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CC 2012-11-13_09.b. Shade Structures at Rancho Grande Park MEMORANDUM TO: CITY COUNCIL FROM: JOHN ROGERS, DIRECTOR OF RECREATION SERVICES SUBJECT: CONSIDERATION OF A PROPOSAL TO INSTALL SHADE STRUCTURES AT RANCHO GRANDE PARK DATE: NOVEMBER 13, 2013 RECOMMENDATION: The Parks & Recreation Commission recommends the City Council approve a proposal by Mr. Mel Cottrell to privately fund the purchase and installation of two shade structures to be placed at picnic areas #2 and #3 in Rancho Grande Park. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no immediate financial impact from this action. Mr. Cottrell is proposing to fully fund the purchase and installation of the shade structures. At some time in the future, it may be necessary to repaint the structures. There will be minimal staff time required for consultation, coordination and inspections. BACKGROUND: Mel Cottrell of Via Bandolero has been a frequent user of Rancho Grande Park for many years. He and many of his friends routinely walk in the park and sometimes exercise their dogs. It was his observation that the park offers very little shade or protection from the elements. As a result, he has generously offered to purchase and install two 16’ x 24’ shelter structures to be placed at opposite ends of the group BBQ areas #2 and #3, located on the western end of the park near the basketball court. Attachment 1 shows the locations and Attachment 2 shows the design of the proposed structures. At its September 12, 2012 meeting, the Parks and Recreation Commission considered a re commendation from staff to accept a proposal by Mr . Cottrell to donate shade structures for Rancho Grande Park and fully fund installation of the structures at BBQ areas #2 and #3. Public comment was taken and the Commission voted to continue this item t o a public hearin g at its next meeting. Staff mailed public hearing notices to residents living within 300 feet of Rancho Grande Park. Notices were also posted in the park advising park visitors of the public hearing . Mr. Cottrell paid to place “story poles” at the proposed site to offer the public the opportunity to view the height and general shape of the proposed structures. Item 9.b. - Page 1 CITY COUNCIL CONSIDERATION OF A PROPOSAL TO INSTALL SHADE STRUCTURES AT RANCHO GRANDE PARK NOVEMBER 13, 2012 PAGE 2 At its October 10, 2012 meeting, the Parks and Recreation Commission held a public hearing to take comments from the public regarding the proposed shade structures at Rancho Grande Park. Approximately forty people attended the meeting for this item. After public comments, the Commission voted unanimously to recommend approval of the proposal to the City Council. ANALYSIS OF ISSUES: The trees planted in Rancho Grande Park nearly ten years ago have failed to thrive, due mainly to the soil conditions, and do not provide adequate shade over any of the picnic areas. The Recreation Services Department receives several comments each year about the need for shade at the picnic areas of Rancho Grande Park. Mr. Cottrell is proposing a structure that has a low profile, open-air design to minimize impact on views from neighboring houses. The structures would have a solid roof to maximize the available shade and a post at each corner. The structures have a low-peak roof which rises approximately two and one-half feet from eve to peak to a height of 10’8”. In comparison, the shade cover at Elm Street Park picnic area rises approximately six feet from eve to peak. Also, the height of the peak of the proposed structures is lower than the top of the existing basketball goals in the area immediately adjacent to the picnic areas #2 and #3. To minimize maintenance requirements for City staff, Mr. Cottrell proposed structures with metal posts at each corner and a metal roof which are designed with no cross beams to prevent birds from roosting under the roof. To add continuity to the park system, the proposed structures are similar in appearance and color to the Elm Street picnic area shade cover. Example of proposed shade structure Item 9.b. - Page 2 CITY COUNCIL CONSIDERATION OF A PROPOSAL TO INSTALL SHADE STRUCTURES AT RANCHO GRANDE PARK NOVEMBER 13, 2012 PAGE 3 At the September 12, 2012 Parks and Recreation Commission meeting, a resident living near the park suggested placing the structures at picnic area #1 which is the larger round area at the north east part of the park. Due to the arc of the table layout at that site, staff determined that the structures would either need to be custom designed to fit the table layout, or be much larger than proposed and would then require placement of support posts into the turf area, or require relocation of lighting fixtures. This would necessitate a much more complicated and costly project which Mr. Cottrell is not prepared to fun d. Prior to the October 10, 2012 Parks and Recreation Commission meeting, staff received a letter in opposition to the proposed shade structures which included the opinion that if shade structures were approved for Rancho Grande Park, they should be more aesthetically pleasing than the structures proposed by Mr. Cottrell. This letter included two photos of wooden shade structures. These structures have a lattice-type roof which does not provide any completely shaded area. It should also be noted that wooden structures require significantly more maintenance than metal structures. ALTERNATIVES: The following alternatives are provided for the Council’s consideration: - Approve the recommendation and the Parks and Recreation Commission to approve installation of two shade structures at Rancho Grande Park; - Approve installation of only one of the two shade structures; - Pursue other City funded shade structures, which is not recommended due to lack of funding; - Do not approve the recommendation of the Parks and Recreation Commission to approve installation of shade structures at Rancho Grande Park; - Modify as appropriate and approve the Parks and Recreation Commission’s recommendation; or - Provide staff direction. ADVANTAGES: Approval of the proposed shade structures will provide much need ed shade and cover from the elements in a park that has virtually no ne of either. DISADVANTAGES: Several residents living adjacent to Rancho Grande Park are opposed to installation of any shade structures in the proposed area because they feel it will negatively impact the view from their home, or they feel the park should not be changed from its original design. ENVIRONMENTAL REVIEW: No environmental review is required for this item . Item 9.b. - Page 3 CITY COUNCIL CONSIDERATION OF A PROPOSAL TO INSTALL SHADE STRUCTURES AT RANCHO GRANDE PARK NOVEMBER 13, 2012 PAGE 4 PUBLIC NOTIFICATION AND COMMENTS: A notice of public hearing was published in The Tribune on Friday , October 26 , 2012 and mailed to property owners adjacent to the park. The Agenda was posted in front of City Hall on Thursday, November 8, 2012. The agenda and staff report were posted on the City ’s website on Fri day , November 9, 2012. AT TACHMENT S: 1. Location of shade structures 2. 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