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HomeMy WebLinkAbout10/25/1990 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION OCTOBER 25,1994 BALL TO ORDER: I PLEDGE OF ALLEGIANCE: ROLL CALL: CONSENT CALENDAR: ORAL REPORT: OLD BUSINESS: Commissioner Ruzicka called the meeting to order at 6:40 p.m. at the Community Room, 1061 Grand Avenue, Diamond Bar, California. The audience was led in the Pledge of Allegiance by Commissioner Stitt. Commissioner Ruzicka, Stitt and Whelan. Chairman Nyal arrived at 6:42 p.m. and Vice Chairman Nardella arrived at 6:49 p.m. Also present were Parks and Maintenance Director Charles Janiel, Superintendent Donald Hensley, and Administrative Analyst Kellee Fritzal. Motion was made by Commissioner Stitt, seconded by Commissioner Whelan, and CARRIED UNANIMOUSLY to approve the Consent Calendar and the Minutes of October 11, 1990. Director Charles Janiel displayed a sample of the directional signs to be used by the City. The sign, which incorporate the City logo, can be either green or brown, are reflective at night, and cost approximately $75.00 a piece. He would like to have the consensus of the Commissions approval. Commissioners Ruzicka, Stitt and Whelan gave staff their approval. Park Drop -In Staff reported, on the meeting of October 11, 1990, Program. the Commission voted to convert all Park Drop -In Programs to Saturday and extract the funds saved, for use in a new recreation 'contract or needed capital equipment for'an in-house recreational services. The City Attorney is currently reviewing the Joint Powers Agreement (JPA) regarding this decision. Staff recommended the Park Drop -In Program be dissolved as of January 1, 1990 and the savings be put towards the new recreation services. C/Whelan suggested the funds, received from the change in the Parks Program, be used for recreational equipment such as park benches, picnic tables, barbecues and lights at Peterson Park as opposed to using it in recreational programs or special events. Charles Janiel suggested the Commission consider resurfacing the basketball courts at Maple Hill and y Ronald Reagan. October 25, 1990 Page 2 VC/Nardella inquired as to how the termination date of January 1, 1991 was determined. Staff stated the date was chosen as a foundation base until the exact date --had been determined, by the Commission, to recommend to the Council. C/Whelan stated the point of waiting till January 1, 1991 was to allow the program to end as advertised. VC/Nardella asserted, since the parks program only has about three participants, there would be very few effected by discontinuing the program earlier than expected. Staff recommended the Commission act promptly, on the issue, to allow the administration adequate time to gather necessary information to conclude the program and allow the City Attorney time to create an amendment modifying the JPA. Staff anticipated the issue will be included on the November 6, 1990 agenda to go before the City Council. VC/Nardella explained the opinion of the City Attorney, is essential because there are various interpretations to the outcome of the funds. The funds may revert to the Parks and Recreation, as anticipated, or may remain in the JPA for redistribution by the Recreational Advisory Board (RAB). He recommended the funds be returned to the Parks and Recreation at the termination of the program, if the monies are to remain in the JPA. Staff suggested the Commission recommend the program be terminated at the earliest possible date and the savings be distributed for improvements in the Parks, and drafted as such by the City Attorney. VC/Nardella divided the motion into two parts, to include the date of termination and the disposition of the monies. Motion was made by VC/Nardella, seconded by C/Whelan, and CARRIED UNANIMOUSLY to terminate the Park Program at the earliest possible date, no later than December 31, 1990. Motion made by VC/Nardella, seconded by Chair/Nyal and CARRIED UNANIMOUSLY to recommend to the Council the monies be reserved from the JPA in the Recreation fund, and if either City Council or the City Attorney determine this is not an appropriate course of action, and! the October 25, 1990 Page 3 monies must be left within the JPA, then the Commission request of the RAB, the monies saved from the termination of the program be reallocated and expended upon Diamond Bar Park improvements. Citizens Request Staff, as requested by the Commission, compiled a list CIP Projects of specific items requested by the citizens of Diamond Bar: indoor/outdoor swimming pool; indoor basketball courts; outdoor lighted basketball courts; bleachers at Peterson Park; and additional tennis courts. Staff also included a list of needed improvements requested by Pop Warner Football. - VC/Nardella recalled a wish list from Little League pertaining to field improvements at Quail Summit. C/Whelan reminded the Commission of the request for clay dust and storage facilities, at Heritage Park, for Little League games. Chair/Nyal noted the letter, from Pop Warner Football, was the ongoing request for a location to play home games. C/Ruzicka declared Diamond Bar High School (DBHS), though cautious of field abuse, wants to be more cooperative with community organizations. He recalled also, at one of the sports organization meetings, a recommendation, through the JPA, for the use of the fields at Lorbeer Junior High School. He would recommend Pop Warner football contact the DBHS athletic director, or Lorbeer Junior High School. VC/Nardella suggested, if the Master Use Agreement is close to being negotiated, it would be preferable the Commission npegotiate field use, rather than directing community groups to handle it, especially if scheduling of fields at DBHS is to be included. C/Whelan directed staff to include the resurfacing of the basketball courts at Maple Hill Park and Ronald Reagan Park on the list of requests by Diamond Bar citizens. NEW BUSINESS: Master Use Staff reported there will be negotiations of the master Agreement -Schools use agreements with Walnut Unified School District and Pomona Unified School District in the beginning of November of 1990. Upon approval from the Commission of the master use agreement, it will be sent to the Assistant Superintendent of Business Development of both October 25, 1990 Page 4 schools, and negotiations will commence, to be in effect by July of 1991. The document had been reviewed and approved by the City Attorney. It is staffs intention the master use agreements will allow the City to shedule community sports groups. C/Whelan requested, if the City is anticipating a,summer recreation program at the schools, to have the master use agreement take effect prior to July of 1991. Kellee Fritzal responded staff will try to have the master use agreement in effect in March of 19911. She stated the document is intended for the Commissions review, and recommendation to staff to proceed with negotiations with the school districts. VC/Nardella is concerned the document is extremely skeletal. Kellee Fritzal explained the document sets forth for ten (10) years, allowing for yearly review and amendments without having to redraft the entire document. The basic responsibilities are outlined within the document. F Chair/Nyal noted Paragraph G, Amendment and Modification, Agreement, explained the process for modifications. He stated as long as the document, in its draft form, does not hinder negotiations', for field use or other issues needing immediate attention, he motions approval of the document. C/Ruzicka inquired as what is considered in determining fees in field usage. Staff explained the expenditure is in maintaining the upkeep of the fields from the natural wear and tear of the facilities. The costs, in some instances, are bringing the fields up to standard for liability reasons. Staff reported the document allows for a six (6) month written notification to be given to the City cif the District should decide to terminate the agreement. VC/Nardella observed the omittance of necessary language, f within the document on paragraph G.2. in reference to "under this six months' prior written notice". He stated j there needs to be an explanation on the termination of the contract concerning terms and conditions. VC/Nardella noted staffs intention to allow the City to schedule the community sports groups, but questioned the absence of scheduling within the master use agreement. October 25, 1990 Page 5 i He would like to amend Chair/Nyals motion to include the recommendation to Council the usage of the master use agreement, with the addendum that it is the Commissions recommendation they be allowed to schedule the facilities. Kellee Fritzal explained the document, after the Commissions review, will be returned to staff to allow further negotiations and then brought back to the Commission for further review and recommendation, before it is addressed before the Council. VC/Nardella noted the explanation and thus directed staff to include the aforesaid addendum. C/Whelan criticized the districts action of arbitrarily canceling field usage without prior notice and would amend the motion to include staff direction to make provisions for cancellations with adequate notice and/or similar field replacement. Motion made by Chair/Nyal, seconded by VC/Nardella and CARRIED UNANIMOUSLY to adopt the master use agreement with direction t staff to negotiate the facilities agreement, and s cific direction to staff that the Commission woul t ike to schedule the use of the facilities nd in any event, regardless of who schedules, i t s�become necessary to cancel, in an event that h s ee s heduled, that the school district provide simi ar, equi alent facilities with as much notice as possible. RFP Recreation Staff reported, to assist in the review and selection Services. process of all interested recreational providers, the decision was made to send the attached Request for Proposals and Specifications for Recreational Services. Upon the Commissions approval, it will be placed on the City Council agenda of November 6, 1990, and if approved, sent to all interested parties November 7, 1990. -Kellee Fritzal stated the Commissions recommendations, from the October 11, 1990 meeting, was included in Section III, Scope of Work, whereas self supporting Il programs were stressed. VC/Nardella inquired as to the responsibility of insurance. Kellee Fritzal stated part -II C,D,& E discusses insurance. The City Attorney, after reviewing the document, suggested inserting wording, under workman October 25, 1990 CORRESPONDENCE: Page 6 compensation and public liability, "on verification on'''°I'i''C being permissible, uninsured". C/Whelan requested staff to include Heritage Council youth sports into the programming services. Motion made by VC/Nardella, seconded by C/Whelan and CARRIED UNANIMOUSLY to make recommendation to City Council to let for bid Request for Proposals and Specifications for Recreation Services as amended, with the inclusion of youth sports. Walnut Recreation Staff reported the memorandum, from City Manager Robert memorandum from Van Nort, is provided for the Commissions information. Robert Van Nort, The points of interest, on the correspondence, is the City Manager. passing on of capital equipment that Walnut Valley has purchased. Staff will be receiving an inventory of all equipment possessed by Walnut Valley and the decision as to who purchased the equipment will then be made. C/Whelan inquired if the City has the list of the equipment purchased for the Tiny Tots at Heritage Park. Staff reported the equipment is marked Diamond Sar, and it was purchased under a separate budget. Cheryl Lynborn, 21018 Windgroves, Walnut, Recreation Supervisor for Walnut Valley Recreation, stated she is preparing the inventory. VC/Nardella asked if the prepared inventory is intended to have a date of purchase along with a valued and a proposal for disposition. �4 Ms. Lynborn stated she will determine the date of purchase for the equipment and the cost, then,lif the facts are not available, establish a fair market value for those items. The distribution will be the amunt of money contributed from the said city during that year those items were purchased. VC/Nardella questioned, since many of the contributions of the Walnut Valley School District are in-kind contributions, how each cities contributions will be evaluated and given a dollar figure in light of our own monetary contributions. I„ �a N I 7-7 October 25, 1990 r.� Page 7 Ms. Lynborn stated Walnut pays the District a dollar amount plus 6% of the total expenditures, and suggested that could be used as a dollar amount of disclosure contribution. VC/Nardella specified Diamond Bar did not contribute towards services but rather paid for administrative costs. Staff emphasized the City purchased new equipment for park usage and a specified dollar amount was attached to each Park program. C/Whelan believed the budget for the equipment was broken down for each park and each special event. The equipment bought last year was to remain at said park and additional equipment purchased this year was to supplement it. He stated Diamond Bar minutes verify money was to be spent from the JPA funds to go towards the haunted house and stated Walnut should have documentation as to what went specifically to the haunted house at the Heritage Park Halloween Carnival. VC/Nardella suggested since the JPA will be breaking up, the Commission should request the inventory being prepared be provided to the Commission. Ms. Lyngrove offered a categorized inventory of items purchased separately. Chair/Nyal requested staff to handle communications with the Recreation Supervisor, Cheryl Lynborn, to obtain a categorized inventory of the equipment, specifying Diamond Bars property and its proper location. C/Whelan staffed Diamond Bar purchased new equipment for the parks and requested a list of the exact costs of the purchases for Diamond Bar, not the fair market value suggested by Walnut. C/Ruzicka requested staff to obtain a copy of the District letter and a categorized inventory of all of the property. VC/Nardella noted item seven (7) of the correspondence does not mention Diamond Bar or the Diamond Bar program. He directed staff to be equally as explicit to guarantee the Citys fair share. October 25, 1990 Page 8 Christmas - Memorandum Robert Van VC/Nardella questioned staff if, in interpreting item six (6), the City will encourage the contractor of choice to retain existing personnel. He recommended the retention of full time staff. Staff is obtaining, from Walnut, a list of all present employees interested in working for the City of Diamond Bar. The issue of Christmas decorations was explored in a from discussion with the Chamber President and Chamber Nort. liaison, Don Nardella. City Manager Robert Van Nort strongly urged the Parks and Recreation Commission and Chamber of Commerce, with staff assistance, develop a long-term theme and process to implement a permanent Christmas decorating program for the City. COMMISSIONER COMMENTS: VC/Nardella explained the idea is to create a community atmosphere, along with businesses involving 'window decorations, and neighborhood decoration contests. He stated acquiring needed decorations would be a long term process, but many costs could be donated by group sponsors, businesses or by individuals. C/Ruzicka asserted many cities accomplish this type of an event and with input from the Commission and Staff, a 5 theme and a method for City operations could be achieved. Chair/Nyal inquired if the monies for banner decorations would come out of the Recreation budget. VC/Nardella stated the City could provide the fixtures and then individual community groups obtain a permit with an attached fee for its use, keeping City costs at a minimum. VC/Nardella would_ like the Commission to explore furter ideas. The Commission expressed their approval of the project. VC/Nardella requested staff add the item on next years budget and determine estimated costs with a list of possible funds available to the Commission. Chair/Nyal announced his intentions of formally submitting his letter of resignation due to the Ordinance recently adopted by the Council stating a Commissioner must be a resident of the City. He regrets his resignation and enjoyed the many years of time and energy donated to the City. He will continue to attend the meetings until such time he has to resign. L October 25, 1990 ADJOURNMENT: ATTE Chairman Page 9 C/Whelan informed the Commission of the requests he received from children to replace a nice size slide at Sycamore Park. C/Whelan suggested a Community garden at Larkstone Park involving community groups for its maintenance. He stated the project would be easy and replaceable should the City decide on something else in the future. He requested staff to pursue the possibility. C/Ruzicka commented on his disappointment of Chair/Nyals resignation. Motion was made by VC/Nardella and seconded by Chair/Nyal and CARRIED UNANIMOUSLY to adjourn the meeting at 8:19 p.m. Charles Janiel Secretary