Parks and Recreation Commission Regular Meeting

public comments. Peter, would you like to come up and share your thoughts? These are for items not on the agenda. And if you haven't been, if you're not familiar we'll certainly love to hear what you have to say. We just can't interact a lot since it's not an agendized item but we can bring it back later if that's what you're asking for.

Yeah, no problem I'm relatively new in town and really love it and enjoy the park and what it has to offer sometimes Just sit in the park by the fountain. And one thing struck me, though, was that it didn't seem... Or I should put it differently. I wish there were more people around me and who I could interact with and meet. And so I proposed an idea to Christy a couple months ago, and that was that I would be willing to spearhead an installation of like a... It's a game that they play in the South of France called Petanque It's like bocce ball or lawn bowling and it doesn't take much room and there's so much bark dust there I thought what a great place for one two little courts, and they're generally 15 meters long four meters wide and You know if you've been to France you see all the old guys in the park.

You know throwing the hollow metal balls at a target How do

you spell it?

P-E-T A-N

Q-U-E Sorry, I didn't mean to put

you on the spot. It's an excuse to socialize and it's cool and it seems like it belongs in Libbey Park in my opinion. It just seems like it would be a great fit and I don't think there'd be much cost and I would have be happy to sort of sponsor it and lead the work efforts And if you think that would be good idea we could find a spot for it Yeah, that's it.

OK, maybe we can place it on next month's agenda so we can discuss it and maybe get some cost estimates. Do you call it Patanki Ball? Is that what it's just called?

It's Patanki Ball, B-O-C-C E. I think it's a very similar game. And if you want, I put out some information. Sure. You take it. There's

some

rules and so forth. You

can

play singles, doubles, triples, and you just try to throw your balls and have them land next to the target. And it's, you compete against another team.

Almost like, what's that one? Cornhole. Kind of like cornhole but similar. Yeah!

I mean it's the

same

kind of vibe. Throwing something at someone.

It looks like it's really similar to a horseshoe size footprint almost, right? Like about that size.

Usually on sort of real finely graveled ground cinder.

Oh interesting, okay. Well thank you for sharing. Oh cool,

okay.

Thank you. Oh you got the same picture, okay. OK. Thank you for that. On our consent calendar, we have the minutes for the August 6th meeting. They're pretty brief. Did you have a chance to look them over? Brenda, I don't think you were here. She's not here. But I looked them over on the web page. Oh, very good. OK. I don' have any changes of substance

I'll make a motion to approve. Motion to approve the August 6, 2026 Ojai Parks and Recreation Commission minutes.

And I'll second. Thank you. Okay, and moving right on to our presentation and discussion items. We have the Sarasota playground reconstruction update we have a recommendation to receive the staff report discuss and recommend the list of Recommended playground equipment structures for the Sarasota playground from the playground ad hoc committee And there's a report in your Packet I Will I have a comment before we receive that, just one second.

I wrote some notes.

OK. Also before we jump into the discussion, I did want to make a moment to clarify the detail from last month about the company. It's not Play Well, it's Play World. So that was just a clerical mistake.

My understanding, I think I'm on. Thank you. That it isn't PlayWorld. It's Dave Bang and that is one of their catalogs?

Well no. PlayWorld is a company.

Yes they...

Yeah.

We're working through Dave Bang, correct? Through Dave Bang. OK. Correct. And through Dave Bang there's more than one catalog. There's Berliner. Play

World. I just wanted to clarify it's not Play Well. It's Play World. Yeah, yeah. That's it.

Play Well. That's

it. But I think he carries both, right? Because I made that mistake in the agenda. There is both. Oh, he doesn't carry Play World? He doesn't do Play World but there is both. OK, yes. Yes.

He only carries Play... I got it. So the report last month should have said Play World.

No actually it should have said Dave Bang. Because to really clarify on this whole process, we aren't working with just one catalog or with one playground equipment company. We're working with a firm that works with multiple catalogs, multiple companies where you can get the equipment. Just because...

No, that's okay

because I'm

also... You haven't selected

one catalog.

I'm also aware that there is some confusion that some commission members may have and experiencing frustration in possibly wanting more information. What I wanted to find out here is if you could clarify what information you did need, so that we can come back with a more robust Report or whatever you wanted to see regarding that after your update though, of course, but Just let let me know, you know, and if you if you have other ideas that you want the ad hoc You know the playground ad hoc to know as well to come back or to review That's things that we could discuss too. So Okay,

that actually goes right along before if you don't mind before we go into the update. I just wanted to do exactly that and to backtrack and just from as a chair setting the agenda like my perspective to keep the commission moving like the commission meetings moving along To not have to learn something tonight and then say, okay you have all next month to research it. And then it just like delays things if we could... Like this commission is being asked to provide direction or make a recommendation but the material facts, we don't get them. If we're getting them orally, we're getting them for the first time tonight And we don't have any time to research the factual stuff. So for me, what I would like to see is in the reports, like for this particular thing, I'd like to know that we've had a previous action.

The commission made a motion last meeting. We talked about making the purchase separate from the install because of the grant deadline. I would like to see the staff report say, you know, this is where we're at. This is where we were. This is where we're at. And I think it's important to just have that context, to update on the written details that we talk about.

My goal is pretty simple. We want to have the information ahead of time so we can research it, so that the public has it, so that we have it and we can have a productive meeting. That's really what I guess...

Sounds great. Kind of piggyback on that Because it is it's for the Commission, but it's also really for the public and the public is coming to it each time There are new people so if we give them an incomplete picture without the background because typically my reference point to back when we back You know too many two years ago Is we would have a background section? And the background section would set the stage for understanding the project why we're doing it where we're doing it kind of some specificity To how much we've already gotten done in the process, where we are in the process. And then it would introduce a discussion for that time. Like recommendation background overview? So it's repetitive. Is that what you're saying? Yeah. That was like the format.

I remember that. It's a little repetitive but that means that any time the public comes to it because people are coming to this all at very different times.

Different stages of the

project. We want to make sure that whatever staff report is coming out Helps them to understand what we're going to talk about and what we're trying to accomplish so it invites everyone in because without the background I mean, so every time we that are written. I think the hope is to read it from the perspective of someone who's never heard of this And we're not saying it has to be

super lengthy but just some deep just a snapshot of you know that The history kind of lead the background leading up to it. And then and then like for example, if I would have had like some links I would have liked to been able to To click on them and just see like oh yeah I can see where the ad hoc is gonna talk about this tonight and I have a little bit more knowledge Like it doesn't mean The oral part is where I think we really

go

come

in and so looking at the current staff report I think I'd put background, discussion and then typically the last thing is the recommendation. And that's where staff has their opportunity to give us their specific recommendation. It isn't what's absolutely going to happen but with all the research that they've done and the information you're bringing to us and you've analyzed it as you know then you present what you think next steps are. And that would be the last piece as a staff recommendation. So I think it's kind of almost like if we got a template together, where we have the same questions we're asking every time. Sounds good. Yeah. Mm-hmm. I like the background.

Recommendation, background.

Well actually, I think recommendation comes to the very end because that's the staff's time to participate. So start with background and then go for update. Yes. And then what we're going to discuss tonight. And I think that would help. Is that does that make sense?

It makes sense.

Yeah,

and I think that we should work towards that for sure so we will

well and then I think the The thing with that is is that the only way that works is if that process starts early this month

Yes,

so that it's not an end-of-the-month challenge because then everyone is on their heels

and it's hard to get

together.

Yeah,

urgent. And yeah, definitely was frustrating. And then I just would say also just not specific to this but speaking on the playground before we move on like the piggybacking presentation was, you know I've heard of the term and stuff but like the source well links to the other projects that we're piggybacking on. I think that's really easy to include so that if we're going to piggyback on another city they have all the RFP that source well has, you know the RFP, the entire bidding process is there Pricing all that's included and it just seems easy to put a link in the document so that the public can click on it And you know if they choose to come and weigh in on something specific. That has to do with that At least they'll have an idea of what?

We're working with yeah, we will I don't know that we've

identified what Project were sourcing yet right haven't identified anything So that's what we have this update for and then we'll come back next month Okay The

project

well, this update is gonna be the update from the playground ad hoc committee. I don't know what What you no? No

that the source Well and all of that we I have not heard yet what we're piggybacking on We don't have any of

those details So I need to talk to Public Works about that because nothing has moved since The meetings that we had yeah

My understanding from researching it was that when we piggyback on something it has to be something I think the term would be, you know Like similar like and kind like it. It can't it has to be a similar project Just that Dave Banks is done business with another city I don't it wasn't my understanding that that qualifies it has to be a similar Like if we were to write the RFP, it would look very similar to the successful RFP that you would find on SourceWell. That's my understanding but I might be misunderstanding but I think we should know that right? I mean certainly the ad hoc should maybe have a meeting with Public Works and you or something to understand what that is because there's a lot of sources. There's a lot of documents in there and you can see pricing and stuff.

OK. OK, so I'm glad that we're all on the same page with that. Thank you for that. We had the same questions. Yeah, we did. So OK, so we are going to get a staff update or just the ad hoc update? Or is

it combined? So it was going to be the ad hoc update but I do have another update to add to my first one and this is some positive news. So, I received confirmation this week that the State of California Department of Parks and Recreation has extended our grant performance and contract period to June 30th, 2029. Oh great! Excellent. So we have time... But let's not wait okay? Let's not wait. Okay. We can forget that I said that

and we could keep moving forward. Okay but they've secured the funds those are safe until we get the project done. That's less urgent. Okay, I feel better about the delay or that don't you know waiting for an answer. We're doing it right? Okay So why don't you before the ad hoc gives the update would you mind bring explain to the Commission about the Dave? Dave Bang's associate meeting and how that came to light, because I thought too based on the report we're meeting with Playwell which I guess we don't sell or Playworld or whatever like a playground company but we're meeting with kind of like a distributor.

Yeah

so Playworld

does not sell their own equipment you have to go through another distributor so that is Dave Bang

And did they

approach us, or

have we bought from them before? Or how did we find them?

Not that I know of. But we could have. I didn't find anything that says that we've

bought from them before. I thought we found them through SourceWell.

No. How did we find them? So I found them on a cover of a magazine, it's just stuff that I looked through, I was looking through all the magazines when I said Playwell, I meant Playworld but we found out that they do work with Sourcewell so you know it would be an easier process. And so how did we go from

Sourcewell to Dave Bank?

She just found them. And then he qualified as working with us. So

it was actually Public Works that mentioned Sourcewell because I don't deal with, you know, those types of things and they said that their actually PlayWorld is included with the Sourcewell so that's why Public Works mentioned that it would be a much easier process just to buy the equipment But we can speak to them if you have more detailed questions because I might

not have the answer. We got to that meeting and at that meeting, I think I thought it was PlaySource because I had seen that somewhere. I looked already at PlayWorld, I looked at PlaySource and then we were on a PlayWorld, I looked at that and then that meeting it was all of a sudden Dave Bang. And so, okay. Well let's look Dave Bang up because I think you probably did it the same way I did while you were sitting on the meeting and then we had the rep from Dave Bang. So then you and I well go ahead is that do you have anything? It's just for the equipment. That's

all. Yeah.

And so then we had a meeting Yes, together about after looking at Dave Bang's site and one of the big things is they rep multiple catalogs from multiple companies. And so we sat down and did a review of what was available regionally and what kinds of products we thought would be you know We put together a

list that we sent off

To Kristi and to Lindy for Public Works. And did Eric get it as well? Eric... Our email? Yes, yes, yes. Okay. So they... Who's Eric? He is the rep from... Oh

okay,

okay. And so we're going forward with you know and I'll share it with you guys. It didn't make it in time to get in the packet but happy to share it. Yes. And happy to share that if you are interested in looking stuff up and seeing what we're looking at because it's actually a lot of fun. Yeah. Dave bang calm I think is

you just go under catalogs and there's just it's amazing what's available

And so we really need some guidance. It sounds like from Lindsay is as to if we can pick Like is there a project that he's done that will qualify for piggybacking for the brand? That you guys are kind of sourcing.

We actually put in their Huntington Beach project that we found okay, but it has some pictures that we would really like and some of the equipment that we would really like and Gave that link to them and it's a different it's not Playworld. It's Berliner but Because we really liked a lot of what they did. And then the other thing is, it could be multiple companies and you do different parts with different companies and you can pick and choose. That's not uncommon. Right. To see one piece from one company that you're really interested in and then another piece from another, and pull it all together.

Yeah as long as the color themes aren't like the primary colors versus like the natural colors that would figure out a bunch. So we really

need some guidance. I feel like yes, I feel like we keep starting but we're missing the starting point.

Well, I think we just need to I think whether it's the commission or the ad hoc that takes the next steps It will obviously I think it would be easier to do it out. You know during this next month but to get with Christie and Engineering I think we

need to get clarification clear on If we're piggybacking and we're doing it through source well What is which what are we sourcing on source? Well because it has all these different contracts SourceWell is a way that for, just a little explanation because it's complicated. I'm only beginning to understand it. Same. Think cities, agencies, schools who public agencies that buy materials and products not services but materials and products these companies like SourceWell do these really big RFPs and then they create contracts with all of these different companies with set price points So what they do as part of the RFP that source will hold, this is my understanding and I could correct me if I'm wrong. But then you can use that contract that they've already agreed to with those prices.

I think Sourcewell is like a database of how you would describe them. There's some confusion as to whether we need to reference a specific project that's done with similar materials, like literally similar to what we would want to buy or if it is just picking a contract with a particular brand and then knowing what's on their contract and what the prices are because it's a discounted price if you go through these large source welders like three or four others that

Because in order to be awarded the original RFP, they would have had to have been competing

for that agency. Yes and it was all negotiated so...

Yeah, it is really complex. I just think that Public Works might have to help give you a little guidance on and maybe just to do your own due diligence look at the links that you know on SourceWell. And

I got on there and this is not to say that I didn't find my way to the right spot but I could find that they had contracts and who they had them with but none of the details of the contracts So I don't know if you maybe need access. I don't know, do we have an

account? Have you looked at SourceWell yet, Christy?

I can find out if

it's for public view or what we need to do to be able to see some stuff. Okay.

We just want to make sure that we're complying with our, especially when we're making recommendations to purchase hundreds of thousands of dollars worth of material. We want to make sure that we're not sole sourcing without piggybacking properly.

So I think we've gotten a lot done. You and I had a very good discussion and really looked at a lot of stuff, and kind of honed in on some priorities for accessibility and inclusion, and the kinds of things that we're hoping that it will create, and the different types of spaces. So there's gathering spaces where kids play together collaboratively, and then some more individualized spaces.

It's super exciting.

And Dave Bangs will help us do the layout as well,

right? That's part of their service. This is a unique thing to playground equipment is the design is free. So you're going to buy all the equipment from them, and they throw in the design as part of it. So that is not a separate line item. And that's how it's still... You're buying just the product but they do the design for you. But it's the kind of design... I mean, it's like drop this, drop that. They put it together. And surfacing is always going to be a question, how much... How we make it as accessible as possible? What materials? Or what we can afford to... They'll help do all that kind

OK. Design

work.

And then I know that we're going to be short in public works come, I think December, I heard. Do we have a goal to get the RFP out for the construction of it? Or at least get it drafted before we have a staff turnover? That would be

great. I think so. I think we have to know what we're, because of the way we're doing this, we need the equipment and the design before we can go farther forward with that.

I wonder if we can use the old RFP, like as a template to like... Yeah. Just seems like the RFPs take so long to get drafted especially if we're at the holidays and stuff. Maybe they

could basically build it out and then we'll have the details.

Just because she's so familiar with the project thus far?

I was going to ask, I didn't quite understand what it means to piggyback off of another. Like I'm pretty familiar with SourceWell and purchasing through SourceWell.

That's just kind of the term that they use so the projects that are vetted through and stored at SourceWell when another government agency comes in and they go oh look this is on here and you can see all the documents and see how they did the RFP and you go okay I'm gonna pick this and it's they call it piggybacking on that vetted project Okay. That's just the term. Using it as a template? It's like a slang. No, you don't even have to do it. You just... The council is my understanding again this is totally new I'm learning also but for and Christy if you step in if you if I'm not correct or if you know more We can purchase the playground equipment based off of that RFP, pricing-wise. And the city can purchase the equipment and then they just have to do the RFP for the installation so it separates the two.

Now I will just throw this out there and maybe... Don't be mad. I'm going to ask, since the deadline is extended, is there a benefit in doing a package? We are going to have to do an RFP anyways for the installation. Is there a benefit in doing one RFP? Since we have time. You mean for both? Yeah. We can't. We can or we can't? We cannot. That we have to do two separate RFPs always.

Well, that was what I came away with very clearly under $2 million you can't do that 2 million and over there's some other this is...I'm just repeating what I've heard. I can't explain.

If it's under 2 million and you have to do the RFP for installation I'm saying couldn't you because it would still be under 2 million

wouldn't... No, it has to be over if you want to do them as one. Together.

So you have to do two separate RFPs? Yeah. Which we don't have to do if we piggyback.

OK, all

right

that makes

sense.

That's my understanding. OK.

So question, because you said to go back. Our next step you mentioned something about diving deeper into Sourcewell. Because at this point we had sent recommendations so thinking is it in the reps hands to start like crafting and seeing or do we

need to go back?

I think

that my understanding is that if the ad hoc committee can come up with a recommendation We need to probably run it through Public Works to make sure that it's viable, right? A viable recommendation and then bring it to the Commission for public input.

I think that the thought is this we give them this recommendation they have staff's recommendation they have the survey and I think typically they would just produce like three or four different designs And you know with different goals in mind like we'd like to see something with full accessibility, but we're not sure that's in our budget.

Okay

So we're not putting budget on it yet right now We're putting on this is what you know? We would really like and then

that

would

come back to this Commission and then the public can weigh in and we can have a discussion and then we'll make A recommendation on yeah, so I think the next step would be that based on your report tonight That you have kind of a manufacturer that you like and you'd like to ensure that Public Works is on board with that manufacturer. Is that something that we need to make, have a recommendation for? Can you just work with staff

to I think now that we've got our recommendation in and we, I've seen that the rep is happy to have another meeting with us. So now that he has what we've given him it's probably a really good time to have another meeting so we can all be on the phone together and have a discussion because we had questions in our recommendations too that we didn't have answers to about the equipment installation and some other stuff. We should

probably just touch bases with Lindy before that to make sure that particular model or manufacturer is okay.

She can be included on the meeting and then she was in our last

meeting and I think that's then we could work

together

at the same time.

Yeah,

no absolutely. I think that's our ad hoc committee next step yeah okay

so just a update and then maybe in next month we might have enough material to make a recommendation to move forward by next month you think? Or December maybe?

We'll see October, November. Well and I think the goal and then for our staff report it will be robust and there'll be a lot of information in there and then we'll have everyone able to see everything that we're seeing

I'd really like the, I think the public is going to show up with a lot of input. They did before and it was really a nice interactive process and they had a lot to, they just had a lot to share and a lot great ideas so it would be really nice to have that. And maybe we even have to have it for two, depending on the turnout. Maybe we can have it for two meetings.

I think what yes and what maybe is that if we come up with something, we get more information, we go back, we come back again. It isn't always a one and done or even two and done kind of thing to get to the right design. But I also think that recommendation Basically preparing a draft of the RFP for construction, and then filling in the details as we know them is not a bad idea.

Yeah, to maybe ask if she can get going on it? Maybe at your next meeting that you schedule, you guys can talk about that.

That sounds good.

OK. We don't need to agendize that though. We'll just put playground update and then hopefully we can meet with them. You can meet with them prior too so we have enough time to get the report

drafted. I think since we're doing online they're probably pretty quickly. I think he's available. It sounded like he's ready.

What was the name? I know you said it, but what was the name of the... Dave Bangs? No.

Berliner.

Berliner. On

Dave Bang's website.

They

have catalogues on there. Yes, go to the Catalogues tab and they also have featured projects too that are fun to look at.

Okay. Wonderful. That's really exciting. Okay, and moving any other comments or questions Moving on to our Solar shade at Libby update.

Yes So at the August 6th 2026 Parks and Recreation Commission meeting during the managers report it included a discussion of a proposed new solar structure at Libbey Park Following further review, it has been decided that this installation will not proceed. Staff is now considering an alternate location that would minimize impacts on the open space because I think what I mentioned then is it might be in a grass area so they're not going to be doing that any longer. They're looking at different areas.

Still at Libby?

Still at Libby though yeah possibly over Blanche I'm not going to have that on the

future agenda items unless you have an

update we can add at the last minute.

That's good. Unless, are you okay with that? Are you guys wanting...

It would be nice to know what they're discussing when they're discussing it so that we're in the discussion versus just

hearing what happens.

I'll

just add it for a brief update then.

Yeah. I just mean that so that it's not already happened when we hear about it before when they're having those discussions. Yeah. I think that would be helpful.

Okay.

Trying to keep better notes on future stuff. OK, Sarzotti Snack Bar or I'm sorry before I move on any other comments or concerns on the shade? And I'll put it on the agenda for next month and we can just have a if there's no update we'll just say no update. OK. Sarzotti Snack bar update.

Yes, so as you know last Friday was going to be the inspection, the final inspection for the Sarasota Snack Bar services. The health department inspection did require that the city is to replace our refrigerator freezer because it is failing. So, new refrigerator freezer anticipated to arrive tomorrow or Monday. Which of course would be Tuesday for us because Monday's a holiday.

It is the only remaining item required by health department for the concession stand to open. They also did say that we needed to replace our water heater. It is not commercial. So, water heater will also need to be replaced but it does not need to be replaced prior to the stand opening but it is urgent they said so we will work on that. The new snack bar operator anticipates being able to open seven days after the successful delivery and installation of the refrigerator freezer

And who's installing it? The refrigerator? Yeah.

Stephenson's?

Oh, like the

person we're buying it from?

Yeah, Stephensons. So will

it be installed next Tuesday? It actually might be our maintenance department if they just drop it off. Bree has been working with them so I can find out but they might just drop it off and we have to pull

it in. So we're thinking September 15th?

Yeah, okay. Yeah, good timing there are so many people at that park right now so many

and what is the report on here says no fiscal impact but what does the fiscal impact on that purchase?

It is around 5,000. I could get you the exact details. And how much is the water heater? Do you know? I'm just curious. About 2,500. That has not been ordered yet though. We're still doing some research. Public Works is helping with that.

Yeah. That's a lot and the stove was 10 so almost 17,500 on that. That's a lot. Okay, okay great. Of course. I think there's a question. Oh, I'm

sorry. Right by the fields? The softball fields? Yeah. Ojai Noodle House. Uh-huh yeah.

Okay any um any other questions or that's exciting very exciting And I think that'll be if they open up what isn't there softball what's happening at the park that week we have This is a softball on Tuesday

Softball just ended. They just had championships so it might be a while for that start again way. So on that field Oh, is that just practice

and games too?

And then last night I was there pretty late and there was a lot of people in the field for soccer. Yeah, just for practice. No, you should go by their... Is it crazy? They have a soccer league now.

Oh, for

adults? Started a soccer league for