Month 1999.11 November.


Day 1999.11.03CS


COMMUNITY SERVICES COMMISSION
MINUTES –  REGULAR MEETING –  NOVEMBER 3, 1999
CITY COUNCIL CHAMBERS
7:00 P.M.

ITEM 1 -    CALL TO ORDER

The regular meeting of the Community Services Commission was called to order by Chair Kidder at 7:07 p.m.

MEMBERS PRESENT:    Commissioners Susan Garland, Pamela Greaves, Brett Johnson, Mary Ann Thurmond, and Chair Don Kidder.

MEMBERS ABSENT:    Commissioners Inderjit Kallirai and Virginia Lloyd-Butterfield.

STAFF PRESENT:    Director Linda Celestre, Landscape Architect Bob Farrington, Parks Superintendent Rollie Simons, and Recreation Manager Donna Fox.

ITEM 2 -    PLEDGE OF ALLEGIANCE

ITEM 3 -    APPROVAL OF MINUTES –  OCTOBER 6, 1999

A motion was made by Commissioner Thurmond, seconded by Commissioner Garland, “ to approve the minutes as presented” .  Motion carried.

ITEM 4 -    APPROVAL OF AGENDA

A motion was made by Commissioner Garland, seconded by Commissioner Greaves, “ to approve the agenda.”   Motion carried.

ITEM 5 -    PUBLIC COMMENTS - None

ITEM 6 -    CORRESPONDENCE - None

ITEM 7 -    OLD BUSINESS –  None

ITEM 8a -    RATIFICATION OF COMMISSIONER GREAVES TO SERVE AS THE REPRESENTATIVE TO THE CULTURAL ARTS ADVISORY COMMITTEE

A motion was made by Commissioner Johnson, seconded by Commissioner Thurmond, “ to approve the appointment of Commissioner Greaves to serve on the Cultural Arts Advisory Committee” .  Motion carried.

Richard Gideon, Chair of the Cultural Arts Advisory Committee, welcomed Commissioner Greaves to the Advisory Committee.  He noted that one upcoming project that the Advisory Committee is very excited to be involved in is the Gateways project.

ITEM 8b -    ELECTION OF OFFICERS

Commissioner Thurmond nominated Chair Kidder to continue as Chair.  Commissioner Garland nominated Commissioner Johnson.  Director Celestre stated that Commissioner Lloyd-Butterfield could not attend tonight but sent a letter requesting a proxy and outlining her position on this agenda item. After checking with the City Attorney, it was determined that proxies are not permissible because of the Brown Act and the Vacaville City Charter.  Director Celestre read Commissioner Lloyd-Butterfield’ s letter, in which she stated she would nominate and vote for Commissioner Johnson for Chair, but Director Celestre stated the vote would not be counted.  Commissioner Johnson suggested that we delay voting on officers.  Commissioner Thurmond did not want a delay.  Commissioner Greaves then stated she would like the voting postponed until more members are present.  It was moved and seconded to “ postpone the election of officers” .  Motion carried.

ITEM 8c -    REQUEST FROM THE CALIFORNIA BASEBALL LEAGUE FOR THE CITY TO RE-EVALUATE THE EXISTING FIELD USE AGREEMENT WITH LITTLE LEAGUE

Director Celestre stated a request was received from Randy Villa, representing the California Baseball League, for an allocation of 225 field slots for the upcoming baseball season (January –  June 2000).  The league is being established to provide a youth baseball alternative in our City.  When he first contacted the department, Director Celestre informed Mr. Villa of the existing Field Use Agreement with the three Little Leagues which allocates use of all of the Little League sized fields.  The agreement gives Little League control of the fields from January through June of each year, through December 31, 2002.  There is also a provision for three 3-year extensions which would have to be approved by City Council.

A meeting was held October 14 with all of the baseball leagues.  The League Presidents indicated that they were not able to give up any field space.  The City has offered several alternatives to Mr. Villa including offering fields after Little League has concluded their season, and expanding the City’ s Fall Ball program to offer an open division.  None of these alternatives have been accepted.  The California League would like the Commission to consider exercising the cancellation clause in the City’ s agreement with the three Little Leagues.  The cancellation clause allows either party to terminate under the clause without cause.  If the City were to exercise its right to terminate under this clause, 180 days written notice has to be given.  This would take us through the upcoming baseball season.

The existing field use agreement has been quite successful.  Facilities have been improved and there is a sense of pride of each league’ s home field complex.  Director Celestre stated that the staff recommendation would be for the Commission to deny the request of the California Baseball League, and reaffirm the existing agreement with the Little Leagues.

Doug DeFabio, Recreation Supervisor for the Sports Section, then explained the different styles of baseball that the leagues play.  In Little League, there is no leading off, the pitchers are allowed to concentrate on throwing strikes from either the set position or from the windup.  In the California League, 7 through 16 year olds, the players can lead off, the pitchers can hold the runners on and pitch from the stretch.

Director Celestre stated that the theory of the California League would be to attract and take away some of the players from the other three leagues and free up field space.  The other leagues have indicated that this would not cut the number of teams, but they would simply have 11 or 12 members to a team (rather than 14-15) which would not free up field space.

Randy Villa, President of the California Baseball League, was then introduced.  He stated that they would like to offer an option to the people in the community who want to play this type of baseball at an earlier age.  The California League wants fair allocation of fields.  Approximately two hundred signatures have been collected in favor of this program.

Ken Feld, President of the American League, feels that if there are any fields available for allocation, that Bobby Sox should get the fields, helping those organizations that are currently part of the baseball program.

Peter Marinko, President of the Central League, stated that Little League is about children’ s development.  He stated he supports the concept of the California League in tournament play with higher level players, but his league can’ t free up any fields for them at this time.

Doug DeFabio stated that in the Fall Ball program this year, a major league is proposed which would be a more competitive division.  The Department has offered this as an alternative to Mr. Villa, but it was rejected.

Frank Webber, field scheduler for the Central League, reaffirmed the Central League’ s position that there would not be field availability.

Osa Healy addressed the Commission, and stated that she supported the California League.  She feels that the people of Vacaville should have a choice, an option.

Commissioner Greaves encouraged the California League to continue to work on the proposed plan, and continue to work with the Little Leagues to arrive at a win-win situation.

Director Celestre stated that new baseball fields are not in the current budget.  Commissioner Garland asked to modify the recommended motion.  Director Celestre stated that this was only a recommendation by staff, and that the Commission could modify the motion however they desired.  The Commission’ s action would be the final unless there were an appeal to City Council.  A motion was then made by Commissioner Johnson, seconded by Commissioner Thurmond, “ to deny the request of the California Baseball League for allocation of fields, and ask that there be another meeting to discuss the potential of arranging for a Fall Ball opportunity for the California Baseball League” .  Motion carried.

ITEM 8d –     APPROVAL OF FACILITY EXPANSION GRANT PROPOSALS

Director Celestre stated that the Commission had approved a Facility Expansion Grant Program which allocated $150,000 in Development Impact Fees (DIF) to a grant program.

Proposals were solicited from youth organizations for field improvements directly tied to growth.  On October 28, a committee composed of Commissioners Lloyd-Butterfield and Kallirai, Recreation Manager Fox, Recreation Supervisor Doug DeFabio, and Director Celestre met and reviewed each proposal for whether the use qualified for DIF fees, reviewed for compatibility of the proposal with City use of the facility, and for completeness of the information included in the proposal.

The Committee is recommending awarding $25,000 to VYSL for lights at Centennial Park; and awarding Central Little League $25,000 to help them light their field for major league play.  One condition on the Central Little League funding is that during the time of year that Little League is not using the fields, the City would be able to use the lighted field for Fall Ball.  The Committee recommended conditional approval to American Little League for backstops, pending further explanation of cost and deleting the requested bleacher project for Field B.  The Committee also recommended conditional approval to the National Little League to expand the concession stand and storage area.  The original request was for $7,000 for the concession expansion but the Committee is requesting further research to finalize the cost. They recommend denying the National League’ s request for funds to build bullpens, since this cannot be justifiably related to growth.  The Junior/Senior League also requested grass infields at Centennial Park but this is not being recommended to get funding at this time because it is not tied to growth, and it is incompatible with use of the field by City programs and Senior softball tournaments.  Vacaville Bobby Sox is asking for assistance to build a larger concession stand but further information is needed before their proposal is given final approval.

This agenda item will require four separate motions.  Director Celestre stated that Central Little League’ s request would be for $32,000.  The maximum is $25,000 that the Commission can award, and anything more will have to go to City Council.

Chair Kidder asked that the four motions be numbered 1 through 4.  Motion #1, a motion was made by Commissioner Garland, seconded by Commissioner Johnson, “ to approve $25,000 each in grant funding to the Vacaville Youth Soccer League and the Vacaville Central Little League for their lighting projects with the conditions noted” .  Motion carried.

Commissioner Thurmond asked that Motions #2 –  #4 be tabled until next month so that more information could be obtained.  Director Celestre stated that that is an option with the understanding that Staff would come back with additional information and specifics on the project and the dollar amounts.

At this time, there were several public comments from Little League members about the proposed motions, and field improvements.

On Motion #3, a motion was made by Commissioner Garland, seconded by Commissioner Greaves, “ to deny the grant request from Junior/Senior League based on it not being qualified for DIF funding and not being compatible with other uses” .  Motion carried.

On Motion #4, a motion was made by Commissioner Garland, seconded by Commissioner Thurmond, “ to extended the timeline for consideration of the request submitted by Bobby Sox, and direct staff to work further with Bobby Sox to get more information on their proposed project and return to the Commission with a recommendation at a future meeting” .  Motion carried.

On Motion #2, Commissioner Johnson suggested that the motion be split.  A motion was made by Commissioner Johnson, seconded by Commissioner Thurmond, “ to approve the request for $19,400 for the Vacaville American Little League, and then table the request from the Vacaville National Little League” .  Motion carried.

ITEM 9 -    STAFF REPORTS

Recreation Manager Fox stated that the Halloween Family Fun Night was very successful with over 700 attending.

The Band of the Golden West will perform for two concerts, December 4 and 5 at 3:00p.m. in the Vacaville Performing Arts Theater.  The performances are free.  There will be a limit of six tickets per family.  Tickets should be available November 23.

For the mural project, there will be a call for artists by December 15.  The proposed site is on the outside of the Heritage House Café.  The subject matter will be the Pony Express Riders because that is the site where the pony express came through Vacaville.

Parks Superintendent Simons stated that the “ Merriment on Main”  event will be held on Tuesday, November 30.  Downtown Christmas lights will be put up November 8.

Director Celestre stated that there will be a ceremony in the spring for the Creekwalk.

Landscape Architect Farrington stated that the original landscape contractor for the Creekwalk has left. The substitute contractor has stepped in and is substituting a lot of the native plant material because of non-availability this late in the season.

The City Council has approved the Lake Management Plan and the Park Master Plan.  The Conditional Use Permit process will go to the Planning Commission for review in January.

Landscape Architect Farrington informed the Commission that grading for the skatepark has begun. There has been additional excavation because there was unsuitable fill there.  Excess dirt suitable for fill is being taken from the Creekwalk and will be used for the skatepark.  Negotiations are in progress with the concrete contractor.  Hopefully, construction will be done by Christmas, weather permitting.  The landscaping will be done next spring.

ITEM 10 -    DIRECTOR COMMENTS

Director Celestre stated that the Civil War event will be held this weekend, both Saturday and Sunday.  It is always a great event.

Director Celestre toured the expansion construction site of the Senior Center facility.  The opening date will possibly be mid-March.

The Commission on Aging had its first meeting.  The meetings will be the second Wednesday of the month at 1:30 p.m.

On December 28, a special celebration entitled “ A Vacaville Century; Our Town, Our Stories”  will be held.  There is a Century Committee consisting of Director Celestre, and representatives from the Reporter, the Museum, the Heritage Council, and others who are interested.  The program theme is “ our town” , and will portray a history of Vacaville over the last 100 years.  It is black tie optional.  The program will start in the theater, then there will be an elegant dinner in the Community Center.  The cost is $50.00 per person.  It will be catered by the Coffee Tree with original Nut Tree recipes.  Tickets are available at the theater box office.

Director Celestre distributed flyers for On Stage Vacaville to recruit members.  It is a non-profit organization to promote the performing arts in the community.  Meryl Nesbitt is heading up the Cultural Growth Fund to help groups bring new and different cultural performances into the theater.

ITEM 11 -    COMMISSIONER COMMENTS

Commissioner Thurmond stated that Marty Furco, an original member of the Senior Citizens Advisory Committee, has passed away.  Ms. Furco was also a member of the Senior Center Expansion Task Force.

Commissioner Greaves stated that she was proud that the City of Vacaville won the Prospector Award, from the CCQS (California Council for Quality and Service).

Commissioner Garland thanked those who participated in the meeting tonight, and encouraged the Little Leagues and the California Baseball League to continue working together.

Commissioner Johnson thanked all those who participated in the meeting, and thanked staff for Volunteer Day.  He also thanked staff for the work involved in the approval by City Council of the Lagoon Valley Lake Management Plan, and the seniors for the process of the Commission on Aging.

Chair Kidder also thanked staff for the Lake Management Plan.  Chair Kidder will participate in the telethon this weekend.

ITEM 12 -    ADJOURNMENT

There being no further business, the meeting was adjourned at 9:30 p.m.

Respectfully submitted,


Harolyn Nelson
Recording Secretary