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8/4/2009 - Agenda Packet
RUy 4, 0 City of Newport Beach Parks, Beaches Ft Recreation Commission Tuesday, August 4, 2009 - Tpm — City Council Chambers AGENDA ORDER AND ROLL CALL COMMUNITY SERVICE AWARD PRESENTATION TO ERIC PAULSEN SYNTHETIC TURF PRESENTATION ELECTION OF OFFICERS SEATING OF COMMISSIONERS DIRECTOR'S COMMENTS • Director Detweiler • Director Harmon • City Council Actions PUBLIC COMMENTS Members of the public are invited to comment on non - agenda items of public interest. Speakers are limited to three minutes. NOTICE TO THE PUBLIC All matters listed under Consent Calendar 1 -5 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 and 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 andlor removed from the Consent Calendar for separate action. The City provides a yellow sign -in card for those wishing to address the Commission to assist in the preparation of the minutes. If you do fill out the card please place it in the box at the table. CONSENT CALENDAR 1. Minutes of the June 2, 2009 regular meeting. Recommendation: Waive reading of subject minutes, approve and order filed. 2. Park It Operations Division Activity Report. Recommendation: Receivelfile monthly Activity Report for activities and upcoming projects. 3. Recreation It Senior Services Activity Report. Recommendotion: Receive file monthly Activity Report for activities and upcoming projects. 4. Bench Donation. Recommendation: Approve bench request of William Stewart, BRA Bench Chair at 306 & 323 Marine Avenue OLD / NEW BUSINESS 5. Newport -Mesa Soccer Club Request for Temporary Lights at BCSP Field #5 Recommendation: Consider request from Newport -Mesa Soccer Club to install temporary lights at Bonito Canyon Sports Park field k5 from October 1 - November 14, 2009 and January 11 - February 27, 2010 from dusk to 7:45pm; weekdays only. 6. Special Tree Removal. Recommendation: Consider removal of special tree by Paul Co /lick at 547 Riverside Drive. 7. Special Tree Removal. Recommendation: Consider removal of special tree by Ernest Castro at 546 El Modena Avenue. S. Beach Fire Ring Policy. Recommendation: Review comment on proposed Fire Ring Policy, 9. Proposed Addition of "Home Field" Allocation Procedure to the Youth Sports Commission's Field Allocation and Use Policy. Recommendation: Approve the addition of the Home Field allocation procedure into the existing Field Allocation and Use Policy under Section V - Allocation as item E. COMMITTEE REPORTS - Appoint members to Committees • Park Development - eram. Lugar, Wmtm Ad Hoc • Recreation/Senior Activities - Grown, Hamikn, Wgvr -- Community Service Award - Garrett, R a w • 9adget - Gan t, amwn, Lugar - Youth Sports Liaison - R zMka - China Cove Volleyball Court- amwn, Lugar Other -- Marina Park - carrell - FUTURE AGENDA ITEMS - Matters which Commissioners may wish to place on a future agenda or raise for discussion. ADJOURNED Parks, Beaches and Recreation Commission Community Service Award Nomination Form Name of Nominee Eric Paulsen Address 4350 Von Karman Avenue, Suite 200 Newport Beach, CA 92660 Phone (949) 885 -8200 Fax (949) 885 -8501 a -mail EPaulsenClnrproperty.com Program involvement Newport Beach Little League, AYSO and CdM Water Polo Club Explain why you are nominating this person Eric Paulsen is currently the Field Director for Newport Beach Little League and recently completed the addition of four scoreboards at Bonita Canyon Sports Park, fields 1 -4. Eric put in a tremendous amount of time obtaining bids, gaining city approval, processing plans and specifications and managing the installation of the scoreboards. Eric not only gave of his time but also his physical effort. He and a few of his board members personony picked up shovels and filled in several hundred feet of open trenches! Eric gained approval of the Parks, Beaches and Recreation Commission to move forward with the project in January 2009 and worked diligently to have the project completed in time for the league playoffs in May! Your name Sean Levin Phone (949) 644 -3159 Relationship to Nominee Professional Your email SlevinCcity.newport- beach. ca. us Fax (949) 644 -3155 Address 3300 Newport Blvd, Newport Beach CA 92633 Please submit this application for consideration to: Community Service Awards C/O Recreation ft Senior Services Dept. 3300 Newport Blvd. Newport Beach, CA 92663 For questions please call: 949- 644 -3151 EXECUTIVE SUMMARY OF THE ENGINEERING PRELIMINARY STUDY FoR SYNTHETIC TURF PROJECT NEWPORT BEACH, CALIFORNIA PREPARED FOR: CITY OF NEWPORT BEACH PARKS, BEACHES AND RECREATION COMMISSION 3300 NEWPORT BOULEVARD NEWPORT BEACH, CA 92663 PREPARED BY: CMX, L.L.C. 7740 NORTH 1 6TH STREET, SUITE 1 00 PHOENIX, AZ 65020 (602) 567^ 1 900 AUGUST 4, 2009 CMX PROJECT NO. 3232 ' EXECUTIVE SUMMARY OF THE ' ENGINEERING PRELIMINARY STUDY FOR ' SYNTHETIC TuRF PROJECT ' NEWPORT BEACH, CALIFORNIA ' PREPARED FOR: CITY OF NEWPORT BEACH PARKS, BEACHES AND RECREATION COMMISSION 3300 NEWPORT BOULEVARD NEWPORT BEACH, CA 92663 ' PREPARED BY: CMX, L.L.C. 7740 NORTH 1 6TH STREET, SUITE 1 00 PHOENIX, AZ 65020 ' (602) 567 -1900 AuousT 4, 2009 CMX PROJECT NO. 3232 1.0 EXECUTIVE SUMMARY The City of Newport Beach Recreation and Senior Services Department currently manages a number of well used, well maintained and well designed parks. These parks offer a great deal of athletic fields for the residents use throughout ' the year. These fields are currently inactive for several weeks each summer and winter between the currently scheduled organized leagues. The City generally uses these times to provide annual maintenance, repairs, and to make improvements to the fields so they continue to offer a high level of playability for the participants. Replacing one of these natural turf fields with synthetic turf will allow for increased usage for two reasons. Synthetic Turf fields require minimal maintenance compared to natural turf fields and therefore can be used during the previous times between established leagues. Secondly, synthetic turf fields ' recover quickly following rains and can usually be played upon within hours and not days. City staff allows for an average of ten (10) days each year during the seasons for the fields to be unavailable do to rain. These days can be re- captured and added to the available times the fields are open for use. To reach the goal of providing subjective reasons for selecting a site, CMX ' rejected the approach to ranking that would have ordered the sites from one to fifteen in each category and awarding the points in that manner. We felt that it was more realistic to create categories within each criterion that awarded points to a range of data. In this manner several sites that may have had equal data, such as number of parking spaces available or annual maintenance savings, would receive equal points. This would then make the site that was truly superior to the other sites have to separate itself by exceeding the minimum or normal standards that were established by the majority of the sites. At the ' conclusion of the ranking the data in each category, totaling the points for each site and re- ordering the sites by score, it was evident that using this method rewarded the site that will provide the largest return on the investment. ' An overall review of the ranking matrix shows four groupings of fields based on points they received. Bonita Creek Park (both configurations) with 34 -35 points is seven to eight points ahead of the second place field (Lincoln Athletic Center - both configurations) and all the remaining fields. The second grouping has five fields with from 21 to 28 points. There is a three point gap to the next group that includes four fields, from 18 down to 15 points, and then gap to the final three fields, each with 13 points. In the Development Cost column we established seven ranges and awarded points in six of the seven. It should be noted that two of the sites, Bonita Creek ' Park and Lincoln Athletic Center, have two separate fields planned for these sites. We have included a single field (selected by City staff as the most popular) for one entry and the complete (both fields) site development alternative for a separate entry. In addition, four of the sites we designated by City staff to include alternates to develop only part of the fields. These alternate prices have ' been developed for Mariners, Bob Henry, Buffalo Hills and Eastbluff Parks and would result in only the outfields being converted to the synthetic turf while leaving the infields as currently constructed and maintained. Changes to the data in the Development Cost column may also affect the Cost per Participant column. The development of both fields at the Bonita Creek Park and Lincoln Athletic Center would require a greater investment in construction dollars but these larger scale projects were only slightly behind their smaller configurations in points awarded. The City currently supports six Organized Sports and the points were awarded in this column based entirely on the number of sports that are supported at each site. The parks that offered the highest amount of versatility received the most points. By offering points in ranges, several sites received the same points. By separating the fields at Bonita Creek and Lincoln Athletic Center the single field ' configuration was awarded less points but these fields still remained at the top of the rankings. ' The presence of Sports Lights at a park is beneficial to increasing the usage should that park be selected for the conversion to synthetic turf. There are currently only four sites that have permanent sports lights and one where temporary lights are installed for specific seasons during the year. As currently weighted, the fields with lights are awarded six points, the average of the remaining categories. The remaining sites do not receive any points. This ■ weighting was discussed and agreed to at the encouragement of the City staff ■ who understands the importance of lighting at the parks to enhancing the programming offered. ' Parking is arranged to award points for the number of available spaces, both on and off site. As with sports lighting, parking is probably the second category that may deserve heavier weighting. Without parking it is difficult to increase the parks usage without negatively affecting the park users and those that live and travel near the parks. The two highest parks each had an average number of spaces available. The City maintenance staff provided the data that has been used to calculate the annual savings that can be anticipated for each park site. These figures include the costs to maintain the athletic fields and surrounding areas, make annual ' repairs and improvements to the athletic fields, and pay for water usage at the park sites on an annual basis. With the conversion to synthetic turf, these costs can be eliminated or greatly reduced. Due to heavy programming and the harsh characteristics of the soils underlying the athletic fields at Bonita Creek Park the city has experienced annual expenses to keep the fields safe and playable for the ' athletics. By converting to synthetic turf these annual expenses will be eliminated, as will as over 90% of the costs for weekly /monthly maintenance and ' annual water costs. For the purposes of this study city staff reported that 90% of the maintenance costs at Bonita Creek Park are spent on the Football /Soccer field so this is where the majority of the costs were included in this matrix. The Cost per Participant is an attempt to provide information that connects the costs to develop the new synthetic turf field with the anticipated number of ' participants that will benefit from its conversion. We have calculated the increase in the number of participants that will result from the conversion and then divided this into the Engineers Estimate of Probable Cost for that field and ' the result are then awarded points within the defined range. This data allows another dimension to looking only at total dollars that will be required to convert the athletic fields at each site. The two top rated sites ranked in the lowest cost per participant validating their positions at the top of the rankings. The Bonita Creek Park - Football /Soccer configuration received the top points in two categories: sports lighting (tied), and cost per participant; second place points in development cost, annual maintenance savings, and increase in ' participants; and third place points in organized sports and parking. By amassing 35 total points Bonita Creek Park is 8 points ahead of the second place park, the Lincoln Athletic Center - Football/ Soccer configuration. The Bonita ' Creek Park - Football /Soccer configuration scored top three points in all seven of the categories. Minor changes to the weighting of some of the categories may result in a tightening of the separations between Bonita Creek and the following sites, but it is our belief that it will not result in a re- ordering of the final rankings. By recording the top three points in each category, Bonita Creek Park - Football /Soccer configuration will provide the greatest benefits to the largest ' number of stakeholders in this process. At second place the full configuration at Bonita Creek Park is limited only by the available amount of money that can be allocated to the conversion. If sufficient monies are available, the full conversion of Bonita Creek Park will save the most maintenance monies and provide the largest increase in annual participants for a very competitive cost per participant. Choosing a clear favorite in the next grouping of sites /configurations is a harder task than identifying the Bonita Creek Park - Football /Soccer configuration as the leading candidate for conversion. There are six sites /configurations separated by six points. The top four (including the two configurations at Lincoln Athletic Center) all have permanent sports lighting and should remain in line for future conversion as monies become available. ' It is anticipated that the remaining seven sites have significant issues to overcome before they should be considered for conversion to synthetic turf. These include a lack of sports lighting, insufficient parking and no flexibility in the number of sports that can be offered at these sites. ' CMX Sports Engineers recommends that the City of Newport Beach proceed with the next steps in the Synthetic Turf Project, the completion of construction ' documents, bidding out of the documents for the selection of the lowest qualified general contractor bid and the subsequent conversion of the football /soccer athletic field at Bonita Creek Park from natural turf to synthetic turf. 2 2.0 Selection Matrix The underlying purpose of Phase I of the Synthetic Turf Project is to create an objective analysis of the selected park sites and their respective athletic fields with the intent to convert the athletic field(s) from natural turf to the latest generation of in -fill artificial turf. Upon the completion of the Selection Criteria Matrix discussed in Section 3.0, CMX developed the Ranking Matrix consisting of seven (7) categories. These categories are: ■ 1. Development Cost for each Site 2. Organized Sports Offered at each Site 3. U ilities (Sports Lighting) at each Site 11 4. Parkins available at each Site 5. Annual Maintenance Savings at each Site 6. Added Participants at each Site ' 7. Cost per Participant at each Site Once we had established the main categories we developed ranking protocols with associated points in each category. A brief discussion of each follows. tDevelopment Cost for each Site: We have created seven groups of construction costs that represent the entire range. We have provided for the least expensive fields to receive the most points (7) and have reduced the points for every $250,000 increase above the entry category of $500,000. There are two sites in the study that have two (2) separate fields. These are Bonita Creek Park and Lincoln Athletic Center. For this study we have created two categories for these two parks and included them separately in the analysis. For each the entry with the lowest costs is for the field that would be preferred by the staff and the second entry is for building both fields at those parks. Organized Sports Offered at each Site: This category rewards each site with a point for each organized sport that is played there on the fields being considered for renovation to synthetic turf. As there are currently six (6) organized sports (adult and youth soccer, youth football, youth baseball, and adult and youth softball) taking place in the City's parks there is a maximum of 6 points available. Even though there are currently some additional organized sports such as lacrosse, field hockey, and rugby being played occasionally at a few parks, these sports have not reached the level where a league within the City of Newport has been organized and were therefore not included. Utilitie (Sports Lighting) at each Site: Points are awarded for permanent sports lighting available at the field being contemplated for the synthetic turf. Although 11 there are temporary lights noted at Bonita Canyon Sports Park at the soccer field being considered for renovation, the permit allowing this use is renewed annually and could be refused at any time resulting in staff recommending that no points be awarded for these lights. Parking available at each Site: Five Points were available for parking at the sites. Quantities of available parking were a combination of on -site stalls and off -site stalls /parking. Off -site parking was counted if there were legal areas (marked by striping) on the surrounding streets that allowed parking. The off -site parking was calculated based on dividing the total length of the street frontage by 20'. The exceptions to the off -site rule are at Grant Howald Park and Buffalo Hills ' Park where parking on adjacent residential streets in front of homes was counted as this has always been allowed and does not result in ticketing or towing of vehicles parked on the surrounding streets. Annual Maintenance Savinas at each Site: Categories have been established in $10,000 increments and points awarded for the estimated annual savings anticipated for the reduced maintenance and water savings. It should be noted that the anticipated savings at Bonita Creek Park are nearly double the next highest park. This is a result of the consistently salty soils present at Bonita ' Creek Park, as well as consistently higher programming at this park, which requires extra maintenance each year to allow for the natural turf to be maintained at the current levels. t Added Participants for each site: The additional hours for each day that the fields will be available due to the renovation to synthetic turf, as well as the additional days when field maintenance was normally performed were calculated. I have included a spreadsheet showing these calculations. Using this data it was determined that there would be a 49% increase in the times that the fields would be available following the change to synthetic turf. This percentage was applied to the annual usage numbers supplied by City staff to generate the anticipated additional number of participants at each site. The above mentioned spreadsheet includes the calculations and shows the additional participants and the anticipated total participants at each site. Cost per Participant at each Site: Categories have been established in $5.00 increments and points awarded for the calculated cost of the estimated synthetic turf divided by the annual number of athletic sports participants. The lower the costs per participant, the greater the number of points awarded. The points in each of the seven categories have been totaled and then the sites have been ordered in the rank from highest to lowest. The Bonita Creek Park- Football/Soccer Field leads the list by 5 -6 points over the second place site, Lincoln Athletic Center - Football /Soccer Field. I I K►' I I ' 3.0 Exhibits Included are the following: Ranking Matrix for the Fifteen Possible Park Improvement Options Proposed Site Plan for Bonita Creek Park I Y O H u d rc o f � m J � W u � adc L z =q � N � W r W O 2 LL m 2 W m m m m m m m a�ONV (SL o) 0 Bulmuea r N a N to r co F H r .ago wMNO U) �N�pH n � M M O O inN» O N Of T r r M g J O a 0 008880 00 Q mao _ ca o°oo 888$8 $ F C N a 0 Aoo �o 0 ooe 00 c »www N°a Noy 8888 f- s)uiod lela Ln a n A CO N a 1616191-1 ao co to to M M Cl) a M CO) N N N N N N RO'A O'fN c N slulod (D h In a R M m u') q M M M N r N U E r i a Yt C m a 0 u a° a Y Y Y QY N O N co m Cl) rn rn � v (D r r- to N papalwdAuedaVed Jad 1SOO U� O 0) o � � O U N y IT 0) � h O> O) ( MN ( j » V> 6.) ee e to � � U) » » C y syuiod t0 N N t0 M 7 N V M N N M N r N N � d V N O) LO N O) V O 00 LO u) co u0 co u1 c to Cl) (D O V N N O (D V O) N 00 r � n N OD co N 00 00 N 00 00 W 'T O 00 M sluedp!yed PePP r-_ (D V ILO N M V M N .�- N d NS)UIOd O r� N M N Cl) M r r N N M N N N c N N C C N 'j co W CO O O) N fD 01 O] O N N W N I,- LO O) N co V O) N O) V M N M co co U) M co (D n M l0 W (O Cl) O 1l co) SBwneS u011eAOU98 lanuud � C N O N O O co O u0 CN M c — N r r N r r r Q S)UIOd M M N N M N W) N N V r N N M r 6uPUed le{o 0 W V ti (N � r r c r c00 co U) N in (OD s r a aLS-ll N N O O LO O O O Cl) O O O O N M r el!S -u o n O ro m 0 n cMD to NN c -� v s)ulOd to O O t0 O to O O O O O O O O O N N D (-L)luelOdWaL(d)luaueuuad :s146!l suod a a a a a a r z Z Z Z Z Z Z z N 0 n S)ulOd M N M N Cl) N M M M M N r r M v N N c (41noA 01 S llnPV)(Ileg4oS I ileglooj M (O M u) M N M Cl) co M N r r M p` 'llegasoq'j@ OoS)spodS)0 # y SlUlOd (O r 'Q r (!Y M 7 to O IT 1lY N V N M 0 U C N E 0 00 00 00 0 0 0 0 0 0 0 0 0 0 0 O O O O O O O O O O O O O O O O s1SOO elgegad 0 Lf) co 0 0 0 0 0 slaaul6u3 )o alewilS3 Pasotlad 00 o � N OOi m � O uD It OD E9 e9 F9 Vi to to E9 64 V3 a Q � 0 v v N O O 0 N Y O N L 0 m q N - O O O O w m y 9 L Q IL IL y a 9 9 b m D O ad r N W a0 y d m C C Y LL Y LL Y Y U U m C a Y JL 'L LL d Y Yy Cl Y 9 0 Y W a Y d V R U V Q Q o a V a c = n o 3 c o e e x r 9 c d x O 'e m u w r ^' S 0 o c 9 c w m ° c m m c c 'c w m m (9 U rn Z a w �- N co V (O O h c0 m m m m m m m m a�ONV a E o ?$S .ago wMNO �N�pH n � qw o O O inN» O N a'�p vio N N M g O a 0 008880 00 mao _ ca o°oo 888$8 $ N � C N a Aoo �o 0 ooe 00 c »www N°a Noy 8888 ?� 1616191-1 N a RO'A O'fN omo a v�o L m E r i a Yt a 0 u a° Y Y Y QY pOp �' pp N N NNH O N N L06L -L99 (ZO9) XVd 006L -L99 (ZO9) Hd OZO98 VNOZ18V 'XIN3OHd OOL MS '1S HAL 'N 04LL SMUIOU3s:aodS��/�� 11�� �tl1 NdVd M33HO VIIN09 VQIA Vl v anlVS b'3 NOIIV3HM3l 28 SNHVd HDV38 IdOdM3N J0 A110 dr :J.8 MA33HO a 85W 18 NMdHO 08 = „L :]lVoS 6o Al nr :3-LVa o zm road xWo m �- V) r LLI Q 1+ U W J J N L� 0 Z U'UX O U m Z too < °J U U V) 0 cc a 2 � z o °a =oav~io� 0 x0OO zL` \\ z V) a' Qa a'm0� ! ; Q 00 N U W = O J 0_ J JJ J Oa~ �2Q }YJUZ LLI ce v O 0f .,vZ V w J� Q QQ LLI W� �z0 O ZY� JN¢QJ Q JJ =O OLD } � O a oZ 0 W O m mm Q' J O a `Y a .J a Q O m W a a Q Q H (n u� 0 O V7 O W Z_ L� U-j c0 J J 0 00 O O LLI s (%� Ot-(n 2 da o Ln \m JZL UUmm mOL1 lb U wE Q OW Q aE LLJ Xm L� W Li V) wY�UO QQ ~00Q OUm<� Vi �OOO W X(OOa O O 000 'tQ 'o -to N LoQ ((o V) LLJ Z 2 Q O N to F O G! ~ H J H H 0 U Lo �..vm cD It to N N m 0 O LL t LaJ W �.WJ Z) J� Z Li Q� 0Q 0 a a D 7 m D 0 $ a Q U Q m m U W Q m U O W O Q Q Q U a k Woxmoalnoo�^ 00000 Q o 0 0 J W 4 ararr uj � N f7 V U7 cD n 06 of O- N M- � cV M --'h U-i (V M 4 ui to J N r Ar .� A .' ra ` T1` a a * u j 4r i O 00 00 O p O? a) N CITY OF NEWPORT BEACH Parks, Beaches Et Recreation Commission Regular Meeting June 2, 2009 - 7pm Convened 7:10pm ROLL CALL Present: Tom Anderson Tim Brown, Vice Chair Kathy Hamilton Phillip Lugar Greg Ruzicka Excused: Marie Marston Staff: Mark Harmon, General Services Director Sean Levin, Recreation Superintendent Teri Craig, Admin Asst DIRECTORS COMMENTS Director Detweiler stated that the CYC renovation project is nearing completion and looks beautiful and expect completion at end of next week when summer classes and camps will begin. She went on to say that the OASIS grading project would be completed this week and that the mapping of the floor plans will begin next week. The project is moving along on schedule. She noted that the 5k flier was at the dais for all Commissioners to continue training for the race this weekend. Director Harmon stated that there was a very successful Memorial Day and that the lifeguards estimated that there were between 80,000- 90,000 people there each day at the beach. Maintenance went smoothly at the beaches and hope that it continues throughout the summer. Commissioner Lugar asked about the feedback from the bbq cards being sent out. Director Detweiler stated that the cards were handed out during the weekend and in all honesty there was some frustration on behalf of those that they were given to. She noted that staff and parking lot staff began to educate the visitors. She noted that many abided by the rules but when you get that many people down there it becomes very difficult for one individual to enforce the rules. She stated that this will take some time. Commissioner Hamilton stated that the cards came out very nice on the cards. Vice Chair Brown thanked Director Harmon for his help with the light at 1 /1 Marine Memorial at Castaways Park. Director Harmon stated that while installing the light many people that live right around there say that that can only see the flag lit and that it looks wonderful. Commissioner Hamilton stated that it looks majestic. Director Detweiler stated that at the next Council meeting staff will be presenting a request for the Park Patrol funding for FY 2009/10. Parks, Beaches & Recreation Commission Regular Meeting MaY 5, 2009 — 7Pm Page 2 PUBLIC COMMENTS None. CONSENT CALENDAR 1. Minutes of the May 5, 2009 regular meeting. Receive /file May 5, 2009 minutes 2. Park Et Operations Division Activity Report. Receive /file monthly Activity Report for activities and upcoming projects. 3. Recreation Et Senior Services Activity Report. Receive /file monthly Activity Report for activities and upcoming projects. OLD /NEW BUSINESS Request to Relocate China Cove Volleyball Court. Superintendent Levin stated that staff had received a request from volleyball player Steve Vrebolavich to relocate the volleyball court at Chine Cove. He went on to remind the Commission that at the February 3, 2009 Commission meeting a discussion was held regarding the request from homeowner Harold Parker to remove the volleyball court at China Cove and a request from David Beauchamp to relocate the court. The Commission acted by creating an Ad Hoc Committee comprised of Commissioners Brown and Lugar to meet with volleyball representatives, staff and China Cove residents David Beauchamp and Harold Parker to see if a compromise could be reached. The Ad Hoc Committee met on February 11, March 12 and March 31 at China Cove. The result of the meetings was to relocate the court as shown. Parks, Beaches & Recreation Commission Regular Meeting May 5, 2009 — 77pm Page 3 Superintendent Levin stated that the request to the Commission is to consider approval of the request from Steve Vrebalovich to relocate the volleyball court; and amend the China Cove Volleyball Rules hours of prohibited use from 12 noon - 4pm to 11am - 3pm. Additionally direct staff to complete a development application to the Coastal Commission for their approval for installation of the volleyball court at China Cove. Commissioner Brown stated that beyond the playing rules, other issues were discussed including lack of enforcement of the court rules which included daily removal of the net. He stated that this had not been taking place and that the volleyball players are now aware of and will ensure daily removal. Superintendent Levin stated that the rules established in 1988 were not posted nor was there anyone to enforce the rules and therefore no one was aware of them. The Park Patrol program now exists and so the plan would be to post and enforce the rules. Commissioner Brown went on to say that issues like parking will now be addressed as staff will request Parking Control to patrol the area more often. Conduct issues were discussed. with the volleyball players who have agreed they will address them with other players. He stated that the residents will be notified of the Park Patrol phone numbers and that if these rules are violated that they should call and that a record would be kept for the Commission to review if issues persist. Superintendent Levin stated that if the Commission would like a report back in six months after court is in place that it should become part of the motion. Commissioner Lugar asked if the request to the Coastal Commission had been submitted. Director Detweiler stated that staff has spoken with the Coastal Commission and they asked that when the Parks, Beaches Et Recreation Commission as a body make a decision that the application be filed. She went on to say that once direction has been given the application will be forwarded and that it could take anywhere from 3 to 6 months to be processed. Commissioner Garrett asked while this decision is being made is play going on? Director Detweiler stated that currently, no court exists. Vice Chair Brown opened the public discussion Director Detweiler stated that any correspondence emails, or information from phone calls received were forwarded to the PBB:R Commission and copies are on the dais. Warren James stated that he lives about 150 feet away from where the court was originally. He went on to say how often he was startled from the shouting that goes on with the court. He understands that at prior meetings the Commission was concerned because of the lack of attendance from homeowners but noted that he was here tonight along with his neighbors. He stated that many people that use the beach are from Irvine, Costa Mesa and Santa Ana and were not part of the public notice and unable to express their concern about getting hit from a volleyball. Mr. James stated that what it boils down to is the aggressive volleyball and that these balls are 6/10 of a pound and when served can travel at a speed of up to 75 mph and even faster with a spike. He stated that he would not want to be hit on the head from that. Having a volleyball court on the tiny beach where a lot of kids are is wrong and why take up 40% of a valuable resource to allocate to a group of at one time 4 players occupying a big part of the beach is just ludicrous. Mr. James stated that his hope is that the Commission eliminates the court and if the court remains please include a rule that the lines be removed daily. Julia Gold stated that she received her notice of further discussion on the China Cove volleyball court and that it was not a notice of an approval of a new plan but merely a discussion. She went on to say that as a 40 year resident and over 70 years old, she is deeply involved in the environment of the Cove. She noted-that the suggested relocation will totally impede free access to the beach and will constitute a barrier. She went on to say as a disabled senior resident the suggested relocation is unacceptable and it violates accessibility Parks, Beaches & Recreation Conmdssion Regular Meeting MaY 5, 2009 — 7Pm Page 4 requirements. This beach is too small to accommodate both the volleyball court and unimpeded use of the beach and there are ample courts and parking at other locations of which there is no parking at China Cove. Ms. Gold stated that this small public beach should not be a private club for a few and noted that she is in complete agreement with staff's original report of February 3 that the location and parking is unacceptable. She stated that the violence from the volleyball play is not safe for families. She stated that this new location is appalling and there is no access to the beach from the side of cove and violates the law regarding barriers for ADA. She stated again that this new location violates every environmental policy that makes Newport Beach a lovely place to live. Karen James stated that she had written a letter that the Commission received. Curtis Elmore stated that he frequents the beach almost every day and has played there since the 70's and has a son that has been playing for many years. He stated that the court has a tradition and does not understand the severity of the game that these people are talking about. He stated that there are typically 8 -10 players that bring their families and friends; so about 30 people are there. He stated that last Memorial Day weekend he noted that he had visited the beach everyday between 1:30 and 3:30pm and did a census. On Saturday, a sunny day with a temperature of 73 degrees, good visibility and 13 people were on the beach at the water's edge. He stated on Sunday there were 21 people on the beach and on Monday there were 32. He went on to say that never once did he see anybody using or sitting the in the area of the proposed court or the old location. He stated that there is plenty of room for everyone to use the beach and believes it is an asset to the community and should be reinstalled. Steve Vrbolavich stated that he filed the request to relocate the court and the players have tried to make every allowance for the residents with this compromise. He stated that some of the comments mentioned tonight actually allow for more access to the beach and that there is no possible way that a person would not be able to go down Cove Lane and access the beach. He stated that one of the issues agreed upon was that volleyball players would no longer drive their cars down Cove Lane to drop their stuff off and that they would go around and drop it off in another location and then everyone would park their car at the top. This was one of Harold James' issues. He clarified that when the net goes up and goes down the lines would be done at the same time. He also noted that there was concern about the noise and stated that the City went down there to measure the noise level and the results were that the noise was far under the City noise ordinance levels. He urged the Commission to approve the relocation of the court. Art Kish stated that he believes that everyone should be able to get along and share the resources there at the beach. He stated that he has never witnessed a conflict or problem regarding displacing the people wanting to use the beach. He stated that he wishes he could hit a ball as hard as 75 mph and has never seen the ball hit anyone at the beach. He stated that there are residents that support the court. He went on to say that the volleyball players will respect the rules and urged the Commission to approve the relocation of the court. Frank Ekert stated that he lives at China Cove and noted that he is not a volleyball player but one of the reasons for moving there was the spirit of the players and it has been sad to see it so quiet since the court has been removed. He noted that the beach is quiet and would be interesting to see a time lapse camera to see the actual use of the beach. He urged that the court be restored. Gina Mess stated that volleyball is a great community sport and that the people that use it are families and that they are trying to coexist with the residents. He stated that the noise or lack of bathroom facilities is not merely a volleyball issue. David Ronenberg stated that he opposes the volleyball court but should the Commission decide to restore the court he asked that the Commission reference Resolution 88 -14 that states that volleyball courts will not be within 50 feet of a private property or sidewalk and even though the new location is 10 feet better then it was, that his house is most effected and that it would be 25 feet from his property. Dave Beecham stated that the residents would not be here tonight if since 1988 the rules had been followed and noted that he is also guilty of infractions. He stated that for 20 years there was no enforcement and no A Parks, Beaches & Recreation Commission Reg la Meeting mays, 2009 — 7Pm Page compliance. He stated that he is skeptical of enforcement in the future. He stated that he is looking to the Commission for assurances that a zero tolerance be included in the rules and asked that play be cutoff at 5pm. Commissioner Lugar asked about the problem of the lack of bathroom facilities. Mr. Beecham stated that the beach does suffer because of the lack of facilities and that it is not just volleyball players. Steve Roniger stated that a majority of people that use the beach are residents and that they themselves are guilty of public urination and illegal parking. Superintendent Levin stated that there is Park Patrol and that they will be overseeing the rules. He also noted that the rules were not posted in the past. Vice Chair Brown closed the public discussion Vice Chair Brown stated that should the Coastal Commission approve the volleyball court that there would be a 6 month trial period and that staff would return to the PBEtR Commission for an update. Commissioner Garrett stated that he believes the beach is too small for a volleyball court and has concerns that the Park Patrol would be able to enforce the rules. Vice Chair Brown stated that there is enforcement available and should problems occur that they can call the Park Patrol. Motion by Commissioner Ruzicka to approve the request from Steve Vrebalovich to relocate the China Cove volleyball court; amend the China Cove Volleyball Rules hours of prohibited use from 12 noon - 4pm to 1lam - 3pm; to direct staff to complete a development application to the Coastal Commission for their approval for installation of the volleyball court at China Cove and if approved by the Coastal Commission that staff return 6 months after the installation of the court and to provide a status report. Motion carried by the following vote: Ayes: Anderson, Brown, Lugar, Ruzicka Noes: Garrett Abstain: Hamilton Absent: Marston Vice Chair Brown stated that unless there was an objection that the Commission would consider the three Bench Donations together. 5. Bench Donation. Consider bench request of Jeanne Marcucci at Ensign View Park 6. Bench Donation. Consider bench donation request of Phil Rowe at Ensign View Park 7. Bench Donation. Consider bench donation request of Michael Ryan at Street End of Summit Street. Motion by Commissioner Ruzicka to approve: • Bench donation of Jeanne Marcucci for Ensign View Park • Bench donation of Phil Rowe for Ensign View Park Bench donation of Michael Ryan for the Street End of Summit Street Motion carried by acclamation. COMMITTEE REPORTS - Parks - Director Detweiler stated that the Park Development Committee would begin to meet again sometime in the fall. RSS - Commissioner Hamilton reminded everyone about the CdM 5k. Parks, Beaches & Recreation Conuni lion Regular Meeting May S, 2009 — 9Pm Page 6 AD- Hoc —Youth Sports Liaison - Nothing to report — Community Services Award - Nothing to Report. — Budget- Director Detweiler reminded the Commission that the funding for additional part-time hours for Park Patrol would be discussed at the June 9, 2009 City Council meeting. Other — Marina Park - Nothing to report. FUTURE AGENDA ITEMS • Fire Ring Policy ADJOURNED - 8:35pm Submitted by: Teri Craig, Admin Assistant v PB &R Commission Agenda Item No. a- August 4, 2009 TO: Parks, Beaches and Recreation Commission FROM: Parks and Trees Maintenance Superintendent and Operations Support Superintendent SUBJECT: June and July Parks, Trees, and Operations Division Activity Report Parks Maintenance Division Activities 1. Parks Maintenance Division staff continues working with the Public Works Department on numerous projects in the planning and construction phases. The Irvine Terrace /Coast Highway Roadside Project, as well as the Grant Howald Community Center and Parking Lot Projects have been completed, and are now on their required Plant Establishment Period. Projects currently underway: o Irvine Avenue Median Project south of Bristol Street. o Citywide Study for use of Synthetic Turf Project o Coastal Peak Park - Barring any delays, this site will be turned over to the City on August 4, 2009. The temporary fencing will remain in place, however, until the official park opening on September 1 S` Projects that are in the planning phases: Sunset Ridge Park, Manna Park, City Hall, and the Westcliff Drive and Avocado Median Projects. 2. Following some recent vandalism activity at Castaways Park, the Parks Maintenance Division staff reposted interpretive signage in the kiosk located near the Park entrance. The kiosk and displays were designed and installed by Max Moosmann as part of his Eagle Scout Project in April 2006. The interpretive signage can be found on both sides of the kiosk: one side displaying a conceptual map of the park, including a list naming the native trees and plants that are found at the park; the opposite side provides an account of the site's progress through time, including historical photographs. Parks Maintenance staff recently salvaged 400 daylilies of varying colors from the Irvine Terrace Landscape Improvement project along Coast Highway. The project had recently broken ground and the plants were slated for disposal. Using landscape contractor staff, the majority of the salvaged plants were transplanted at the Arches Interchange, and the remainder planted at several sites, including the Police Department parking tot. 4. Recently, Channel Place Park was vandalized. At approximately 10:30 p.m. on l June 2, a vehicle made "donuts" on the turf at the park. A nearby resident was able to give the Police Department a vehicle description, but the offender was not found. Parks Maintenance Crew made repairs to the turf within two days. Fortunately, this type of activity rarely occurs within our parks, and the park will be monitored for off - hours activities. Recently, the Park's Maintenance crew completed the initial renovation at Back Bay View Park. The graduated rabbit fence near the corner of Jamboree Road and Coast Highway was taken down. In addition, the pathways that take visitors around these open meadows were replenished with fresh mulch. Finally, two picnic tables were installed so the public can enjoy views of the Back Bay. 6. On June 10, Parks and Trees Superintendent Dan Sereno, Supervisor Kevin Pekar, and Crew Chief Kim Pederson, attended the Youth Sports Commission Meeting with staff from the Recreation and Senior Services Department. The purpose of the meeting was to inform the various sports groups of the City's planned field renovations for the summer months and the need to close these fields to activities for a period of time. Also, staff presented information on upcoming budget reductions and asked sports groups for their continued support, including limiting use during downtime periods and their financial assistance for the funding of field repairs above the standard level of service. 7. The Parks Maintenance Crew recently completed the renovation project on the slope -side planters above the playground at Begonia Park following an extensive clean-up of overgrown trees and shrubs. In order to keep the stability of the steep slope areas, irrigation modifications were made, drought - tolerant and native plant materials were installed, and a thick layer of mulch was applied on all the planted slope areas in order to retain moisture and reduce erosion. Before After 8. Parks Maintenance Division received high marks from two different consulting firms. In the Performance Measurement report, ICMA reported that the General Maintenance Expenditures per Developed Acre are the lowest of our peer cities. In addition, CMX submitted the preliminary report on the synthetic turf project and included the following words of praise: "It is our opinion that these parks are currently being maintained at a high level for city parks." "The overall level of amenities across the entire City parks system is at the highest level CMX has encountered in all of our park and recreation work." Parks Maintenance Crewmembers are to be commended for their efforts and dedication in providing residents and visitors with such a well - regarded parks system to enjoy. 9. On July 14, the Lincoln Athletic Center was renovated. The project was completed in a very timely manner due to the coordination between the General Services and Recreation & Senior Services Departments, the Newport-Mesa School District, and the American Youth Soccer Organization (AYSO). The scope of the project included killing the existing turf, soil amending, laser grading, adjusting the existing sprinklers, setting up temporary fencing, and installing of "big roll" Bermuda sod. Rather than using a conventional organic amendment, a new porous ceramic product called Lassenite was incorporated, which has proven to work well in heavy clay soils. This product provides for increased drainage while minimizing water usage. The project was performed by Harper and Son Turf Services, and funded by AYSO. Lincoln Athletic Center In addition, Parks Maintenance staff coordinated the renovation of the football /soccer field at Bonita Creek Park. The main task was the installation of 30,000 square feet of hybrid Bermuda sod. Renovation activities also included aerification, overseeding, topdressing, fertilization, and re- grading of low areas. During this downtime, the field will be closed to public use to ensure that the playing surface is ready for the busy fall sports season. Sport groups have committed to assisting with the funding of future renovations such as this project. Bonita Creek Park These resource- intensive renovation projects are an excellent example of why the City is in the process of conducting a study to explore the possibility of converting fields to synthetic turf. Trees Division Activities During the month of May, 1,403 trees were trimmed, 2 trees removed, 19 trees were planted and crews responded to 8 emergency tree calls. The City's tree services contractor, West Coast Arborists, pruned trees within the Newport Heights areas, as part of the City's overall grid trimming schedule. During the month of June, 3,015 trees were trimmed, 26 trees removed, 24 trees were planted and crews responded to 6 emergency tree calls. The City's tree services contractor, pruned trees within the Newport Heights, Irvine Terrace and Lido Isle areas, as part of the City's overall grid trimming schedule. 1. Residents awoke early on Wednesday, June 3`d to the sights and sounds of lightning and thunder — a summer storm. A Mexican Fan Palm at Cliff Drive Park was struck by lightning and was later removed due to the severity of the damage which compromised the structural integrity of the trunk. West Coast Arborists assisted with the tree removal and clean-up, which included charred bark found more than 40 feet from the tree. Top section — The location where the lightning bolt hit first, causing the trunk to split. Mid - section — The split continued downward to the interior of the tree, significantly reducing its stability. Ground level — The concrete below was also damaged as the result of the electrical current travelling through the ground. , 2. The 2009 Arbor Day Celebration was held at Eastbluff Elementary School on Tuesday, June 96. Staff planned the event in conjunction with School Principal Cheryl Beck. Parks and Trees Superintendent Dan Sereno emceed the event and provided pictures of the transformation of Newport Beach over the past 70 years from an area with very few trees to one containing the beautiful urban forest of today. The day's festivities included: o Mayor Selich presenting the Arbor Day Proclamation to Principal Beck and students; o Marie Marston, Chair of the Parks, Beaches, and Recreation Commission speaking on the importance of trees as a natural resource; o Shannon Johnson, Urban Forester, Southern Region, California Department of Forestry and Fire Protection, and City Urban Forester John Conway presenting the Tree City USA Flag and Growth Award to Mayor Selich and Principal Beck; o 4a' and S`h grade students reading The Giving Tree by Shel Silverstein; and o John Conway leading the students in the planting of several trees at Eastbluff Park adjacent to the school. Newport-Mesa Unified School District Board member Karen Yelsey was also on- hand to show her support by participating in the tree planting activities. The attached Tree Activity Report summarizes requests and field activities performed during the past month. Beach Maintenance Activities On May 12, a new 30' flagpole was installed between the 1/1 Monument and the plaque pedestal at Castaways Park. A solar- charged battery - powered light is mounted to the pole in order to illuminate the flag at night, which overlooks Coast Highway and the Back Bay. The project was unanimously approved by the Parks, Beaches and Recreation Committee as a fitting addition to the 1/1 Monument in time for Memorial Day. 2. The sound wall on Coast Highway in West Newport, underwent a 3 -day cleaning process. Operations Support Division crews utilized both squeegees and pressure washers to clean the 4,400 feet of transparent acrylic. This operation is performed three to four times a year to remove road grime, dust, and salt water condensation from the panels. In addition to reducing road noise, the sound wall also provides a welcoming entry to the City. 3. The Storm Drain Maintenance Crew is reinstalling 435 inlet guards in front of catch basins before Memorial Day. The inlet guards have proven to be one of the best structural improvements in the City's effort to keep debris from finding its way into our harbor and ocean waters. The program, which was implemented seven years ago, is in place in high pedestrian traffic areas, such as Balboa Boulevard, portions of Coast Highway and Balboa Island. 4. In preparation for the holiday, Field Maintenance Crews installed signage three weeks prior. Starting Friday, July 3rd through early Saturday morning, July 4d', Crews worked in shifts to assist the Police Department with road closures, no parking zones, and no fireworks notifications. Crews installed over 200 signs and four message boards. Staff also supervised the road closures performed by the contractor. Operations Support Crews emptied trash containers, shoveled fire rings, swept streets, and groomed the beaches on Friday and Saturday morning in preparation for the tens of thousands of visitors that would congregate in those areas throughout the day and late into the night. July 5t° is the biggest clean-up day of the year for the General Services Department. It required the orchestrated efforts of 47 crewmembers to clean-up the beaches, commercial districts, restrooms, and the West Newport party zone. In addition to the numerous trash bags that were filled by litter pickers and community volunteers, mechanical street sweepers removed 12 cubic yards of debris from the West Newport area streets alone. Three 3 -man crews detailed the Newport and Balboa commercial districts. Corona Del Mar State Beach proved once again to be a popular destination for thousands of visitors. In three hours, 15 Field Maintenance crewmembers collected and removed over 12 tons of trash that had been left on the ground and in the beach area trash containers at the park. Facilities Maintenance crewmembers did an outstanding job of cleaning the beach area restrooms before sunrise so that visitors could enjoy the holiday weekend. A total of 477 overtime hours were logged, ensuring that residents and visitors had a clean and safe environment to celebrate the holiday weekend. A big thank you goes out to all staff members who came to work bright and early each day to ensure that the City continues to be a popular destination for visitors. 5. On July 16, four historical City bronze plaques were restored on -site by City and contract staff. The restoration process required stripping, cleaning, and the application of stain and protective coating. The following plaques are located throughout the City: "Old Landing" at Dover Drive between Cliff Drive and Coast Highway, the Mariners Mile Retaining Wall on Coast Highway, and the Arches Interchange on Coast Highway at Newport Boulevard. Before After See attached General Services Department, Activities Reports for May and June 2009. Parks and Tr s to ce Superintendent Jim An er �- Operations Support Superintendent Attachments: (A) Tree Activity Report 2007 -2008 (B) General Services Department May and June 2009 Activities Reports General Services Department Activities Report - May 2009 This Month This Month Last Year Total To Date TTD Last Year Asphalt/Concrete Street Patching (Tons of Blacktop) 212 330 3,530 4,270 Sidewalk Repaired (sq. ft.) 4,450 6,890 45,294 55,876 Curb & Gutter Replacement (lin. ft.) 300 137 4,181 4,128 Sweeping, Beach Cleaning, Demo Materials (tons) 305 303 4,065 4,080 AsphalUConcrete Recycled (tons) 322 280 4,438 4,106 Signs & Traffic Markings Signs Made 530 2,876 14,551 7,788 Signs Installed 224 172 2,314 2,500 Decals 4 8 2,542 2,405 Special Purpose Signs/Banners Made 28 37 510 727 Street Striping (lin. ft.) Added /Replaced 1,177 4,182 222,218 775,176 Pavement Markings (including reflective) 42 59 845 1,838 Parking Stalls 5 53 395 143 Curb Painting (lin. ft.) 7,054 20,455 33,898 92,377 Thermoplastic (lin. ft.) 35,751 2,939 46,171 5,099 Sign Posts Installed 29 32 303 371 Graffiti Graffiti Incidents Removed by Staff 15 9 172 1,888 Graffiti Incidents Removed by Contractor 101 39 917 736 Refuse Collection Residential (tons) 2,779 3,201 32,261 34,247 Liquid HazMat Incidents 13 11 76 137 E -Waste Incidents 2 16 158 275 U -Waste Incidents 8 4 54 87 Recyclables(tons) 1,174 943 13,891 9,762 Trees Trimmed by Staff 123 119 1,339 1,529 Trimmed by Contractor 1,403 1,083 8,595 16,005 Removed 2 17 141 179 Planted 19 5 166 138 Roots Pruned by Contractor 0 0 103 10 Roots Pruned by Staff 5 13 205 236 Automotive Repairs 235 223 2,896 3,084 Preventive Maintenance Completed 70 63 784 818 PM Labor Hours 113 151 1,698 1,785 Beach Maintenance Beach Area Refuse (tons) 91 103 1,064 940 Beach Debris (tons) 120 287 1,405 1,601 Sweeping/Storm Drain Gutter Miles Swept 4,103 4,752 47,752 50,866 Sweeping Debris (cubic yards) 481 524 5,452 5,788 Storrs Drain Debris (cubic yards) 23 49 1 897 517 General Services Department Activities Report -June 2009 This Month This Month Last Year Total To Date TTD Last Year AsphaWConcrete Street Patching (Tons of Blacktop) 352 374 3,882 4,644 Sidewalk Repaired (sq. ft.) 4,350 4,346 49,644 60,222 Curb & Gutter Replacement (lin. ft.) 460 188 4,641 4,316 Sweeping, Beach Cleaning, Demo Materials (tons) 382 597 4,447 4,677 AsphattlConcrete Recycled (tons) 358 308 4,796 4,414 Signs & Traffic Markings Signs Made 2,684 2,279 17,235 10,067 Signs Installed 253 214 2,567 1 2,714 Decals 906 134 3,448 2,539 Special Purpose Signs/Banners Made 63 17 573 744 Street Striping (lin. ft.) Added/Replaoed 320 8,286 222,538 783,462 Pavement Markings (including reflective) 14 69 859 1,907 Parking Stalls 0 97 1 395 240 Curb Painting (lin. ft.) 50,616 2,764 84,514 95,141 Thermoplastic (Im. ft.) 0 199 46,171 5,298 Sign Posts Installed 23 42 326 413 Graffiti Graffiti Incidents Removed by Staff 20 7 192 1,895 Graffiti Incidents Removed by Contractor 159 85 1,076 821 Refuse Collection Residential (tons) 2,803 3,157 35,064 37,404 Liquid HazMat Incidents 18 7 94 144 E -Waste Incidents 35 35 193 310 U -Waste Incidents 17 10 71 97 Recyclables (tons) 1,200 902 15,091 10,664 Trees Trimmed by Staff 90 73 1,429 1,602 Trimmed by Contractor 3,015 556 11,610 16,561 Removed 26 12 167 191 Planted 24 6 190 144 Roots Pruned by Contractor 0 0 103 10 Roots Pruned by Staff 32 8 237 244 Automotive Repairs 317 307 3,213 3,391 Preventive Maintenance Completed 86 99 870 917 PM Labor Hours 147 300 1,845 2,086 Beach Maintenance Beach Area Refuse (tons) 118 103 1,182 1,043 Beach Debris (tons) 135 223 1,540 1,824 Sweeping/Storm Drain Gutter Miles Swept 4,923 4,972 52,675 55,838 Sweeping Debris (cubic yards) 489 597 5,941 6,385 Storm Drain Debris (cubic yards) 41 48 938 565 ao, $$ACg O4� � a ° o y ��o �OdSI� 01 (O O Q) r M r r yjJG� Y N O O �eQ O O O �Qay O j O `gam T x au p > oo �a 9tpa40 O T oN M H k cd r C cd JaQ� a r. 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CD N cd y t0 �sn� Ob N U w r x co O x O $$ACg O4� � a ° o y ��o �OdSI� 01 (O O Q) r M r r N O O N O O O O O O O O T x p T T O O T O x k # 00 CD N r # t0 O N T r x co O x O O O x M x r r O O O O x x LO O o 0 0 0 x0 O T O O O T O O O i N O o 0 0 co e O O 19T o 0 0 w « O N O O O o x CL .+ N O O O O ¢ N C C O' O O N O O O O w cu a (A N o 0 0 0 O x N O O O O N y � > O O > m O > E N O N N ~ a o cc U N N E O Q w U F� 0- m r N 16 7 O E O O M M O O r N O O O O O O O T p T r O k # 00 CD N r # k x + x co O O O O O O M o r r o x x x x LO O O O N T O O O T O O O O N O o 0 0 co O O O N w � o cr CL .+ a) N ¢ N C C O' O O +O N w cu a (A N > O c 0 E E O U a d P Q Q ca c 0 a a K 0 O W O 0 d fA ma C A A C R a = •-cEa.- rE�s R. -off c E U " E w C. =2 .d+ O c d w E t a U OE O o E d E m N Ind MM G Services Department Parks and Trees Division Fiscal Year 2008-2009 Claim Removals 'A W Trees 0 July-08 0 August-08 0 September-08 0 October-08 0 November-08 0 December-08 0 lianuary-og 5 IFebruary-09 1 0 jApril -09 1 _2 1412 St. Andrews Road Problem Tree Removals M" ew 0 July-08 0 August-08 0 September-08 0 October-08 0 November-08 0 December-08 0 IJanuary-09 0 [Fi �ruary-09 0 jApril -09 1 12027 Sway Lane Item 3 August 4, 2009 Recreation Services Monthly Activities Report To: Parks, Beaches Ft Recreation Commission From: Sean Levin, Recreation Superintendent Re: Recreation Division Monthly Activities Report ADULT SPORTS SOFTBALL - June and July have been very active months on the softball diamonds of Newport Beach with 117 adult softball teams playing in over 550 games as the league regular season winds down for the 2009 summer season. Play will continue throughout August with league champions receiving impressive duffel equipment bags with "2009 Softball Champions" printed across them, reminding them of their championship achievement. Staff has worked hard this summer with the Parks Division in staggering league start and finish dates so that needed field renovation can occur. The fall adult softball leagues have a registration deadline of August 7. Fall leagues will begin the week of September 8. FIELDS - Currently, complete field renovation projects at Bonita Creek and Lincoln Athletic Center are underway on the football /soccer fields. When adult softball finishes up at Arroyo Park on Thursday, August 6, Arroyo will be closed through September 7 for field work. BASKETBALL - The summer leagues tipped off the week of June 22 with 74 teams enjoying the hardwood hoops action. Summer hoops leagues continue through September 3. Leagues use the West Newport Community Center, Ensign School, Lincoln Athletic Center Gym, and Newport Coast Gym during the season. Leagues will also play at the Eastbluff Boys and Girls Club in the mid to late August period, while the Ensign School gym floor renovation project takes place. The fall basketball registration deadline is August 13, with leagues beginning the week of September 14. SOCCER - The leagues concluded July 1 with an all -time record of 45 teams, the largest known league in California for 11 on 11 coed adult league play. A total of 296 total games were played, and league champions were crowned in 4 different divisions. The Newport Beach adult soccer league teams are enjoying a summer break. The fall league will begin the week of September 8, with a registration deadline of August 18. YOUTH SPORTS / YOUTH PROGRAMS NEWPORT BEACH LITTLE LEAGUE HOSTS DISTRICT ALL STARS TOURNAMENT - Quality baseball right here in Newport Beach! Newport Beach's very own Little League played host to the "Best of the Best" on Lincoln Field #2 from June 29 through July 14. All Star teams from South County, including Rancho Santa Margarita, Irvine and Laguna Hills, competed for the chance to take one more step towards the Little League World Series in Williamsport at the end of summer. And even better, Newport Beach Little League's own "Golden Voice," Eric Paulsen, is doing the game announcing! Eric spends his spare time serving Little League in numerous ways, including serving as their representative on the Youth Sports Commission. Newport Beach Little League, in an effort to thank their residential neighbors, invited everyone to enjoy a cheeseburger meal on them any time during the tournament. Little League distributed coupons to their neighbors and supporters a week before the tournament began, to be redeemed at the Snack Shack at the field. What a great way to spend a warm summer's evening: watching excellent youth baseball in your own backyard, and getting a free meal too! Unfortunately, our home team lost in the finals to Laguna Hills, despite their valiant best efforts! AYSO REGION 57 RENOVATES LINCOLN FIELD - Even though the work commenced when the final school bell rang on June 19, planning between the City, AYSO Region 57 and the NMUSD for the renovation of Lincoln Field #3 began early April. In preparation for their fall season, AYSO 57 proposed to remove and replace 82,000 square feet of turf on the Lincoln soccer /football field, along with testing and amending the soil, rototilling, adding topsoil and sand, evaluating and upgrading the irrigation system as needed, laser - leveling and regrading the field to better facilitate the existing drainage system. The finishing touch will be resodding with 66,000 square feet of Bullseye big roll sod. Since the field is owned by the school district and leased by the City, agreement to the plan on all sides was needed in order to implement it. The work is moving forward and should be completed by mid - August. The total cost of the renovation is $65,000 funded by AYSO Region 57. SUMMER BEGINS FOR PRESCHOOLERS - Pint -Sized Campers began off the summer with a POP! The 3 -5 year old campers at Newport Coast Community Center were visited by a very special guest bringing bubbles big enough to fit them all inside. It was exciting to see all of the different sizes and shapes that bubbles can make. In addition to the bubbles, the campers made friendship bracelets, animal puppets and beautiful art out of sand. The theme of the week was "Character Counts" and they all learned about what it means to be a good friend. On Thursday there is outside water fun where the children run through sprinklers that look like beach balls and play other water games with sponges and water balloons. ACTIVE KIN PARENTS SURVEY RESULTS ARE IN! - The Active Kidz afterschool program issued a short survey at the end of the school year program, measuring the objectives established as part of the City's benchmarking project. The questions addressed the overall quality of the program, whether the facilities were clean and safe for the children, the quality of the activities offered, whether the program's homework help assistance improved the children's grades in school, and if the activities were appropriately focused on fun, learning and enrichment. A final question asked if the parents would refer Active Kidz to others. An astounding 66% of the parents of Active Kidz participants responded to the survey, or 63 parents out of a total of 96 enrollments at the end of the year. Every one of them indicated that they would refer the program to others. A Likert Scale from 1 to 5, with 1 being unsatisfactory and 5 being excellent, was used in the survey for all questions except the final one. Here are the overall results: The overall quality of the program was: 4.82 The facilities were safe and clean: 4.82 The activities (games, arts Et crafts, etc) were: 4.80 My child's grades were improved: 4.50 Activities were focused on fun, learning Et enrichment 4.82 OVERALL PROGRAM RATING: 4.75 Congratulations to Supervisor Racquet Valdez and Assistant Coordinator Angie Ernst, the program's administrators, and to the Senior Recreation Leaders and Recreation Leaders who worked tirelessly throughout the school year to ensure the success of the afterschool Active Kidz program! A job well done! Racquet and Angie are already planning on ways to improve the Active Kidz program for the upcoming school year. 2 RECREATION STAFF GETS READY FOR SUMMER! - To ensure that Summer Day Campers have an outstanding, safe and memorable summer, 26 Recreation Leaders, including 6 new hires, went through over 20 hours of training. Recreation Leaders attended leadership, games, and water safety sessions at the CPRS Recreation Leaders Consortium and the NMUSD autism specialists trained both Aquatic and Summer Camp staff, preparing them to work with children with autism at Camp Friendship, and with children with disabilities in our own youth programs. Policies and procedures were also reviewed and included a swim test. They also attended customer service training which included topics such as sexual harassment and worker's compensation as well as payroll. A special thanks to Gwen Bouffard and Maggie Williams from the Human Resources Department, for educating both the Aquatics and Summer Day Camp staff. Popular motivator /trainee Gail Gorke also worked with the new staff to train and prepare them to engage the children during camp. Ninety day campers a week are currently benefiting from the extensive staff training their leaders received. Summer Day Camp is held at the Balboa Community Center and the Community Youth Center and will run through September 4`n STAFF GAINS EXPERIENCE AT CAMP FRIENDSHIP - Newport -Mesa Unified School District's Camp Friendship is just over its halfway mark with only three weeks remaining. Our Summer Day Camp staff members work at Camp Friendship three days a week to get hands -on experience working with autistic children. In addition to learning the behaviors of children with autism, the Staff is assisting NMUSD's teachers and counselors by keeping the children busy with different planned group games and activities that they don't typically teach. The camp is broken down into groups by age, which gives the staff a chance to teach them how to play kickball, arts n crafts, water games, parachute games Et more! Thank you to NMUSD for providing our Summer Staff this amazing training opportunity - they have learned a tot AQUATICS SUCCESSFUL SEASON OF SWIM LESSONS - The initial weeks of swim lessons at the Newport Harbor High and Marian Bergeson Aquatic Center pools went extremely well, and participants had a great time perfecting their swimming skills! Many parents complimented the swim instructors on their aptitude in teaching lessons competently. Instructors were quick tom_ gain the trust of their participants, and as a result, most kids were quickly able to dramatically improve on their swimming abilities. Enrollment is up more than 11 last year, as more parents become eager to enroll their children into Lessons. Also, the addition of shade structures to the Marian Bergeson Aquatic Center bleachers has made viewing of swim lessons much easier and more enjoyable for parents. SUMMER SPLASH BASH! - Newport Harbor High School has seen two Splash Bash events so far this summer, with the first on June 26, and a second evening movie viewing on July 10. Over 125 kids and parents attended each event, and all had a great time playing and splashing on the large pool inflatable's and other pool toys. Music and BBQ food was provided for all in attendance, and the popular movie "Kung Fu Panda" was shown during the July 10 event. The Splash Bash took place July 24 at the Marian Bergeson Aquatic Center and "Madagascar 2" was shown. 3 e SOUTH COAST SWIM CONFERENCE - On June 27, swim teams from all over Orange County came together at the Marian Bergeson Aquatic Center. A crowd of over 1500 people came to watch young boys and girls race across the Length of the pool, demonstrating both their swimming skills and their competitive abilities. The City provided lifeguards for the event to provide a safe atmosphere for all competitors. CONSTRUCTION UNDERWAY AT MBAC - Construction is currently underway in the offices at MBAC. Remodeling of the offices is about halfway complete, and will allow for two individual offices for high school water polo coaches, and separate storage facilities for the CdM Boys Water Polo and the City of Newport Beach. Construction is expected to be completed at the end of summer. CONTRACT CLASSES SUMMER CAMPS - As of July 20`h, over 2750 children ages 3 thru 16 have participated in a Newport Beach Contracted Summer Camp and over 4700 children have enrolled. This year, staff has seen a change in trends with more and more children enrolling in enrichment camps as opposed to surf camps. Offering an average of 25 camps per week, including surf, sailing, art, preschool, and sport camps, Newport Beach has become known throughout California as a City that provides diverse, fun, and quality camps for youth. The quantity of camps available would not be possible without the agreement between the City and the Newport Mesa Unified School District (NMUSD) to host camps at the school sites in Newport Beach. FALL CLASSES - The fall Navigator production is in full throttle and is scheduled to be complete the last week of July. The Navigator is scheduled to be delivered to local businesses and mailed to residents the first week of August. COMMUNITY YOUTH CENTER (CYC) - The CYC Rehabilitation project was completed in mid June and the doors opened for existing programs, which were relocated white the center was under construction, on June 22. In an effort to provide a safe environment for the campers and class participants, CYC is fully staffed. Now offering customer service hours for the community to visit the center, register for classes onsite, reserve the facility, park or picnic area, CYC is sure to bring a sense of community to the residents' in Corona del Mar. The staffed customer service desk also acts as a point of control for the building to ensure the safety of participants. Staff has developed a diverse program plan for CYC, which will be implemented beginning in September. After interviewing over 20 potential instructors to begin teaching at the Community Youth Center, staff awarded 9 contracts to companies and sole proprietors in the Orange County area. The following is a list of new classes and instructors who will begin working at CYC: • Easel Does It, art for preschoolers and youth Lango Languages, preschool Spanish, Mandarin Chinese, and French 4 • Sean Swisher, Guitar for youth £t adult • Gina Abravanel, Pilates for adults • Cathy Badum, Zumba Fitness /Dance for adults • Wende Lincon, Fitness for adults • OC Dance Productions, Dance for youth • Arts ft Learning Conservatory, Acting /Theater for youth In addition, current instructors and classes that are popular will be expanding their programs to CYC including: • South Coast Music Together , Mommy £t Me Music • OC Playball, Preschool Multi -Sport • Brenda Benveniste, Art • Coast Dance Center, preschool Dance • Adam Leu, Ballroom Dancing COMMUNITY YOUTH CENTER OPEN HOUSE - After undergoing 3 phases of renovations, including the interior and exterior, parking lot, and the roof, the center is scheduled to host an "OPEN HOUSE ", the week of October 3.9. Events of the week, include "Big Kids (Adults) Day Out" on Tuesday, October b for seniors to enjoy light refreshments and a continental breakfast, while learning about mental and physical health and free blood pressure screenings will be available, "Parent Ft Me Playdate" on Thursday, October 8 for parents and their toddlers to participate in a demonstration class, enjoy activities, crafts, and bouncers, and "Movie in the Park" featuring Madagascar 2 will be shown on Friday, October 9. Throughout the week, participants are invited to "try a class for free" and register for classes E NEWPORT COAST COMMUNITY CENTER (NCCC) NEW PLANT INSTALLATION AT NCCC - This month, the red Ivy Geraniums were replaced outside the Newport Coast Community Center in favor of Ruby Grass Melinus nerviglumis and "Little Gem" Aloe at each corner. The new foliage is located in the planters around the large palm trees just outside the center's lobby. The new plants provide a sense of uniformity, durability, and aesthetics for both residents and staff and contribute positively to the overall feel of the Newport Coast area. NCCC ENjoYING PARTNERSHIP WITH OASIS - NCCC continues to maintain an effective partnership with the OASIS Senior Center while the new OASIS is under construction. On Wednesday, July 15, early registration took place for fall Irvine Valley College classes in an effort to enroll participants in advance for the very popular classes. Registration was efficient, organized, and successful despite large numbers in line for registration. R General membership meetings on the first Friday of each month have also been very successful. Each meeting draws in over 100 members with refreshments and lunch served. The meetings are also accompanied by entertainment such as singers, musicians and comedians. OASIS and NCCC staff enjoy the opportunity to work together each month on this great event. On Sunday, July 12, OASIS and NCCC hosted a Big Band Swing Concert, with entertainment by Wartime Radio Review. Seniors in attendance were treated to refreshments, great music, and a quality dance floor for swinging the afternoon away. Over 300 members of the community attend for an afternoon of fun! AMERICAN FLAG RECEIVEs NEw LIGHT - Last month, the American fla became a permanent fixture on the pole in front of the Newport Coas Community Center. General Services mounted a solar powered Ugh atop the pole that shines on the flag during night hours, thereb allowing the flag to fly at all times. FACILITY RENTALS During the period of May16, 2009 -July 15 2009 there were: • 42 Picnic /Park Area Rentals 17 Room Rentals • 16 Field Rentals • 8 Gym Rentals There were total of (0) wedding reservation rentals for this period: PARK PATROL Park Patrol Requested calls are assigned visits by staff or schedule or phone requests. Customer Contacts are the number of times they stopped and spoke to customers other than requested calls. Due to the timing of the meeting, these monthly summaries will be two months behind (i.e. in June you will receive April summary) During the month of May /June Park Patrol had the following contacts: 1. Requested Calls • 207 with Youth Sports Groups • 93 Field related issues /checks- monitored use of fields by Youth Sports organizations and club teams, turned on /off field lights, reported goal posts unlocked at Peninsula and Bonita Creek Fields, reported vehicles illegally parked at Bonita Canyon Sports Park field 1, provided permit information to large soccer group at Arroyo Field, monitored rugby game at Peninsula Field, advised a motorcycle owner to move his motorcycle off the field at Peninsula Park, resolved a field dispute at Lincoln and San Miguel, reported illegal banner at BCSP, stopped players warming up with balls on sidewalks at Bonita Creek, reported broken scoreboard at Bob Henry Field. • 29 Park/Picnic /reservation issues /checks: monitored scheduled picnic reservations at various parks, issued warnings for dogs off leash at , Peninsula, Bob Henry, Bonita Creek, and Irvine Terrace Parks, checked on statue at Castaways Park, removed lost dog flyer at Peninsula Park, stopped group drinking alcohol at Begonia Park, checked on birthday reservations at Irvine Terrace and Bonita Canyon Parks, advised a couple to poor out alcohol at Cliff Drive Park, removed empty beer cans at Cliff Drive, dogs off leash at Begonia and Lincoln Parks, stopped skateboarders damaging City property at Bob Henry, advised a vehicle owner to move his vehicle off the park 2 grass at Eastbluff Park, stopped boys skating down storm drain at Cliff Drive Park, stopped groups drinking alcohol at Lookout and Inspiration Points, called NBPD about a sick dog at West Jetty View Park, reported broken water fountain at Arroyo, Stopped skateboarding on basketball courts at Channel Place Park, reported graffiti at Castaways Park, advised a woman to pick up her dog's feces at BCSP, reported broken toilet flushers of BCSP. • 251 Community Center issues /checks: unlocked and locked various community center rooms /gyms, checked on weekly meetings at community rooms. Unlocked Council Chambers for a community meeting. • 46 Playground checks - checked all playgrounds for safety issues and vandalism. • 75 other- Assisted a man with finding his car at CDM Beach, enforced no barbequing /fires outside of fire pits at CDM Beach. Advised numerous professional photographers that a permit is required to take photos at CDM Beach, monitored /checked on surf contest at 54`h street for any noise /parking issues, reported an injured dolphin near West Jetty View Park, checked various beach locations for complaints about unauthorized surfing Lessons/ programs, checked on Home and Garden event at the Theater Arts Center, reported couches on the sidewalk at PCH and Goldenrod, reported storm drain dumping violation to Code Enforcement, provided map to a group of tourists, dropped off "No BW' flyers to NBPD and Harbor Resources Dept's, assisted with CDM 5k sign -up's, checked on a surf contest at 54`h Street Beach, attended the field allocation meeting, turned in a lost ring found at Bonita Creek, advised bicyclists to walk bikes down the hill at Castaways Park, assisted NBPD with looking for a lost child. • 9 Pre -event check • 1 Post -event checks 2. Public Contacts • 92 education • 9 alcohol • 104 dog related Written Warnings Issued- (3) 1 for a vehicle parked For Sale in CYC parking lot, 1 for smoking on the beach at 30`h street, 1 for private training at San Miguel Park. Citations Issued- (2) 1 for private instruction at Irvine Terrace Park,1 for alcohol at Bonita Creek. PARK PATROL HIRING - Staff is currently in the process of hiring a Park Patrol officer with interviews scheduled for August 4th with the goal of having the new officer start work in early September. ADDITIONAL INFO - This month, Park Patrol Officer's assisted the Police and Harbor Resources Dept's with enforcement of the rules and regulations at CDM Beach. Specifically, we have been helping to educate and inform the public that bbq's / tents/ alcohol are not permitted on CDM Beach or the parks above CDM Beach. Additionally, during this time, we have seen a large increase in commercial activities on our beaches and in our parks (Boot Camps, surf camps /lessons, private fitness training, etc.) Park Patrol Officer's are making contact with these groups and explaining the permit /contact process for using public property for these type of programs. 7 SPECIAL EVENT PERMITS As of July 15, 2009, there were 121 Special Event Permits processed and issued for the year. Those events of note for this period are: CDM 5k- CDM streets, June 6, 2009 - Attendance: 4000 Balboa Island Parade- Balboa Island, June 7, 2009 - Attendance:5000 Magic Shoe 5k- Eastbluff Streets, June 13, 2009 - Attendance: 800 Dunes Fireworks Show- Newport Dunes, July 4, 2009 - Attendance:5000 Old Glory Boat Parade- Newport Harbor, July 4, 2009 - Attendance: 60 Boats SPECIAL EVENTS CORONA DEL MAR SCENIC 5K Is Now HISTORY - The 28th Annual Corona del Mar Scenic 5K is one for the history books: the most beautiful weather possible, fastest completion of the event, over 2,500 participants, Catalina Island in clear view, the new ChampionChip timing system utilized - even a rainbow made an appearance! Thanks to the extraordinary coordination of work on the part of the General Services team, lead by Paul Ramirez and the Recreation staff team, the event ran smoothly with no major incidents. The co -hosts of the event, the Recreation & Senior Services Department and the Corona del Mar Chamber of Commerce, extend their thanks to everyone involved in the set up and clean up of tables, chairs, canopies, equipment and supplies. Volunteers and participants alike appreciated the use of the disposable chips. Race officials were delighted that it caused the races to go much faster, while the runners were thrilled that they didn't have to pause in their cool -down to tear off their bib label or cut a returnable chip off their shoes. Results were posted on Presenting Sponsor Hoag Hospital's canopy earlier and runners' times were more accurate due to the chip also. 4Th OF JULY - Over 3000 smiling faces marched and biked down Mariners Drive celebrating the Independence of our Nation on Saturday July 4th for the 37th Annual 4th of July Celebration at Mariners Park. Families and friends enjoyed a full day of entertainment, games, bouncers, a rock wall, food, and much more. Staff works closely with the Mariners School Education Foundation to organize this event each year. Staff appreciates Mayor Pro Tern Keith Curry, Council Member Leslie Daigle, PBttR Chair Marie Marston, and PB &R Commissioners Tom Anderson and Kathy Hamilton and City Manager Homer, Bludau for joining us at the event. H PARK &t CAPITAL IMPROVEMENT PROJECTS SUNSET RIDGE PARK - Recreation staff has been meeting regularly with Planning, Public Works, General Services staff, EIR consultant and the Landscape Architect. The project team is working to finalize the EIR and the concept to move into construction drawings. The goal of the team is to bring the EIR to City Council in January of 2010. MARINA PARK - Comments from the distribution of the EIR have been received and staff is working on finalizing the EIR document. COASTAL PEAK PARK - The park is nearing completion with the two baseball fields, three soccer overlay's, two batting cages, basketball court, tot lots and picnic pavilions just about ready for action! Please join us for the dedication and park opening on August 4`h'. PLAYGROUND REPAIRS - As part of the ongoing playground maintenance program the teeter totter at Buffalo Hills park was fully renovated by Recreation staff. The interior bushings were replaced and all exterior parts renovated and painted! 0 Senior Services Monthly Activities Report To: Parks, Beaches Et Recreation Commission From: Celeste Jardine -Haug, Senior Services Manager Re: Senior Services Division Monthly Activities Report 0 Fitness Center - In preparation for the new Wellness / Fitness Center, staff has been meeting with several companies to equip the facility. We have be doing a site visits to new fitness centers that serve the senior population and have the equipment that we are researching. Life Fitness, Techno Gym and Cybex are the companies that we are reviewing. We are hoping to be able to try the equipment and assess it for ease of use for seniors. We will also be making a visit to Leisure World to look at their fitness Center and ask what equipment is utilized the most. This is a very exciting process which wilt result in an incredible new space for seniors to stay welt and fit. Coastline College - We have now completed a successful semester of Coastline College classes at the new Locations. Everyone is now used to the facilities. We have actually picked up new students who had never been to the Senior Center. Unfortunately, due to state budget constraints, the summer classes are being cut back and also limited in student numbers. Each class will only be allowed to register 45 students. Our exercise classes have about 90 students. In order to accommodate the students, we have created a contract with the exercise instructors and have registered the excess students into new classes that we have created. The instructor will do all that is required by the City to enter into a contract (insurance, business license, etc) but the class will be offered at no fee to be consistent with the Coastline class. The summer session will began the week of June 15`". Fall might be even more difficult in terms of class availability with Coastline so staff is gearing up to see what needs to be done in order to still be able to offer a good array of classes. New Board Members - Seven people were elected to the Board of Directors for the Friends of OASIS this past week. ALL but two were incumbents. The two new members are Mimi Shapiro and Walt Howald. The Incumbents included Scott Paulson, Victor Caliva, Helen Sherman, Nancy Acone, and Ed Romeo. They will be installed at next month's General Membership meeting. New Meeting Location - The Board will begin meeting at the Sea Scout base this month. They have had trouble finding a suitable location that fits their regularly scheduled meeting time. The Sea Scout Base was very generous in offering us space free of charge to hold this meeting every month until the OASIS is constructed. At the meeting this month, the new officers will be elected for the Friends Board. 10 f Special Event - The Senior Services Division and the Friends of OASIS hosted a fantastic Big Band Swing concert in July on a Sunday at the Newport Coast Community Center. The Band was the Wartime Radio Review and they have quite a big following. We held this event in the Gym and put down the portable dance floor to allow people to dance. It was a fantastic event and everyone had a great time. The cost was $5.00 for members and $10.00 for non - members. The cost of the band was covered by the Friends. Funding for Classes - Due to the state budget crisis, we had been informed that the funding for emeritus classes through our local community colleges has been tenuous. We offer 15 classes through Coastline College and 7 classes through Irvine Valley College. We might not know whether the classes will be cut until the last minute before the fall session begins so we are going ahead and offering the classes and having students register with the hope that all will be well. Irvine Valley is hopeful that they will be funded so they visited Newport Coast Community Center this week to pre - register people for fall classes. This is a nice way for the senior students to meet the college and to get questions answered. These classes traditionally all filled before the semester starts. 11 I PARTICIPANTS ATTENDING 16,808 CUSTOMERS RECREATIONAL CLASSES PERSONALIZED SERVICES PROVIDED Includes: Blood Pressure 62 Counseling- persons 110 Eldercare 0 Employment 10 HICAP 5 Housing counseling 55 SENIORS RECEIVING TRANSPORTATION SERVICES Care -A- Van /Shuttle CUSTOMERS RECEIVING NOON MEALS AT THE CENTER* *includes meals on wheels LACMA Pompei 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 Taxes PARTICIPANTS IN FRIENDS OF OASIS TRAVEL/ SAILING CLUB Day Trips Little Italy 29 LACMA Pompei 43 Casino 52 Glendale Theater 23 Chinatown 36 Lone Trips Smokey Mtns 4 Sun Valley 3 SPECIAL EVENTS/SCREENINGS /LECTURES Big Band Seminar 140 Tail Trekkies 58 OASIS Golfers 343 Computer Friends 60 UCI Lecture 56 Information/ Referral Legal Assistance Senior Assessment(hrs) Telephone Reassurance Visual Screening Transportation Info Taxes 4,221 CUSTOMERS 4,821 CUSTOMERS 2,640 10 95 629 5 1200 2,692 CUSTOMERS 3,851 CUSTOMERS 1,287.00 HOURS ( *equiv. to 9 full -time employees) Sailing Club- Sailors OASIS III OASIS IV 566 CUSTOMERS 155 221 657 PERSONS 12 � t��W PART C'4( /L00.1� P TO: FROM: SUBJECT: General, Services PB &R Commission Agenda Item No. August 4, 009 Parks, Beaches and Recreation Commission General Services Director Bench Donation Request- Marine Avenue, Balboa Island (Final) Recommendation Staff recommends that the Parks, Beaches and Recreation Commission accept the bench donation requests for 306 and 323 Marine Avenue- Balboa Island. Discussion /Backeround At your January 6, 2009 meeting, the Commission approved the donation of twelve (12) additional wood benches along the Marine Avenue corridor on Balboa Island. A copy of the January agenda report is attached (Attachment A). The Balboa Island Improvement Association (BIIA) was responsible for coordinating the project and soliciting private donations for the purchase of the new benches. The twelve new benches have been installed and well received by visitors, residents, and the local business owners. The City had originally approved fourteen (14) locations where additional benches would not impact pedestrian or vehicular traffic. The BIIA was able to secure donations for the twelve benches that the Commission approved in January, leaving two sites empty until future donations could be obtained. On July 12, 2009, staff received a letter from Mr. William Stewart of the BIIA (Attachment B) informing us that the donations had been received for the final two locations- 306 Marine Avenue and 323 Marine Avenue. Staff is recommending approval of the bench donations for the final two approved locations on Marine Avenue. City Council Policy B -17 Compliance As the value of each bench is greater than $1,000.00, each person donating may include a dedicatory plaque to be placed on their respective bench. The submitted plaque verbiage for each donation (Attachment C), which is listed on the individual applications, complies with City Council Policy B -17. Financial Information The cost for each individual bench is $2,917.15, which includes tax and freight, $156 for the cost of the plaque, and $1,000.00 per bench for installation and maintenance costs. The Jatoba wood requires annual sanding and staining to preserve the finish. The cost per bench is significantly higher due to the low number of benches being ordered. Notice The BIIA, BIBA, Marine Avenue BID, and Mayor Ed Selich have all received a copy of this report and a notice of the Commission meeting. Mark Harmon, Director General Services Department Attachments: (A) January 6, 2009 Agenda Report (B) Letter from Mr. William Stewart (BIIA) (C) Copies of the individual Bench Donation Applications �Ew�RT } C9<IFp�P TO: FROM: SUBJECT: General: services- De PB &R Commission Agenda Item No. _ January 6, 2009 Parks, Beaches and Recreation Commission General Services Director Bench Donation Request- Marine Avenue, Balboa Island Recommendation Staff recommends that the Parks, Beaches and Recreation Commission accept the bench donation requests for Marine Avenue- Balboa Island. Discussion /Background City Council Policy B -17 establishes a fair, equitable, and uniform procedure for which gifts may be donated to the City. This policy sets forth specific criteria for donations to assure area compatibility, attractiveness, usefulness, and the capability to be maintained. Currently, Marine Avenue on Balboa Island (between the bridge and Park Avenue) has thirty -nine (39) benches located on the public sidewalk and maintained by City contract. These benches are Jatoba wood slat with concrete frame (Attachment A shows a picture of an existing Marine Avenue bench). The benches are extremely popular during peak season times, weekends and holidays, and are normally filled to capacity with visitors from the shops and restaurants in the downtown area. City staff was contacted several months ago by Mr. Bill Stewart, representing the Balboa Island Improvement Association (BIIA), regarding the donation of additional benches along the Marine Avenue corridor. The BIIA feels that additional benches would make this shopping area more pleasurable to Island residents as well as to visitors who support the local businesses. To this end, the BIIA solicited donation requests from business owners and residents for the purchase of the benches. The Association was successful in obtaining donations for twelve (12) additional benches to be installed on Marine Avenue. Attachment B contains copies of the individual donation applications, as well as a list of the location/address of each new bench. The City's Traffic Engineer, Mr. Anthony Brine, has approved the proposed bench locations as it relates to traffic, pedestrian and clearance issues. City Council Policy B -17 Compliance Attachment C of this report is a copy of City Council Policy B -17. Section 3(b) of the policy states: "Bench donations within a commercial district will require notification of and an endorsement from, the local business association, if applicable. " Staff has obtained letters of support for these additional benches from the Balboa Island Improvement Association (BIIA), the Marine Avenue Businesses Improvement District (BID), and the Balboa Island Business Association (BIBA). These letters of support are included herein as Attachment D. As the value of each bench is greater than $1,000.00, each person donating may include a dedicatory plaque to be placed on their respective bench. The submitted plaque verbiage for each donation, which is listed on the individual applications, complies with City Council Policy B -17. Financial Information The cost for each individual bench $1,156.00 including tax and freight, with an additional $156 for the cost of the plaque. The City also collects $1,000.00 per bench for installation and maintenance costs. The Jatoba wood requires annual sanding and staining to preserve the finish. Notice The BIIA, BIBA, Marine Avenue BID, and Mayor Ed Selich have all received a copy of this report and a notice of the Commission meeting. Pr Mark Harmon, Director General Services Department Attachments: (A) Photo of an existing Marine Avenue Bench (C) Copies of the individual Bench Donation Applications (B) Copy of Council Policy B -17 (D) Letter from the Balboa Island Improvement Association (BIIA) Letter from the Marine Avenue Business trnprovement District (BID) Letter from the Balboa Island Business Association (BIBA) William S. Stewart 121 Agate Ave. Balboa Island, CA 92662 -1001 (949) 673 -3588 Fax 723 -1542 bill- stewartCa'Dusa. net July 12, 2009 Mark Harmon General Services Dept. City of Newport Beach Subject: Final two Marine Ave. bench donations Dear Mark, Attached are copies of checks in the amount of $2,917.15 for each of the final two Marine Ave. benches at locations approved by the City Traffic Engineer as shown on map previously furnished to you, along with the two applications from the donors showing the wording desired by them for the Bronze plaques These are the only two unassigned, City Engineer approved bench locations which are at 306 Marine in front of Aegir Realty, and 323 in front of Fresh Produce. We have obtained approval of those two locations from those two merchants. At your earlier suggestion, I shall hold the donor's original checks until you ask for them after the donations have been approved, unless you tell me otherwise. Sincerely, BI I Stew Bench Chairman, Beautification Committee Balboa Island Improvement Association Cc: Lucy Mendicina Sheri Drewry Encl. Jim Auger's email setting new price for benches with bench bid attached Letter re final 2 benchs.dDc 7/302009 To: Marine Avenue Bench Applicant As part of a joint effort of the Balboa Island Improvement Association and the Marine Avenue Business Improvement District we are soliciting offers to purchase benches to add to those already installed on the sidewalks of Marine Avenue. You are receiving this Bench Application because you have indicated a interest in purchasing a new bench on Marine Ave. with a bronze plaque similar to time already there. During this past Summer and on Weekends, it has become obvious that more benches are needed on Marine Ave, especially near the food establishments where people seem to be more careful about spilling their food when siting down than when standing or walking. We hope that these additional benches will help keep our sidewalks cleaner in addition to making Marine Ave. more pleasurable to our Island residents as well as visitors who support our local businesses. Representatives of the BIIA and the BID have surveyed Marine Ave. and selected 28 places where additional benches might be installed subject to approval by the City Traffic Engineer. and the abutting Merchant. We are not gang to install 28 new benches, 10 to 15 should be plenty. Attached is a fist of all the addresses on Marine Ave at which a bench might be installed.. Unless you don't have a preference, please select your three favorate spots and enter time addresses in your application below, and we will try to accommodate your wish. Preference will be given, first to the Merchant at that address, if they order a bench, and then to others on a first- come -, first - served basis. APPLICATION. FOR PURCHASE OF BENCH WITH BRONZE PLAQUE ON CITY PROPERTY The 1st line of the plaque begins: "IN RECOGNITION OF" or "DONATED BY" or "DONATED FOR" In the templat'd below, soratbh outttre words you do-not wanfshown on.the kattiAe of. the plaque. Then, in each space of the two°lines Under the first line, eater only 14.1etlers,'spaces-or' punctuation for all the names a yoit.wenf,lziif only natih®s orihitlals: Use a pencil to �aafilate making cihanges: DONATED BY Donoe.sname(s) AStL'r ZSW61 NA h='j V101=9r Mm 11M Addresses from Donors address I I I A 15 A L-o u% A V £NU r- let At t P ;Uzi Ceti, State, Zip 6Itfl3o.R 1-SL.AWD C-/d. °l2(ob7 -2nd Telephone Nos. 9`49 6"13 3309 =94q 110 9 ,04,3 3rd 2" E-mail address: msm.com (We prefer e-mail contactk Your Check No ITT y Ig oy Tax Deductible Amount $2,312,00 Fake Check Payable to C 11<yf Of wNe pert Ch ' " Pace rtiay viary, will obi5flrrn (Th'e City My it send a`le'ttef su" orti Y� Pp 4 j%iyr:'Yaz'de'tlitction} ` Ma1T completati appii8atiori'& cfieck'to. L1fcy i 6odieiAtfi BIIA B6eut#loaffon Chadman (We hail irold'your i necks urhil.after 701 N. Bay "FROnt Cit.yP!B&R. Commission approval -. - Balboa.Wand.CA,92se2 expected in 36 to 60 days) (948) 675-7501 Questions, or need help vvlth plaque wording? Call Bill Ste"rk (949) 873 -3588 To: Marine Avenue Bench Applicant As part of a joint effort of the Balboa Island Improvement Association and the Marine Avenue Business Improvement District we are soliciting offers to purchase benches to add to those already installed on the sidewalks of Marine Avenue. You are receiving this Bench Application because you have indicated a interest in purchasing a new bench on Marine Ave. with a bronze plaque similar to those already there. During this past Summer and on Weekends, it has become obvious that more benches are needed on Marine Ave, especially near the food establishments where people seem to be more careful about spilling their food when siting down than when standing or walking. We hope that "these additional benches will help keep our sidewalks cleaner in addition to making Marine Ave. more pleasurable to our Island residents as well as visitors who support our local businesses. Representatives of the BIIA and the BID have surveyed Marine Ave. and selected 28 pieces where additional benches might be installed subject to approval by the City Traffic Engineer. and the abutting Merchant. We are M going to install 28 new benches,10 to 15 should be plenty. Attached is a list of all the addresses on Marine Ave at which a bench might be installed.. Unless you don't have a preference, please select your three favorate spots and enter those addresses in your application below, and we will try to accommodate your wish. Preference wiH be given, first to the Merchant at that address, if they order a beach, and then to others on a first -come -, first -served basis. APPLICATION FOR PURCHASE OF BENCH WITH BRONZE PLAQUE ON CITY PROPERTY The 1st line of the plaque begins: "IN RECOGs ITION OF" or "DONATED BY" or "DONATED FOR" In the template, below, scratch out the words ig" do not want shown on the first tine of the plaque. Then, in each space of the two lines under the first line, enter only 24 letters, spaces or punctuation for all the names you want, but only names or initials. Use a pencil to facilitate making changes. -> 1 Donor's name(s) Lee C. Sutherland I Addresses from list Donor's address 1401 North Bay Front 1st Fresh Produce City, State, Zip Balboa Island CA 92662 2nd Telephone Nos. 949.675-0872 3rd E -mail address: leg.c.sutherlandagmail.com (We prefer e-mail contact) Your Check No: , i zs z Date 1i o Tax Deductible Amount: $2,312.04 Make Check Payable to: City of Newport Beach (The City will send you a letter supporting your tax deduction) Mail completed application & check to: Bill Stewwart, BIIA Treasurer (We will hold your checks until after 121 Agate Ave. City PS &R Commission approval Balboa Island CA 92662 expected in 30 to 60 days) (949) 673 -3586 Questions, or need help with plaque wording? Call Bill Stewart, (949) 6734588 1 2, „ D" ir ©©n In i'1 ®II ®� ©ODD ©�� ■���i�r����. Donor's name(s) Lee C. Sutherland I Addresses from list Donor's address 1401 North Bay Front 1st Fresh Produce City, State, Zip Balboa Island CA 92662 2nd Telephone Nos. 949.675-0872 3rd E -mail address: leg.c.sutherlandagmail.com (We prefer e-mail contact) Your Check No: , i zs z Date 1i o Tax Deductible Amount: $2,312.04 Make Check Payable to: City of Newport Beach (The City will send you a letter supporting your tax deduction) Mail completed application & check to: Bill Stewwart, BIIA Treasurer (We will hold your checks until after 121 Agate Ave. City PS &R Commission approval Balboa Island CA 92662 expected in 30 to 60 days) (949) 673 -3586 Questions, or need help with plaque wording? Call Bill Stewart, (949) 6734588 1 2, „ D" `,SSW fy4T4 Item 5 v r August 4, 2009 Recreation & Senior Services Department To: Parks, Beaches tt Recreation Commission From: Sean Levin, Recreation Superintendent Re: Newport Mesa Soccer Club (NMSC) Request for Temporary Lights at Bonita Canyon Sports Park Field #5 RECOMMENDATION Approve temporary lights for Newport -Mesa Soccer Club at Bonita Canyon Sports Park (BCSP) field #5 October 1- November 14, 2009 and January 11 - February 27, 2010 from dusk to 7:45pm, weekdays only. BACKGROUND The Recreation Division allocates athletic field space to Youth Sports Commission Member Organizations (YSCMO), club sports groups and adult sports programs. There are currently eight tit fields within the City. The demand for lighted fields in the City cannot be met with the current supply that is available. Newport Mesa Soccer Club (NMSC) is proposing to utilize temporary lights at Bonita Canyon Sports Park (BCSP) field #5. NMSC was granted use of temporary lights at BCSP field #5 over the past two years and complied with all conditions. Due to shortages in fields with lighting, Newport Mesa Soccer Club was not allocated any lit field space for the upcoming spring season. NMSC is a 50103 club soccer organization that serves the youth in the Newport -Mesa area. Club soccer is an exclusive activity in which the players must be selected based on skill level in order to participate. The organization is in its 5`h year of existence and currently has 25 teams made up of 350 youth ages 8 -18 years old. Two hundred and seventy five of their current participants are Newport Beach residents. Proposal — NMSC is requesting placement of two portable lights run by a generator on BCSP for use during the fall /spring seasons from October 1'` to November 14th, 2009 and January 11`h - February 27`h, 2010 from dusk to 7:45pm, Monday - Friday. NMSC would be responsible all costs associated with securing the lights. The lights will be locked together during non -use hours and stored near the fences and away from the main play area in a location acceptable to the Recreation and Parks Divisions. The lights will only be turned on by authorized users with a key. The lights would be placed on the eastern and western ends of the field to avoid shining into residential areas. This proposal is consistent with the previous year's requests approved by the PBEtR Commission. Attachments: 1. Request from NMSC Field Coordinator, Tom Anderson dated July 2, 2009 2. Copy of public notice mailed to residents within 500' of Bonita Canyon Sports Park 3. Pictures of temporary lights on site from 2008 use NEWPORT MESA SOCCER CL US Abc- r. July 2, 2009 Sean Levin Recreation Superintendent City of Newport Beach, California Dear Mr. Levin, Please accept this letter as a formal request by the Newport Mesa Soccer Club for the use of temporary lighting at Bonita Canyon Sports Park Field #5 in the City of Newport Beach. The Newport Mesa Soccer Club is a 501C3 non -profit organization that serves the youth in the Newport- Mesa area. We provide a year- round, athletic, team - orientated experience for the community. Club soccer is often the next step for children who have progressed through AYSO programs and want to continue playing through their Jr. and Sr. High School years. Though only in our 5th year of existence, we currently have 25 teams with 350 children in the program, ranging from ages 8-18 years old. Approximately 275 of our participants are Newport Beach residents, 64 percent of which are girls. The conditions for which we propose for our request are as follows: • Light fixtures: Two portable diesel powered temporary lights, similar to model routinely used by AYSO and deemed acceptable to City Recreation Dept. Operated via security key- • Location: The portable lights to be positioned at the western and eastern ends of the fields as not to shine toward any residence (see attached map). • Hours of Operation: Oct I" - Nov 141h 2009 & Jan I I' —Feb 27' 2010 from dusk to 7:45pm, weekdays only. Due to DST, average daily light usage is projected to be minimal (1'h - 2 hours). • Storage & Safety: During non —operational hours, lights to be locked and stored near the fences and away from main play area in a location acceptable to the Recreation Dept. This is our third year to request temporary lights- We believe the City and local Residents would agree that we have been good stewards of the City's park. We work diligently with the Recreation staff, Park Patrol and our members to ensure the local residents are not inconvenienced. As we all are aware, there are precious few lit fields in our City. For youth at the Jr. & Sr. High age, practices can't begin until the late afternoon when school is dismissed. The need for organized and constructive after school activities for adolescents cannot be over emphasized. This field is an ideal location for temporary lighting as there are no homes adjacent to the property and a wide greenbelt area surrounds the field, minimizing any impact on the local residents. In addition, we strictly adhere to operation hours and work to control traffic. Thank you for your consideration. Tom Anderson Field Coordinator, Newport Mesa Soccer Cub N�WPOR7 M {gq accee clue T N Abel View ofBCSP #5 CITY OF NEWPORT BEACH _ Parks, Beaches & Recreation Commission Tuesday, August 4, 2009 -7pm City Council Chambers PUBLIC NOTICE The PB&R Commission will discuss a request from the Newport -Mesa Soccer Club for temporary lighting at Bonita Canyon Sports Park field #5 for use on weekdays only from Oct i —Nov 14, 2009 & Jan 11 —Feb 27, 2010 from dusk to 7:45Pm. For more information, please call the Recreation Office at 949-644-3158• The- staff report will be available for viewing by Friday, July 31, 2009 ��;:x �.�r.s PB &R Commission Agenda Item No. August 4, 2009 TO: Parks, Beaches and Recreation Commission FROM: General Services Director SUBJECT: Special Tree Removal Request Recommendation Staff recommends that the Parks, Beaches and Recreation Commission consider the removal request of a Special City Tree, Neighborhood Tree. Discussion City Council Policy G -1, Retention or Removal of City Trees, Special City Trees, Neighborhood Trees requires that the Parks, Beaches and Recreation Commission approve the removal of a Special Tree prior to removal (Attachment A). Per City Council Policy G -1, staff is requesting the removal of a City Eucalyptus cladocalyx (Sugar Gum) tree that is adjacent to 546 El Modena Avenue. The tree is listed as a Special City Tree under Neighborhood Trees. On March 18, 2009, staff submitted on behalf of the property owner Ernest Castro, a request for the removal of the City tree, after an inspection by the City's Urban Forester and certified arborist, which confirmed evidence that the tree is infested with tree conks (decay fruiting bodies) that are present inside the whole seam area of both co- dominate stems. Additionally, the tree has developed decay in the lower trunk. Based on the arborist report, the tree is rated extremely hazardous (Attachment B). The tree is not posing an immediate danger, but is creating a potential liability. On June 20, 2009, staff hired Dan Jensen, Consulting Arborist to assess the City tree. Upon inspection, he found the tree has a large wound at the base of its trunk that has decayed for several years, perhaps a decade or more, resulting in a large deteriorated section of its trunk. When comparing the street side of the tree to the property side of the tree, there is a distinct lack of trunk flare on the street side of the tree. Upon closer examination surface roots show old wounds that are consistent with repairs to curbs and gutters or street re- surfacing. The subject tree has experienced root damage and has a massive wound affecting a large area at the base of the trunk. As a result, the decay process has progressed through the base of the tree and most likely has infested the root mass as well. The damage is old and the evidence of conks on the wound indicates that decay is extensive enough which creates conditions for failure to occur. It is recommended that the subject tree be removed for public safety concerns and replaced with a species of tree that is appropriate for the size of the growspace (Attachment C). On July 20, 2009, the Urban Forester placed a tree removal notification on the tree, based on the criteria of Policy G -1, Removal of City Trees, page 5, which states that staff will post at least 30 days prior to the removal with a sign notifying the public that they have the right of appeal and staff contact. If the removal is approved, there will be a 36" box Eucalyptus cladocalyx (Sugar Gum) replacement tree planted or similar Eucalyptus species. Staff has attached the Tree Removal Report, and photographs related to the request (Attachment D). Mr. Ernest Castro, Council Member Steven Rosansky and the Newport Heights Improvement Association have received a copy of this report and a notice of the Commission meeting. Additionally, notification letters related to this removal request were sent out to the surrounding property owners (Attachment E). Attachments: (A) City Council Policy G -1, Retention or Removal of City Trees, pages 1 -6 (B) Tree Removal Report (C) Dan Jensen Consulting Arborist Report (D) Pictures (E) Map �F. RETENTION OR REMOVAL OF CITY TREES GOAL OF POLICY G-1 To establish and maintain appropriate diversity in tree species and age classes to provide a stable and sustainable urban forest with, an inventory that the City can reasonably maintain in a healthy and non - hazardous condition. To require that in approving any tree removal or reforestation request the PB&R Commission shall find that the tree removal request will not adversely impact the overall inventory, diversity and age of the City's Urban Forest_ PURPOSE The purpose of this policy is to establish definitive standards for the retention, removal, maintenance, reforestation, tree trimming standards, and supplemental trimming of City trees. City trees are an important part of the character and charm of the entire City and provide environmental benefits as well. Regular care, tdrnming, root pruning; maintenance, and programmed replacement are necessary to preserve this charm while at the same time protecting views consistent with Council Policy G -3 and preventing public and private property damage. The City classifies public trees in one of three categories: Special Trees, Problem Trees, and All Other Trees. SPECIAL CITY TREES It is the City's policy to retain City trees categorized as Landmark, Dedicated, or Neighborhood trees, which have historical significance, and /or contribute to and give character to a location or to an entire neighborhood. Landmark, Dedicated, and Neighborhood trees are identified by species by Attachment 1, and shall hereinafter be referred to as Special Trees. Trees within these categories shall be identified, mapped, recorded and administered by staff for the Parks, Beaches & Recreation Commission . ("Commission"). The Commission shall review the Special Tree list on an as needed basis and forward recommendations for additions or deletions to the City Council for approval_ Landmark Trees are identified as those individual Special Trees that possess historical significance by virtue of their size, age, location, or species. P G-1 Dedicated Trees are Special Trees donated for or in the memory of specific individuals or organizations. Neighborhood Trees are Special Trees that by their unusual size, number, species, or location lend a special character to a residential, commercial, or business area. Special Trees shall be retained, unless there are overriding problems, such as death, disease, or the creation of a hazardous situation, which require their removal. Prior to consideration for any removal of a Special Tree(s), the General Services Director, or designee, shall prepare a report identifying and implementing specific treatment to retain the tree(s). if specific treatment is unsuccessful or impractical in retaining a tree(s) then a full staff report shall be made to the Commission before any further action considering removal is taken. Prior to any removal of Special Tree(s), the City must comply with the noticing provisions of the Removal of City Trees section set forth in this Policy, unless a Special Tree is considered hazardous that necessitates an emergency removal. Any such removal must be recommended by the General Services Director and the Risk Manager and approved by the City Manager. During normal sidewalk, curb, and street repair activity requiring root pruning, all steps shall be taken to retain Special Trees. If tree roots are to be pruned in association with sidewalk, curb, and gutter improvements, sufficient timing in advance must be planned to ensure that pruning will not destabilize or kill the tree. If both sides of a Special Trees roots are to be pruned, one side should be pruned 6 months to a year in advance of the other side depending upon the species and other related factors. If root pruning methods are not practical and /or critical to the health of the tree, then alternate or special hardscape improvements should be considered by the City in order to retain the tree providing that costs are reasonable. All proposed root pruning or other tree treatment shall be assessed and approved by the Urban Forester. Special Trees may be considered for removal in conjunction with a City Council approved beautification project utilizing the Removal of City Trees procedures noted in a subsequent section of the Policy. PROBLEM TREES A Problem Tree is defined as a tree that by virtue of its species causes excessive hardscape or utility damage due to its excessive root system. The following trees are defined as Problem Trees: N C2 Ficus nitida (Indian Laurel Fig) O Ficus rubiginosa (Rusty Leaf Fig) o Ficus benjamina (Weeping Fig) O Erythrina caffra (Kaffirboom.coral Tree) o Fraxinus uhdei (Shamel Ash) 0 Cupaniopsis anacardioides (Carrotwood) Liquidambar styraciflua (American Sweet Cum) o Schinus terebinthifolius (Brazilian Pepper) Problem Trees shall not be designated as parkway trees on the Designated Street Tree List. Problem Trees that are not designated Special Trees may be removed for the following reasons: A. The City tree has had a repeated history of damaging public or private sewers, water mains, roadways, sidewalks, curbs, walls, fences, underground utilities, or foundations based on City records or other competent and reliable authority. Water or sewer stoppage that results from tree roots and causes significant documented private property damage (greater than $500) shall be sufficient criterion for tree removal. B. The City tree has had repeated history of significant interference with street or sidewalk drainage, despite specific treatment by the City to alleviate repeated damage. C. The City tree has created, in the opinion of the Urban Forester, a view impediment that cannot be resolved by normal nor alternative tree trimming procedures. Problem Trees may be proposed for removal by either staff or private property owners. The authority to remove Problem Trees rests with the City Manager. No more than 250 Problem Trees may be removed per year by staff under these criteria without special approval of the Parks, Beaches, and Recreation Commission. In removals under Sections A & B above, no more than one of three parkway trees in a continuous row may be removed in a three year period without a hearing before the Commission. Replacement trees of a 24 -inch box size may be planted if funding permits. Staff is responsible for notifying the adjacent property owner, . the legally established homeowners association, and the Councilperson of the district where the removal is 3 CA proposed, if applicable, of the intent to remove a Problem Tree. The decision by the City Manager to remove a problem tree is final unless called up by at Ieast one Councilperson. The Urban Forester shall report the removal of Problem Trees on a monthly basis to the Commission. The cost to remove and replace Problem Trees will be the sole responsibility of the City based on availability of funding, with the exception Of Category C (view), which is the sole responsibility of the applicant. ALL OTHER CITY TREES A City tree which is not designated as a Special or Problem Tree is designated as an All Other Tree. It is the City's policy to retain All Other Trees unless removal is necessary for one of the following reasons: A -: The City tree has had a repeated history of damaging public or private sewers, water mains, roadways, sidewalks, curbs, walls, fences, underground utilities, or foundations based on City records or other competent and reliable authority. Water or sewer stoppage that results from tree roots and causes significant public or private property damage (greater than $500) shall be sufficient criterion for tree removal 13. The City tree has had a repeated history - of significant interference with street or sidewalk drainage. C. The City tree is dead, diseased, dying, or hazardous, and presents a liability to the City. A dead tree is one that has been assessed by the Urban Forester and found to have deceased. Diseased trees are defined as those trees that cannot be cured by current arboricuitural methods, are in an advanced state of decline, and have no prospect of recovery. Dying trees are those that have no prospect of recovery. Hazardous trees are defined as those that are defective, have a Potential to fail, and would cause damage to persons and property upon failure. The Urban Forester will perform a hazard assessment whenever a tree is identified as hazardous. The assessment will identify: stru ctural defects of the tree, parts of the tree most likely to fail, targets where imminent personal injury or property damage may result with tree failure, and procedures or actions necessary to abate the hazard. After assessment, the Urban Forester will expeditiously convey his written findings and recommendations to the Risk Manager for evaluation. If the Risk Manager agrees with the Urban Forester findings to remove a tree, the hazardous tree will be removed without further -delay. In the case of imminent tree failure, the Parks and Trees Maintenance 2 G-1 Superintendent or the Urban Forester shall have the authority to direct the removal of a hazardous tree. D. The tree(s) have been requested to be removed in conjunction with a City Council- approved City, commercial, neighborhood, or community association beautification program. E. The City Manager, upon the advice of the General Services Director, City Attorney, Risk Manager or the Traffic Engineer, shall have the authority to remove individual Problem or All Other Trees to resolve claims or safety issues. REMOVAL OF CITY TREES The initiation to remove (Special or All Other) City tree(s) may be made by the staff of the General Services, and /or Public Works Departments, a legally established community association, or a private property owner by making application to the General Services Director, utilizing the City tree removal form. The provisions and procedures of this Section of the Policy do not apply to the Problem Tree nor Reforestation tree removal processes, which are described in other sections of this Policy. Special Trees may be considered for removal under the provisions of this Section provided a special report by the General Services Director is provided to the Commission detailing the necessity of removal and any specific previous treatment of the tree. After receipt of the application, a Tree Inspection Report shall be prepared by the City's Urban Forester (Attachment 2) to determine if the tree(s) meets the criteria outlined in the above All Other City Trees section for consideration for removal. Simultaneously, the Urban Forester shalt provide a notice of the proposed tree removal to the adjacent property owner (if not the applicant), the private property owners immediately adjacent to the applicant's property, and the appropriate community association if applicable, (not applicable to the emergency removal of hazardous trees under Item C nor to trees that meet the criteria of Item E in the preceding All Other City Trees section). The Urban Forester shall determine whether in his /her judgment additional specific treatment can be initiated to retain the tree provided the costs are reasonable. If a tree(s) is to be removed, the tree(s) will be posted at least 30 days prior to the removal With a sign notifying the public that they have the right of appeal. The sign shall also note a staff contact. Once a recommendation is made by the Urban Forester and the Parks and Trees Maintenance Superintendent to the General Services Director and the 5 G-1 General Services Director or designee concurs, then the applicant, the adjoining owners, Private property owners on either side of the street within 500' in each direction of the tree location and a legally established community association, if applicable, shall be notified of the decision to remove or retain the-tree within 30 days of the proposed removal. A legally established community association is responsible for notification of all association members pursuant to their established procedure. The General Services Director, or a designee, shall prepare a staff report for a regularly scheduled PB &R Commission meeting of all trees recommended for removal, except for those trees categorized in Paragraph C. (dead, diseased, or dying trees) or Paragraph E (claims and safety issues) in the preceding section on All Other City Trees. Only an applicant, an adjoining property owner, or a legally established community association, the City Manager, a PB&R Commissioner, or a Councilmember may appeal the decision of the General Services Director not to remove a tree to the Commission. The Commission, in considering any appeal, shall determine whether the removal meets the criteria outlined in this Policy, as well as any unique factors which may be pertinent to the removal or retention of tree(s). The decision of the Commission will be considered final unless called up by at least one Counciilmember or the City Manager. The General Services Department will delay any tree removal(s) for at least 14 calendar days following the date of the Commission decision in order to allow time for a Councilmember or the City Manager to call the item. The City will replace all trees removed in accordance with the All Other City Trees removal criteria on a one for one basis. Replacement trees will be a minimum of a 36" boxed size. If 36" boxed trees are not available, or funding, or space constraints prevent Planting of a large tree, then a minimum of a 24" boxed tree will be planted. The full costs of removal and replacement of Special or All Other Tree(s) will be the sole responsibility of the City, unless an applicant voluntarily pays for a new tree(s). REFORESTATION OF CITY TREES The concept of systematically replacing Problem or All Other Trees which are creating hardscape and /or view problems and cannot be properly trimmed, pruned or modified to alleviate the - problem(s) they create, or those which have reached their full life, and are declining in health, or are simply the wrong species of trees for the planted location is referred to as reforestation. The Urban Forester shall make a finding for the latter category of inappropriate tree species for a specific location. His determination may be appealed to the General Services Director whose decision will be final. 0 fu'I�k General services Department Date: March 18, 2009 TO: General Services Director FROM: Parks and Trees Superintendent and Urban Foresta r `JA, R 2 4 '/ 0' SUBJECT: Tree Removal Review - Potential Liability Removal PROPERTY OWNER(S) Name. Parks and Trees Division INFORMATION: General Services Department — Tree Location: 546E11 Modena Avenue / Side -5 The City s Urban Forester is requesting the removal of a City Eucalyptus tree that is diseased, severely decayed and extremety hazardous (see attached '%N'est Coast Arborists, Arborist Report). The tree is listed as a Special Tree, Neighborhood Tree based on Council Policy G1, which requires recommendation from the General Services Director and Risk Manager, and approved by the City P1an�er prior to removal. REPLACEMENT TREE: YES ❑ NO DESIGNATED TREE: Please note that due to the current state of the City budget, the installation of a ncry tree is temporarily deferred, pending further GENJ.RAL SERVICES DIRECTOR'S Signature: The attached documents are for your review and comment(s). Date: Sign, date, and route accordingly. R K MANS GER' COMMENTS /REC MMENDATI NS: Signature: ate: FINAL ACTION TO BE TAKEN: ❑ Low Priority ❑ Moderate Priority ❑ High Priority -- Forward memo directly to City Manager for immediate removal authority ❑ Emergency– Forward memo immediately to General Services Director Conclusion: Siiggna'e REMOVAL: b Approved Attachments Title Date ❑ Disapproved cityMana - -` Da Name: General Services Department Tree Location: TREE INSPECTION REPORT Parks and Trees Division General Services Department 546 El Modena Avenue; Side - 5 Request: The City's Urban Forester is requesting the removal of a City Eucalyptus tree that is diseased, severely decayed and extremely hazardous. Botanical Name: Eucalyptus cladocalyx Common Name: Sugar Gum Designated Street Tree: Pinus eldarica - Mondel Pine Estimated Tree Value: S17.220.00 Damage: No apparent damage Parkway: Concrete Brick Turf (X) Other Comments: A field inspection and certified arborist confirmed the City tree is infested with conks (decay ti-uiting bodies) that are present inside the whole seam area of both co- dominate stems. Additionally, the tree has developed decay in the totter trunk. Based on the arborist report, the tree is rated extremely hazardous (see attached West Coast Arborists, Arborist Report). The tree is listed as a Special Tree, Neighborhood Tree, which necessitates the recommendation of the General Services Director and Risk Manager. and approved by the City Manager prior to removal (Policy G -I, page 2, paragraph ,). Inspected by: ✓'- ll 1 Date: March 18, 2009 Johut Conway, Urban Forester Recommendation: Remove to mitigate a potential liability. However, due to the current "state of the City budget, the installation of a new tree is temporarily ferred, pending further funding. Reviewed by: N'27,/ Date: March 18, 2009 Da . Ser P -s d ees Superintendent / Reviewed by,- �� � 'T, � �'`°'�'/'" , Date: )dark Hirmon, Cienerall Services Director r l True Care Profirssinrxds .5< virag Cwnrwrruiic� 11' o Co,; ; proud 7)-f cs March 13. 2009 City of Newport Beach ATTN: John Conway 592 Superior Avenue Newport Beach, CA 92663 RE: 546 El Modena Avenue -Sugar Gunn Mr. Conway. ,ww.WCAINC.com Pursuant to your request I have examined the Sugar Gum (Eucalyptus cludocaly_r) located at 546 61 Modena Avenue in the city o Newport Beach. The purpose of the visit was to evaluate the health and condition of the tree and to determine if a hazard exists. I visited the site on March 10. 2009 and all comments that follow are based on observations made while on the site. OBSERVATIONS: The subject tree is ggrowing in an open, semi- irrigated parkway on 15'1' Street at the side of the above address (see figure I)- Trunk diameter of this extremely large and mature eucalyptus is in excess of 40 inches (DBH) and it is approximately 45 feet tall. Structure of this eucalyptus consists of two extremely large co- dominate stems which have developed decay in the lower trunk area (see figures 2 -4). Information provided by this city indicated that the tree was possibly damaged 15 years ago during a hardscape repair project. Due to the conks (decay fruiting bodies) that are Present inside the whole seam area of the two stems, a Tire lla::ard Evaluation f=orm was completed for this tree (see attached pages 4 and 5). The tree received eleven out of tweh -e possible hazard points. rating it extremely hazardous. DISCUSSION: A "hazard tree" is a tree with structural defects likely to cause failure of all or part of the tree, which could then strike a "target." A target can be a vehicle, building, or a place where people gather such as a park bench, picnic table, sidewalk, street, or backyard. Because of the natural variability of trees, the severity of their detects. and the different sites upon which they grow, evaluating trees for hazardous defects can be a complex process. One of the greatest indicators that a tree is hazardous is the confirmed presence of decay; especially in the root crown or trunk area. The presence of several conks along a stem usually is a good indication that extensive decay is present. Generally, when decay is detected (as was the case here), the wood involved should be suspected of lacking almost all strength. The fact that the subject eucalyptus is a co- dominate specimen with a large wound at the attachment site of the two stems, is of great concern. This indicates not just Page I 7'rerCti' Co.un,uaitie_ Rko(;/nr.lbuul`; -(F> www.WCAINC.com decay of the localized wound area, but also the presence of heart rot and possibly even extensive root rot (which is especially likely given the history of root pruning). RECONIVINEDASIONS: Based on the degree of decay development along the main seam of the trunk and the hazard rating assigned to this tree, it is the opinion of this arborist that the subject tree poses a significant hazard to persons and property and should be removed. It is impossible to determine exactly when a tree will fail. but it is my belief that such an event will happen and that the city would be justified in a quick removal of this tree. Should you have any questions or require additional information. please feel free to contact me at (714) 412 -78 13. R ct 'Iully� Rebecca !btejia ISA Certified Arborist # WE -2355A West Coast Arborists Inc. Pace 2 Figure I (at left). Sugar Gum located on 15th Street on the side of 546 17. Modena Avenue. Figures 2 -4 (below). Showing the co- dominate stems and the decay filled attachment site. r TR-n�"EHAZARDEVALUATI® Trees in Urban 2nd Edition Sit PAdtlrs' �C —�L' -� ✓G t rS Ty] HAZARD RATING:, I�fla /Coca !or v`.) � / � ;?-r { � ) _ — Fadu c 5l ar et azarr. i Dwnec public 4_ private_ msnawn _ _ -_ Potential na,0 3afing Rating Date. _3 /L _z �� nspeclor --tmml action needed Dale of last n ^eetioo: Neaus littler niqui Tan _Dead tree TREE CHARACTERISTICS �_ Tree Species .?[_ of trunks: �. Height: Spread: Farm: generllysymmelnc Z it ,symmev, malm '; ou'l _.tag -hel Crown class domr!ar r�-dorlllnalnl !mer rpr ,ale prrsseri Live crown ratio 'G ° Age class ! irm c sl,rii - ar i wato, - � ern!ahuelsenescen! Pruning history: t;.rown cleared x„essn,ep °!In ri 11 ed 1 nppnr ; ["'l ra!sep ;'_narded ,`criiwn eouc _ flash cuts I J eaolealbraced __none Lien a ll!c- pur Ing eve n is lia r ^c ila!er -. _.__.__ _ Special Value ._ speci'nen r- hil,fa0e •is nnc ( -1 wiidl- e t!; 's , !c- sLade !ntl u"uus l pmisrlyd by gov. agency TREE HEALTH Foliage color: lnul,-flrai lchlorohc f- necrotic Epicormics? y <N' Growth obstructions: Foliage density:.- normal ;lisoose Leal size: 1%!prn2. Jsmah =axes ' nuelt!ee oQI, 1cables Annual shoot growth: ;excellent ..: warage y,' T rh /paveal r ec - Woundwood development i- I iixceflew mirage. L _ poll Amer Vigor class: =: excellen: Lavarac� y-t'fiu 1.l poor Major peshadiseaserc SITE CONDITIONS Site Character! �sioener ,' ra n r : a. _ i dus(na -. ,ar. '.open . a ^: . ; palumi ;-' wnodtandVorasr. Landscape type: 1)"Ta'fkway _ -1 rased beii ._' cotta; ;ar _.. 'l(. : tat+ . . _ v!ruh u rtl ! 1 wad Wreak Irrigation -none .C,�adequate _!inadequrte rx,,essnrc _ rink wetld:r Recent site disturbance? v s �cnon i� soil dr9mrcarl grace cr Tae .] tine "'rearing - spe .Tearing • dripline paved: ,.� iO -25 % 7,P;, 75- 100 ° %= Pavement lifted? N • dripline wi fill soil. �.° 10 25% p5 -5C %� 50T °,a 7c 100'. • driplee grade lowered: O'm 10 -25% 25-50 °,° 50 Soft problems: 7 drainage [7. shaftow moloaclers ' J dmugnN- sacne,lalkelur 'ac!d!c =1setae volume %lsease carte, iI)lcry 0; tail C clay ;.j expansive t-slope " aspecs- ____.__ Obstructions: `.; ligrts tJ s!gnage IJ line -of -sight l:view I. ove toad irons I'. undeiground ddihes Gha9ic l:adjacent uey. C_ Exposure to wind: i single tree - o-iov, canopy ❑ above canopy _ a.i lly ex tnsco c w'.ndward, canopy eoac : ' area prone to wmdthrow Prevailing wind direction: _ Occurrefil of snoahc, storms ' nevr,r seldom I. I regu!am TARGET Use Under Tree:.�uifthng,�arking 2iratlic llpEaesinan rrealion C"aanndscape •"_hardscape C.ISmalifeatmes ❑utility iines Can target he moved? Y N Can use he restricted? Y `N. Occupancy: CJ Occasional use 1 intermittent use f=, frequent use -! "CoTistanr. use the International Stoll of Arhonculiura assumes ne responsibility for -,of stuns or recommendations derived from. use. o,' !his font. specimen: TREE EIAZARI3 E:VALI'AT70N FORM, Pnoe'4 TREE DEFECTS ROOTOEEECTS: Suspect root rot: C/N Mushroom /conkl6racket present: P \ ID: Exposed roots: ;^ severe Tdo era te :.:low Untlermined: ._ser rz :'moderate Chow r'`: 7, Y Root pruned: distance from trunk Root area aflected 4. �_ "ti Buttress wounded:U' IN When: Restricted root area:c?'Tsevere 7moderate i fow Potential for root failure isevere .:Pr- moberatr: ;.l low LEAN. _._ deg from vertical ❑ natural { i unnatural sell- corrected Sail heaving: Y`N% Decay in plane of lean: Y N Roots broken Y N Sail cracking: Y N Compounding factors. . _ _ _. -. _ Lean severity: severe moderate low CROWNOEFECTS.. Indicate presence of individual defects and rate their severity is = severe. m = moderate.I = low+ DEFECT _,� g00T CROWN SCAFFOLDS _TRUNK _BRANCHES Codominants/torks i — Multiple attachments �- _r - - - " -- — 7G._ - - included bark - - - - - - �._. -- " - -" Excessive end weigh! . "-- i Cracksls tits Hangers -t__ Girdling _ Woundslseam +_ Decay Gavjtv Coishmomslbracke eding Looselcracketl carp Nestin hcle/bee hive Deadwootllstubs _ Borers/termites/ants Cankers/ alls/hurls _ I .. Previous failure _ _ —� HAZARD RATING L Tree part most likely to fail. -e: �r L1:::_L L:.:?r1�i Failure potential. 1 - low: 2 - mediums 3 - high: 4 - severe Inspection period : _ annumbiannual_ oto% __. Simofpart 1- <6 "(15cm):2- 698 "(1$- _g5cmj: 0 Failure, otentiaf +Size of target kal;ny= Hazard Rating 3 - 18 -30" (45 -75 cri >30" j75 cm) /Pan. Target coding. 1 - occasional use 2 mrerm{Uenl use: 3- frequent use: 4- eonstam use HAZARD /ABATEMENT .- Prune:LI�remove defective part "-,reduce end weigh) i crown dean -!thin ?.. raise canopy ❑ cmvur, reduce ❑ restructure '; shape Cable/Brace: 7-, -- -- Inspect further. C root crown ❑ decay L aerur : J mnmfor Remove lr�e: Y.� N Replace? Y RN, Move target: N Other: _._ _ _ _ _._________ ENect on adjacent trees: L.7 none a evaluate Notification: _owner ❑manager L_: governing agencv Date: _----- ._.___._... COMMENTS _ Specimen: TREE HAZARD EVALUATION FORM, Page,6 Ticc Cart Professiorruts scroing Commimifits I b'7w Carr, _ lhorrt TI-, cs ASSUMPTIONS AND LIMITING CONDITIONS �. W CAI NC.com I. Care has been taken to obtain all inthnnation from reliable sources. All data has been verified insofar as possible: however. the Consultant can neither guarantee nor be responsible for the accuracy of information provided by others. 3. The Consultant will not be required to give testimony or to attend court by reason of this report unless subsequent contractual arran, enicnt> are made. including pavntent of an additional fee for such services as described in the fee schedule and contract of engagement. _ . loss or alteration of anv part of this report invalid tes the entire report. 3. Possession of this report or a copy thereof does not imply right of publication or use for any purpose by any other than the person to whom it is addressed. without the prior written consent of the Consultant. 5. This report and any values expressed herein represent the opinion of the Consultant. and the Consultant's fee is in no way contingent upon the reporting of a stipulated result, a specified value. the occurrence of a subsequent event, nor upon any finding to be reported. 6. Unless expressed otherwise: I ) information contained in this report covers only those items that were examined and reflects the condition of those items at the tittle of inspection: and 2) the inspection is limited to visual examination of accessible items without dissection. excavation. or coring. There is no warranty ur guarantee, expressed or implied, that problems or deficiencies of the tree(s) or property in question may not arise in the future. Arborists are tree specialists who use their education. knowledge, training, and experience to examine trees, recommend measures to enhance the beauty and health of trees, and attennot to reduce the.risk of Imn, near tree.. it is highly recommended that you follow the arborist recommendations: however, you may choose to accept or disregard the recommendations and.or seek additional advice. R. Arborists cannot detect every condition that could possibly lead to the structural failure of a tree. Trees are living organisms that fail in tcavx we do not fully understand. Conditions are often hidden within trees and below ground. Arborists cannot guarantee that a tree will be healthy or safe under all circumstances, or for a specific period of time. Likewise. remedial treatments performed cannot be guaranteed. ur. Any recommendations and ar performed treatments ( includnm', but not limited to. pruning or removal) of-trees may invoke considerations beyond the scope of the arborist's services, such as property boundaries. property owncrrship, site lines, disputes between neighbors, and any, other related issues. Arborists cannot take such considerations into account unless complete and accurate inlonnation is disclosed to the arborist. An arborist can then be expected to consider and reasonably rely on the completeness and accuracy of the information provided. 10. Trees can be manag,ed. but they cannot be comrolled I link near trees is to accept some degree of risk. frees cam risk. I lie only was to elirinate all risks associated with trees is to eliminate all trees. Page 6 ArborAccessOnline - newportbeach.wcainc.com Snow /H!de Map print Report Inventory Detail 1) SC: Is Address: 546 EL M0DENA. AV F,ctI,'10Us. yes Locaat,cn: Sloe On Address: 2425 '_5TH ST Species: Crlcal`,%bras naaocalyX, b'vvAR GJh" DBH /Height: 31 j 50+ Parkway SIZE: 99 Juhty Overhead: No Sideevatk Damage: !Jo Recommended Maintenance: Grid -irim EStLmdted Vague 5"J.220 WCA Work History Date Work Type Amount Sob# 2(.3/20u7 Grid Pruning 39.�G 91-52 s /30 /2006 Service Request Pruninc Say 00 8 -18 Other Work History Date Work Type Crew Acct# Min 'Ise ae 4 �x Page 1 of 1 9 a;y Z � aA Nr/B ab `aA N� SJ C� �a r99 rB /� az m� z J' n W a� 4 � aG 4 0 eB a az Q� 4P lip ae o` �C F° http: /.(newportbeach. wcainc.com/ inventory/SearchResultsDetailPrintMap .asp ?TreelD = 3522321 03117/2009 R DAN JENSEN & ASSOCIATES, INC. 18011 CLEARWATER CIRCLE HUNTINGTON BEACH, CA 92648 714 -841 -2905 CLIENT: City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92658 John Conway, Urban Forester PROJECT SITE; 546 El Modena Avenue Newport Beach, CA REPORT SUBJECT: Evaluation of street tree at 546 El Modena Avenue DATE OF SITE VISIT: June 20, 2009 REPORT DATE: June 29, 2009 DEFINITION OF ASSIGNMENT 1. Evaluate condition of subject tree 2. Assess potential risk associated with the subject tree SITE OBSERVATIONS • Subject street tree is a mature Sugar Gum identified as Eucalyptus cladocatyx. • The tree actually has two stems that form one 41" trunk measured at 4' /a' above the soil surface. • The estimated height of the tree is approximately 45 - 50'. • The tree towers over a residence, parked cars and pedestrian traffic. • The tree has recently been pruned which controls end weight of the shoot growth and canopy size. • The tree is growing approximately 2'h' from the curb and appears to be on the property line. • The street side of the tree is non - irrigated, but there are sprinklers on the property side of the tree. • The property side of the tree did not appear to be regularly irrigated at the time of site visit, • There is a large, old wound at its base that has been decaying for several years. • The base of the trunk flare is dry but shows signs of internal decay at its base. • There are remnants of the fruiting body of decay fungi on the exterior of the wound. ANALYSIS & DISCUSSION The Sugar Gum (Eucalyptus cladocalyx) is a very large, drought - resistant tree. They are fast growing with a straight trunk and steep branches occurring about half way up. The foliage of the tree is concentrated at the ends of the branches at the top of the canopy, giving it an open appearance. They reach a mature C Juue 29, 2009 Dan Jensen All Rights Reserved Page 1 Consulting Arborist height of 70 feet and can eventually develop a massive trunk flare in excess of 6 feet in diameter. The old bark is smooth and grey and peels off in irregular patches to exposing the fresh yellowy -brown bark underneath. This species of eucalyptus has a tendency to drop limbs, as the wood splits easily when it dries out or if it experiences drought conditions. They are prone to decay when wounded, but will soon develop new tissue that covers the wound giving the impression that there is no internal decay. The subject tree has a large wound at the base of its trunk that has decayed for several years, perhaps a decade or more, resulting in a large deteriorated section of its trunk. Wood decay begins with any injury that damages the bark and exposes the interior wood, such as in this case. Normally, trees use a natural process called compartmentalization as a defense against the spread of internal decay. During compartmentalization, the tree produces three zones to help prevent invasion and spread of the fungus by producing defense compounds to wall off the fungus around the edge of the wounded area. However, eucalyptus are not known to compartmentalize wounds very well and the decay has most likely spread into the main stem as well as the root mass. When comparing the street side of the tree to the property side of the tree, there is a distinct lack of trunk flare on the street side of the tree. Upon closer examination surface roots show old wounds that are consistent with repairs to curbs & gutters or street re- surfacing. Eucalyptus trees, which have had their roots damaged or severed, can still have a healthy green canopy. However, experiences with eucalypts in similar settings have shown that although they have the capacity to tolerate the immediate physiological effects of root loss, structural failure should never be ruled out. Eucalyptus trees which have experienced extensive root loss may appear outwardly to be healthy and stable for several years, if not decades. Yet they have been known to fail somewhat unexpectedly during high winds, particularly after rainy weather, or during extreme overnight cold temperatures regardless of wind conditions. A study of those eucalypts that failed under these conditions showed extensive internal decay at the base and center of their trunks with no exterior evidence of decay. In addition, their root systems showed signs of extensive infestation of sulfur fungus. Sulfur fungus (Laeaporus sulphureus) which finds its way into healthy trees through open wounds, destroys the cells of living trees, but can also be found on dead trees as well. The fungus will devastate the lower portions of the trunk and surface roots, which subject the tree to wind throw. Conks, the common name for the fruiting bodies of the fungi that typically grow in tiers on the trunk are an indication of extensive internal decay. The conks are irregular in shape and have a suede -like surface. They initially have a bright sulfur- yellow or orange -yellow color that quickly fades to a dull whitish color before crumbling away. © lune 29,200 Dan Jensen All Rights Reserved page 2 CowditngArborist CONCLUSION & RECOMMENDATION The subject tree has experienced root damage and has a massive wound affecting a large area at the base of the trunk. As a result, the decay process has progressed through the base of the tree and most likely has infested the root mass as well. The damage is old and the evidence of conks on the wound indicates that decay is extensive enough creates conditions for failure to occur. It is recommended that the subject tree be removed for public safety concerns and replaced with a species of tree that is appropriate for the size of the growspace. Respectfully submitted, R. Dan Jensen Certified Arborist WE -1093A C June 29, 2009 Dan Jensen All Rights Reserved Page 3 Consu tingArborist ,f • s iii c- •�? j ±. '^ 14 �r ` q MR A• /y a 17y, K 'Ttl �z} `4Lm a, to • � 't IL I V R � .� d .• Gig I ; /�}� + 1? ! d ui .,a \ \:a t`: ..may ``. * •Y�' R • n >` y ^ a t �,t • 'ter... _ ,,...• ��' �... {' c�A �lY� nYr i _a l,' �": R.. a � : ±mot. :, _ r• �r A�at 1, 1 T I ' z d O .5 O f. 1 4 —I j.e, .;� .y- • .. tea: Y' 1 J T . y P law i � 1. eggi: ,rfT• O O O 0 PB &R Commission Agenda Item No. August 4, 09 TO: Parks, Beaches and Recreation Commission FROM: General Services Director SUBJECT: Special Tree Removal Request Recommendation Staff recommends that the Parks, Beaches and Recreation Commission consider the removal request of a Special City Tree, Neighborhood Tree. Discussion City Council Policy G -1, Retention or Removal of City Trees, Special City Trees, Neighborhood Trees requires that the Parks, Beaches and Recreation Commission approve the removal of a Special Tree prior to removal (Attachment A). Per City Council Policy G -1, staff is requesting the removal of a City Eucalyptus cladocalyx (Sugar Gum) tree that is adjacent to 547 Riverside Avenue. The tree is listed as a Special City Tree under Neighborhood Trees. On March 5, 2009, staff submitted, on behalf of the property owner Paul Collick, a request for the removal of the City tree, after an inspection by the City's Urban Forester confirmed that the tree is severely decayed (Attachment B). The tree is not posing an immediate danger, but is creating a potential liability. On June 20, 2009, staff hired Dan Jensen, Consulting Arborist to assess the City tree. Upon inspection, he found the tree has a large wound that begins at the top of the stem where it was topped years ago and extends about half way down the stem. Wood decay, which is clearly evident in the stem, begins with any injury that damages the bark and exposes the interior wood as it has in this case. At the time of the visit, the subject eucalyptus was producing water sprouts where the tree was topped. These sprouts, called epicormic shoots will be a problem because they are not firmly attached to the trunk. They will never be true branches and will always have a potential of failure. The topping cut also increases the potential of the failure of the remaining portion of the canopy in the future. This is due to considerable decay at its point attachment. The old wound and the progression of decay along the length of the stem poses a high level of risk for this tree. Eventually, the tree will no longer be able to support the weight of its canopy because of the decay at the interior of its stem. It is recommended that the subject tree be removed for public safety concerns (Attachment Q. On July 20, 2009, the Urban Forester placed a tree removal notification on the tree, based on the criteria of Policy G -1, Removal of City Trees, page 5, which states that staff will post at least 30 days prior to the removal with a sign notifying the public that they have the right of appeal and staff contact. If the removal is approved, there will be a 36" box Eucalyptus cladocalyx (Sugar Gum) replacement tree planted or similar Eucalyptus species. Staff has attached the Tree Removal Report, and photographs related to the request (Attachment D). Mr. Paul Collick, Council Member Steven Rosansky and the Newport Heights Improvement Association have received a copy of this report and a notice of the Commission meeting. Additionally, notification letters related to this removal request were sent out to the surrounding property owners (Attachment E). Mark Harmon Attachments: (A) City Council Policy G -1, Retention or Removal of City Trees, pages 1 -6 (B) Tree Removal Report (C) Dan Jensen Consulting Arborist Report (D) Pictures (E) Map RETENTION OR REMOVAL OF CITY TREES GOAL OF POLICY G-1 To establish and maintain appropriate diversity in tree species and age classes to provide a stable and sustainable urban forest with an inventory that the City can reasonably maintain in a healthy and non - hazardous condition. To require that in approving any tree removal or reforestation request the PB&R Commission shall find that the tree removal request will not adversely impact the overall inventory, diversity and age of the City's Urban Forest_ The purpose of this policy is to establish definitive standards for the retention, removal, maintenance, reforestation, tree trimming standards, and supplemental trimming of City trees. City trees are an important part of the character and charm of the entire City and provide environmental benefits as well. Regular care, trimming, root pruning; maintenance, and programmed replacement are necessary to preserve this charm while at the same time protecting views consistent with Council Policy G-3 and preventing public and private property damage. The City classifies public trees in one of three categories: Special Trees, Problem Trees, and All Other Trees. SPECCIAL CITY TREES It is the City's policy to retain City trees categorized as Landmark, Dedicated, or Neighborhood trees, which have historical significance, and /or contribute to and give character to a location or to an entire neighborhood. Landmark, Dedicated, and Neighborhood trees are identified by species by Attachment 1, and shall hereinafter be referred to as Special Trees. Trees within these categories shall be identified, mapped, recorded and administered by staff for the Parks, Beaches & Recreation Commission ("Commission"). The Commission shall review the Special Tree list on an as needed asis and forward recommendations for additions or deletions to the City Council for approval_ Landmark Trees are identified as those individual Special Trees that possess historical significance by virtue of their size, age, location, or species. G1 Dedicated Trees are Special Trees donated for or in the memory of specific individuals or organizations. Neighborhood Trees are Special Trees that by their unusual size, number, species, or location lend a special character to a residential, commercial, or business area. Special Trees shall be retained, unless there are overriding problems, such as death, disease, or the creation of a hazardous situation,.which require their removal. Prior to consideration for any removal of a Special Tree(s), the General Services Director, or designee, shall prepare a report identifying and implementing specific treatment to retain the tree(s). If specific treatment is unsuccessful or impractical in retaining a tree(s) then a full staff report shall be made to the Commission before any further action considering removal is taken. Prior to any removal of Special Tree(s), the City must comply with the noticing provisions of the Removal of City Trees section set forth in this Policy, unless a Special Tree is considered hazardous that necessitates an emergency removal. Any such removal must be recommended by the General Services Director-and the Risk Manager and approved by the City Manager. During normal sidewalk, curb, and street repair activity requiring root pruning, all steps shall be taken to retain Special Trees. If tree roots are to be pruned in association with sidewalk, curb, and gutter improvements, sufficient timing in advance must be Planned to ensure that pruning will not destabilize or kill the tree. If both sides of a Special Trees roots are to be pruned, one side should be pruned 6 months to a year in advance of the other side depending upon the species and other related factors. If root pruning methods are not practical and /or critical to the health of the tree, then alternate or special hardscape improvements should be considered by the City in order to retain the tree providing that costs are reasonable. All proposed root pruning or other tree treatment shall be assessed and approved by the Urban Forester. Special Trees may be considered for removal in conjunction with a City Council approved beautification project utilizing the Removal of City Trees procedures noted in a subsequent section of the Policy. PROBLEM TREES A Problem Tree is defined as a tree that by virtue of its species causes excessive hardscape or utility damage due to its excessive root system. The following trees are defined as Problem Trees: P] G-1 U Ficus nitida (Indian Laurel Fig) o Ficus rubiginosa (Rusty Leaf Fig) o Ficus benjamina (Weeping Fig) 0 Erythrina caf -ra (Kaffrrboom.Coral Tree) o Fraxinus uhdei (Shamel Ash) o Cupaniopsis anacardioides (Carrotwood) Liquidambar styraciflua (American Sweet Gum) o Schinus terebinthifolius (Brazilian Pepper) Problem Trees shall not be designated as parkway trees on the Designated Street Tree List. Problem Trees that are not designated Special Trees may be removed for the following reasons: A. The City tree has had a repeated history of damaging public or private sewers, water mains, roadways, sidewalks, curbs, walls, fences, underground utilities, or foundations based on City records or other competent and reliable authority, Water or sewer stoppage that results from tree roots and causes significant documented private property damage (greater than $500) shall be sufficient criterion for tree removal. B. - The City tree has had repeated history of significant interference with street or sidewalk drainage, despite specific treatment by the City to alleviate repeated damage. C. The City tree has created, in the opinion of the Urban Forester, a view impediment that cannot be resolved by normal nor alternative tree trimming procedures. Problem Trees may be proposed for removal by either staff or private property owners. The authority to remove Problem Trees rests with the City Manager. No more than 250 Problem Trees may be removed per year by staff under these criteria without special approval of the Parks, Beaches,, and Recreation Commission. In removals under Sections A & B above, no more than one of three parkway trees in a continuous row may be removed in a three year period without a hearing before the Commission. Replacement trees of a 24 -inch box size may be planted if funding permits. Staff is responsible for notifying the adjacent property owner, the legally established homeowners association, and the Councilperson of the district where the removal is 3 G-1 proposed, if applicable, of the intent to remove a Problem Tree. The decision by the City Manager to remove a problem tree is final unless called up by at least one Councilperson. The Urban Forester shall report the removal of Problem Trees on a monthly basis to the Commission. The cost to remove and replace Problem Trees will be the sole responsibility of the City based on availability of funding, with the exception of Category C (view), which is the sole responsibility of the applicant. ALL OTHER CITY TREES A City tree which is not designated as a Special or Problem Tree is designated as an All Other Tree. It is the City's policy to retain All Other Trees unless removal is necessary for one of the following reasons: A.: The City tree has had a repeated history of damaging public or private sewers, water mains, roadways, sidewalks, curbs, walls, fences, underground utilities, or foundations based on City records or other competent and reliable authority. Water or sewer stoppage that results from tree roots and causes significant Public or private property damage (greater than $500) shall be sufficient criterion for tree removal. B. The City tree has had a repeated history - of significant interference with street or sidewalk drainage. C. The City tree is dead, diseased, dying, or hazardous, and presents a liability to the City. A dead tree is one that has been, assessed by the Urban Forester and found to have deceased. Diseased trees are defined as those trees that cannot be cured by current arboricultural methods, are in an advanced state of decline, and have no prospect of recovery. Dying trees are those that have no prospect of recovery. Hazardous trees are defined as those that are defective, have a Potential to fail, and would cause damage to persons and property upon failure. The Urban Forester will perform a hazard assessment whenever a tree is identified as hazardous. The assessment will identify: structural defects of the tree, parts of the tree most likely to fail, targets where imminent personal injury or property damage may result with tree failure, and procedures or actions necessary to abate the hazard. After assessment, the Urban Forester will expeditiously convey his written findings and recommendations to the Risk Manager for evaluation: If the Risk Manager agrees with the Urban Forester findings to remove a tree, the hazardous tree will be removed without further delay. In the case of imminent tree failure, the Parks and Trees Maintenance 4 G1 Superintendent or the Urban Forester shall have the authority to direct the removal of a hazardous tree. D. The trees) have been requested to be removed in conjunction with a City Council- approved City, commercial, neighborhood, or community association beautification program. E. The City Manager, upon the advice of the General Services Director, City Attorney, Risk Manager or the Traffic Engineer, shall have the authority to remove individual Problem or All Other Trees to resolve claims or safety issues. REMOVAL OF CiTX TREES The initiation to remove (Special or All Other) City tree(s) may be made by the staff of the General Services, and /or Public Works Departments, a legally established community association, or a private property owner by making application to the General Services Director, utilizing the City tree removal form. The provisions and Procedures of this Section of the Policy do not apply to the Problem Tree nor Reforestation tree removal processes, which are described in other sections of this Policy. Special Trees may be considered for removal under the provisions of this Section provided a special report by the General Services Director is provided to the Commission detailing the necessity of removal and any specific previous treatment of the tree. After receipt of the application, a Tree Inspection Report shall be prepared by the City's Urban Forester (Attachment 2) to determine if the tree(s) meets the criteria outlined in the above All Other City Trees section for consideration for removal. Simultaneously, the Urban Forester shall provide a notice of the proposed tree removal to the adjacent Property owner (if not the applicant), the private property owners immediately adjacent to the applicant's property, and the appropriate community association if applicable, (not applicable to the emergency removal of hazardous trees under Item C nor to trees that meet the criteria of Item E in the preceding All Other City Trees section). The Urban Forester shall determine whether in his /her judgment additional specific treatment can be initiated to retain the tree provided the costs are reasonable. If a tree(s) is to be removed, the tree(s) will be posted at least 30 days prior to the removal with a sign notifying the public that they have the right of appeal. The sign shall also note a staff contact. Once a recommendation is made by the Urban Forester and the Parks and Trees Maintenance Superintendent to the General Services Director and the 5 G-1 General Services Director or designee concurs, than the applicant, the adjoining owners, private property owners on either side of the street within 500' in each direction of the tree location and a legally established community association, if applicable, shall be notified of the decision to remove or retain the tree within 30 days of the proposed removal. A legally established community association is responsible for notification of all association members pursuant to their established procedure. The General Services Director, or a designee, shall prepare a staff report for a regularly scheduled PB&R Commission meeting of all trees recommended for removal, except for those trees categorized in Paragraph C. (dead, diseased, or dying trees) or Paragraph E (claims and safety issues) in the preceding section on All Other City Trees. Only an applicant, an adjoining property owner, or a legally established community association, the City Manager, a PB&R Commissioner, or a Councilmember may appeal the decision of the General Services Director not to remove a tree to the Commission. The Commission, in considering any appeal, shall determine whether the removal meets the criteria outlined in this Policy, as well as any unique factors which may be pertinent to the removal or retention of tree(s). The decision of the Commission will be considered final unless called up by at least one Councilmember or the City Manager. The General Services Department will delay any tree removal(s) for at least 14 calendar days following the date of the Commission decision in order to allow time for a Councilmember or the City Manager to call the item. The City will replace all trees removed in accordance with the All Other City Trees removal criteria on a one for one basis. Replacement trees will be a minimum of a 36° boxed size. If 36" boxed trees are not available, or funding, or space constraints prevent Planting of a large tree, then a minimum of a 24" boxed tree will be planted. The full costs of removal and replacement of special or All Other Tree(s) will be the sole responsibility of the City, unless an applicant voluntarily pays for a new tee(s). REFORESTATION OF CITY TREES The concept of systematically replacing Problem or All Other Trees which are creating hardscape and/or view problems and cannot be properly trimmed, pruned or modified to alleviate the. problem(s) they create, or those which have reached their full life, and are declining in health, or are simply the wrong species of trees for the planted location is .referred to as reforestation. The Urban Forester shall make a finding for the latter category of inappropriate tree species for a specific location. His determination may be appealed to the General Services Director whose decision will be final. 0 L° = General Services Department Date: March 5, 2009 TO: General $erg ice, Director — — — — FROM: Parks and Trees Superintendent and I;rhan Forester yg y j U SUBJECT: Tree Removal Review - Potential Liabilitt• Removal PROPERTI- OWNER(S) Name: Parks and Trees Division INFORMATION: General Services Department Tree Location: 547 Riverside Ave/ 15"' Street -Side 2 — — The City's Urban Forester is requesting the removal of a City Eucal }ptus tree that is severeh decayed and creating a potential liability. The tree is listed as a Special Tree, Neighborhood Tree based on Council Policy G -1, which requires recommendation from the General Services Director and Risk Manager, and approved by the Citv Manager prior to remov A. REPLACEMENT TREE: YES ❑ NO DESIGNATED TREE: Please note that due to the current state of the City budget, the installation of a ne" tree is temporarily deferred, pending further fundi�- GENERAL SERVICES �DIRECTOR'S COMME-NTS'RECOMMENDATIONS_ Signature: -�`f - >7i <r Date: 3 ^� The attached documents are for your revic%c and comment(s). Sign. date, and route accordingly. Rl K MANAGE 'S CO U N "FS /RECOMMENDAI IONS: IY'4-f 4M Signature:`� Date: 1 L - FINAL ACTION TO BE TAKEN: ❑ Lovc Priority ❑ Moderate Priority ❑ High Priority- Forward memo directly to City Manager for immediate removal authority ❑ Emergency - Forward memo immediately to General Services Director Conclusion: Signatur - REMOVAL: =ved Attachments Title D ate ❑ Disapproved -- —. e City Manage Date Gmieral Services Department TREE INSPECTION REPORT Name: Parks and I rtes Division General Ser. ices Department Tree Location: 547Riverside,Avenue I'V" Street Sidc 2 Request: The City's Urban Forester is requesting the removal of a City Eucalyptus tree that is se%crch, decayed. Botanical Name: Eucalyptus cladocalyx Common Name: Sugar Gum Designated Street Tree: Tipuana tipu - Tipu Estimated Tree Value: 50.00 Dead Damage: No apparent danta_e Parkway: Concrete Brick Turf (X) Other Comments: A field inspection confirmed the tree is severely decayed and creating a potential liability. The tree is listed as a Special Tree, Neighborhood Tree, which necessitates the recommendation of the General Services Director and Risk Manager. and approved by the City Manager prior to removal (RIolicy G- 1, page 2, paragraph ,). Inspected by: `�` (�ti'`` Date: March 5, 2009 John Cyonway, Urban For ter Recommendation: Remove to mitigate a potential liability. However, due to the current state of the City budget, the installation of a new tree is temporarily t ferrcd, 1) tding further funding. t � 5 n Reviewed bv: `Js Date March 5. 2009 Dan P. Sereo P and; revs Superintendent / f 17// / Reviewed bv: Date. V MM rk Harmon, General Services Director G 9 ArborAccessOnline - ne wport beach," cainc.co nj Page I ol'i Inventory Detail lie S. Py K 3, WCA Work History late wo'-K Type Amo, 'I L Other Work History Daze Work Type M.r. http:lllne"portbeach."cainc.com,"in%entot-viSearchResultsDetailPrintMap-asplTreelD=I '328202 03/05/2009 R. DAN JENSEN & ASSOCIATES, INC. 18011 CLEARWATER CIRCLE HUNTINGTON BEACH, CA 92648 714- 841 -2905 CLIENT: City of Newport Beach 3300 Newport Blvd. Newport Beach, CA 92658 John Conway, Urban Forester PROJECT SITE: 547 Riverside Avenue Newport Beach, CA REPORT SUBJECT: Evaluation of street tree at 547 Riverside Avenue DATE OF SITE VISIT: June 20, 2009 REPORT DATE: June 29, 2009 DEFINITION OF ASSIGNMENT 1. Evaluate condition of subject tree 2. Assess potential risk associated with the subject tree SITE OBSERVATIONS • Subject street tree is a mature Sugar Gum identified as Eucalyptus cladocalyx. • The tree is in a wide park strip, towers over a residence, parked cars and pedestrian traffic. • The trunk is covered with Ivy that is also covering the trunk flare and adjacent ground. • The tree is the second in line of a row of eucalypts that line the subject site. • The trunk has a 24" trunk measured at 4%2' above grade. • The estimated height of the tree is approximately 45 - 50'. • The tree has recently been pruned. • The tree has an old topping cut at the top of its main stem, • The branching structure is relatively thin when compared to other trees in the same row of trees. • The stem has an old wound that extends about halfway down the stem. • Callous wood is beginning to form over the wound. • The wound displays decaying wood that has also become infested with termites. 0 June 29, 2009 Dan Jensen AD tights Reserved Page 1 ConsultingAr6ffat ANALYSIS & DISCUSSION The Sugar Gum (Eucalyptus cladocalyx) is a very large, drought - resistant tree. They are as growing with a straight trunk and steep branches occurring about half way up. The foliage of the tree is concentrated at the ends of the branches at the top of the canopy, giving it an open appearance. They reach a mature height of 70 feet and can eventually develop a massive trunk flare in excess of 6 feet in diameter. The old bark is smooth and grey and peels off in irregular patches exposing the fresh yellowy -brown bark underneath. This species of eucalyptus has a tendency to drop limbs as the wood splits easily when it dries out or experiences drought conditions. They are prone to decay when wounded, but will soon develop new tissue that covers the wound, giving the impression that there is no internal decay. The subject tree has a large wound that begins at the top of the stem where it was topped years ago and extends about half way down the stem. Wood decay, which is clearly evident in the stem, begins with any injury that damages the bark and exposes the interior wood as it has in this case. Normally, trees use a natural process called compartmentalization as a defense against the spread of internal decay. During compartmentalization, the tree produces three zones to help prevent invasion and spread of the fungus by producing defense compounds to wall off the fungus around the edge of the wounded area. However, eucalyptus is not known to compartmentalize wounds very well and the decay has most likely spread along the length of the main stem. In this case, it is doubtful the tree would be able to compartmentalize a wound of this size. Instead it will eventually produce enough wound wood to cover the decaying wounds, but the decay process will continue out of site eventually destroying the core of the main stem. At the time of the site visit, the subject eucalyptus was producing water sprouts where the tree was topped. These sprouts, called epicormic shoots will be a problem because they are not firmly attached to the trunk. Epicormic shoots that are allowed to grow unchecked for an extended period of time can become too heavy to support themselves, and have a tendency to drop during adverse weather conditions such as stormy weather, high winds, high heat or extreme drought conditions. They will never be true branches and will always have a potential of failure. The topping cut also increases the potential of the failure of the remaining portion of the canopy in the future. This is because there is considerable decay at its point attachment. CONCLUSION & RECOMMENDATION The old wound and the progression of decay.along the length of the stem poses a high level of risk for this tree. Eventually, the tree will no longer be able to support the weight of its canopy because of the decay at the interior of its stem. It is recommended that the subject tree be removed for public safety concerns and replaced with a species of tree that is appropriate for the size of the grow space. © Tune 29,20M Dan Jensen All Rights Reserved Page 2 Consulting Arborlst Respectfully submitted, R Dan Jensen Certified Arborist WE -1093A C June 29, 2009 Dan Jensen All Rights Reserved Page 3 ConsuhirgArborist I ALLLLLH 1 d- lav M I W�- IL 4166'. UNA its 44 10 a� IK i L 10 .0A ` � �` � \ i t lip. \�. r '�.•'��,44�` r a ! 1 \ I ►� 1 `+ /! a "! ��'�� t: L• J i y use 1 -! 14 .� It f !1'7i V4 4 • r. ARV lk I- `w1 M• a . 'J - •ar --S' e � � ti 44 %fommll. w4 pi } a •. R. r w� f7 It tom' ti Y. p % I 'fir , {�'. „_.y.4� .t , +r}°""' .•, /�' - \ �. ;r H, w • a ( , r' j ` its Y `iK, .• � � a1 < ' .fit' ,a j, � t r� - „afar: lip - 1T11TT” a•' '` � � � a � -� • 1T. •�,• ' 'r� � ter.,. RBI . ♦ a ♦, �' $ 40: �y ,•� 490 q •{' I � •c I rk t' � i •. ' r, lt*4. 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'4 J f ..► Illy . f 1 a General Services PB &R Commission Agenda Item No. 9 August 4, 2009 TO: FROM: SUBJECT: Parks, Beaches and Recreation Commission General Services Director Fire Ring Policy Recommendation Staff recommends that the Parks, Beaches and Recreation Commission review and comment on the proposed Fire Ring Policy (Attachment A). Discussion/Background At the Commission's March 2009 meeting, staff from the Police, Recreation and Senior Services, and General Services Departments provided information regarding the enforcement and maintenance activities associated with Corona del Mar State Beach. At that meeting, questions were raised by Commissioners regarding the effectiveness of the current Fire Ring Policy; specifically how the current policy addresses the types /quantities of materials that are burned in the City's beach fire rings. The direction to staff was to review the current policy and bring back proposed changes for Commission review and comment. To begin our research, staff acquired the fire ring policies from the following beach communities: Solana Beach, Imperial Beach, Huntington Beach, Oceanside, CA State Parks, and City of San Diego. With examples from these agencies, we were able to draft a proposed policy for Newport Beach that better addresses policy issues such as location of beach fires, acceptable materials for burning, and responsibility for extinguishing the fires. If the Commission approves of the proposed changes to the current policy, staff will forward to the City Council for approval. Prepa d by Mark Harmon, irector General Services Department Attachment: (A) Existing and Proposed Fire Ring Policy A Existing Newport Beach Policy Section 307.4.2.1 Beach, Camp, Recreational fires. No person shall make, set, or maintain any beach or camp /recreational fire at any beach, park, or other public place within the City except in areas where proper containers are provided for such fires by the City and where City signs are plainly posted indicating such fires are permissible. Proposed Newport Beach Policy I. Overview a. No person shall make, set, or maintain any beach or camp /recreational fire at any beach, park, or other public place within the City except in areas where proper containers are provided for such fires by the City and where City signs are plainly posted indicating such fires are permissible. 11. Location a. City - provided fire containers are concrete rings that have been pre - installed at certain beach locations where fires are allowed. b. Fires are prohibited at locations where there are no City - provided fire containers. c. The use of a stove, barbecue, hibachi or other similar device specifically designed for starting and maintaining fires is prohibited. III. Materials a. Fires may be built using only fire materials limited to charcoal, clean wood, or paper products. Any other material containing landscape debris, paint, stain, sealer, wood preservative, cloth, rubber, metal (including nails, screws, and bolts), asphalt, foam rubber, plastic, or any similar material producing noxious fumes, odors, smoke, or leaving any type of solid residue other than ash may not be used. THE BURNING OF PALLETS IS STRICTLY PROHIBITED. b. Fire materials shall not exceed a height of more than twelve (12) inches above the upper edge of the fire container and must be wholly contained within the inside edge of the fire container. c. No cutting, sawing or other means of shredding wood may take place on the beach, parks, sidewalks, streets or parking lots. IV. Extinguishing a. Fires shall only be extinguished with water. b. To bury any fire, coals or embers with sand; or to dispose of any hot, burning or smoldering coals or embers except in a fire ring or other City - provided receptacle which are specially marked as being for that purpose is prohibited. c. No person who has built, maintained, used, or been within ten (10) feet of a fire on the beach shall abandon the fire until all ignited fire material has been exhausted or extinguished. � A6M Prj4T Item 9 August 4, 2009 Recreation & Senior Services Department To: Parks, Beaches Et Recreation Commission From: Janet Cates, Recreation Manager Re: Proposed Addition of "Home Field" Allocation Procedure to the Youth Sports Commission's Field Allocation and Use Policy RECOMMENDATION Approve the addition of the Home Field allocation procedure into the existing Field Allocation and Use Policy under Section V - Allocation as Item E. BACKGROUND In June 2005, the Field Allocation ft Use Policy was revised with input from the PBEtR Commission, the Youth Sports Commission (YSC) and staff. The purpose of that revision was to refine the process used to allocate our limited field resources to the various groups requesting their use in a fair and equitable manner. One section of the Policy, Section X11 - Maintenance, allows for Youth Sports Commission members to invest in the fields they use if a higher standard of maintenance than the City's standard is desired or if they would like significant permanent improvements, such as the recent addition of scoreboards to Bonita Canyon Sports Park by Newport Beach Little League. Even though Section XII allows for this type of field enhancement, most of the Youth Sports Commission groups were reluctant to assist with more expensive field maintenance and improvements without some indication that those fields would be assigned to them on a regular basis. The home field concept also gives the large Club Soccer organizations stability and a guarantee of seven days of allocated use at one location. In October of 2007 a special meeting of the YSC was held and the Home Field concept was discussed. At the meeting it was decided that the Home Field concept would be implemented for the 2008 spring and fall seasons on a trial basis. The trial was a success and proved to be beneficial for the leagues and for the City. At the December 2008 YSC meeting, a vote was taken to permanently add the Home Field procedure to the Field Allocation Policy. DISCUSSION Staff recommends that the following procedure be added to the Field Allocation and Use Policy as Item E under Section V - Allocation: E. Home Fields Home fields will be assigned to all eligible youth groups as defined below: 1. Youth Sports Commission Group Members (Classification C, in season) that qualify for two or more fields will be allocated two home fields. 2. Youth Sports Commission Group Members (Classification C, out of season) that qualify for one field will be allocated one home field. 3. Club teams that qualify for at least one field will be allocated one home field. 4. Each eligible group will be allocated home fields by season. 5. Any requests to change league designated home fields will be brought to a meeting of the Youth Sports Commission. Each League eligible for home fields will have one vote. Majority vote will determine the outcome. The Home Field counts as a regular field in a Youth Sports Commission group's total field count as determined by the field allocation formula (Section V - Allocation). Attachment - Field Allocation it Use Policy (Revised June 7, 2005) City of Newport Beach Recreation rx Senior Services Department FIELD ALLOCATION Ft USE POLICY Revised June 7 2005 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 City's 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 ptayability of the City's facilities. D. Allocating field or gymnasium space to qualified organizations assists the City in the fulfillment of the Charter to plan, coordinate and direct community recreational activities. PROCEDURE It is the intent of the City of Newport Beach Recreation ft 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. A. City: For the purpose of this document, the City of Newport Beach and /or Recreation & 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. 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 (YSC) meetings usually held semi-annually for field allocation review. D. Season: For the purposes of this procedure, the seasons are established as follows: Seasons Fall Spring Preseason /Tryouts August 15- September t 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 FIELD ALLOCATION AND USE PROCEDURE Page 2 E. Primary Priority User: An organization whose sport has been classified as "In Season "-will be given first priority access to facilities during their designated season. F. Secondary Priority User: An organization whose sport has been classified as not "in Season" will be given second priority access to facilities during their non- season. G. Priority: Field assignments are based on the following priorities: Primary Priod 1. Maintaining fields /facilities 2. Providing fields /facilities for organized game use. Secondary Priority 3. Providing Fields /facilities for the use of "practices" will be allocated only after all maintenance and game requests have been processed. Ill. USER GROUP - CLASSIFICATIONS Facility Use Permits will be approved on the basis of priority as follows: A. All official Recreation fx Senior Services Department initiated and /or conducted activities, including those of the Friends of OASIS at the OASIS Senior Center. B. All official City of Newport Beach activities. C. All official YSC member organizations (with current and up-to -date required documents). In season groups will have first priority and sports not in season will be considered secondary users. D. Official public agency sponsored programs and activities not included in A., B., and C. above. 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. 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. N. Schools, colleges, hospitals and other similar civic groups not qualifying under the definition of non - profit. 1. 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 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 twice a year at the semi- annual (YSC) meetings (see section II. G. and III.) Any appeals to decisions or allocations can be made to the Parks, Beaches 8 Recreation Commission within 10 days of the YSC meeting. B. Allocations are based on the number of City of Newport Beach residents within each organization as well as the priority season and priority group. C. Allocations will be based on official rosters submitted by each organization as required by membership in the YSC and outlined in section IV. D. Field Allocations will be made based on the number of fields each season that the Recreation £t Senior Services Director deems are available for distribution. The distribution formula will be as follows: 70% of the available fields for primary priority season (City and YSC member organizations) • 15% of the available fields for secondary priority season activities of YSC member organizations • 10 % of available fields for allocations to groups in lower user classifications (E -1) • 5% of the available fields are not allocated and used for maintenance rotation, community use and other items not anticipated on an as needed basis. These fields will be reallocated to qualifying organizations as they become available based on the allocation formula. E. Home Fields 2. 3. Club teams that qualify for at least one field will be allocated one home field. 4. Each eligible group will be allocated home fields by season. 5. 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 by March 1 for spring and September 1 for fall so the field can be reallocated. Unless written notice is received, users will be billed for all allocations. All fields that are turned back in to the City for reasons of non -use by an organization will be allocated to the remaining qualified organizations based on the allocation formula. FIELD ALLOCATION AND USE PROCEDURE Page 4 Any user group with documented non -use of an allocated field for two consecutive weeks after Labor Day in the fall and after March 1 in the spring will lose that allocation for the remainder of the season. Exceptions to this policy are made only with prior notification to Recreation staff regarding special circumstances. It is City Policy that user organizations turn in unused fields for reallocation. VIL N0710E 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 and an accurate record of exchange for tracking purposes. User organizations who switch times /fields without going through the proper process may lose their entire allocation as a result. 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 arty /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 Recreation it Senior 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 Ft 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 rt Recreation Commission, 7. Use of metal cleats is prohibited. 8. Alcoholic beverages are prohibited at all City parks. and facilities, ° eept G A` ` `eRjGF C°^'° . 9. No artificial noisemakers, i.e., homs, 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. 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. FIELD ALLOCATION AND USE PROCEDURE Page 5 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 parts 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 Recreation ft Senior 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. 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. The YSC member organizations must financially support any desired or additional maintenance such as field preparation, lining of the fields, setting of bases or a higher standard of maintenance than the City's standard. 3. The YSC member organizations will provide an annual Facility Improvement Plan 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.. Members are responsible for any damage or repairs needed due to implementation of Facility improvement Pion. The organization is responsible for insurance, worker's compensation and any contracts required by the City of Newport Beach for the work being done on City property. Any failure to complete the Facility Improvement Plan properly that results in costs to the City shall be reimbursed to the City by the member organization. 5. 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. 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. 6. 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. 7. User groups are required to report any and all damage or acts of vandalism to the City immediately. 8. The removal of bases or use of base plugs requires prior departmental approval. FIELD ALLOCATION AND USE PROCEDURE Page 6 XIII. MODIFICATIONS Any request to modify or improve any City facility shall be submitted for review to the City Parks and Recreation staff for consideration. No permanent structures or equipment shall be erected on City facilities unless approved by the City and dedicated for community use. E IYw 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 alt 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 /att 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 at[ damages occurring to the facility B. Termination of any /at( 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 B -14 — 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. Although there is no cost, there is a limit to the number and times a banner can be displayed. 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 wilt 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 B-13 — Public Use of City Fackities that takes precedence If there is any conflict discovered. Revised - 6105 - MR Commission