HomeMy WebLinkAbout10/26/2017 PRC Agenda - Regular MeetingParks & Recreation
Commission
AGENDA
Thursday, October 26, 2017
7:00 p.m.
THE WINDMILL ROOM at
DIAMOND BAR CITY HALL -1St FLOOR
21810 Copley Drive
Diamond Bar, California
Chairperson Manisha Sulakhe
Vice -Chair Benny Liang
Commissioner Dave Grundy
Commissioner Lew Herndon
Commissioner Kim Hsieh
Written materials distributed to the Parks and Recreation Commission within 72 hours of the
Parks and Recreation Commission meeting are available for public inspection immediately upon
distribution in the City Clerk's office at 21810 Copley Drive, Diamond Bar, California, during
normal business hours.
Copies of staff reports or other written documentation relating to agenda items are on file in the
Community Services Office, located at 21810 Copley Drive, and are available for public
inspection. If you have questions regarding an agenda item, please call 909.839.7060 during
regular business hours.
In an effort to comply with the requirements of Title 11 of the Americans with Disabilities Act of
1990, the City of Diamond Bar requires that any person in need of any type of special equipment,
assistance or accommodation(s) in order to communicate at a City public meeting must inform the
Community Services Department at 909.839.7060 a minimum of 72 hours prior to the scheduled
meeting.
Please refrain from smoking, eating or drinking The City of Diamond Bar uses recycled paper
in the Windmill Room. Baa n and encourages you to do the same.
City of Diamond Bar
PARKS AND RECREATION COMMISSION
MEETING RULES
PUBLIC INPUT
The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. A member of the
public may address the Commission on the subject of one or more agenda items and/or other items of which
are within the subject matter jurisdiction of the Diamond Bar Parks and Recreation Commission. A request to
address the Commission should be submitted in writing to the Secretary of the Commission.
As a general rule the opportunity for public comments will take place at the discretion of the Chair. However, in
order to facilitate the meeting, persons who are interested parties for an item may be requested to give their
presentation at the time the item is called on the calendar. The Chair may limit the public input on any item or
the total amount of time allocated for public testimony based on the number of people requesting to speak and
the business of the Commission.
Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and
questions are welcome so that all points of view are considered prior to the Commission making
recommendations to the staff and City Council.
In accordance with Government Code Section 54954.3(a) the Chair may from time to time dispense with public
comment on items previously considered by the Commission. (Does not apply to Committee meetings.)
In accordance with State Law (Brown Act), all matters to be acted on by the Commission must be posted at
least 72 hours prior to the Commission meeting. In case of emergency or when a subject matter arises
subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item
that is not on the posted agenda.
INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION
Agendas for Diamond Bar Parks and Recreation Commission meetings are prepared by the Community
Services Department and are available 72 hours prior to the meeting. Agendas are available electronically and
may be accessed by a personal computer through a phone modem.
Every meeting of the Parks and Recreation Commission is recorded on cassette tapes and duplicate tapes are
available for a nominal charge.
ADA REQUIREMENTS
A cordless microphone is available for those persons with mobility impairments who cannot access the public
speaking area. The service of the cordless microphone and sign language interpreter services are available by
giving notice at least three business days in advance of the meeting. Please telephone (909) 839-7060
between 7:30 a.m. to 5:30 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Friday.
HELPFUL PHONE NUMBERS
Copies of Agenda, Rules of the Commission, Recordings of Meetings (909) 839-7060
General Information (909) 839-7060
CITY OF DIAMOND BAR
PARKS AND RECREATION COMMISSION
W14'17_1
THURSDAY, OCTOBER 26, 2017 — 7:00 PM
THE WINDMILL ROOM at
Diamond Bar City Hall —1St Floor
21810 Copley Drive, Diamond Bar
MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to:
❑ Provide —
❑ Advice to the City Council.
❑ A quality parks system that is safe, properly maintained and equally accessible to
all residents of the City of Diamond Bar.
❑ Quality recreational programs for all ages.
❑ Have vision and flexibility to meet the ever-changing interests of our diverse,
multi -cultural community.
❑ Be open and actively responsive to input from individuals and community
organizations.
❑ Develop facilities that will accommodate the needs of our active and growing
community.
City of Diamond Bar Parks and Recreation Commission
Approved May 27, 1999
CALL TO ORDER: 7:00 PM
PLEDGE OF ALLEGIANCE:
ROLL CALL: PARKS & RECREATION COMMISSIONERS GRUNDY, HERNDON,
HSIEH, VICE -CHAIR LIANG, AND CHAIRPERSON SULAKHE
MATTERS FROM THE AUDIENCE: This time is reserved on each agenda to provide an
opportunity for members of the public to directly address the Commission on items or matters
of interest to the public that are not already scheduled for consideration on this agenda.
Those who wish to speak on Agenda Subjects or Matters from the Audience may complete
voluntary Speaker's Cards at the desk of the Commission Secretary. Speakers are limited to
five (5) minutes.
OCTOBER 26, 2017
CALENDAR OF EVENTS:
PAGE 2 PARKS & RECREATION COMMISSION
Tuesday, October 31 — Fall Fun Festival — 4:30pm — 8:30pm — Heritage Park
Community Center — 2900 S. Brea Canyon Road — Diamond Bar
Tuesday, November 7 — City Council Meeting — 6:30pm —AQMD Main Auditorium —
21865 Copley Drive — Diamond Bar
Wednesday, November 8 — Veterans Celebration — 9:00 — 11:00am — Diamond
Bar Center — 1600 Grand Avenue — Diamond Bar
Friday, November 10 — CITY OFFICES CLOSED — In observance of Veterans Day
Thursday, November 16 — Parks and Recreation Commission Meeting — 7:00pm —
The Windmill Room at City Hall — 21810 Copley Drive — Diamond Bar
Tuesday, November 21 — City Council Meeting — 6:30pm —AQMD Main Auditorium
21865 Copley Drive — Diamond Bar
Thursday, November 23 — Friday, November 24 — CITY OFFICES CLOSED — In
observance of the Thanksgiving Holiday
Tuesday, November 28 — DB4Youth & DB4Youth "in Action" — 6:30pm — Diamond
Bar Center — 1600 Grand Avenue — Diamond Bar
Thursday, December 7 — Senior Excursion — Holiday Lights at Mission Inn — Level
2-3 — 2:00pm — 9:00pm — Departs the Diamond Bar Center at 2:00pm
Wednesday, December 20 — Senior Holiday Dance — 5:30pm — 9:30pm — Diamond
Bar Center — 1600 Grand Avenue — Diamond Bar
CONSENT CALENDAR
1.1 Approval of Minutes for September 28, 2017 Regular Meeting
2. INFORMATION ITEMS
2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent
1. Recreation Report — Pickle Ball, Cloris Vargas, Recreation Specialist
2.2 Maintenance Report — Anthony Jordan, Parks & Maintenance Superintendent
1. Power Point Presentation — Washington Street Park, Anthony Jordan, Parks
and Maintenance Superintendent
OCTOBER 26, 2017 PAGE 3 PARKS & RECREATION COMMISSION
2.3 C.I.P. Projects — Christy Murphey, Recreation Superintendent
1. Longview Park South
2. Larkstone Park
2.4 List of pending Commission requests — Christy Murphey, Recreation
Superintendent
3. OLD BUSINESS — None
4. NEW BUSINESS — None
5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments,
make announcements, ask a question of staff, and make a brief report on their
activities, request staff to return with information at a future meeting or request that a
matter of business be placed on a future agenda.
6. ADJOURNMENT
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
SEPTEMBER 28, 2017
CALL TO ORDER:
Chair/Sulakhe called the Parks and Recreation Commission meeting to order at 7:00
p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance.
ROLL CALL:
Present: Commissioners Dave Grundy, Lew Herndon, Vice
Chair Benny Liang, and Chair Manisha Sulakhe
Absent: Commissioner Kim Hsieh was excused
Staff Present: Ryan McLean, Assistant City Manager; Christy Murphey, Recreation
Superintendent; Andee Tarazon, Recreation Supervisor; Jason Williams, Facility and
Asset Maintenance Technician; Jordi Ubaldo, Recreation Specialist; and Robin
Crawford, Administrative Assistant.
MATTERS FROM THE AUDIENCE: None
CALENDAR OF EVENTS: As presented by ACM/McLean.
1. CONSENT CALENDAR:
1.1 Approval of Minutes for August 24, 2017 Regular Meeting.
VC/Liang moved, C/Herndon seconded, to approve the Minutes of the
August 24, 2017 Meeting as presented. Motion carried by the following
Roll Call vote:
AYES: COMMISSIONERS: Herndon, VC/Liang,
Chair/Sulakhe
NOES: COMMISSIONERS: None
ABSTAIN: COMMISSINOERS: Grundy
ABSENT: COMMISSIONERS: Hsieh
2. INFORMATIONAL ITEMS:
2.1 RECREATION PROGRAM UPDATE — RS/Murphey
C/Herndon asked what staff was doing to fill the Youth Basketball
volunteer and coach slots. RS/Murphey said that staff typically reaches
out to former coaches and RS/Tarazon said that volunteer coaches has
SEPTEMBER 28, 2017 PAGE 2 P&R COMMISSION
been an issue over the years and staff is trying a couple of new things
including promoting to engage the youth more and with the cooperation of
DB4Youth soliciting to more youth volunteer coaches. In addition to
reaching out to past coaches staff is attempting to encourage parents to
coach by offering coaches clinics and more training to allay their fears.
Staff has utilized using high schools but the seasons overlap. Staff has
also reached out to high school students to coach.
2.1.1 RECREATION REPORT— DAY CAMP — RS/Ubaldo
VC/Liang asked how many children participate in the entire 10 -
week program and RS/Ubaldo responded that there are children
who participate for the entire 10 -week program. AA/Crawford
stated that she does most of the registrations at the Diamond Bar
Center and has a line at the door on the first day of registration
which is usually held on the second Monday in March. There are
families with more than one child who plan ahead to have their
children attend all 10 weeks. Generally, the Center has a wait list
for eight out of the 10 weeks which usually have 10 to 50 people
depending on the excursion.
VC/Liang asked if those who sign up for the entire 10 weeks get a
price break and AA/Crawford responded no, because the weeks
are pre -planned per the excursions and per staff. The registration
pays for the excursion, activities and staff, etc. and are not intended
to be revenue -generating.
C/Grundy asked why there is a limit and ACM/McLean said that
even back in 2000 when he was working with Day Camp there
were multiple kids participating from the same families and this has
been a very positive and popular program over the years. At that
time, there were 60 children in the camp and the City decided when
it moved from the Sycamore Canyon Park site to Heritage which
was a larger facility 100 seems to be the sweet spot. Day Camp
is a very staff labor-intensive program (12-16 staff present each
day). One of the difficult factors is maintaining the ratio of staff
to camper to make sure there is proper supervision and it is
particularly difficult at water parks to make sure to keep one's group
of 10 campers together. So 100 seems to be the right number
given the facility at Heritage Park, the cost to provide transportation
and cost to provide access to the excursion sites.
RS/Tarazon said that staff is looking to double the number of staff
on excursion days. At this time, staff is at a 10:1 ratio which is fine
when the group is at Heritage and everyone is contained but 10:1
becomes less manageable at Disneyland, for example.
C/Herndon asked if the cost would be increased to accommodate
additional staff and ACM/McLean said it was something staff would
have to factor into its decision-making going forward.
SEPTEMBER 28, 2017 PAGE 3 P&R COMMISSION
2.2 MAINTENANCE REPORT — FAMT/Williams
2.2.1 POWER POINT PRESENTATION — Pantera Park —
FAMT/Williams
2.3 CIP PROJECTS - ACM/McLean
2.3.1 Longview Park South
This is a project that has been on the books for the past year or so
and he is very pleased to report that it is nearing completion. He
expects that the Notice of Completion will be filed and approved by
the City Council very shortly. The project includes new playground
equipment, ADA Access retrofitting, installation of a pet -friendly
drinking fountain, and irrigation and landscaping improvements. It
is very similar to Stardust Park which was completed earlier this
year and is located in the neighborhood near Summitridge and
Longview.
2.3.2 Sycamore Canyon Park Trailhead
The damage to this Trailhead at Diamond Bar Boulevard stretching
down into Sycamore Canyon Park was a result of last winter's
heavy rains. Staff has been working with FEMA to secure
reimbursement for the very expensive cost of repairing that
damage. Public Works is in the process of the final bid -review
process and expects to take a design contract to the City Council
for approval late October. Once the design process is complete the
construction documents will be prepared in 2018, bids will be sent
out and by Spring 2018 weather permitting, be underway with
construction with project completion in Summer 2018.
2.3.3 YMCA Property
This is an approximately 3 acre piece of property that was recently
purchased by the City Council from the YMCA which lies
immediately adjacent to the Pony League fields and across the
street from the YMCA building. The Public Works and Parks &
Recreation Departments met two weeks ago to begin discussions
on putting together an RFP (Request for Proposal) to get an
architect to begin design work for the project. As this process
moves forward, it will be brought forward to the Commission for
comment.
C/Herndon noticed that there was action being taken on
beautification on Diamond Bar Boulevard near the old Kmart
shopping center. ACM/McLean responded that there was a public
open house at Lorbeer Middle School for public input on a
streetscape design for that area. There is a lot of economic
development going on at the former Kmart site. Sprouts is
SEPTEMBER 28, 2017 PAGE 4 P&R COMMISSION
expected to open October 11. There will also be a Ross, Chipotle,
Coffee Bean, The Habit and others. There is a project on the
horizon to improve the streetscape in that location for which the
public meeting was held.
C/Herndon wanted to know who would be paying for that
streetscape project and ACM/McLean said he would have to review
the budget and report back to C/Herndon by email.
2.4 LIST OF PENDING COMMISSION REQUESTS — ACM/McLean
a) Heritage Park Conceptual Plans — As with other pending projects, any
design improvements that are brought forward will be brought forward
to the Commission for input.
C/Grundy said this came about when there was a presentation by a
student and teacher about ADA Access which he thought was a very
moving and appropriate request to consider access for people in
wheelchairs, etc. and the reason for wanting to look at the redesign
was to honor their request.
b) Request for Additional Outdoor Lighting at the Diamond Bar Center —
this project is not currently in the budget for this fiscal year. Staff
reviewed this proposed project when doing a previous lighting project
for the restrooms which went through the public process and for which
the City Council approved funding. At that time staff attempted to
include the lighting outside as part of a change order within the
approved budget. However, the contractor looked at it and found it to
be much more complex than originally anticipated. There are issues
related to the electrical circuit in that area which requires significantly
more work than what was anticipated. Therefore, staff could not move
forward with the change order to pay for that specific project under the
original contract because the City could not go past the appropriate
limit or exceed the contract amount that was approved by the City
Council. This fiscal year the project has not been budgeted and staff
expects the cost for completion would be approximately $10,000 given
the fact that as required by law, go through a Public Works public
project process which includes design, open bids, plans and specs to
be completed by licensed electrical engineers and architects and
complete the project, all of which can be done. However, there are no
budgeted resources for this project at this time. This item will remain
on the list and staff will report back to the Commission if there is any
change to that project.
c) Updated Trails Map — Staff will be working on this project with a plan to
finish it by the end of this fiscal year which will include an update to
include the recently completed Pantera Park Trail.
d) Pantera Park Trail — Regarding a series of requests that include a
Gazebo at the top of the overlook, a bridge over the V -Ditch and
SEPTEMBER 28, 2017 PAGE 5 P&R
e) signage at the end of the trail, staff is proceeding as follows: Staff has
looked at the signage at the end of the trail issue and will be able to
have a contractor fabricate signage to indicate the end of the trail as
requested and once complete, report back to the Commission. With
respect to the Gazebo and bridge, these fall similarly in the same
process that was outlined related to lighting at the Diamond Bar Center
which means that it would require securing funding from the City
Council and the Public Works process of plans, specs, design, bids
and construction. At this time, staff estimates that given the fact that
there would be impact and possible damage to the recently completed
trail to get equipment up the steep hill to move a gazebo, it could be
quite expensive, most likely in the $30-40,000 range. The V -Ditch
project would be somewhat less expensive to complete but would be
subject to the same budgetary and Public Works requirements. Thus,
those items are pending given their circumstance, similar to the lighting
project.
C/Grundy said he heard that the City of Industry is planning to do
something with the Tres Hermanos property. ACM/McLean responded
that the Tres Hermanos property has been subject to a lot of media and
newspaper items and reports that indicate the City of Industry plans to
construct a solar energy project of some kind. At this time, the City has
not seen any plans or specifications or anything other than the rumor that
this is Industry's intention. The City Council is monitoring the situation to
make sure that Diamond Bar's land use authority is honored through any
such process. At this time, he does not have any confirmed plans that
Industry has released to anybody related to that project.
C/Herndon said that he heard the City might trade the piece of property
that lies in Diamond Bar on the north side of the SR60 (the corner of the
60 freeway and Grand Avenue, the old Honda Dealership) with Industry
for other property. He assumed that the land is owned by a private
property owner but said there was talk about "exchanging city
boundaries." ACM/McLean responded that at this time, the City is
proceeding with the project that is within its boundaries and could not
comment on any "trades" or what that might be. At this time the property
is owned by a developer and the Burger King and Honda sites are located
within the City of Diamond Bar. C/Herndon said that more than likely that
property will be developed within the City of Diamond Bar, correct?
ACM/McLean said yes. That property is within the City of Diamond Bar
now and it was when it was a Honda Dealership and Burger King
Restaurant, so any future development within the City of Diamond Bar
would remain in the City of Diamond Bar.
3. OLD BUSINESS: None
4. NEW BUSINESS: None
5. ANNOUNCEMENTS:
SEPTEMBER 28, 2017 PAGE 6 P&R
C/Grundy thanked staff for the reports and updates. Love those PowerPoints — a
picture paints a thousand words. Recently, he was able to go to Peterson Park
and said the park was looking good. Overall, the parks present very well and are
very attractive. Regarding Pickle Ball, he understands there has to be a demand
and we will have to wait to see how that plays out. He can say that when that
was first presented there was a gentleman who came to the Commission with his
passion for Pickle Ball. C/Grundy said his sister got into Pickle Ball and she was
super excited to think that it could spread to Diamond Bar. Unfortunately, she
passed away from Leukemia last year but it would be fun to see Pickle Ball come
to the City and wherever she is, he believes his sister would be happy.
C/Herndon thanked staff for their work and presentations which gives the
Commission good insight into what is happening in the parks and recreation
programs and kudos to the solution for the errant skateboarders.
VC/Liang thanked staff for their great jobs and especially the PowerPoint of the
Day Camp which brought back a lot of good memories for him because one of
his boys attended Day Camp at Heritage Park. It is a wonderful experience and
he believes the program has improved way beyond when his kids were young.
Chair/Sulakhe felt it was a great meeting and in one hour the Commission
receives much information about all of the hard work each and every staff
member does. Thanks to RS/Ubaldo and hoped he would come back to more
meetings. She thought it was a great idea to have young coaches participate in
the basketball training program which is essential to eliminating their fear of
training and teaching the kids. Thank you to all of the staff.
ADJOURNMENT: Upon motion by C/Herndon, seconded by C/Grundy and with no
one objecting and no further business before the Parks and Recreation Commission,
Chair/Sulakhe adjourned the meeting at 7:58 p.m.
The foregoing minutes are hereby approved this day of 2017.
Respectfully Submitted,
RYAN MCLEAN, SECRETARY
Attest:
MANISHA SULAKHE, CHAIRPERSON
PARKS AND RECREATION COMMISSION
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM: RYAN MCLEAN, ASSISTANT CITY MANAGER
SUBJECT: OCTOBER RECREATION PROGRAM UPDATE
MEETING DATE: 10/26/2017
Community Recreation Guide
The Fall 2017 Recreation Guides are currently available at the Diamond Bar Center,
City Hall and online. The Winter 2017 Recreation Guide is currently being assembled
and will be available to the public come December.
Contract Classes
Fall Session — The Fall session began on September 5 and will run through December
23. Registration opened on August 1 and as of October 16 there are 595 students
enrolled in 201 available classes. Popular classes so far this semester include; Kidz
Love Soccer, Tennis Anyone, Mom & Me Zumbini, Karate, Harmony Aikido,
Pilates/Barre, Yang Style Tai Chi, and Zumba for the Mature Adult.
Senior Programs
Senior Classes — Mt. San Antonio College partners with the City of Diamond Bar to
offer 14 free classes to seniors at the Diamond Bar Center and Heritage Park. The
classes vary from exercise to fine arts. Most of these classes are filled to capacity. The
fall session began on August 28 and will conclude December 15.
Highlight class of the month: Senior Health Fair
Our annual partnership with L.A. County Department of Health to administer flu shots as
well as an informational health fair will be held on Wednesday, October 25 from 9:00-
11:30am at the Diamond Bar Center. 14 local health and wellness vendors are signed
up to participate in the health fair. We are hoping to hit our goal of 150 flu shots
administered.
Senior Seminars
10/2 Benefits of Living a Healthy Lifestyle — 7 participants
10/9 Medicare Made Clear -11 participants
10/10 Wills and Trust — 6 participants
10/16 Stress Management— 8 participants
10/17 Medical & Long Term Care — 7 participants
10/24 Facts about Annuities — 6 participants
Senior Activities and Services
• Mahjong every Wednesday — 43 per session on average
• Bingo every Tuesday and Friday —165 per session on average
• Complimentary Legal Services 1st Wednesday of each month — 5 appointments
were booked for October
Senior Special Events
Halloween Dance — Currently 90 seniors are signed up for the Halloween Dance on
Wednesday, October 25. This is one of the seniors favorite dances because it gives
them a chance to get creative and participate in the costume contest! There will be
dancing to DJ Keith Johnson and a Mexican dinner.
Senior Groups and Clubs
Five senior clubs regularly meet and hold events at the Diamond Bar Center and
Heritage Park Community Center:
• The Diamond Bar Senior Citizens Club meets each Tuesday.
• The Diamond Bar Evergreen Club holds classes throughout the week.
• The Diamond Age Seniors meets each Monday, Wednesday, and Friday.
• The Sunshine Seniors meets Friday, Saturday and Sunday morning with special
events throughout the year.
• The Super Diamond Age Seniors meets each Tuesday, Thursday, and Friday.
Senior Excursions — Big Bear Oktoberfest — 33 seniors journeyed to Big Bear to
partake in October festivities at the Oktoberfest on Saturday, October 14. Everyone was
entertained with singing, dancing and shopping returning home.
Facility Rentals
Diamond Bar Center — The Diamond Bar Center was the location for a total of 53
private, business and non-profit rentals during the month of September. There were 16
church rentals, 1 Toastmasters meeting, 4 seminar/meetings, 4 birthday parties, 1
Garba, 1 Sunshine Seniors dinner, 1 anniversary party, and 1 nonprofit dinner. There
were also 13 weddings, 1 pre wedding event, 1 bridal shower, 4 baby showers, 1 LA
Fire Dinner, 1 Quinceanera, 1 bridal suite and 1 celebration of life. A total of $67,188.35
in rental fees was collected during the month of September for Diamond Bar Center
rentals. In September 2016, a total of $57,288.75 was collected.
Heritage Room — There have been 10 rentals of Heritage Park Community Center for
the month of October. Rentals include 5 church services, 3 baby showers and 2
birthday parties. Total revenue for these rentals is $1,580.00. The revenue for October
2016 was $1,930.00.
Pantera Room — There have been 3 rentals of Pantera Park Community Center for the
month of October which were a birthday party, a moon festival and a meeting. Total
revenue for this rental is $419.00. The revenue for October 2016 was $280.00.
Picnic Reservations — As of October 13, 2017, there have been 25 picnic reservations
made for the month of October. There have been 6 at Ronald Reagan, 1 at Peterson, 6
at Pantera Park, 3 at Heritage, and 9 at Sycamore Canyon Park. The revenue of these
picnic rentals is $875.00. The revenue for October 2016 was $950.00.
Youth Programs
Tiny Tots — The Fall Session for Tiny Tots started on Monday, August 21 and will
conclude on Thursday, November 9. No Classes were held on Monday, September 4.
There are currently 20 students enrolled in the 3 -4 -year-old class offered Tuesday &
Thursday and 16 enrolled in the 4 -5 -year-old class offered Monday, Wednesday, and
Friday. This session is titled "Learning is as easy as 123" and focuses on combing
stories, songs, art projects and playtime that will help foster growth and development.
With the Fall session coming to an end the 4-5 year-old class will be taking a mini
excursion to the Cal Poly Farm Pumpkin Farm, on Friday October 20, 2017
The Tiny Tots Holiday Mini Session will start on Monday, November 13 and continue
through December 15. There will be no classes the week of November 20-24.
Registration opened on Monday, July 17 for Diamond Bar residents and on Monday,
July 31 for non-residents. The priority registration policy has changed to give all
Diamond Bar residents an equal opportunity to participate in this recreation enrichment
program. There are currently 20 students enrolled in the 3 -4 -year-old class and 15 in
the 4 -5 -year-old class. The mini session will focus on holiday themed activities and
stories and receive a special visit from Santa Claus.
DB 4Youth — DB 4Youth met on Tuesday, September 26 for their regular monthly
meeting. DB 4Youth was updated on all upcoming volunteering events for the fall and
winter such as Barktober Fest on Saturday, October 14, and Fall Fun Festival on
Tuesday, October 31. The group also planned on having a Halloween social
"Spookatcular Movie Night" on Friday, October 13th from 6pm — 9pm at Heritage Park.
The group was given a movie selection survey and selected "It' 1990 version. As for the
event only one teen show up to the movie night, emails were received hours before the
event about cancellation due to SAT prepping, College applications, marching band
practice, and or football games. Recreation Staff will continue to try new ideas to
engage the teens and will also look into more outside community service projects during
the holiday session and use those opportunities to create a bond between DB 4Youth.
Volunteens — Full program evaluation and financial summary attached.
Youth and Adult Sports
Adult Co-Ed Volleyball — The fall season for adult volleyball started October 2, 2017,
and concludes on December 4, 2017. City staff and Walnut Unified School District came
together to ensure the public received a full 10 week program in for the fall season
despite having the start date delayed by 3 weeks. A prorated registration is still
available for those wishing to join in the remaining weeks.
Table Tennis — The Table Tennis program continues play at Heritage Park on Tuesday
(average of 8 participants) and Thursday (average of 7 participants) evenings. Open
play takes place from 6-10 pm. There are three table tennis tables available for drop-in
users. Recreation staff is continually monitoring this program, looking for
recommendations to improve the free program, which will take effect in 2018.
Youth Basketball Program — Planning for the program continues with city staff
securing bids for officials and jersey providers. Additionally, staff is currently working
with both WVUD, PUSD, and Mt. Calvary Lutheran School for available gymnasiums to
conduct practices and games. Staff has also reached out to Mt. Sac College and Cal
Poly Pomona kinesiology and sports departments in regards to volunteer coaching
opportunities, which has resulted in some enthusiastic responses from a few students!
This 9-week program is designed to teach the fundamentals of basketball to children
ages 4-14 in a fun and safe recreational environment. The registration fee is $89.00 per
child ($84.00 for additional children in the same family) and includes a team shirt and
participation medal.
3 on 3 Co-Ed Basketball Tournament! — "Rock the Court" Registration information
for this tournament is now available on the City's website. This week recreation staff
continued to promote the event by dropping off post cards to local schools. This the
ages 13 — 18 years of age. The tournament will be divided in two divisions: 13 — 15 and
16 — 18 (18 if still in high school). The tournament will also feature a DJ playing music
throughout the event!
Special Events
Diamond Bar Day at the Fair — Program Evaluation and Financial Summary attached.
Barktober Fest — Saturday, October 14, 2017 — The City hosted its annual Halloween
themed event for dog owners at Pantera dog park on Saturday, October 14 from 9 a.m.
to 1 p.m. Activities throughout the day included: costume contests, dog games, photo
station, giveaways, and 17 vendors featuring pet products and services. DB4Youth was
on site to volunteer and assist with the day's activities, including two new features this
year, Paw Print Art and "Puppy Pawdicures" (nail painting). The day's events were kept
flowing smoothly with the assistance of a professional emcee. Dogs and their owners
were able to have a "tail wagging" good time!
Program Evaluation and Financial Summary will be completed and submitted to the
Commission in November.
Fall Fun Festival — The City's annual Fall Fun Festival will take place Tuesday,
October 31 from 4:30pm to 8:30pm at Heritage Park. The event is designed for families
with children ages 2 to 8 to enjoy a scare -free Halloween filled with crafts, games,
prizes and picture -taking opportunities. Admission is free; however participation in
games or crafts requires the purchase of a $5 punch card (good for 10 games).
Veterans Recognition Ceremony - Wednesday, November 8, 2017 — Don't forget to
join us for this annual event that honors our local veterans on Wednesday, November 8,
2017 at the Diamond Bar Center from 9am-11am. The event features an award
ceremony, patriotic music, and light refreshments
Holiday Flick: An Evening of Fun for the Whole Family
The City of Diamond Bar invites you to experience our inaugural holiday movie night in
the park. This one day event will have something fun for everyone in the family! The
night's festivities will include: the Bonaparte Crepe Food Truck, make -and -take crafts,
face painting, crazy hair styling, balloon animals, a photo op station, and a screening of
Dr. Seuss' How the Grinch Stole Christmas, with a visit from the Grinch himself!
When: Friday, December 1, 2017 at 6:00 p.m. (movie will begin at 7:00 p.m.)
Where: Sycamore Canyon Park, 22930 Golden Springs Drive
MORE INFO: Call 909.839.7070 or visit www.DiamondBarCA.aov
Attachments:
A. Volunteen Program Evaluation Summer 2017
B. Volunteen Program 2017 Financial Summary
C. Diamond Bar Day at the Fair Financial Summary
D. Diamond Bar Day at the Fair 2017 Program Evaluation
Program Title:
Date:
Evaluation Prepared by:
Program Evaluation and Financial Summary
Volunteen Program 2017
October 9, 2017
Jordi Ubaldo
PROGRAM OVERVIEW
The Volunteen Program is a 10 week leadership training program designed for youth ages 14-16 who
reside in Diamond Bar. Teens received work experience and training within the different areas of the
Parks & Recreation Department assisting with the following summer programs: Summer Day Camp, Tiny
Tots, Senior Programming and Concerts & Movies in the Park.
This year the program accepted a total of fifty-nine Volunteens which completed a grand total of 4,641
hours. Below is a chart of each program they assisted along with the tally hours within the 10 weeks.
(During the 10 week period Summer Day Camp consumed a total of 3,628 hours due to its hours of
operation from 7:00 a.m.-6:00 p.m.)
The process of becoming a Volunteen started in early February with online applications, they are given
two months to complete the application, by the start of April applications go through a review process
by Recreation staff. The applications consist of completing the following forms (Volunteer Emergency,
Volunteen Liability, and Teacher Recommendation). Next comes scheduling those teens who meet the
requirements and inviting them for an interview during the month of April or May. Once this process is
complete, teens are then scheduled for an evening orientation to introduce and discuss programs,
all
trainings, roles, responsibilities, and scheduling. Volunteens were also scheduled to attend workshops &
trainings alongside Recreation staff. New this year Recreation staff hosted a Volunteen Recognition
which took place on Tuesday, August 22 from 6:00 p.m. — 8:00 p.m. at Heritage Park Community Center.
The event featured a program overview, thank you video, summer slide show, certificate presentation
and light refreshments.
FINANCIAL IMPACT
As outlined in the attached financial summary, we had a program costs of $4,677.36 and difference of
$1,945.64, with the one largest cost centers being City staff. Because of long-term planning by full-time
staff in the months preceding, full-time staff planning hours were not accounted for as a direct cost.
STAFF OBSERVATIONS
Each year following the program, staff conducts a self-evaluation to identify areas in which the program
can be further improved. This year, staff noted the following:
City Staff Recommendations
1) Application Process
• Evaluate application, emergency, volunteer forms
• Start online application process earlier
• Consider age expansion (14-17)
• Evaluate & Review all Volunteen program policies
• Summer Day Camp parent Orientation/ Q&A
2) On -Site
• Conduct group interviews
• Extend age requirement 14-17
• Volunteen Development Topics to consider: Customer Service, Inclusion, Bullying
prevention, evacuation procedures, CPR/First Aid
• Schedule consist Volunteens
CITY OF DIAMOND BAR
VOLUNTEENS
FINANCIAL SUMMARY
VOLUNTEEN 2017 (January 1 -August 30)
General Fund Expenditures $ 6,623.00
Revenue
Program Cost $ 4,677.36
Difference $ (1,945.64)
PERSONNEL SERVICES
Part - Time (001.5350.40030) Projected $3,200
Projected $3,200. 00
(2) Recreation Leader 111 28.25 hours
(2) Recreation Leader 11 17.25 hours
(5) Recreation Leader 1120.75 hours
Full -Time (001.5350.40020)
Projected $150.00
(1) Recreation Specialist Overtime
(1) Recreation Coordinator Overtime
Personnel Services (40000)
Projected $348.00
509.35
212.52
1,345.72
102.30
90.07
2,067.59
192.37
240.62
2,500.58
Worker's Compensation (40083) @ 3.0% $ 67.78
Medicare (40085) @ 1.45% $ 32.76
Social Security (40085) @ 6.2% $ 140.08
SUPPLIES (001.5350.41200)
Projected $625.00 $ 536.78
Volunteen Recognition $ 404.41
Supplies
CONTRACT SERVICES (001.5350.45300)
132.37
Projected $2,300.00 $ 1,640.00
Participants Stipends $ 1,640.00
CITY OF DIAMOND BAR
DIAMOND BAR DAY AT THE FAIR
BUDGET DETAIL - Miscellanous Events
FY 2017-2018
PROJECTED GENERAL FUND EXPENDITURES $ 6,140.00
PROJECTED REVENUE $
PROJECTED PROGRAM COST $ 6,140.00
ACTUAL GENERAL FUND EXPENDITURES $ 4,349.70
ACTUAL REVENUE $ -
ACTUAL PROGRAM COST $ 4,349.70
DIFFERENCE $ 1,790.30
PERSONNEL SERVICES $ 492.23
Projected Personnell Services - $1,000.00
Part- Time (001.6360.40030) $ 421.59
Part-time Salaries
Event Day
(1) Leader I - 5 hours @ $10.81
(4) Leader I - 4.5 hours @ $10.81
$ 54.05
$ 194.58
Event Marketing
(3) Leader I - 4 hours @ $10.81
$
172.96
Personnel Services (001.5350.4000)
$ 70.64
Worker's Compensation (40083) @ 3.0%
$
30.00
Medicare (40085) @ 1.45%
$
14.50
Social Security (40085) @ 6.2%
$
26.14
SUPPLIES (001-5350-41200) $ 57.50
Projected Supplies - $1,090.00
Fair Kids Supplies $ -
Decorations $ -
Supplies $
Parade supplies $
Staff Meals - 6 meals @$15 each $ 57.50
PRINTING (001-5350-42110) $ -
Projected Printing - $750.00
Flyers/Promo $ -
CONTRACT SERVICES (001-5350.45300) $ 3,799.97
Projected Contract Services - $3,300.00
City Giveaways $ 1.097.23
DBC Giveaways $ 1,063.93
Sheriff's Department Giveaways & banner $ 1,022.18
Banners - committee booth $ 375.00
Banners - for parade/City Council $ 241.63
Program Evaluation and Financial Summary
Program Title: Diamond Bar Day at the Fair 2017
Date: September 15, 2017
Evaluation Prepared by: Andrea Nino, Recreation Coordinator
EVENT OVERVIEW
Diamond Bar Day took place on Thursday, September 14, 2017.
The day's activities included: Fair Kids Expo, Community Hero Reception and Award
Presentation, and a Community Parade. This year, Mayor Jimmy Lin, on behalf of Diamond Bar,
honored J.K. Chun (senior), Linda Headlee (adult), and Rhiston Yu (youth) as its heroes. State
Senator, Connie Leyva, of the 20th Senate District, also issued Certificates of Recognition for
Diamond Bar's heroes. The City was represented in the parade with two city vehicles, LA
Sheriff's Department patrol cars, LACoFD Engine 120, and 4 floats in the parade!
A wrap up meeting with the Diamond Bar Community Fair Committee will take place in the near
future for ideas on how to improve the event in the future.
FINANCIAL IMPACT
Diamond Bar Day at the Fair is hosted by the LA County Fair at the Pomona Fairplex. Although
there is an admission for the event, there is no revenue generated for the City.
This event cost $4,323.96. The largest spending center for the event was the promotional
giveaways distributed during the Fair Kids Expo, making up about 70% of the total costs. This is
an important part of the community day however, as a vast majority of children stopping by the
Fair Kids Expo are from Diamond Bar schools. This provides the City an outreach opportunity as
we hand out giveaways with our contact information to approximately 1000 children, who are
likely to participate in the Parks & Recreation activities.
STAFF OBSERVATIONS
Each year following the event, staff conducts an evaluation to identify areas in which the event
can be further improved. This year, staff noted the following:
City Staff Recommendations:
1. Remove chairs from the staging area and replace with a small table to display the
awards presented to the Community Heroes.
2. Play background music during the guest arrival time and after the program before
boarding the floats begins.
PARKS AND RECREATION COMMISSION
TO:
HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM:
ANTHONY JORDAN, PARKS & MAINTENANCE
SUPERINTENDENT
SUBJECT:
OCTOBER MAINTENANCE REPORT
MEETING DATE:
10/26/2017
During the previous month, the Public Works Maintenance staff has been working on
various tasks throughout the City. The following is a brief recap of key maintenance
items completed:
Diamond Bar Center
• Re-lamped three (3) light fixtures.
• Repaired door trim on GVBR doors.
• Replaced five (5) broken outlet covers.
• Replaced striker plate screws on kitchen door.
• Installed new screws on GVBR to hallway doors.
• Cleared kitchen sink drain line.
• Reset lighting bollard anchor bolts in motor court.
• Repaired urinals in upper men's restroom.
• Inspected and diagnosed leak in the copy room.
• Replaced flag pole halyards.
• Painted gate at overflow parking lot.
• Serviced water feature weekly (contractor). Drained cleaned and filled water
feature additionally as needed.
• Performed weekly test on wheelchair lift.
• Performed monthly emergency generator test and regularly scheduled
maintenance.
• Performed monthly exterior lighting maintenance. (Best)
Diamond Canyon Park
• Performed Park/playground inspections.
• Performed irrigation PMI inspections (BV).
Heritage Park
• Installed new U.S. flag.
• Installed wireless router for Trane HVAC controls.
• Painted electrical vault doors.
• Repaired door lock to Tiny Tot classroom.
• Performed Park/playground inspections.
• Treated park for fire ants. (BV/APM)
• Performed monthly exterior lighting maintenance. (Best)
• Performed irrigation PMI. (BV)
Longview North Mini -park
• Performed Park/playground inspections.
Longview South Mini -park
• Performed Park/playground inspections.
Lorbeer Middle School
• Assisted with the setup and operation of the Diamond Bar Boulevard streetscape
open house.
• Treated for gopher control. (BV/APM)
• Treated field for fire ants. (BV/APM)
• Performed irrigation PMI. (BV)
Maple Hill Park
• Repaired drinking fountain supply line leak.
• Installed new tennis court nets.
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
• Performed irrigation PMI. (BV)
• Treated park for fire ants. (BV/APM)
Paul C. Grow
• Repaired and adjusted sink valve in men's restroom.
• Assembled parts list for drinking fountain. Cleared additional drinking fountain
drain line.
Moved soccer goals from Maple Hill Park to PCG.
Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
• Treated park for fire ants. (BV/APM)
Pantera Park
• Removed rusted/broken walkway lighting pole. Installed new 5/8" all thread
anchors and poured concrete. Installed new light pole and wired in light.
• Installed new deck on faux playground bridge.
• Repaired broken gate latch at batting cages.
• Installed new U.S. flag.
• Performed park/playground inspections.
• Performed irrigation PMI. (BV)
• Treated for gopher control. (BV/APM)
• Performed monthly exterior lighting maintenance. (Best)
• Cleaned v -ditches. (BV)
Peterson Park
• Painted trash enclosure doors.
• Painted picnic reservation sign a by picnic shelter.
• Painted curbs.
• Performed monthly exterior lighting maintenance. (Best)
• Performed park/playground inspections.
• Treated park for fire ants. (BV/APM)
Ronald Reagan Park
• Installed new tennis court nets.
Cleared clogged sink drain in restroom building.
• Repaired plumbing alley door handle.
• Painted picnic benches and trash enclosure doors.
• Performed park/playground inspections.
Packet Pg. 14
• Performed monthly exterior lighting maintenance. (Best)
• Performed irrigation PMI. (BV)
• Treated park for gophers. (BV/APM)
Silvertip Park
• Performed Park/playground inspections.
Stardust Mini -Park
• Performed park/playground inspections.
Starshine Park
• Performed park/playground inspections.
• Performed irrigation system PMI. (BV)
• Performed monthly exterior lighting maintenance. (Best)
Summitridge Park
• Performed park inspections.
• Treated park for fire ants. (BV/APM)
Sycamore Canyon Park
• Installed new spring cages on men's and women's restroom doors.
• Installed new U.S. flag.
• Installed water barriers at trail head to deter traffic from storm damage.
• Painted lodge pole trail fences as part of an Eagle Scout project.
• Performed Park/playground inspections.
• Performed monthly exterior lighting maintenance. (Best)
• Treated park for gophers. (BV/APM)
• Cleaned v -ditches. (BV)
Washington Park
• Rebuilt drinking fountain.
Performed Park/playground inspections.
Performed monthly exterior lighting maintenance. (Best)
City Hall/Library
• Cleaned monument sign and bollards. Sprayed for spiders and insects.
• Reinstalled ceiling tile in Library space.
• Tightened/secured toilet seats in Library spaces.
• Re -secured lighting bollards at outside main entrance.
• Repaired automatic gate opener at City vehicle parking.
• Re-lamped two (2) light fixtures in the City Hall spaces and five (5) light fixtures in
the Library spaces.
• Performed monthly emergency generator test and regularly scheduled
maintenance.
• Performed monthly carpet cleaning in City Hall and Library spaces. (DFS)
• Performed monthly exterior lighting maintenance. (Best)
• Performed quarterly upholstery cleaning. (DFS)
Citywide
• Installed 2 vinyl fence slats along Brea Canyon Cutoff.
• Responded to fallen tree branch on Barbi Lane. Removed limb.
• Wash, fuel and service City vehicles.
• Performed annual smog checks for required vehicles.
• Removed Fair banners and installed fall Fun Festival banners.
• Inspected fire extinguishers and first aid kits at all City facilities. Re -stocked as
needed.
• Re -stocked pet bags throughout the City. Serviced trash cans at trail heads.
• Performed monthly exterior lighting maintenance along Brea Canyon Rd.
walkway. (Best)
- :4 • _ \ 192 :4 :115s] :44-341 • ► • •
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM: RYAN MCLEAN, ASSISTANT CITY MANAGER
SUBJECT: CIP UPDATE - OCTOBER 2017
MEETING DATE: 10/26/2017
Longview Park South
Construction is complete, and the project is now in the 90 -day maintenance period. This
maintenance period is a standard part of park projects and allows for newly installed
landscaping to take root. The renovated park will open to the public by the end of the
year.
Larkstone Park
The park's developer, Lennar Homes, is in the final stages of construction with a walk-
through with City staff expected in the next few months. Provided all goes well, the
City's newest park should be open to the public in early 2018.
PARKS AND RECREATION COMMISSION
TO:
HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
REQUESTED
BY
RECREATION COMMISSION
FROM:
RYAN MCLEAN, ASSISTANT CITY MANAGER
SUBJECT:
REQUESTS FOR INFORMATION/ACTION - OCTOBER 2017
MEETING DATE:
10/26/2017
PARKS & RECREATION COMMISSION
REQUESTS FOR INFORMATION/ACTION
October 26, 2017
DATE
REQUEST
REQUESTED
BY
RESPONDENT
02.27.2014
Commission would like to review
GRUNDY
Ryan McLean
Heritage Park "special needs" input
before the conceptual plans have
been finalized to verify "special
needs" listed in the plan. No
update at this time.
04.28.2016
Request for additional outdoor
SULAKHE
Ryan McLean
lighting at the DBC near the rear
Anthony Jordan
entrance to the kitchen by the
generator. No further updates at this
time. The last update (see below)
remains applicable. When the DBC
Restroom Lighting Upgrades were
constructed, staff attempted to include
this request as a change order. A
review found that no circuit exists at
the location making the work much
more extensive than previously
Packet Pg. 11
Packet Pg.12
thought. Therefore, the work could not
be completed as it would exceed the
approved contract amount as a
change order. As is, this is a
standalone project subject to Public
Works purchasing requirements. Plans
and specifications must be completed
by an electrical engineer/architect,
construction drawings developed, and
formal construction bids solicited.
Project is not currently funded and
would require City Council
authorization and appropriation.
Estimated cost of approximately
$10,000.
06.23.2016
Request for updated trails map.
GRUNDY
Ryan McLean
This project will be implemented in FY
2017-18.
08.24.2017
Install the following on the Pantera
HSIEH
Ryan McLean
Park Trail: No further updates at this
time. The last update (see below)
remains applicable. Gazebo at top of
overlook Requires grading, footings,
pouring of concrete, all of which
require heavy equipment/machinery.
Providing access to location with
heavy equipment/machinery would
likely result in destruction of recently
completed trail improvements, such
developed trails, stairs, swales,
natural/native vegetation. Project is
subject to Public Works purchasing
requirements. Project is not currently
funded and would require City Council
authorization and appropriation.
Estimated minimum cost of $35-
40,000. Bridge over v -d itch Requires
engineered solution for stability and
hydrology. Project is subject to Public
Works purchasing requirements.
Project is subject to Public Works
purchasing requirements. Project is
not currently funded and would require
City Council authorization and
Packet Pg.12
Packet Pg. 13
appropriation. Estimated cost
unknown at this time. Signage at
end of trail Public Works staff will
work with contractors to fabricate
signage marking the end of the
developed trail.
Packet Pg. 13