > W Oi{ m Q Q (D a t U N (�6 l6 O7 rn 0 cm O N C E T c E 'im C d m ° 0 3rn (n LL LL LL C 1� O) N 'C N N 1n c 10 10 N V , O, M N ui O Z (Item 3) March 4, 2003 RECREATION & SENIOR SERVICES DEPARTMENT 1, C"&e Ii P OA& P10 & PJCagcname To: Parks, Beaches and Recreation Commission From: Marie Knight, Recreation Et Senior Services Director Re: Recreation and Senior Services Division Monthly Activities Report The following are reports on the activities of the Recreation and Senior Services Department for the November and December are enclosed. • Monthly Activities Report (Item 3) Page 2 March 4, 2003 RECREATION SERVICES •To: Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Recreation Division Monthly Activities Report ADULT SPORTS Adult Softball - Eighty softball teams began the spring league play the week of February 3. All teams will play a 10 game regular season and ending by May 9. During the winter storm, 31 games were rained out; each game will be rescheduled later in the season; all rescheduled games are updated at www.sportsstandings .com / newportbeach. Registration packets for the summer softball season will be mailed by March 3 with 130 expected to register, with a deadline of April 18. Team play begins May 16 and concludes August 22. E Adult Basketball - Winter basketball teams continue to play through March 27. At the end of the winter season, all 86 teams will have played a 10 game schedule, resulting in over 430 games played during the season. All schedules can be viewed at www.sportsstandings .com /newportbeach. YOUTH PROGRAMS Basketball .Tiny League Basketball concluded February 5 with an awards ceremony. Each of the eighty 1't and 2nd grade athletes received a certificate of achievement for their outstanding efforts. The program focused on teaching the FUNdamentals of dribbling, passing, and shooting. -Over two - hundred 3rd -6th grade youth continue to play games on from 9am -7pm on Saturday's, the season will conclude on March 8. The league is comprised of 21 teams and 6 divisions. Winning teams in each division will qualify to advance to the SCMAF - Orange County Tournament in March. League standings can be viewed on the Recreation web home page by clicking on http://www.dty.newport- beach.ca.us/CSV/directory—pape. htm and going to "youth basketball standings ". Teen Programming - .The 1n junior high aged event was held January 31 with great success and 32 participating! The excursion was a ski and snowboard trip to Mountain High resort. The bus departed Ensign Intermediate School at 7am and returned to Ensign at 6pm. The Kids are looking forward to future programs offered by the City. Lunchtime on the mountain is pictured to the right. -The new after school Fun Club at Ensign Intermediate School began February 4 and will be open on Tuesday's and Thursday's from 2:40- 4:40pm for the remainder of the school year. This drop -in recreation program was an instant success with 30 students attending the first day! Activities include table tennis, pool, air hockey, caroms and various board games. Staff met with the Ensign PTA and the Ensign Associated Student Body to receive additional funds to expand the program. Pictured to the left is retired US Open Table Tennis competitor and Guinness Book of World Records holder, Scott Williamson as he puts on a clinic for the Fun Club members. Monthly Activities Report Page 3 President's Week Camp - Presidents Week Camp was conducted for •boys and girls in V - 6 t grades the week of February 17. The camp was held at CYC from 7:30am- 5:30pm. Camp activities included arts, crafts, games, sports and a walking field trip to CdM State Beach for the 40 youth participants. Pictured to the right are campers preparing for afternoon arts and crafts. 1] Youth Council - Applications for Youth Government Day will be distributed to the schools in early March. Approximately 60 City staff have signed on to take a student intern on April 10, for this very important civics lesson for local youth. (Item 3) March 4, 2003 CONTRACT CLASSES The spring 2003 edition of the Newport Navigator was delivered to all Newport Beach residents informing them of exciting recreational opportunities currently available. Something new and exciting in the Navigator is a new page entitled Newport Notes (to the left). Newport Notes lists various "happenings' in the city that deserve special attention. Exciting new classes offered for the spring include: *Global Art for Kids — taught by Robbie Reddy, where children team about art and visit a different corner of the globe each week with arts and crafts. -Family Computing — taught by Melissa Guaetta, where parent and child work together to overcome their fear of the computer and learn to use this powerful tool to educate and entertain the entire family. .Tai Chi — taught by Bing Luh, sometimes referred to as "meditation in movement ", this 3,000 year old Chinese system for health and well -being consists of a flowing sequence of movements done repetitively to circulate energy (chi) throughout the body. The benefits and rewards include increased energy, reduced stress, improved concentration and the ability to relax on a deeper level. .Creating Bead Jewelry — taught by Lorene Nemnich, a graduate gemologist, where you can learn how to create earrings, necklaces and bracelets from scratch with any combination of gemstone beads. A uATlcs Aquatics Classes Revenue Participants Lap Swim $ 856 758 Annual Pass 1,180 7 NBAC Swim 9,960 48 Punch Pass 50 1 $24,786 889 FACILITIES USE AND MAINTENANCE During the period of January 26 through February 15. 2003 there were: 10 picnic /park area rentals • 21 room rentals • 2 field rentals • 5 gymnasium rentals Monthly Activities Report Page 4 (Item 3) March 4, 2003 SPECIAL EVENTS PERMITS •During the month of February — 10 special event permits issued. Some permits issued of note were: February 1 — NHHS Winter Classic Surf Contest February 8 -9 — NSSA Surf Contest - February 8 -9, 2003 NB Classic Softball Tournament - February 8 -9, 2003 SPECIAL EVENTS Special Olympics -The annual Orange County Special Olympics Basketball Tournament hosted by the City is scheduled for March 29 at Corona del Mar High School. Sixteen teams with over 200 special athletes will come to Newport Beach to enjoy a great day of basketball. The opening ceremonies are scheduled for 9am with games concluding by 2pm. This event is co- sponsored with the Newport Harbor Elks Lodge # 1767 and the Orange County Special Olympics. This is the 13th consecutive year the Recreation Division will be hosting this event! OTHER Cliff Drive Park - The final plans are being reviewed by City Staff and project is expected to go out to bid in March. Work should begin sometime in April with completion expected in May. CYC - Grant Howald Project - The final phase of the playground equipment /drainage project at CYC was delayed by rain in early February. The new playground equipment was installed, however • the rubber that allowed use of the equipment was delayed until February 24. The kids in the President's Week Camp were unable to play on the new equipment. Bonita Canyon Sports Park - The manufacturer of the defective materials in the irrigation valves replaced all the diaphragms during February. The contractor was slowed by a rainy week in February so the completion date has moved further into the spring. At this time, it is not anticipated that the City will accept the park until June. Staff still recommends that the park not be scheduled for organized groups until fall 2003. Seminars - Superintendent McGuire attended a weeklong training on Earthquake Preparedness and Disaster Training. The informative seminar was attended by 10 city employees and included many earthquake related facts such as early warning, psychology of disasters, science of earthquakes as well as setting up the Emergency Operations Center. The class did a great job in the disaster drill according to the class instructors. Recreation Goals - At a one -day retreat in late January, staff were challenged to develop a list of goals for 2003. They took the task very seriously and the following goals were developed: • Develop programs for special /targets groups (i.e. Women's Basketball, Senior Softball) • Build and expand to 5 -day per week after school program for teens and offer volun -teen program at summer camp. • Increase supervision /enforcement at fields, facilities, picnics • To create a community wide event with big media coverage • • Simplify, standardize and make more user friendly the website. • Maximize use of sailboats • Streamline contract instructor payment process • Develop more user - friendly facility maps • Develop a routine /scheduled maintenance matrix for the buildings • Develop a detail field /amenity inspection form for semi annual reports Monthly Activities Report Page 5 (Item 3) March 4, 2003 Budget - Staff has been working diligently on budget projections for FY2003/04. With the split of • the department in September, it has been a challenge to get all the information into the system. Playground Designs - Three vendors submitted playground designs for San Miguel, Bonita Creek, CYC and Channel Place parks. Staff has prepared recommendations for Council to purchase the equipment; bids will then be accepted for the installation of the equipment and some site work at the playground locations. All these playgrounds are funded through the Proposition 12 funds through State Grants. 0 Monthly Activities Report (Item 3) Page 6 March 4, 2003 SENIOR SERVICES • To: Parks, Beaches and Recreation Commission From: Celeste Jardine -Haug, Senior Services Manager Re: Recreation Division Monthly Activities Report - November/ December General Membership - The General Membership meeting was held February 7. The group enjoyed the sweet, smooth sounds of the big band era by composer /conductor Bill Elliot and his ensemble began after the meeting. The day concluded with a luncheon. Tax season - Tax season began February 3 with six volunteers working diligently this season preparing taxes for those people who need help. The criteria is that they make less than $60,000 HICAP - The Health Insurance Advocacy Program, a non - profit volunteer group, made a presentation on Long -Term Care Insurance on February 5. This concluded the a month long financial lecture series. Medical Lecture - UCI Medical Center offered a free lecture February 19, entitled "Oh My Aching Legs! Living with Peripheral Artery Disease" by Dr. Roy Fujitani, vascular surgeon. .OASIS Players - The Oasis Players presented their free debut performance on February 21. These senior actors, under the direction of Joe Schulein, had been rehearsing very hard for the last several months. Intereenerational Activities - The Center has been working on increasing intergenerational activities. Interactions between youth and seniors can, in many instances, be the most gratifying of all relationships and yet the most difficult to begin. A young man, 15 years old, will begin tutoring seniors on the computer. He called to offer his services and an announcement was made at the Computer Friends group. One man decided that this was just what he could use. The two will be meeting at the Center and using one of our public computers. • Monthly Activities Report Page 7 PARTICIPANTS ATTENDING RECREATIONAL CLASSES PERSONALIZED SERVICES PROVIDED Includes: Blood Pressure Braille Counseling - persons Eldercare Employment HICAP Homerepair Program 8,097 CUSTOMERS 2,888 CUSTOMERS 2,228 CUSTOMERS 69 Housing counseling 50 72 Information / Referral 1,570 45 Legal Assistance 7 5 Senior Assessment(hrs) 40 22 Telephone Reassurance 240 4 Visual Screening 6 5 Transportation 93 SENIORS RECEIVING TRANSPORTATION SERVICES Care -A -Van 768 Shuttle 201 CUSTOMERS RECEIVING NOON MEALS AT THE CENTER VOLUNTEER HRS. OF SERVICES PROVIDED AT THE CENTER Includes: Kitchen Et Home Delivered Meals Front Office Travel Office Gift Shop Library Instructors President Treasurer Vice President Bookkeeper Pancake Breakfast 969 CUSTOMERS 1,217 CUSTOMERS 1,692.00 HOURS ( "equiv. to 11 full -time employees) PARTICIPANTS IN FRIENDS OF OASIS TRAVEL PROGRAMS Day Trios Lone Trios Chocolate Covered LA 25 Laughlin Riverside Palm Springs Follies 36 Getty Museum 44 ATTENDEES TO MEETINGS AT OASIS Board of Directors 20 General Membership 79 SPECIAL EVENTS /SCREENINGS /LECTURES Pancake Breakfast 112 Computer Friends 73 Over Ws Party 135 UCI hearing lecture 120 144 CUSTOMERS 39 99 PERSONS 552 PERSONS Library catalog class 12 Friday Movie 20 Financial lecture series 80 (Item 3) March 4, 2003 Pi 0 4 SEW PORr O �� G i a. C'�< /cOR�`P TO: FROM: SUBJECT: Parks, Beaches and Recreation Commission General Services Director Bench Donation Request Recommendation PB &R Commission Agenda Item No. March 4, 2003 To accept one bench donation for installation at Corona del Mar State Beach. Discussion Staff received an inquiry from Mr. and Mrs. Paul and Linda Donahue regarding a proposed bench donation at Corona del Mar State Beach overlooking the harbor entrance. The donor submitted a letter dated February 12, 2003 requesting the approval of one bench donation (Attachment). The bench will be the "Santa Monica" model that was selected from the Official Bench List. The plaque verbiage will read "Donated for Geraldine Frances Gainey Donahue ", which conforms to City Council Policy G -5 (Attachment). This bench donation will complement the two existing benches at this very popular scenic area. Mr. and Mrs. Donahue and the President of the Corona del Mar Association have received a copy of this report and a notice of the Commission meeting. Very respectfully, David E. Niederhaus Attachments: Mr. and Mrs. Paul and Linda Donahue's letter dated February 12, 2003 City Council Policy G -5 Photo Map • PAUL AND LINDA DONAHUE Mr. Marcelino G. Lomeli Park and Trees Maintenance Superintendent City of Newport Beach PO Box 1768 Newport Beach, CA 92658 -8915 RE: Bench Donation Dear Mr. Lomeli: February 12, 2003 Pursuant to our recent telephone conversation, I am writing to you regarding donating a bench to the City of Newport Beach. As we discussed, we would like to donate a "Santa Monica" style bench to be placed at the Corona del Mar State Beach, along with the standard 2" x 6" plaque with the permitted • verbiage that will read "Donated for Geraldine Frances Gainey Donahue ". I understand that this request is subject to approval by the City of Newport Beach Parks, Beaches and Recreation Commission. • If you should have any questions or need any more information from me, please do not hesitate to call me at 949 -640 -1272 or on my cell phone at 949 -400 -6393. Thank you very much for your kind assistance with this matter. Sincyxfly, Paul and Linda Donahue 4533 TREMONT LANE • CORONA DEL MAR, CALIFORNIA • 92625 PHONE: 949 -640 -3272 • PAX: 949- 640 -1252 L G -5 PARK AND STREET IMPROVEMENT DONATIONS The City Council recognizes the need to provide residents with the opportunity to donate trees, benches, and drinking fountains or related park and street improvement items. This policy establishes criteria for donations to assure attractiveness, usefulness and the capability to be maintained. TREE DONATIONS The tree -lined walkway at Oasis Passive Park beginning at 5th Avenue and Marguerite in Corona del Mar shall be identified as one area where a tree with a bronfe plaque can be installed. Other trees with plaques can be donated and installed at locations recommended by the General Services Director and approved by the Parks, Beaches and Recreation Commission, BENCH DONATIONS It shall be the responsibility of the Parks, Beaches and Recreation Commission to . designate the type, style, design, and placement of City -owned benches on City property. Areas of placement may be parks, streets, along the beachfront, within villages, commercial districts, and neighborhoods, on a specific island, etc. Once an area has been designated with a certain style or type of bench, the Parks, Beaches and Recreation Commission may require that the designation be changed only by a formal request for a redesignation. • The factors to be addressed in preparing the list of approved benches for the City as well as the final design for a specific site will include at a minimum: size, usage, vandalism, traffic, security, view obstructions, location, style reflective of neighborhood and cost. The Arts Commission will provide design review assistance as required. Donation requests will be submitted to the General Services Department and meet the following requirements. A. Bench donations along a City street or beachfront will require the approval of the General Services Director and the Traffic Engineer. B. Bench donations within a commercial district will require notification of, and an endorsement from, the local business association. 1 n u • G -5 C. Bench donations for parks within a residential community will require notification of residents within 300 feet of placement and an endorsement from the homeowners association, when applicable. PARK AND STREET AMENITIES Items such as benches, drinking fountains, tables, etc., can be donated to be included in the public park system. Recognition on the item shall be a 2" x 6" plaque and limited to Donated by (Name) or Donated for (Name) as a means of identifying the donation. Donors of major park improvement gifts may elect to provide a dedicatory plaque not exceeding 5" x 7" with name, date and appropriate text not exceeding 25 words. All donations must be approved by the Parks, Beaches and Recreation Commission. The cost of a donated item, including identification plaque, shall be borne totally by private funds. The City will assume ownership and maintenance if accepted and placed in a public park or on a sidewalk unless other arrangements have been agreed upon. The City will not assume responsibility for replacement due to vandalism or theft. Adopted - July 22,1992 Amended - January 24,1994 Amended - June 27,1994 Amended - June 24,1996 Formerly I -15 • 2 Ali!W tk lip 4W m 4w m 47 ow— f jo �,�- p LM 0 V tr Al N M 7 y a o _NY N OArl Q 6 a NI N t Je ya Jy v ,. +t"A sH 31 Lt ( 03 RECREATION $ SENIOR SERVICES DEPARTMENT • To: Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Field Allocation for Youth Sports Commission Member Organizations RECOMMENDATION Review Field Allocation Et Use Procedure and Youth Sports Commission Member Organization Criteria and Responsibilities polices and provide input to staff. RECOMMENDATION The Parks, Beaches and Recreation Commission adopted the Field Allocation Policy in July 2002 and the Youth Sports Commission Criteria and Responsibilities in March 2000. Staff has proposed revisions that more clearly define the allocation methods to clarify the challenge of accommodating the growing number of requests for field usage. Changes are indicated by strike out and new text in bold and underline • The City has historically, through formal action of the Parks, Beaches and Recreation Commission, conducted a program of co- sponsorship of non - profit youth sports groups, to maximize both the recreational opportunities for the youth of the City and the use of the limited available playing fields and gymnasiums. The new proposals change the status to Membership in the Youth Sports Commission rather than co- sponsorship. Field allocations are proposed to be made as follows: 65% of fields for priority season (city and Youth Sports Commission Member Groups) 25% of fields for non - priority season activities of Youth Sports Commission Member groups 10% of fields are not allocated and used for maintenance rotation, community use and other items not anticipated. A sample allocation will be passed out to the commission at the meeting on Tuesday March 4. Attachments: • City of Newport Beach D D a Recreation Et Senior Services Department • FIELD ALLOCATION AND USE PROCEDURE REVISED -March 4, 2002 This document sets forth the procedure for the City of Newport Beach (City) to facilitate the allocation of all available fields or gymnasiums under its ownership and /or allocation control. It is necessary to formulate this procedure for the following reasons: A. User groups need a procedure to secure fields or gymnasiums for the planning of games, practices, and /or events. B. The demand for field or gymnasium usage exceeds the ability to permit unlimited and /or unscheduled use by all participants. C. Maintenance and renovation must be scheduled and implemented to maintain the community's high standards of aesthetics and sustain the playability of the City's facilities. I. PROCEDURE It is the intent of the City of Newport Beach Recreation & Senior Services Department to allocate field or gymnasium use to requesting and qualified organizations on the basis of fairness and impartiality in concurrence with the seasonal priorities mentioned in definitions section. The resulting surplus of field time shall be allocated at the discretion of the City of Newport Beach Recreation Services staff, based on the priorities. II. DEFINITIONS • This section defines the terms used throughout this procedure. 4� A. City: For the purpose of this document, the City of Newport Beach and /or Recreation l3 Senior Services Department will be referred to as the "City." B. Participant: Participant(s) shall include only those players who are fully registered with the user organization. Non - players such as coaches, officials, and staff shall not be considered participants. For the purposes of field allocation, each organization must present actual enrollment data from their previous season indicating names, addresses, phone numbers, and birth dates of all participants. Upon receipt, City staff will count the number of the City residents within each organization for purposes of allocation. aF C. Organization: Organization(s) shall include only those user groups listed in III.C. — User Groups - Classifications below that have completed required documentation with the City. An organizational representative consisting of the organization's Board or League President or Vice President of each of those in Group C is required to attend the Youth Sports Commission meetings usually held semi - annually for field allocation review. +k D. Season: For the purposes of this procedure, the seasons are established as follows: Seasons Fall Spring Pre- season /Tryouts August 15- September 1 February 1 - 28 In- Season Opening Date September 1 March 1 In- season Closing Date December 15 June 30 Post - season /All Stars As available As Available Sport "In Season" Football /Soccer Baseball /Softball E. Priority User: An organization whose sport has been classified as "In Season" will be given first priority access to facilities during their designated season. n U FIELD ALLOCATION AND USE PROCEDURE Page 2 6� F. Secondary User: An organization who's sport has been classified as not "In Season" will be given second priority access to facilities during their non - season. A secondary user may only reserve a field after all reasonable priority user requests have been processed. %7� G. Priority: Field assignments are based on the following priorities: Primary Priority ,6 1. Maintaining fields /facilities 16 2. Providing fields /facilities for organized game use. SecondaryPriority (Staff will consider requests in this category only if land 2 are met.) Q 3. Providing Fields /facilities for the use of "practices" will maintenance and game requests have been processed. III. USER GROUP - CLASSIFICATIONS Facility Use Permits will be approved on the basis of priority as follows: be allocated only after all 4� A. All official Recreation & Senior Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. 2� B. All official City of Newport Beach activities. d� C. All official Youth Sports Commission Member Organizations (with current and up -to -date required documents). ack-acitioc C.-Ch MC In Season groups will have first priority and sports not in season will be considered secondary users. 4. D. Official public agency sponsored programs and activities not included in A., B., and C. above. • f# E. Recreational, social or civic activities of groups which are resident promoted and sponsored by local non - profit* organizations which are open to the public and have 50% or more of memberships consisting of Newport Beach residents. (5v F. Recreational or social activities of private Newport Beach residents, which are not open to the public. G. Recreational, social or civic activities and /or groups which are non - resident promoted and sponsored by non - profit organizations which are open to the public, but not qualifying under D above. H. Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. Q6 I. Commercial businesses and all others. * In order to qualify for resident classifications, organizations must submit rosters of their most current membership, with resident verifications. IV. APPLICATION Each organization is required to submit field requests by November 1 �G for the following spring field use, and May 1 for the following Fall field use. Any organizations missing these deadlines will have access to any remaining fields on an "as available" basis only. Each league must present official league enrollment data from their previous season indicating names, addresses, phone numbers, and birth dates of all participants, with their application. • The number of the City residents within each organization enrollment must be determined and confirmed by the City prior to the field allocation meeting. FIELD ALLOCATION AND USE PROCEDURE Page 3 V. ALLOCATION • A. City staff will review all the applications and allocate fields equitably based on the priorities listed in this policy and encourage optimum cooperation between all user groups. Field allocations will be reviewed and discussed at semi - annual Youth Sports Commission meetings (see section II. G. and III.) Any appeals to decisions or allocations can be made to the Parks, Beaches and Recreation Commission within 10 days of the Youth Sports Commission meeting. B. Allocations are based on the number of City residents within each organization as well as VI. NOTICE OF NON -USE OF FIELDS Any user organization that has been allocated space and does not intend to use it on a regular basis must notify the City so that the field may be re- allocated or otherwise used. Failure to do so can result in forfeiture of all fields for the remainder of the season. Notice of non -use must be received VII. NOTICE OF EXCHANGE OF FIELDS An organization cannot forfeit or exchange its allocation or any part thereof, with another organization without written approval of the City. Any such modification desired must be filed with the City and verified in writing by all parties wishing to exchange allocation. This allows for accurate billing of use. VIII. ATHLETIC FIELD LINING /MARKING • 1. Lining of City fields with chalk or paint is not permitted without written permission granted by the City. 2. Burning lines on any City of Newport Beach parks and /or fields is not permitted. 3. Any user failing to comply with these guidelines are subject to the following: A. Payment for all damages occurring to the facility B. Termination of any /all field use permit(s) for one year IX. RULES AND REGULATIONS OF FIELD USE 1. User groups must designate a representative, an adult 18 or older, to be present during any /all of their practice and /or game time(s) at each City field /facility used. 2. Games and practices can begin no earlier than 3pm on weekdays, and Sam on weekends. No games and /or practices may be scheduled on holidays without prior approval from the Community Services Director, or their designee. 3. Games and practices can end no later than 9:45pm weekdays, and dusk on weekends, except through special request to the Parks, Beaches and Recreation Commission. 4. Weekend use, on a regular basis, may be subject to limited hours at the discretion of the City. 5. Organizations /groups utilizing lighted facilities are responsible for ensuring the proper use of Lights. The City reserves the right to bill user groups for hourly energy costs incurred during hours that lights are left on and the fields are not being used. 6. Use of portable lights is prohibited unless permission is granted by the Parks. Beaches and Recreation Commission. • 7. Use of metal cleats is prohibited. B. Alcoholic beverages are prohibited at all City parks and facilities, except Oasis Senior Center. 9. No artificial noisemakers, i.e., horns, rattles, bells, whistles, etc. are permitted. Officials or coaches, as a necessary part of the activity, may employ such devices upon consultation with the City. FIELD ALLOCATION AND USE PROCEDURE Page 4 10. At the conclusion of games, practices, and activities, organizations must leave the • park /facility quickly, quietly, clean, and clear of debris. Failure to do so will result in a maintenance - cleaning fee being assessed to the group. 11. All user groups that are classified under Section III. C - E must have at least 50% of their City residents participate actively on a weekly basis. When a team is playing against a team from another jurisdiction, this rule shall apply to only the "host' team representing the qualified organization. Roster changes that affect compliance with residency requirements must be reported to the City within one week of occurrence. Failure to do so will result in forfeiture of all fields and /or facilities. 12. Organizations or teams must provide required insurance documents to City prior to allocation of fields /gymnasiums. X. TRAFFIC AND PARKING 1. The user group must assure that participants and spectators utilize off - street public parking areas, when available. If parking conditions warrant, e.g., during pre -, post -, and regular season or tournament play, the user group will provide, at their cost, at least one safety officer to direct participants and spectators to designated parking areas. The City, at its sole discretion, may require additional parking mitigation on an event -by -event basis. 2. Driving, operating, or parking any motor vehicle within the City parks and /or facilities is prohibited, except in areas specifically designated as parking areas unless prior written permission is obtained from the City. In case of medical emergencies, only emergency vehicles will be allowed on the park for rescue purposes. 3. All vehicles shall be legally parked. • XI. PUBLIC ADDRESS SYSTEM USE 1. Sound amplification equipment may be allowed in City parks only with a Special Event Permit. An approved City permit is required prior to use of any sound amplification equipment. Permits may be applied for in the Community Services Department. A minimum of 15 working days is required for consideration of approval. 2. Only persons 18 years and older will be allowed to operate any public address system. 3. All public address system use for athletic events must pertain to the game being played. Special announcements should be kept to a minimum. "Play -by- play" announcing is prohibited. XII. MAINTENANCE 1. The City will maintain parks, facilities, and fields for public use at City standard and will install permanent equipment such as pitching rubbers, base anchors. 2. will provide for any required of the fields, setting of bases or a 3. The Youth Sports Commission Member organizations will provide an annual Facility Improvement Pion to repair, improve or renovate those fields or gymnasiums used during their seasons. No work can be initiated until plan is approved by City staff. 4. All Facility Improvement Plans will be incorporated into contract for Youth Sports Commission Member organizations. 5. Members are responsible for any damage or repairs needed due to implementation of Facility • Improvement Plan. Failure to implement Facility Improvement Plan that results in costs to the City shall be reimbursed to the City by the member organization. 6. User groups /organizations maintenance responsibilities shall include: A. User groups /organizations are responsible for all maintenance such as lightweight field preparation, setting of temporary bases or goals. FIELD ALLOCATION AND USE PROCEDURE Page 5 B. Motorized vehicles are not permitted in the City facilities for the preparation of athletic fields or other activities unless prior written permission is obtained from the City. • 7. Each user group is responsible for the facility being free of trash or debris caused by their group's usage, including checking restrooms and parking areas. 8. User groups are required to report any and all damage or acts of vandalism to the City immediately. 9. The removal of bases or use of base plugs requires prior departmental approval. XIII. MODIFICATIONS Any request to modify or improve any City facility shall be submitted for review by the City for consideration. No permanent structures or equipment shall be erected on City facilities unless approved by the City and dedicated for community use. XIV. STORAGE AND /OR CONCESSIONS 1. Storage units may be placed with written permission only and are the responsibility of the User group. Storage units must be in good condition at all times and any vandalism or breakage must be repaired immediately. Group must maintain the storage facility in a clean manner at all times. 2. The City assumes no liability or responsibility for any equipment or storage units kept in the storage areas. 3. User groups must provide keys to City staff for all storage units, locked closets and fenced areas. 4. No equipment may be left out on fields or outside bins unless approved by the City. 5. Organizations are required to provide an inventory of all items stored in said containers. • Any /all flammable and /or toxic substances are strictly prohibited in storage containers. 6. Any user failing to comply with these guidelines are subject to the following: A. Payment for all damages occurring to the facility B. Termination of any /all field use permit(s) for one year XV. BANNERS Separate regulations governing the display of temporary advertising banners in the City parks are available at the City (see City Council Policy 1.26 — Temporary Signs with Sponsorship Recognition in City Parks and Beaches). Any group wishing to display banners on City facilities should request a copy of those regulations prior to arranging for any banners. XVI. OTHER Organizations/ Leagues anticipating a split to form a new organization/ league, or individuals planning to organize a new sports program must apply to the City six months prior to the estimated starting date. The application will provide the time necessary to study the impact of the new program on existing facilities and evaluate the request. Once approved for co- sponsorship status, the City makes no guarantee of space if all space has been previously reserved. XVII. POLICY This procedure is consistent with Council Policy 1 -25 — Public Use of City Facilities that takes precedence if there is any conflict discovered. • City of Newport Beach Recreation fs Senior Services Department • YOUTH SPORTS COMMISSION MEMBER ORGANIZATIONS CRITERIA AND RESPONSIBILITIES Revisions /additions are bolded and underlined. BMFV REVISED - March 4, 2003 The following criteria was adopted by the Parks, Beaches and Recreation Commission in a" . These criteria supercedes any previous documents. Initial Approval Criteria as follows This Community Services Policy sets forth the procedure for determination of of City athletic fields and determined by the following criteria: 1. Organization must have a Charter. 2. Organization must have a Board of Directors. 3. Organization must be established as a non - profit group or certify affiliation with a national non - profit organization. • 4. Organization roster of participants must include more than 50% Newport Beach residents. 5. Organization must be able to provide liability insurance naming the City of Newport Beach additionally insured to the policy for $1,000,000. 6. Organization must provide a service that is not currently being offered by City programs. Application Process 1. Fill out official application form completely. 2. Attach the followine documents 4� a. Official participant roster outlining the total number of participants and teams with breakdown of residents and non - residents for last complete season. Roster must include participants name, ZF b. Amount of fields and times requested on an annual basis. dF c. Process for selection of teams. 4G d. Process for training of coaches. &. e. i Facility Improvement €are Plan (detailed). Responsibilities of Youth Sports Commission Member Organizations For continued membership in the Youth Sports Commission !, the following criteria must be satisfied: • Youth Sports Commission Member Organizations Criteria And Responsibilities BMPV Page 2 • 1. Sign a contract annually with the City of Newport Beach 2. Provide City of Newport Beach with the following information prior to the beginning of each season: a. Practice schedules and game schedules b. Team rosters and /or total number of participants c. Roster of coaches and phone numbers d. Breakdown of residents and non - residents in program 3. Inform Recreation Services staff of changes in liaison or main contact person's name, address, or telephone number immediately. 4. Obtain permission of the City prior to any change in the published schedule of field allocations. Report as directed schedule changes, specifically decreases in use. 5. Youth Sports Member organizations will provide all its own publicity, registration and coach's training consistent with criteria provided for membership in the Youth Sports Commission. epk City must agree to any deviation in writing. 6. Youth Sports Commission Member organizations will be responsible for screening all personnel and volunteers for prior criminal records or infractions. 7. Youth Sports Commission Members organizations must Xe have a responsible adult at each and every activity scheduled within the City facilities. • B. Youth Sports Commission members are responsible for: a. Participating on the Youth Sports Commission with a spirit of partnership and cooperation. regarding all matters in their league or team regulations. d. Cleaning area following games or practices of all litter, debris etc. e. Knowing facility rules and regulations and providing pertinent information to participants and coaches. This includes proper use and care of lights, grounds, keys, facilities and amenities. 9. Applying to Parks, Beaches and Recreation Commission for approval to make any additions or changes to fields, amenities or membership riteria. 10. Completing all appropriate Newport-Mesa Unified School District documents for use of their fields. 11. Follow all council policies that pertain to field usage and pay the established hourly rate within 45- days of billing. The Parks, Beaches and Recreation Commission ultimately determines continued membership Failure to comply with the requirements and responsibilities listed will result in the Parks, Beaches and recreation Commission revisiting membership status. I +ems b 3 -4 -03 Corona del Mar State Beach Beach Improvements Project ���INllllllll�f illlllllllllllllllllllllllllllllll its �®■ I�111® IIINIIII�IIIIIIIIIIIIIIIIIIIIIIII� ��momm€ ��mummmmr ammm ©mmm ©ommmommmumm ®oommmrammmnmm • PB &R Commission Agenda Item No. March 4, 2003 TO: FROM: SUBJECT: Parks, Beaches and Recreation Commission General Services Director Marina Park Walkway Fence Gates Recommendation To deny or approve the removal of the gates at both ends of the fence along the Marina Park walkway. History Staff received a request from the Parks, Beaches and Recreation Commission regarding the possible removal of the gates from the entrance to the public sidewalk at each end of the • Marina Park trailer court. The gates are always closed, but never locked. The signage on the gates was posted by the Marina Park Homeowners Association and allows only pedestrian traffic. The attached photographs show the existing gates at both the west and east ends along the Bay frontage sidewalk. Discussion Staff has researched the history of the installation of the gates and has found that there are no agreements between the City and the residents of Marina Park. If the Commission approves the request to remove the gates, staff can complete the work with no anticipated problems. The President of the Central Newport Beach Community, Marina Park Owners Associations and the Commander of the American Legion Post have received a copy of this report and a notice of the Commission meeting. Notices have also been sent to the Marina Park residents and property owners of the neighboring residences. Very respectfully, • a 5S David E. Niederhaus Attachments: Photographs 0 0 0 0 0 0 0 • k At Z4pf � _ s Alp ITEM 8 MARCH 4, 2003 • RECREATION & SENIOR SERVICES DEPARTMENT To: Parks, Beaches and Recreation Commission From: Andrea McGuire, Recreation Superintendent Re: Community Service Award RECOMMENDATION Approve the revised criteria and information regarding the Community Service Award. BACKGROUND In August 1981, the Parks, Beaches and Recreation Commission created the Community Service Award to recognize individuals that contribute significantly to recreation, parks, and senior citizen programs. Since there has been no nominations for the award in the past several years, staff has updated the criteria and developed a nomination form. A call for nominations can be done through a press release annually. The reinstatement of this award is a good opportunity for the Commission to create community awareness and excitement for recreation, parks and senior citizen programs and activities. Ll Attachments: 1. Annual Community Service Award, February 25, 2003 2. Adult Recognition Award Program, August 24, 1981 • City of Newport Beach Parks, Beaches and Recreation Commission ANNUAL COMMUNITY SERVICE AWARD • This award is given annually by the Parks, Beaches and Recreation Commission to recognize an individual or group that has contributed significant time, energy and /or donations for recreation, parks or senior citizen programs. This annual award is one way that the Commission can show their appreciation publicly for their contributions, create a sense of community pride, and encourage involvement in the community. Procedure Nominations will be accepted from staff and residents annually in March. A subcommittee of the Parks, Beaches and Recreation Commission and staff will review the nominations and present the top two to the full commission for review in closed session for final vote. Presentation to the award winner will be made at the June meeting each year there is an award winner. Criteria for Nomination 1. Must be a resident of the City of Newport Beach or actively teaching /volunteering in City programs. 2. Must be active in recreation, parks or senior citizen programs for at least one year. 3. Should demonstrate significant contributions (time, expertise or monetary) to the recreation, parks and senior citizen programs. 4. Should demonstrate good citizenship, sportsmanship, dedication or involvement in recreation, parks and senior citizen programs. 5. Nomination form must be completed and submitted by March 31 each year. Nominations will not be carried over from year to year and must be resubmitted. There can be no anonymous nominations. 0 February 25, 2003 Parks, Beaches and Recreation Commission Community Service Award Nomination Form Name of Address: Phone: Program involvement: Fax: e-mail: Explain why you are nominating this person • (Please attach additional pages if necessary) Your Name: Phone: Fax: e-mail: Relationship to Please submit this application by March 31 for consideration to: Community Service Awards c/o Recreation Et Senior Services Department 3300 Newport Boulevard Newport Beach, CA 92663 Attach two letters of support from others who are familiar with the nominee's work in the community. • All information submitted as part of the Nomination Process becomes the property of the Recreation and Senior Services Department and cannot be returned. CITY OF NEWPORT BEACH PARKS, BEACHES & RECREATION DEPARTMENT • DATE: August 24, 1981 TO: RONALD A. WHITLEY, PARKS, BEACHES & RECREATION DIRECTOR FROM: Recreation Superintendent SUBJECT: ADULT REC06NIT'ION AWARD PROGRAM The P.B. & R. Commission suggested the development of an adult recognition awards program at it's August 4, 1981 meeting. As you suggested this idea was discussed at the recreation division staff meeting: The staff of the recreation division felt that the program could be best developed if it were not limited to volunteers. Contract employees, part -time employees, participants as well as volunteers should be eligible for recognition awards. Many times volunteers are given recognition by the group they work with (Friends of OASIS, Freiends of the Theatre Art Center, etc.). In order to avoid any potential duplication the criteria for award receipents should be carefully planned. Rather than give the awards on a regular basis (every.quarter) staff recommends.that nominations could be made each quarter, but awards are not required to be given each quarter. If worthy and deserving individuals are nominated, awards would be presented at the folAowing commission meeting. • CRITERIA FOR SELECTION 1. Must be a resident in the City of Newport Beach or be employed in the City of Newport Beach. 2. Must.be employed in, participating in or volunteering in P.B. & R. programs for one quarter. 3. Should.demonstrate significant contributions to the city, depart- ment or program. 4. Should demonstrate good sportsmanship, dedication and involvement in P.B. & R. programs. The staff shared the commissions view that the adult recognition-pro- gram would be valuable. Their only concerns were that it did not become a competition and that the awards did not have to be given every quarter. They felt that-many deserving employees: of the depart- ment should_ - be given recognition for their outstanding performance beyond the normal. requirement of the jobs. The exact type of award or recognition was not discussed. This could easily be finalized in a few weeks along with the commissions sugges- tion for nomination and selection. • effrey C. Kol i n Recreation Superintendent • n U • ( /4e- , g) 3/ At /o3 1 -9 NAMING OF CITY PARKS The City of Newport Beach has a comprehensive program to provide park and open space to serve the leisure and recreation needs of residents. It is desirable that appropriate names be selected for future parks and public recreational facilities. The following guidelines shall serve as policy on this matter. A. Suggestions for naming new parks shall be reviewed by the Parks, Beaches and Recreation Commission with a recommendation being transmitted to the City Council for approval. B. New park names can be chosen from, but not limited to, the following categories: 1. Streets or schools bordering park 2. Topography 3. Theme 4. Renowned citizens of the community 5. Common names already in place for the area C. New or existing community centers, buildings, rooms or site amenities may be dedicated in honor of persons who have served their community in an exceptional and distinguished manner. D. Prior to the dedication or naming of a park o r deceased persons, there should be a passage of Parks, Beaches and Recreation Commission acts recommendation to the City Council. Adopted - September 12, 1988 Amended - January 24, 1994 Formerly 1 -22 public recreational facility for a six months from death before the upon the request and makes a ma di P`s 4a i 9� [[ p � W Q a. rc 3`s$n §'S�a Q m ,;3 , 3F I d,d rs��i 9� J T7ryy #11 Y ; i• `"; i i � � IJ ' ki 4 1 i a i d s- @ 1tg d ti F i # I F{ €1 -18 it 1 1 SI ?t II 13 3� i, di 'I li qi °a 1 tl °,� •s I € �' 1� i€ is i� 17 41 Tl_i! t3 1i i! ii �t 319i t t!_ tl 111,111 t 1 � 3F. # _' fi'r.;