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HomeMy WebLinkAbout01/25/2018 PRC Agenda - Regular MeetingParks & Recreation Commission MEETING AGENDA Thursday, January 25, 2018 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 1l 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 W The City of Diamond Bar uses recycled paper in the Windmill Room. 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 • @ • • � i az PARKS AND RECREATION COMMISSION AGENDA THURSDAY, JANUARY 25, 2018 — 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 — Li 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. JANUARY 25, 2018 CALENDAR OF EVENTS: 2. 3. 4. 5. PAGE 2 PARKS & RECREATION COMMISSION Tuesday, February 6 — City Council Meeting—6:30pm —AQMD Main Auditorium — 21865 Copley Drive — Diamond Bar Wednesday, February 7 — Senior Excursion — Fantasy Springs Casino — Level 8:OOam — 6:OOpm — Departs DBC @ 8:OOam Monday, February 19 — CITY OFFICES CLOSED — In observance of Presidents' Day Tuesday, February 20 — City Council Meeting — 6:30pm —AQMD Main Auditorium 21865 Copley Drive — Diamond Bar Wednesday, February 21 — Senior Excursion — L.A. Favorites — Level 2-3 — 7:30am — 4:OOpm — Departs DBC @ 7:30am Thursday, February 22 — Parks and Recreation Commission Meeting — 7:OOpm — The Windmill Room — 21810 Copley Drive — Diamond Bar Tuesday, February 27 — DB 4Youth and DB 4Youth "In Action" Meeting — 6:OOpm — The Diamond Bar Center — 1600 Grand Avenue — Diamond Bar CONSENT CALENDAR 1.1 Approval of Minutes for November 16, 2017 Special Meeting INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent Bridal Show Update, Monique Saliu, Recreation Coordinator 2.2 Maintenance Report — Paul C. Grow Park and Lorbeer Middle School, Anthony Jordan, Parks and Maintenance Superintendent 2.3 C.I.P. Projects — Ryan McLean, Assistant City Manager 1. Larkstone Park 2.4 List of pending Commission requests — Ryan McLean, Assistant City Manager OLD BUSINESS — None NEW BUSINESS — None ANNOUNCEMENTS - Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their JANUARY 25, 2018 PAGE 3 PARKS & RECREATION COMMISSION 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 SPECIAL MEETING DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 NOVEMBER 16, 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 Hsieh led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Lew Herndon, Kim Hsieh, Vice Chair Benny Liang and Chair Manisha Sulakhe Staff Present: Ryan McLean, Assistant City Manager; Dan Fox, City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Anthony Santos, Assistant to the City Manager; Andee Tarazon, Recreation Supervisor; Jason Williams, Facility and Asset Maintenance Technician; Crystal Knox, Recreation Supervisor, and Debbie Gonzales, Administrative Coordinator. 11iF-11111104 T.9:I:Z61iyia12IWi11101ALIDI =01.TiTa CALENDAR OF EVENTS: As presented by ACM/McLean 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the September 28, 2017 Regular Meeting VC/Liang moved, C/Grundy seconded to approve the September 28, 2017 Regular Meeting Minutes. Without objection, the motion was so ordered. 1.2 Approval of Minutes for the October 26, 2017 Regular Meeting C/Hsieh moved, C/Herndon seconded to approve the October 26, 2017 Regular Meeting minutes. Without objection, the motion was so ordered with C/Grundy abstaining. 2. INFORMATIONAL ITEMS: 2.1 RECREATION PROGRAM UPDATE — RS/Murphey C/Hsieh asked if staff planned to move the holiday movie to the Diamond Bar Center Grand Ballroom in case of cold weather in the park. RS/Murphey said there were no plans to move the event unless it rained. NOVEMBER 16, 2017 PAGE 2 P&R COMMISSION C/Herndon asked if other cities were doing this and RS/Murphey said she has looked at what other cities are doing and pointed out that San Francisco had a popular winter in the park event. This is new for Diamond Bar and staff is looking forward to seeing how it plays out. C/Hsieh said she saw a series of black and white movies program in Sacramento which was done in a library setting and was well-received so she believes the Diamond Bar program will turn out pretty well. C/Hsieh asked when staff would be going over the financial statement for the Barktoberfest. C/Hsieh said that considering the expenses for these events how often does the City rent PA systems. RS/Murphey said this is something staff is doing more often because the systems the City rents are much better than those the City has purchased. C/Hsieh was wondering if it would be more economical for the City to purchase better PA systems instead of renting them. Chair/Sulakhe pointed out that the event sold 251 game craft cards bringing in a total of $1,755 (on Page 20) which RS/Murphey said was for the Fall Fun Festival. Staff does not collect any revenue at Barktober. Chair/Sulakhe said that she has noticed many people bring their own boom box systems for the room or areas. The City has a couple of systems in the past that have worked okay. The remote wireless microphones have always been an issue. RS/Murphey responded that staff is looking into alternative portable PA systems. Wireless systems are a problem in the parks because of feedback. 2.2 MAINTENANCE REPORT— F&AMTNVilliams C/Herndon said he noticed today as he was driving north on the SR57 within the City limits there was a significant amount of graffiti on the control box adjacent to the freeway at the southern point of the City limits. 2.3 PARKS AND RECREATION USE POLICIES AND FEES —ACM/McLean C/Grundy asked if these recommendations are in line with what other cities have done and ACM/McLean said that he personally probably looked at a dozen other cities with respect to athletic fields. Not every provision is something from another city's policy because Diamond Bar has some unique systems with its own rules. Anytime that Diamond Bar looks at policy recommendations staff looks at other agencies (including Walnut and Chino Hills along with many others in the southern California area) and what they put in place in their policies. ACM/McLean presented staff's report beginning with the new Athletic Facility Use & Allocation policy. C/Herndon said that for some time softball teams have been practicing on infields while soccer teams practice on the outfield and wanted to know NOVEMBER 16, 2017 PAGE 3 P&R how that would be affected by the new policy. ACM/McLean said that as everyone knows, the City has limited available resources and recently, the Facility Attendants have been visiting athletic sites on a nightly basis. During these visits, the attendants have noticed that on a Tuesday night when fields were allocated for both softball and soccer neither group was at the field. Staff followed up on Wednesday and saw that both groups had scheduled practice for Wednesday which put a softball group on the infield and a soccer group on the outfield. What staff would like to do whenever possible, is attempt to stagger those by working with the groups so that if possible, if softball would like to have a practice and soccer is not on the field on a Tuesday, the field would be scheduled for softball practice on that Tuesday. There is limited park space and staff works very closely with those groups to try and find opportunities where practices can be staggered to maximize the best use of the fields. C/Herndon asked how staff arrived at two hours of practice per two hours of games. While he can understand that ratio for younger groups, any teams he has coached better practice a whole lot more than two hours for each game. Secondly, he is concerned about leagues. If he has a league of 200 participants, 140 of which are Diamond Bar residents, what does he do with the other 60 kids? ACM/McLean responded that the two hours of practice to two hours of games was the standard throughout many different policies and agencies. Staff noticed it was a pattern and felt it would be appropriate for recommendation. He noted that this is used as a "starting point" for the allocation as opposed to not having any way of measuring any access and any remaining hours available are then at the discretion of the City to apportion to different groups. Again, the goal of these recommendations is to be fair and equitable across all organizations in the City and to try and do it with the understanding that everyone's wish -list cannot be met. C/Grundy said that his observation is that no matter what fields and time may get only a fraction of what they ask for but they still have the same number of people in the organization and would somehow schedule that to meet the needs of the number of people in the organization which may cut down the number of practice hours or the way games are scheduled, and he does not see that changing with this recommendation. This is just a different way of trying to be fairer and more transparent in how much field time is given. ACM/McLean reiterated that the City wants to partner with organizations and want the youth and adult sports organizations to have access to City facilities. Staff is not trying to limit access, the attempt is to provide access in a more equitable manner. He does not foresee anyone eliminating those relationships or not trying to work with groups to meet their needs as best as possible. C/Herndon said he has lived in Diamond Bar for 48 years and there has been a shortage of fields in the City for all of that time. He would hope NOVEMBER 16, 2017 PAGE 4 P&R COMMISSION that at some point in the near future that the City would work toward getting more fields for youth. The problem with obesity in youth is at a very high percentage and growing worse and he believes the City should offer more fields as an incentive to youth to get out and play which would require updated and lighted fields that would meet the needs of the community. C/Grundy asked if there was a provision for a group being allocated time and monitoring to see if they use it with some action if they do not use their allocation and not been made available to other groups and ACM/McLean pointed out that in the current policy that provision was rolled over to the recommended policy in which a user group could lose their allocation depending on whether they are not using the allocation or if they are trading their use permit to another group that is not allocated. Public Comments: Antonio Gamboa, Diamond Bar Soccer League asked whether in order to qualify to apply for field allocation, does the City give first weight to the organization or the Diamond Bar residency. ACM/McLean said that for a qualifying organization, the organization must have a minimum of 40 percent Diamond Bar residents which is actually a lower threshold than is in the current policy which requires groups to have 60 percent Diamond Bar residents. This would require groups to turn in their rosters which is something that has been required since the policy was first initiated and once the resident number is verified (meets the minimum 40 percent threshold) the group would qualify for allocation. Mr. Gamboa asked if groups outside the City met the threshold, could they qualify for field allocation since many of those groups might have 40 percent Diamond Bar residency. ACM/McLean said that as it is written in draft form tonight it is open to any group that has a minimum of 40 percent (Diamond Bar residency) and the reason that was done is because this process looked at several local longtime user groups and noticed that some of those groups (non-profit status) were a regional organization and therefore, were not in the Diamond Bar local non-profit but served hundreds of local kids that were based in Diamond Bar but did not meet the standards set by the current policy. The City wants to maximize access for kids that live in Diamond Bar and participate in sports locally. If there is an organization, a smaller travel team for example, that has 40 percent, they still need a minimum of 12 participants and would be subject to the terms of the formula which would limit their hourly allocation because they have a small group of kids. Staff attempted to balance the allocation as best as possible given the modern changing demographics, participation changes and so forth. Kimberly Ayers said that the Tuesday that her soccer league was not practicing on fields is that one Tuesday was Halloween and the Tuesday prior there was a fire and because the air quality was not good the teams NOVEMBER 16, 2017 PAGE 5 P&R COMMISSION did not practice and she is not sure those were the two Tuesdays that staff checked the fields. Normally, the soccer teams are there during their allocated practice hours. In her opinion, it would be a shame for some of the organizations that have put work into the City of Diamond Bar as the Diamond Bar Soccer League has, to be left out of the equation because they do not have multiple teams like Legends that has teams in every City. So in that scenario, her organization can get pushed out by a huge organization who takes all of the kids from Diamond Bar because they can provide better fields. Her organization won the City two state championships, one regional and one national cup title in 2015. It is difficult when Diamond Bar kids are being taken by these other organizations. The City is sensitive to this issue and one of the things it has put into the policy is a section in which any new organization is subject to a six-month review period in which the impacts of that new organization might have on existing allocations are reviewed. In that way, some of the City's longstanding groups that have roots in the City and that have participated with kids or adults in Diamond Bar have an opportunity to remain and not be forced out. Ms. Ayers said she would be happy to take time to sit with Commissioners and staff to talk about how soccer organizations work. Legends is huge and they basically take every player that is good from any area. They could have a player that lives in Diamond Bar that may play on one of their elite teams perhaps in Orange County and who is to say that player is actually going to come and practice in Diamond Bar. They could just be using those numbers to manipulate the kids. ACM/McLean said that Field Attendants go out every night that fields are allocated including the weekends to monitor the use of the fields and staff wants to make sure that the City is visible to the user groups. Ms. Ayers said it would be difficult to monitor. ACM/McLean said if there was an issue in which a user group was not meeting the terms of the policy it would be addressed. Ms. Ayers felt it would be difficult for monitors to know and that is the problem. C/Herndon asked if Legends would be considered a "new" group because it seemed to him that they had been allocated fields in the past and Ms. Ayers said "no." It is a large organization that wants to take over all the field space in every city and it is something she could see happening in Diamond Bar. Mr. Gamboa said Legends had been in existence for 10 years. Soccer organizations are looking for any particular specific small fields where they can practice and they will justify it any possible way. They go from La Habra to Walnut and to anywhere. Many are out to make money. They charge large amounts of money. For example, people pay $4,500 or $6,000 a year to play in Legends while others pay $600 with Diamond Bar Soccer League because they have made it affordable for their City and for the players. Some leagues with very few teams have gone bankrupt. But they were looking for fields all of the time. DB Soccer League works closely with AYSO and his issue is that he believes the City should be looking to help organizations that are working for Diamond Bar because NOVEMBER 16, 2017 PAGE 6 P&R COMMISSION these groups bring revenue to the City. Ms. Ayers said the population is aging and there are not as many kids so Diamond Bar groups struggle. Brea and Fullerton have sports complexes Diamond Bar kids are lost to those facilities. When she has 11 kids that want to play does she not make a team for them or does she take 4 or 5 kids from other areas and provide a team for those 11 kids. Chair/Sulakhe pointed out that because this recommendation reduces the percentage from 60 to 40 it should accommodate more kids. She understands about the Brea facility but it is also very expensive. Most of the fields allocated through the Diamond Bar plan rent from $5 to $50 and that is not offered in Brea. Ms. Ayers asked why Diamond Bar does not charge a non-resident fee and Chair/Sulakhe said that the City is very compassionate. Ms. Ayers said she understands; however, the money could be going toward fields. ACM/McLean said that some of the recommendations this evening include a non-resident fee such as access to athletic fields for one-time uses for which an increase is recommended for non-resident use. C/Herndon asked for Ms. Ayers to comment on the 4 -hour use per team per week and Ms. Ayers said it would be okay for the little kids but for the high school kids they need more time. Also, the high school teams go dormant November through December which means the fields are available for other groups during that time. ACM/McLean said staff is not recommending that the City choose how the hours are distributed amongst the groups. If there are younger kids who have a smaller attention span of one hour perhaps that second hour could be allocated to a different age group. One of staff's recommendations is to have a third allocation during the year so that staff can remain in constant contact with the groups and cover the changing seasons and changing needs. If is often difficult to allocate time for a six-month block given holidays and times when teams go dormant. David Lara, Diamond Bar Pony Baseball, said that with the new proposal there is the possibility of reduced hours for practice fields and asked if his organization would be able to trade times with other organizations as has been done in the past. ACM/McLean asked that this be communicated to the City to ascertain proper allocation. In the past, teams have traded time without contacting the City and when staff goes out to check it opens a dispute about who has the permit to be on the field. Staff is willing to work with the groups provided they communicate their agreements to staff. Staff asks that each group identify two representatives that are responsible for working with the City on the allocation process so if there are any questions related to an agreement between two groups needing to trade hours the representatives are asked to contact Ramiro Valderrama, Recreation Specialist in the Parks & Recreation office who NOVEMBER 16, 2017 PAGE 7 P&R handles the field allocations, to work out the details. C/Grundy said that during field allocation meetings, typically, the allocations are presented to the different groups and there is a period of time where in that meeting at the end, the swap takes place in front of staff. ACM/McLean said that practice would continue to accommodate those trades during the meetings. RECESS: Chair/Sulakhe recessed the meeting at 8:05 p.m. RECONVENE: Chair/Sulakhe reconvened the meeting at 8:17 p.m. ACM/McLean continued with his report to the Commission. C/Grundy asked if the Diamond Bar Center fee structure was for new reservations only. The Center is booked for more than a year out and C/Grundy asked if that fee structure and cancellation policy would remain the same under what has been booked. ACM/McLean concurred. C/Grundy asked if someone cancelled and another party signed up for the space in that time slot would the second party be under the new fee structure and new cancellation policy and ACM/McLean responded yes, once it is approved by the City Council it would be implemented in that way. Chair/Sulakhe said she understood the Center was booked out for 24 months rather than just one year. C/Hsieh asked if the fees would be the same for non -profits and others. ACM/McLean said that the only situation where the fees would be uniform for non-profit and other groups would be for weekend rentals in the Grandview Ballroom at the Diamond Bar Center. C/Herndon asked if the senior groups fall under the same residency percentage as the sports group and ACM/McLean responded "no." C/Herndon asked if there was a reason for that and ACM/McLean responded that the City has a number of groups that have long-standing facility use. The City is aware of this fact and is attempting to work with them on an individual basis throughout the five groups which is why staff is recommending that the City continue working with those groups to allocate the facility. C/Herndon asked if the City was losing rental income because of the use of the senior groups and ACM/McLean said that recently the Diamond Bar Senior Club voted to move its Tuesday meeting to Monday which has opened up the mid -week opportunities for commercial rentals during the day. One of the Council's action items in its strategic plan is to market the facility for more potential commercial rental income in an attempt to raise revenue and offset some of the free costs. Primarily, those commercials are mid -week and staff sees this as an opportunity beginning in the upcoming year when the change is in place to aggressively market the space to commercial rentals Tuesdays through Thursdays as the facility is available. Chair/Sulakhe said that Diamond Bar books reservations at the Diamond NOVEMBER 16, 2017 PAGE 8 P&R COMMISSION Bar Center 24 -months in advance whereas, Chino Hills does 12 months in advance. As a Commissioner, she has had residents tell her that they cannot get a reservation and when she asks how she can help they respond no, every time they call it is always booked. And when I call into the main City office they are told there are six or eight other reservations before this person can get on the list and this person never has a chance to get a rental because the cancellation policy tells people that the next person in line has to be given 24-hour notice which is not mentioned in staff's proposal. She is not saying the policy is bad, merely stating that people who are trying to get a reservation at the Diamond Bar Center have dim possibilities of doing so when the facility is booked two years in advance. RS/Murphey said that when the Center first opened residents could book 18 months in advance and the facility was so busy with multiple people calling for the same date staff began the lottery system and it works for staff to book that far out for a smoother flow so that staff is not so busy trying to determine what dates might be available. She asked if Chair/Sulakhe was suggesting that staff not keep a wait list so that as dates become available they are open to whoever books first. Chair/Sulakhe said she was not suggesting to not have a wait list, it is just that staff gets very busy and for two years out every Saturday and Sunday is booked through 2019. She understands it is a struggle for staff and that it is also a struggle for residents who want to have an event at the Center. RS/Murphey said if people are not booking 24 -months in advance there would continue to be competition for dates which seems to result in trading one set of problems for another. RS/Knox explained that staff gives priority to residents and local non-profit groups to book up to 24 months in advance. Non-residents can book up to 20 months in advance and the Center is booked out on weekends only about 18 months which means there is an opportunity for rentals on those dates as well as, Fridays and Sundays which are booked out about 12 months. There is still opportunity for rental. The wait list gives staff the opportunity to monitor and make sure that the City is giving opportunities to those dates so that 1) it does not remain un -booked and 2) that staff is able to rebook the dates and giving opportunity to those who have already inquired about space. C/Hsieh said she believed it was a good problem for the City to have. She wanted to have a wedding at the Center but it was booked. She was happy for the City that it was booked but she had it at Orange Hill instead. It is what it is and she believes it is better to have it booked than to have nothing happening. RS/Knox added that when the Center booked 18 months out it was completely booked for those 18 months and what that created was a "lottery" for staff so that on the first of every month staff had to conduct a lottery and pull names and it became difficult for staff but a messy booking NOVEMBER 16, 2017 PAGE 9 P&R situation which was not equally fair to those who are trying to rent space. Chair/Sulakhe said that staff is doing a good job. People try to double - book and like C/Hsieh, if she wants to book an event in Diamond Bar she may have to go somewhere else if she is late to the game which can happen to anyone. The Diamond Bar Center is beautiful and she is there almost every weekend. It is fortunate and unfortunate that the Center has such a good record of people who want to come to Diamond Bar for their events. VC/Liang said this is basic supply and demand and he can endorse the current system which he feels is a great system. He has his people try to use the facility on a regular basis and he was very happy to hear from RS/Murphey about how it works and that there will be three more days to market the facility. It is true that Diamond Bar needs to take care of its residents and in the meantime the City needs to be fiscally responsible to make sure it can balance its budget. People who book early are lucky enough to get a space. He has referred many, many folks (20-30) to the Center who have tried to rent the Grand View Ballroom and none of them were able to get the facility on the date of their choice and staff is doing a fantastic job. ACM/McLean continued with staff's presentation (fee related items). VC/Liang asked if the report included insurance coverage requirements. ACM/McLean responded that each policy for facility rental allocations has insurance requirements which are spelled out within the language of the policy. C/Grundy asked if a financial impact projection was done for all of these items to project what the difference in revenue would be and ACM/McLean responded that staff has done some very preliminary approximate estimates and believes that approximately $70,000 per year is a conservative estimate. It is very difficult given staff does not know the volumes of each of these items going into each year. Much will depend on whether the City gets new revenues during the week that have not previously been forthcoming. There have not been any real rentals at Pantera Park which would be a new revenue source. Staff would like to revisit after 12 months to obtain hard numbers which would be brought back to the Commission. VC/Liang asked if staff could begin looking into a marketing strategy to promote facility use. ACM/McLean said definitely, and that is one of the City Council's strategic plan items for which staff will be underway on that very project. C/Herndon asked if the insurance requirements remained the same and ACM/McLean responded yes, that the insurance requirements match the current standards. C/Herndon asked if at some point it would be appropriate to increase the insurance requirements and ACM/McLean NOVEMBER 16, 2017 PAGE 10 P&R COMMISSION said that in the policy staff reserves the right to review the insurance requirements and if there is an event proposed that has greater risk the City would ask for additional coverage. ACM/McLean concluded his report and asked for feedback and recommendations to prepare those for the City Council at an upcoming meeting. C/Herndon moved, C/Hsieh seconded, to recommend the Parks and Recreation Use Policies and Fees be forwarded to the City Council with the Commission's recommendation for approval. Without objection, the motion was so ordered. C/Grundy said he is familiar with the Legends group which is huge and if they were to come to Diamond Bar to get some field use for 200 kids of which 80 are Diamond Bar residents which means that group would meet the threshold while their organization consists of 2,000 kids, how would staff handle that scenario? ACM/McLean referred C/Grundy to Page 62 there is a provision which addresses this specific scenario. Item C, contains a provision related to new organizations and/or splits from existing organizations which requires that any group wishing field allocation would submit an application and there would be a minimum of six months for staff to review that application and if it was determined that the new program negatively impacts the allocation of the City's facilities staff has the authority to deny that application. VC/Liang asked if Item C. had been approved by the City Attorney to ensure there is no potential legal liability for the City. ACM/McLean said that this provision has not yet been approved by the City Attorney but it would be reviewed and it is an industry standard that was borrowed from some of the other use policies that staff has seen and he has confidence that it has passed legal muster given the fact that it is a commonly used provision in policies throughout the area. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Grundy said he would not be available for a December Commission meeting and asked if other Commissioners have an opinion on a December meeting. VC/Liang recalled that December meetings for Commissions are usually canceled. ACM/McLean said that VC/Liang is correct. The reason that item was not on tonight's agenda was to give staff the ability to continue tonight's discussion if all of the items had not been completed. If the Commission wishes to adjourn tonight's meeting to January 26th that would be appropriate. NOVEMBER 16, 2017 PAGE 11 P&R Chair/Sulakhe asked about PowerPoint presentations being held over until next year and ACM/McLean responded that the customary PowerPoint presentations that are provided to the Commission will resume at the next scheduled meeting. Commissioners concurred to go dark for the December meeting. Chair/Sulakhe said that with all of the great work staff does it is worth a good holiday season. ACM/McLean echoed Chair/Sulakhe's sentiments because the entire staff spent a great number of hours working on this project and were instrumental in putting the packet together for this evening. C/Hsieh thanked CM/Fox and PMS/Jordan for making a special appearance this evening. She asked if staff was sending thank -you notes to students who attend meetings. She thought that had been done in the past. Chair/Sulakhe said that what happens is that the school sends students from their civics classes for which they are given points. C/Hsieh said that staff has done a good job and that the focus of the reports were for Diamond Bar residents. Thank -you to staff for all they have done in 2017 and she looks forward to 2018. Have a great Thanksgiving, Merry Christmas and Happy New Year. C/Herndon, VC/Liang and C/Grundy echoed the aforementioned accolades. C/Grundy complimented staff for the great job on the new policies and fee structures which represents a lot of thought and work. Have a great holiday season. Chair/Sulakhe thanked her colleagues and staff. She believes that writing policies and procedures is a very, very difficult job and reflects a lot of global standards in government and labor activities. She really appreciated C/Herndon talking about the obesity issue and adding new fields which she believes is a great idea. Diamond Bar is always very compassionate about health and provides hiking trails, etc. She appreciated CM/Fox attendance at tonight's meeting and thanked staff for a great job. She wished everyone a very Happy Thanksgiving. ADJOURNMENT: Upon motion by C/Herndon, seconded by VC/Liang and with no one objecting and no further business before the Parks and Recreation Commission, Chair/Sulakhe adjourned the meeting at 8:59 p.m. The foregoing minutes are hereby approved this day of 2018. NOVEMBER 16, 2017 PAGE 12 P&R COMMISSION Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: MANISHA SULAKHE, CHAIR PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: CHRISTY MURPHEY, RECREATION SUPERINTENDENT SUBJECT: JANUARY RECREATION PROGRAM UPDATE MEETING DATE: 1/25/2018 Community Recreation Guide The Winter 2018 Recreation Guides are currently available at the Diamond Bar Center, City Hall and online at www.CitvofDiamondBar.gov. The Spring 2018 Recreation Guide is currently being assembled and will be available to the public at the beginning of March. Contract Classes Fall Session — The Fall session began on September 5 and ran through December 23. The season concluded with 786 students enrolled in 193 available classes. Popular programs this fall were Kidz Love Soccer, Tennis for all ages, Karate, Kundalini Yoga, Pilates, Zumba for the Mature Adult and Yang Style Tai Chi. Winter Session — The Winter session began on January 6 and will run through March 30. As of January 16 there are 272 students enrolled in 164 available classes. New classes this season include All About Dance with three age levels, Robotics, Computer Programming, Actors Workshop, and Dance Combo for adults. Senior Programs Senior Classes — Mt. San Antonio College partners with the City of Diamond Bar to offer 15 free classes to seniors at the Diamond Bar Center and Heritage Park. The classes include exercise and fine arts with a new addition this season of and ESL class —most are filled to capacity. The winter program began on January 8 and will conclude February 16. Packet Pg. 4 Senior Seminars 1/11 — Fraud Protection — 11 participant 1/12 — Staying Active with Arthritis — 4 participants Senior Activities and Services • Mahjong every Wednesday — Averages 40 per session • Bingo every Monday and Friday —Averages 165 per session Senior Special Events 12/20/17 — Senior Holiday Dance 238 seniors attended this exciting and always popular event. Dinner was catered by Tiscareno's, and included a roast beef carving station, chicken breast, mixed vegetables, salad, and cake for dessert. Seniors had the opportunity to take photos with different props and a holiday backdrop and danced the night away to festive music provided by DJ Keith Johnson. The evening concluded with more than 25 winners taking home raffle prizes! Diamond Bar Senior Citizens Club -- January 8 was the first Monday meeting hosted by the Senior Club since their move from Tuesday. They had a total of 84 members in attendance while 50 of their members were in Laughlin. The new board will be sworn in on Monday, January 15 when everyone returns. Senior Excursions 1/24/18 — Living Desert — This excursion was cancelled due to low enrollment. Community Excursions 12/16/17 — The 55th Annual Cruise of Lights — The excursion sold out with 45 people enrolled. The day began with a ride to Huntington Beach for shopping and a late lunch. At 4:45 pm they traveled to the Huntington Harbour Yacht Club to board for a narrated tour of the brightly decorated homes, docks, decks and boats within the harbor. The excursion included roundtrip transportation, tour admission and a snack for the ride home, all for $44/person. 1/1/18 — The Rose Parade — This trip sold out with 46 participants. "Making a Difference" is a way to honor and celebrate all of the people in our communities, who quietly and without desire for reward or recognition, act in selfless, generous and kind ways to aid or benefit others. The Parade is a celebration more than a century old — a festival of flowers, music and sports unequaled anywhere else in the world. Excursion included continental breakfast, roundtrip transportation, grandstand seat, Diamond Bar seat cushion and a snack for the ride home, all for $99/person. Facility Rentals Packet Pg. 5 Diamond Bar Center — The Diamond Bar Center was the location for a total of 46 private, business, and non-profit rentals during the month of December. There were 10 church rentals, 1 Toastmasters meeting, 2 Sunshine Senior events, 3 seminars, 1 charity dinner, 1 baptism, 1 Christmas program and 1 orchestra concert. There were also 6 weddings, 13 holiday parties, 1 banquet, 1 baby shower, 1 anniversary party, 1 bridal suite and 3 birthday parties. A total of $84,231.09 in rental fees was collected during the month of December for Diamond Bar Center rentals. In December 2016 a total of $65,550.25 was collected. DBC staff is currently preparing for the 5th Annual Bridal Show at the Diamond Bar Center on February 25, 2018. The event will be held from 11:00 am to 3:00 pm with a new VIP entrance time of 10:30 am. Staff is currently reaching out to past vendors to sign-up and are getting very positive responses. This year staff is using Eventbrite for our guest registration, which has been a major success. At this time last year, there were approximately 10 preregistered brides and grooms. With Eventbrite, 122 participants have signed up. Heritage Room — A total of 8 rentals were booked at Heritage Park Community Center for the month of December. Rentals included 5 birthday parties, 2 senior events, and 1 holiday luncheon. Total revenue for these rentals is $2,350. The revenue for December 2016 was $1,000. Pantera Room — A total of 2 rentals were booked at Pantera Park Activity Room for the month of December. Rentals included 1 baby shower and 1 holiday party. Total revenue for these rentals was $410. The revenue for December 2016 was $175. Picnic Reservations — A total of 9 picnic reservations were booked for the month of December. There were 4 at Pantera Park and 5 at Sycamore Canyon Park. The revenue of these picnic rentals is $275. The revenue for December 2016 was $400. Youth Programs Tiny Tots -- The Holiday Mini Session for Tiny Tots started on Monday, November 13 and concluded on Friday, December 15. No classes were held during the week of November 20-24. There were 19 students enrolled in the 3 -4 -year-old class offered Tuesday & Thursday and 20 enrolled in the 4 -5 -year-old class offered Monday, Wednesday, and Friday. The mini session focused on holiday themed activities and stories and received a special visit from Santa Claus. The Winter Session started on Tuesday, January 2 and continues through Friday, March 23. There will be no classes on Monday, February 19. Registration opened on Monday, November 6 for Diamond Bar residents and on Monday, November 20 for open registrations. Both 3-4 & 4-5 programs are full with a waiting list for the 4-5 program. The winter session theme is "Exploring Together." For the month of January, participants will focus on dinosaurs, February will focus on food groups, and March will focus on space. Packet Pg. 6 DB 4Youth -- DB 4Youth met on Tuesday, November 28, at the Diamond Bar Center for their end of the year Holiday Party. Recreation staff updated teens on upcoming city events for the winter (Holiday Flick, Youth in Government and Winter Snow Fest). The party ended with some pizza, a DIY ice cream station, light refreshments and minute to win it games as an appreciation for their dedication and commitment to the program and the community. A total of 29 members assisted at the City's Holiday Flick event on Friday, December 1, volunteers assisted with set-up, decorations, Grinch photo op, and craft stations for the youth. A total of 10 members attended the Youth in Government event held on Saturday, December 2 at City Hall. Participants learned about elected official's roles in local government, accomplishments, and community needs and participated in breakout sessions. DB 4Youth finished its Holiday Food Drive on Friday, December 20 with a total of 374 items collected. Teens decorated donation boxes that were placed at City Hall, Diamond Bar Center, and Heritage Park from Monday, November 13 through Friday, December 20. Donations were delivered to at Inland Valley Hope Partners. DB 4Youth members will volunteer at the City's Winter Snow Fest on Saturday, January 20. The group will have a very large role to play, as they will be in charge of distributing and collecting all the waivers for the participants sledding. Recreation staff started off the year by hosting the Inland Empire Teen Coalition Meeting at the Diamond Bar Center, on Thursday January 11, 10:00 a.m.-11:00 a.m. Followed by the Teen Coalition Board Exchange meeting that evening at the Diamond Bar Center from 6:00 p.m. -8:00 p.m. The [ETC meeting serves fellow local cities (Fontana, Claremont, Ontario, Menifee, and Perris) recreation staff had the opportunity collaborate and discuss any new and trending teen programing but also discuss any challenges. DB 4Youth board members attended the Inland Empire Teen Coalition Board Exchange meeting which serves as an opportunity for teens who are currently holding a board position within their program, the time is used to share, inform, and discuss any upcoming projects and receive feedback from other teens who are also activity engaged in their community. Youth and Adult Sports Table Tennis -- The Table Tennis program has been dark from the holiday season, but is scheduled to resume on Tuesday, January 23. Adult Co -Ed Volleyball -- The Winter season for adult volleyball started on January 22, 2018, and will conclude on March 26, 2018. This session will last for nine weeks and Packet Pg. 7 cost each participant $36.00 to play. This is a perfect program for players to improve their skills and meet new people who enjoy playing in a fun recreation environment. Youth Basketball -- The 2018 season has begun and is off to a great start with first games being held on Saturday, January 6. Games are held at three locations this year Mt. Calvary, South Pointe Middle School and Chaparral Middle School. Recreation staff has worked hard to make positive changes to the program for all participants; coaches and parents have been welcoming and open to the new changes. Changes included the elimination of the coach's draft and instead staff drafted the teams. The goal is to have well balanced teams throughout the program. Continuing on this theme staff also created a substitution sheet for the coaches to use to help ensure every child gets equal and fair playing time. The use of Chaparral Middle School gym has been a great addition to the program this year. Parents have commented how nice the condition of the gym is and how great it is for the kids to end their games earlier. Staff is hopeful that next season they can increase the use of Chaparral during the week with practices as well. The last game is scheduled to conclude on Saturday, March 10. Field Allocations -- The second field allocation meeting last year took place on Tuesday, December 5 at 6:30pm at City Hall. This allocation period covers January 1 — June 30, 2018. Eight organizations participated in the allocation with the major organizations being AYSO, DBSL, and DBGS. The meeting covered information regarding the allocation process including: the facility use policy, permits, field rules and requirements from both the user groups and city staff. All the organizations that attended the meeting left happy with their space and allocated time, which focused on allocating the field space so that each organization could utilize the entire field and not just a small portion or share with another user group. Lastly, staff was able to free up some field space for Diamond Bar community use. Special Events Fall Fun Festival Program Evaluation and Financial Impact Report attached. Veterans Recognition Ceremony Program Evaluation and Financial Impact Report attached. Holiday Flick -- The City of Diamond Bar hosted a Holiday Flick on Friday, December 1, at Sycamore Canyon Park. Despite the cold night, approximately 250 attendees gathered for the event and enjoy free activities from 6 to 8 p.m. The children were able to delight in balloon animals, face painting, holiday crafts, crazy "Whoville" hairstyling, and a photo op with the Grinch himself! Families were able to grab a bite to eat off the Crepes Bonaparte food truck, which served savory and sweet crepes to the audience. The event also included a showing of Dr. Seuss's How the Grinch Stole Christmas (2000) to kick off the holiday season. Packet Pg. 8 Perhaps the biggest hits of the night were the Whoville hairstyling and food truck, which maintained enthusiastic lines throughout the event. The Grinch entertained families by interacting with the children who came to pose for photos with him. He was able to bring smiles and laughs to our community. Attached is a completed program evaluation and financial summary. Winter Snow Fest Pantera Park (738 Pantera Drive) will be transformed into a winter wonderland on Saturday, January 20, 2018 from 9:00 a.m. to 3:00 p.m. The kid -friendly event will feature four snow hills, a snow play area, a children's crafts area, game booths, food booths, and lots of fun! The highlight will come at 10 a.m. as City Council welcomes everyone to the event and announces the arrival of "Flurry" the sledding penguin! Non-profit community service organizations will participate by operating food, game and craft booths. The stage was filled with entertainers from the World of Music and the Red Dragon Karate Studio. A full program evaluation and financial summary will be included in the February commission report. Save the Date - 35th Annual Easter Egg Hunt Co-sponsored by the City of Diamond Bar and the Diamond Bar Breakfast Lions Club Saturday, March 31, 2018 • 10 a.m. Pantera Park • 738 Pantera Drive The City of Diamond Bar and the Diamond Bar Breakfast Lions Club are proud to invite you and your family to join us at our 35th Annual Easter Egg Hunt on Saturday, March 31, 2018. The free Egg Hunt starts at 10am at Pantera Park (738 Pantera Drive). Separate egg hunting areas will be set up for different age ranges. Children should remember to bring their own basket to carry their eggs, and to be on the lookout for a special appearance by the Easter Bunny and his friends the "Peeps." Don't miss this opportunity to enjoy a pancake breakfast and pictures with the Easter bunny starting at 8:30 a.m. Participation in the egg hunt is free, but breakfast and pictures are available for a nominal fee (cash only, no bills larger than $20). MORE INFO: Call 909.839.7070 or visit www. Diamond BarCA.gov City Birthday Party Saturday, April 14, 2018 • 11:00 a.m. — 5:00 p.m. Pantera Park. 738 Pantera Drive Join us in celebrating 29 years of incorporation! Considered the City's largest annual event, the party celebrates the cultural diversity of the community and the red -white - Packet Pg. 9 and -blue "Spirit of Diamond Bar." The event features rides, games, food, entertainment, and birthday cake for everyone. Please note this is a Cash Only Event, and no bills over $20 will be accepted. No ATM will be on site. Birthday Party Creates Fundraising Opportunities: Attention non-profit service organizations! If you are seeking a fun way to raise money for your group, participate as a game booth operator, carnival ride operator, or bring awareness to the community about your organization with an information booth. For more information please contact Andrea Nino, Recreation Coordinator at 909.839.7073 or aninoP_diamondbarca.gov MORE INFO: Call 909.839.7070 or visit www. DiamondBarCA.gov Attachments: A. Program Evaluation Fall Fun Festival 2017 B. Financial Summary Fall Fun 2017 C. Program Evaluation Veterans Day 2017 D. Financial Summary Veterans Day 2017 E. Program Evaluation Holiday Flick 2017 F. Financial Summary Holiday Flick 2017 Packet Pg. 10 Program Evaluation and Financial Summary Program Title: FALL FUN FESTIVAL Date: October 31, 2017 Evaluation Prepared by: Andrea Nino, Recreation Coordinator EVENT OVERVIEW The City's annual Fall Fun Festival took place on Tuesday, October 31 from 4:30 p.m. to 8:30 p.m. at Heritage Park. Children ages 2 to 8 enjoyed a scare -free Halloween filled with crafts, games, prizes, picture -taking opportunities, and of course - CANDY! Admission was free, however, participation in the games and crafts required the purchase of a game card for $5 (good for 10 games or crafts). There were 351 game cards purchased at the event, with an estimated attendance of 800 people. DB 4Youth was in attendance to assist with the prize booth and crafts. FINANCIAL IMPACT This event generated $1,755.00 of revenue from the sale of game cards. As outlined in the attached Financial Summary, the total direct cost of the event is $6,062.07. The largest spending center for the event was personnel services ($2,474.37) which included park set up, event time, and clean up. The next largest spending center was supplies ($2,637.70) which included prizes, decorations, balloon artist, and straw bales. 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: 1. Move event from the hillside/ basketball court arear to the baseball field to utilize the existing field lights which will provide a safer experience for participants and allow more walking room. 2. Add additional carnival games and rent inflatable corn maze or obstacle courses. 3. Accept credit cards with new registration system wirelessly on tablets or in the office at Heritage Park. Packet Pg. 11 t' CITY OF DIAMOND BAR FALL FUN FESTIVAL BUDGET DETAIL FY 17-18 As of 01.16.2018 PROJECTED GENERAL FUND EXPENDITURES $11,749.00 PROJECTED REVENUE $ 1,125.00 PROJECTED PROGRAM COST $ 10,624.00 ACTUAL GENERAL FUND EXPENDITURES $ 6,062.07 ACTUAL REVENUE $ 1,756.00 ACTUAL PROGRAM COST $ 4,306.07 DIFFERENCE $ 6,317.93 REVENUE PROJECTION (001-5350-34720) - $1,125.00 $ 1,756.00 FEE PROGRAM Fall Fun Festival Revenue 351 participants @ $5 $ 1,756.00 PERSONNEL SERVICES - $5,849.00 $ 2,474.37 Part- Time (001.5350.40030) Part-time Salaries .EmUV E (2) Leader I - 6 hours @ 10.81 $ 129.72 (1) Leader I - 4.5 hours @ $10.81 $ 48.65 (1) Leader I - 4 hours @ $10.81 $ 43.24 (1) Leader I - 3.5 hours @ $10.81 $ 37.84 Event (1) Leader III - 6.25 hours @ $18.03 $ 112.69 (1) Leader III - 6.25 hours @ $14.04 $ 87.75 (2) Leader II - 6.25 hours @ $13.16 $ 164.50 (10) Leader I - 6.25 hours @ $10.97 $ 675.63 (1) Worker - 6.25 hours @ $10.61 $ 66.31 (1) Worker - 5.75 hours @ $10.61 $ 61.01 (1) Leader I - 5.25 hours @ $10.81 $ 56.75 (1) Worker - 5.25 hours @ $10.61 $ 55.70 (1) Leader II - 4.25 hours @ $13.16 $ 55.93 (1) Leader I -4.25 hours @ $10.81 $ 45.94 (1) Leader II - 2.75 hours @ $13.16 $ 36.19 Full - Time (001.5350.40020) Overtime (1) Coordinator- 5 hours @ $36.03 $ 180.15 (1) Specialists - 5 hours @ $29.33 $ 146.65 (1) Specialists - 4 hours @ $29.33 $ 117.32 $ 1,677.84 $ 591.52 Packet Pg. 12 (1) Administrative Asst. - 4 hours @ $36.85 $ 147.40 Personnel Services (001-5350-40000) $ 205.01 Worker's Compensation (40083) @ 3.0% $ 68.08 Medicare (40085) @ 1.45% $ 32.91 Social Security (40085) @ 6.2% $ 104.03 SUPPLIES (001-5350-41200) - $3,100.00 0 $ 2,637.70 Fall Fun Supplies $ 1,254.24 Fall Fun Prizes $ 507.65 Balloon Artist $ 440.00 Haybales $ 435.81 PRINTING (001-5350-42110) - $1,700.00 $ 410.00 Flyers/Promo Numbered game cards/tickets Design Ad Special Event Insurance Banners/Sinage $ 375.00 $ 35.00 $ 540.00 $ 540.00 Packet Pg. 13 Program Title: Date: Evaluation Prepared by: EVENT OVERVIEW Program Evaluation and Financial Summary VETERANS DAY RECOGNITION CEREMONY November 8, 2017 Andrea Nino, Recreation Coordinator The City of Diamond Bar and City Council hosted the annual event on Wednesday, November 8, 2017 at the Diamond Bar Center. The event started at 9:00 a.m. with a welcome speech from Mayor Lin, followed by the invocation from Jess Carbajal. The event proceeded with special recognition presentations from the City of Diamond Bar to 5 honored veterans. In addition, a video presentation was shown highlighting three Diamond Bar Veterans and their time in the military. South Pointe Middle School, directed by Susan Willmering, performed a musical selection, as did The Darden Sisters, an Americana band. The event concluded with a performance of God Bless America by Etha Clemons, a senior Diamond Bar resident. Afterwards, the veterans, event attendees, and musical performers were all able to mingle and talk over light refreshments. FINANCIAL IMPACT This is a free event, dedicated to honoring those who have served, and therefore generates no revenue. As outlined in the attached Financial Summary, the total direct cost of the event is $6,939.61. The largest spending center for the event was supplies ($4,254.81) which included the giveaways, decorations, refreshments, and flowers. The next largest spending center was contract services ($1,440.00) followed by personnel services ($812.68). 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: 1. Contact an organization to provide the Presentation of Colors. 2. Order additional navy blue table cloths and add additional tables for attendees to enjoy their refreshments. 3. Order table skirts and clips for the beverage and candy stations. 4. Coordinate additional singing entertainment. 5. Consider cheaper alternative for linens. Packet Pg. 14 CITY OF DIAMOND BAR Veterans Recognition Ceremony BUDGET DETAIL - Miscellanous Events FY 17-18 As of 01.02.2018 PROJECTED GENERAL FUND EXPENDITURES $ 7,284.75 PROJECTED REVENUE $ - PROJECTED PROGRAM COST $ 7,284.75 ACTUAL GENERAL FUND EXPENDITURES $ 6,939.61 ACTUAL REVENUE $ ACTUAL PROGRAM COST $ 6,939.61 DIFFERENCE $ 345.14 PERSONNEL SERVICES - $2,159.75 Part- Time (001.5350.40030) Part-time Salaries Event Set Up (1) Leader III - 3.75 hours @ $18.01 $ 67.54 (1) Leader III - 3.75 hours @ $14.04 $ 52.65 (1) Leader II - 3 hours @ $13.16 $ 39.48 (4) Leader I - 3 hours @ $10.81 $ 129.72 (1) Worker - 3 hours @ $10.61 $ 31.83 Event (1) Leader III - 6.5 hours @ $18.16 $ 117.07 (4) Leader I - 5.5 hours @ $10.81 $ 237.82 (1) Worker- 5.5 hours @ $10.61 $ 58.36 Personnel Services (001.5350.4000) Worker's Compensation (40083) @ 3.0% $ 22.03 Medicare (40085) @ 1.45% $ 10.65 Social Security (40085) @ 6.2% $ 45.54 Full - Time (001.5350.40020) Overtime (1) Coordinator - 0 hour @ $36.03 $ - (2) Specialists - 0 hour @ $29.33 $ $ 321.22 $ 413.24 $ 78.22 $ 812.68 SUPPLIES (001-5350-41200) - $4,277.00 $ 4,254.81 Veterans Givaway $ 65321 Supplies $ 583.86 Decorations $ 953.10 Packet Pg. 15 Refreshments Flowers $ 1,792.56 $ 272.08 PRINTING (001-5350-42110)-$675.00 $ 432.12 Postcards $ 319.05 Programs $ 113.07 Display Boards $ - CONTRACT SERVICES (001-5350-45300) - $700.00 $ 1,440.00 Entertainment $ 300.00 Special Event Insurance $ 540.00 Dry Cleaners (linen) $ 600.00 PacketPg.16 _,rr2.6 Program Evaluation and Financial Summary Program Title: HOLIDAY FLICK Date: January 2, 2018 Evaluation Prepared by: Andrea Nino, Recreation Coordinator EVENT OVERVIEW The City of Diamond Bar hosted a Holiday Flick on Friday, December 1, at Sycamore Canyon Park. Despite the cold night, approximately 250 attendees, gathered for the event and enjoy free activities from 6 to 8 p.m. The children were able to delight in balloon animals, face painting, holiday crafts, crazy "Whoville" hairstyling, and a photo op with the Grinch himself! Families were able to grab a bite to eat off the Crepes Bonaparte food truck, which served savory and sweet crepes to the audience. The event also included a showing of Dr. Seuss's How the Grinch Stole Christmas (2000) to kick off the holiday season. Perhaps the biggest hits of the night were the Whoville hairstyling and food truck, which maintained enthusiastic lines throughout the event. The Grinch entertained families by interacting with the children who came to pose for photos with him. He was able to bring smiles and laughs to our community. FINANCIAL IMPACT This is a free event and therefore generates no revenue. As outlined in the attached Financial Summary, the total direct cost of the event is $11,041.98. The largest spending center for the event was Contract Services ($6,430.51) which included the banner and signage, entertainment and activities, movie rental, restroom rental, and insurance. The next largest spending center was Supplies ($2,784.26) followed by Personnel Services ($1,737.74). The cost for the LED lights will be spread across several special events. 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: 1. Change the event to Holiday Hoopla, and focus on the free activities, rather than showing a film. 2. Change the entertainment from a movie to caroling and add additional activities for kids. 3. Change event times to 5-7pm to account for cold weather 4. Add a hot chocolate station. 5. Continue to utilize a food truck. Packet Pg. 17 CITY OF DIAMOND BAR HOLIDAY MOVIE BUDGET DETAIL As of 1.2.2018 PROJECTED GENERAL FUND EXPENDITURES $11,364.00 PROJECTED PROP A $ 1,500.00 PROJECTED PROGRAM COST $ 11,364.00 ACTUAL GENERAL FUND EXPENDITURES $ 11,554.86 ACTUAL PROP A FUNDS $ 1,574.46 ACTUAL PROGRAM COST $ 13,129.32 DIFFERENCE $ (1,765.32) PERSONNEL SERVICES - $3,014.00 Part- Time (001.5350.40030) Part-time Salaries Event Day (1) Leader III - 8.5 hours @ $18.03 $ 153.26 (1) Leader III - 8.5 hours @ $14.04 $ 119.34 (1) Leader II - 8 hours @ $13.16 $ 105.28 (5) Leader I - 8 hours @ $10.81 $ 432.40 (4) Leader I - 7 hours @ $10.81 $ 302.68 Event Flyer Distribution (1) Leader II - 2 hours @ $13.16 $ 26.32 (3) Leader I - 2 hours @ $10.81 $ 64.86 (1) Leader I - 4 hours @ $10.81 $ 43.24 $ 1,247.38 Full -Time (001.5350.40020) Overtime $ 342.29 (1) Coordinator - 9.5 hours @ $36.03 $ 342.29 Personnel Services (40000) $ 148.08 Worker's Compensation (40083) @ 3.0% $ 47.69 Medicare (40085) @ 1.45% $ 23.05 Social Security (40085) @ 6.2% $ 77.34 $ 1,737.74 SUPPLIES (001-5350-41200) - $1,000.00 $ 2,784.26 Decorations $ 441.90 Supplies $ 238.76 LED Lights' $ 2,103.60 PRINTING (001-5350-42110) - $750.00 $ 602.25 Packet Pg. 18 Flyers/Promo CONTRACT SERVICES (001-5350-45300) - $6,600.00 $ 602.25 Banners/Signage $ 1,087.68 Special Event Insurance $ 540.00 Entertainment/Activities $ 3,000.00 Light Tower rental $ 138.80 Porter Services $ 72.00 Portable Restrooms $ 1,027.13 Movie Rental $ 565.00 Shuttles $ 1,574.46 $ 6,430.61 $ 1,574.46 Packet Pg. 19 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: JANUARY MAINTENANCE REPORT MEETING DATE: 1/25/2018 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 • Installed new Trane SC computer for HVAC system (Trane). • Repaired leaking fire hydrant. • Replaced 45ea. 2'x2' fluorescent light fixtures with 2'x2' LED lights. • Reinstalled magnetic door hold for automatic fire door. • Installed new Ethernet outlet cover. • Re -tamped four (4) light fixtures and replaced two (2) ballasts. • Replaced and painted two (2) broken lodge poles at Grandview trailhead. • Replaced upper drinking fountain push button valve. • Replaced fire gate lock at Summitridge Dr. entrance. • Adjusted door lock mechanism. Packet Pg.21 ` • Replaced flush valve vacuum breaker and tail piece O-ring in lower women's restroom. • Replaced door handle assembly on GVBR door. • Performed ATS test on generator. • 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 • Repaired door lock mechanism. • Repaired drinking fountain. • Performed preventative maintenance on urinals. • Removed old drinking fountain and installed cover for plumbing. • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) Longview North Mini -park • Performed Park/playground inspections. Longview South Mini -park 0 Performed Park/playground inspections. Lorbeer Middle School • Treated for gopher control. (BV/APM) • Performed irrigation PMI. (BV) Maple Hill Park • Removed and replaced worn out tandem slide. • Replaced two (2) basketball nets and one (1) basketball goal. • Performed preventative maintenance on urinals. • Installed new trash can. • Replaced two (2) malfunctioning irrigation valves. • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) • Treated for ground squirrels (APM). • Performed irrigation PMI. (BV) Paul C. Grow • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) • Treated park for fire ants. (BV/APM) Pantera Park • Cleared main sewer line clog. • Installed new mechanical timer for building lights. • Replaced hand dryer blower motor in men's restroom. • Replaced one (1) malfunctioning irrigation valve. • Performed irrigation PMI (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) Peterson Park • Sports fields will be undergoing turf renovation from December 4th 2017 through February 5th 2018. Fields will remain closed to users during this time. • Replaced flush valve in men's restroom. • Performed preventative maintenance on urinals. • Cut back tree obstruction. • Repaired women's restroom door lock. • Performed irrigation PMI (BV). • Performed monthly exterior lighting maintenance. (Best) • Performed park/playground inspections. Ronald Reagan Park • Performed preventative maintenance on urinals. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) Silvertip Park • Performed Park/playground inspections. Stardust Mini -Park • Performed park/playground inspections. Starshine Park • Performed park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) Steep Canyon Trailhead • Serviced solar powered `Big Belly" trash can. Summitridge Park • Performed park inspections. • Treated park for fire ants. (BV/APM) Sycamore Canyon Park • Assisted with the set up and operation of the Holiday Flick event. • Treated for ground squirrels at park and trailhead (APM). • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) Washington Park • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) City Hall/Library • Re -tamped twelve (12) fixtures in the City Hall spaces and six (6) in the Library spaces. • Replaced one (1) ballast in City Hall spaces and zero (0) ballasts in the Library. • Replaced one (1) retrofit can light in public stairwell. • Replaced GFCI plug in City vehicle parking area. • Performed ATS test on generator. • Installed City Hall holiday decorations. • Glued down two (2) loose carpet tiles in city Hall spaces and three (3) carpet tiles in Library spaces. • Installed new ball valve in library break room. • Replaced leaking spud gasket in Library family restroom. • Cleaned monument sign and bollards. Sprayed for spiders and insects. • 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 • Re -staked and straightened five (5) trees along Capen Dr. Re -tied two (2) trees on Adel. • Inspected at risk trees for possible removal. • Repaired two (2) potholes on Diamond Bar BI. north of Highland Valley. • Assisted with traffic collision at Golden Springs and Adel. • Trouble shoot landscape up -lights at Diamond Bar and Grand. • Replaced anchor for median sign Brea Canyon Rd. • Wash, fuel and service City vehicles. • 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) PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: RYAN MCLEAN, ASSISTANT CITY MANAGER SUBJECT: CAPITAL IMPROVEMENT PROJECT UPDATE - JANUARY 2018 MEETING DATE: 1/25/2018 Larkstone Park Larkstone Park is substantially complete, with the developer (Lennar) in the process of correcting punch list items. Lennar is also working with the County of Los Angeles to turn over responsibility of sewer and storm drain infrastructure. Upon completion of the punch list items and sewer and storm drain matters, a maintenance period will ensure that landscaping has taken proper hold before opening to the public. Upon announcement of the grand opening date, staff will prepare a park dedication event. Commissioners will be invited to participate. Packet Pg. 21 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: RYAN MCLEAN, ASSISTANT CITY MANAGER SUBJECT: REQUESTS FOR INFORMATION & ACTION - JANUARY 2018 MEETING DATE: 1/25/2018 PARKS & RECREATION COMMISSION REQUESTS FOR INFORMATION/ACTION January 25, 2018 DATE REQUEST REQUESTED RESPONDENT BY 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. Staff is planning to explore "special needs" programming options for the recently purchased YMCA/Sunset Crossing Neighborhood Park site. These will be brought forward to the Commission for review and comment. 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. 06.23.2016 1 Request for updated trails map. IGRUNDY 1 Ryan McLean Packet Pg. 22 This project is in progress. 08.24.2017 Install the following on the Pantera HSIEH Ryan McLean Park Trail: Gazebo at Top of Overlook Bridge Over V-Ditch Signage at End of Trail No further updates at this time.