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HomeMy WebLinkAbout10/11/1990 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION OCTOBER 11, 1990 CALL TO ORDER: Commissioner Whelan called the meeting to order at 6:30 p.m. at the City Hall, 21660 East Copley Drive, Suite 100, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance ALLEGIANCE: by Commissioner Ruzicka. ROLL CALL: Commissioner Ruzicka, Commissioner Stitt and Commissioner Whelan. Vice Chairman Nardella arrived at 6:35 p.m. Chairman Nyal was absent. Also present were Parks and Recreation Director Charles Janiel, Superintendent Donald Hensley, and Administrative Analyst Kellee Fritzal. MATTERS FROM THE Jeff Stevens, Diamond Bar Little League, stated he AUDIENCE: has dropped off a letter, concerning the practice fields, for the schedule subcommittee. CONSENT CALENDAR: Approval of the Motion was made by Commissioner Ruzicka, and September 27, 1990 seconded by Commissioner Stitt and CARRIED Minutes: UNANIMOUSLY to approve the Minutes of September 27, -n, 1990. 4 REPORTS: Oral Report from VC/Nardella reported the RAB is quickly disbanding. the Recreation It was requested for the availability of their Advisory Board staff to provide any information or reports needed. Members: He is concerned Walnut's transition is expected to begin March 1, 1991, though WVR has been contracted for a year program. He is concerned the Administration and staff time will be absorbed in creating budgetary and program information for the City of Walnut during the time Diamord'Bar is paying for the service under the JPA. C/Whelan inquired if the City can revise the JPA, once the decision of the parks program has been made, to pull the funding out of the JPA, if WVR provides poor quality service. VC/Nardella thought the revision possible and, in conjunction, felt the Commission should devise transitional activities, for their staff to perform on the City's behalf. Staff suggested Walnut and Diamond Bar Commissioners vote at the RAB to end the contract June 1, 1991, to avoid difficulties discerning the services of WVR. October 11, 1990 Page 2 C/Whelan would like to end the contract March 1!, 1991,'`"J'I'p+ the time Walnut is disbanding, because the quality of their service will diminish greatly. He suggested, the Commission establish a program to pursue. VC/Nardella stated the JPA can be dissolved, with the consensus'of both Councils. He is concerned terminating the program quickly, will leave a perception among the Community, that nothing is being provided. He suggested, upon termination, providing an ongoing program. He stated the Commission can anticipate starting out the program with only the equipment purchased at Heritage Park Preschool.' C/Ruzicka suggested, if the Commission will not receive funds back from terminating the contract, with WVR, on March 1,_ 1991, to pursue the contract until its expiration. VC/Nardella inquired of staff, to determine if any funds would remain, if the Commission began transition to develop a program, in January, for a takeover in March. He stated if the costs are all administrative and have been expended, then it would be futile to pay another agency for a program. CWhelan reflected the Commissions necessity to set -thea / Y guidelines to WVR requesting the requirements needed for the scheduling of programs, training instructors, and other factors, in order to obtain the framework of a parks program. Charles Janiel, Director of Parks and Recreation, reminded the Commission, terminating the JPA as of March 1, 1991 would require having a contract ready to go by January 1, 1991, necessitating the development of a program,lin a month and a half time frame. VC/Nardella asserted the Commission does not have to dismiss the JPA, but request changes to the program fitting the Commissions needs. By Spring, a partial transition can be accomplished, through WVR, presenting the type of program the Commission wants presented, upon their demise. He believed this method would lessen the impact. C/Ruzicka reiterated the necessity of knowing whether additional funds are available, if the contract isA terminated ahead of time. He suggested, if there is'+; money, then get out of the contract, if not, then pursue pushing WVR to give us the programs desired. October 11, 1990 OLD BUSINESS: Status of the Parks and Recreation Survey: Page 3 VC/Nardella proposed deciding now the type of program wanted in July, then back fill to the question of when the contract should be terminated. once the type of programs have been determined, then request the JPA be modified to provide for any changes. C/Whelan stated if the Commission changed all the parks to weekend programs, there would be more recreation money available for special events and other needs. He asked staff,to determine if the Commission informs WVR their desire to end the after school program and. switch to a Saturday program only, would it necessitate a meeting under the RAB. Staff stated it would not necessitate a meeting, nor reallocation of any money. VC/Nardella suggested the Commission may want to specify the termination of certain programs, within the City of Diamond Bar, and have these funds reallocated to the specific area. C/Whelan requested staff to notify WVR of the Commissions intent to change to a Saturday program only, from 12:00 p.m. to 4:00 p.m., at the parks. VC/Nardella further requested from staff, to obtain from WVR, a recap of monies available to us, and reallocate them to the special event, to be decided later by the Commission. Staff received a total of 110 surveys which indicate that bike trails have been strongly requested. Staff received information from the LACTC concerning grants to be awarded on bike trails, and will be working on various ways to receive funding. C/Whelan asked for copies of the comments made. Staff will consolidate the general comments made and will distribute them to the Commissioners, as well as copies of individual surveys with written informative comments. Staff requested a date the Commission would like the final results. C/Stitt noted the survey indicated a desire for more .a= picnic grounds and playground facilities, where as at the General Planning Session it appeared the City wanted to take position of more activist type parks. October 11, 1990 Page 4 _-1 C/Ruzicka questioned the distribution of the survey ani the type of cross reference obtained, and felt the results were from a general segment of the population."'-"""' C/Stitt informed the Commission, of the Community interest, for the installation of the picnic equipment and shade area at Peterson Park. Charles Janiel stated the material is on order, and should be delivered at the end of the month, and be installed a week or two there after. C/Stitt suggested, with the Commissions consensus, the final report on the surveys be completed by November 3, 1990. Recreation: Kellee Fritzal stated there are 7 different options. -Interested Providers: Staff recommended four (4) feasible options: 1. In -House, contracting with Brea 2. Phasing -in 3. Rowland School District. VC/Nardella pointed out the necessity of the Master Use Agreement in making a decision. Kellee Fritzal stated the Master Use Agreements will made available. Pomona is very agreeable with!the Master Use Agreement, but the figures from thel,Walnut School District include an approximate $75,0004 one time payment for use of the facilities plus an additional $5 per head for sports groups. VC/Nardella asserted, whatever contract the Commission decides upon, he would like to make sure Diamond Bar has control of the sports groups and facilities. f C/Whelan asked staff for information about the law referencing school facilities must be made available in non use time. Staff elaborated the.law states facilities must be made available to the community, at direct costs. Directs costs are ambiguous but do refer to facility upgrade. Staff stated there are many different ways the,Master Use Agreement can be arranged. Recreation: Staff suggested, to assist the Commission in the Programs. negotiation with interested providers, it is necessary 7' to decide the recreation programs to be offered in Diamond Bar. The programs the Commission might want include are: r i,;. ', ,a I .l ...115.: idx..,A.,, ,.u::1F October 11, 1990 Page 5 o Contract Classes o Youth Sports o Adult Sports o Special Events o Concerts =in the Park o Excursions o Summer Day Camp/Tiny Tot Program o Park Monitoring/Scheduling o Park Drop-in Program Staff recommended discontinuing the Park Drop -In Program due to the cost of providing the program and the limited participants. The Commission was requested to state the programs they want deleted or added. VC/Nardella requested Park Monitoring/Scheduling be in- house, to maintain City control of the parks. Charles Janiel stated in-house Park Monitoring would require 2 part time employees as well as another vehicle. C/Whelan concurred in-house Park Monitoring to be a priority and would like to see the City manage it. The Commission concurred with maintaining Adult Sports Programs, and Concerts in the parks. VC/Nardella stated other than administrative costs, contract classes are self supporting, and should remain a program. VC/Nardella felt heritage Park Preschool should remain in-house since it is self supporting, with no capital outlay. C/Ruzicka speculated enrollment is low because of poor Community awareness, but added if the Community wanted certain programs, they would come forth and ask for it. C/Whelan felt Diamond Bar should develop an innovative - program, funded on a quarterly basis, and build on Community civic organizational ideas. By doing so, the City would have the freedom to change programs around i and the control to analyze y expenditures accurately. p curatel y Kellee Fritzal stated the City would have control over any contract the Commission decided upon, and the Irj,., Recreational Program would retain a " City of Diamond Bar Logo" to heighten awareness. October 11, 1990 Page 6 --a C/Whelan emphasized, by bringing the recreation progra in-house, the City could work with local colleges and iW various community organizations to obtain innovative ideas, and build a recreation program utilizing, their ideas. The costs would be low, and the administrative costs would remain within the City. VC/Nardella inquired as to what other programs would be provided besides special events and park monitoring/ scheduling. C/Whelan responded any self supporting program such as leisure classes, Heritage Park sports and the Preschool, would be included first, and then look into special events. VC/Narde"lla stated whatever program the Commission decides upon needs to have the image and concept of Diamond Bar. C/Whelan stated by having an in-house program, dollar for dollar, we would have the same type of program, but better quality, without expending any more money than has already been. The program would grow within the community and educate us as to how a program works. i1.,. Staff, with the approval of the Commission, will review the two (2) Recreational Programs the Commission has preferred: 1. City of Brea - find out what is offered and the costs. 2. In -House Programs - research programs that are self supporting with limited administration costs. C/Whelan requested staff to do a comparative cost analysis-of1 the Brea contract and the In -House program compared with the WVR. RECREATION: City of Walnut The Commission reviewed the City of Walnut's RFP and RFP/Responses: and proposals as well as the staff report Study Session: Staff suggested a study session, reviewing Commis- sioner's and Staff responsibilities, be set up',in November to give staff time to gather information and prepare necessary material, including a handbook detailing functions of the Commission. The Commission concurred on Saturday, December 1, 1990 " at 9:00 a.m., location to be decided by staff October 11, 1990 Page 7 Park Monitoring VC/Nardella inquired as to the amount of money saved by Scheduling/Budget: converting to a Saturday Parks program. �m C/Whelan indicated, by switching to a Saturday program, enough money would be saved to cover Park Monitoring. Motion was made by VC/Nardella and seconded by C/Stitt and CARRIED UNANIMOUSLY to convert all existing park programs to Saturday only 12:00 p.m. to 4:00 p.m., beginning December 1, 1990, and take whatever budgetary savings are had, and allocate them to the Diamond Bar City Anniversary Celebration, to be held April 20, 1991, and direction be given to RAB for approval. NEW BUSINESS: Senior Center. Staff reported the notification to the City Council, by Supervisor Peter Schabarum, the City is eligible to receive $300,000 of CDBG funds to qualified projects. The two projects qualifying for the funds are a Senior Center and a Child Care Program. The staff is in preliminary negotiations with the owner of the Old Post Office Site as a location for the Senior Center. Staff stated the Commission will be involved in prioritizing the needs at the Senior Center after the'City has Ii received the site and the funds. Disbursement of Staff reported the City Council authorized "seed Ranch Festival money" be given to the Ranch Festival 1990, for Monies: stage, lighting and sound equipment. It was also discussed by City Council, but not voted upon, to direct a pro -rata distribution of excess monies, to the Parks and Recreation Commission. Staff stated the Ranch Festival has not yet distributed the profits. VC/Nardella requested clarification from staff, or the City Council', whether or not the monies, when distributed, will actually come to the Parks and Recreation Commission. Staff stated the report, at this time, is for - information for the Commission to reflect. Solid Waste Staff reported Troy Butzlaff, Administrative Survey: Analyst, is conducting a survey with the Rose Institute of state and Local Government, on citizens habit on waste. Three hundred homes will be surveyed in Diamond Bar, to include two questions from City Council, and „ one question from the Planning Commission, Parks and Recreation Commission and Traffic and Transportation Commission. - - ---- - -- -I----_-------.-r---,_,,r_w.- October 11, 1990 Page 8 Staff asked the Commission if they are inclined to decide on the question presently. The Commission is unclear if it is to be an open or closed question. If an open question is allowed, the Commission has decided upon: "What do you see as the greatest recreation need in the Community?" If a closed question is allowed, the Commission has decided upon: "In becoming a City, the County left us with far less than the amount of park land we should have had, in order to support our population, would you support a bond issue in order to remedy the situation?" INFORMATION ITEMS: Payroll Records: Each Commissioner received a W-4 Form, requesting the Name, Address'and Social'Security Number, to be,, turned in at the conclusion of the October 11, 1990 Commission meeting. Staff reported each individual Commissioner may waive or retain the right to be compensated, without public disclosure. Subcommittees do not receive compensation.,' Memorandum re: Staff reminded the Commission a joint study session is Capital to be held on November 3, 1990, at 6:00 p.m., to review Improvement the initial draft of the CIP, and explain the roles and Program: responsibilities of each Commission in the process. Charles Janiel stated the Council will prioritize the draft issues. He stated the Commission can included other items to the CIP and reminded the Commission to view the CIP as a wish list. " C/Ruzicka recollected a recent retro fitting at Lorbeer for Pop Warner, and the Diamond Bar/Walnut Basketball requesting different items useful to 7 year oldand under, and would like to include these requests) in the CIP. Charles Janiel stated any item can be included in the CIP, which is a 5 year program, to be prioritized by the City Council, but not necessarily approved by them. VC/Nardella requested the list of the previously prioritized items made by the Commission, to review the items that can be added to the CIP. October 11, 1990 Page 9 :alifornians Staff reported the memorandum is for the �`"""'for Parks and Commissions review and requested direction from Recreation: the Commission if they desire to support the memorandum. The Commission gave no direction. COMMISSIONERS C/Whelan asked staff of the possibility of taking COMMENTS: the Golf Course and making it a park. Kellee Fritzal stated the attorney is researching the possibility of Diamond Sar acquiring the golf course. C/Whelan inquired as to the process of rotating the responsibilities of chairmanship within the Commission. Kellee Fritzal stated the procedure to change chairman- ship occurs yearly in July which is stated in the new Parks and Recreation Commission Ordinance. ADJOURNMENT: Motion was made by C/Whelan and seconded by VC/Nardella and CARRIED UNANIMOUSLY to adjourn the meeting at 9:03 p.m. I Charle(qs ie Secretary ATT Chairman