Loading...
HomeMy WebLinkAbout12/01/1990 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARK AND RECREATION COMMISSION DECEMBER 1, 1990 CALL TO ORDER: VC/Nardella called the meeting to order at 9:15 a.m. at �I the City Hall, 21660 East Copley Drive, Suite 100, Diamond Bar, California. ROLL CALL: Commissioner Ruzicka, Commissioner Stitt, Commissioner Whelan, and Vice Chairman Nardella. Also present were Parks and Maintenance Director Charles Janiel, Administrative Analyst Kellee Fritzal. I CONSENT CALENDAR: Motion was made by Commissioner Stitt, seconded by Commissioner Ruzicka and CARRIED UNANIMOUSLY to approve the Consent Calendar and the Minutes of November 8, 1990. NEW BUSINESS: Public Suggestion Staff included a letter from Mrs. Ayala, a resident of Memo from Robert Diamond Bar, suggesting the City include a Vendor Fair Van Nort. on the agenda, such as is held in West Covina, to allow an outlet for expression and creativity. The City Manager acknowledged the letter and informed Mrs. Ayala the suggestion had been forwarded to the Parks and Recreation Commission. If the Commission wants to pursue the idea further, staff will assess the West Covina Vendor Fair. VC/Nardella stated, from experience of handling business expos, the majority participating in the expo tend to be businesses, not home businesses from the community. He agreed there are many home businesses, but doubted there are many arts and crafts. He asserted there is not a City site available, nor does the City own booths. Staff recommended the Commission consider including this suggestion at the business expo, scheduled at the City Anniversary in April of 1991. VC/Nardella questioned the method to be used to contact these individuals, since there is not a City licensing process to obtain address information. C/Ruzicka speculated on the possibility of a network within- these craft businesses, that could assist in providing the information needed. C/Whelan suggested to hold the Vendor Fair at scheduled special events approximately three (3) times a year. The City could allow them to set up in a corner for a $10.00 fee. The booths would be their responsibility. In return, the City would provide them with free k advertisement and publicity. VC/Nardella questioned if the decision is a matter for �' the Park and Recreation Commission. December 1, 1990 Page 2 Historical Pictures. Administrative Analyst Kellee Fritzal explained, her concern of beginning the ground work for the project, then discovering the Commission is opposed to, the suggestion. C/Whelan reiterated the program could be noted as part of a special event, to be considered when the Commission reviews the Special Event calendar. He stated his concern of becoming involved with setting up arts and crafts fair for the community. The City could end up doing it full time, thereby taking away from other groups involved with these type of projects. VC/Nardella suggested allowing the groups to participate at the Second City Anniversary Celebration, and the Ranch Festival. This would allow the opportunity for these craft type people to participate in two (2) events, spring and fall. Anything more frequent, such as weekends, may not be for the purview of this Commission, but perhaps more appropriate for the Chamber of Commerce. Kellee Fritzal acknowledged the suggestions made by the Commission and will contact the Chamber of Commerce in regards to the business expos for the Anniversary Celebration. She stated Mrs. Ayala will be contacted and staff will try to obtain more information on the suggested program. VC/Nardella stated the cost of rental booths at the Ranch Festival are approximately $120.00 to $150.00 for three (3) days. The group should be informed the City cannot afford to buy booths at this point in time, nor is there land available for their project. The rental costs would have to be covered by them. C/Ruzicka contended an organization may already exist in handling programs such as these. In that event, the City would only handle the liability insurance and the iclean up of the park. VC/Nardella requested staff respond to Mrs. Ayala by obtaining information on the organization of their program, and notify her the information will be sent to the Economic Development Director and to the Chamber of Commerce. Staff reported Mr. John Isaack, a resident of Diamond Bar for 23 years, would like to donate historical pictures of Diamond Bar to the City or a Historical Society. There is no Historical Society in Diamonid Bar nor anyone collecting historical pictures. Though the library has some photographs and documents, it is not a collection which is on view. There are three (3) options before the Commission: b A -.m R, a ....i ry,Y . - , . °�� .�.v . V�.. rg ro December 1, 1990 amu.. Page 3 1. Ask Mr. Isaack to donate the pictures to the City to begin a collection of Historical interest. 2. Ask Mr. Isaack to donate the pictures to the Diamond Bar Library, thereby losing control of the pictures. 3. To devise an alternative plan. Staff requested a recommendation from the Commission to give to the City Manager and the City Council. C/Ruzicka stated his enthusiasm of maintaining control of the pictures and inquired if there is a location available to store the donation. Staff was uncertain as to the amount of space needed to store the pictures adequately but suggested retaining them at City Hall until there is an acceptable area to display them one day. C/Ruzicka advocated the acquisition of the pictures from Mr. Isaack and anyone else wishing to donate pictures to the City. He suggested the decision of a location for a permanent storage space could be done at a later date. VC/Nardella was concerned not only with adequate storage space but also with the tendency of letting the collection sit unless there is someone actively involved with preserving the pictures. C/Ruzicka recommended getting the Senior Citizens involved with initiating a Historical Society. They can be responsible for sorting and framing the pictures and decorating City Hall. Kellee Fritzal stated each level of City commitment to its history is different. Many display framed pictures at their City Hall, schools and/or the Historical Society location. The issue should be resolved immediately so as not to lose possession of the pictures. VC/Nardella recommended accepting the pictures pending a final disposition of a place to store them. He recommended to the Council that the City become a temporary repository for these type of items until a formation of a Historical Society, who will coordinate the efforts to preserve the historic data and the photographic history of the City. r December 1, 1990 OLD BUSINESS: Page 4 RFP -Recreation Staff reported the closing date for the RFP for Services. recreation was November 28, 1990. There are three (3) proposals; the City of Brea, the Diamond Bar YMCA, and the Los Angeles County Recreation Department. The in- house proposal is being prepared in concurrence; with information being received by the other proposals. Staff is in the process of reviewing the documents. It is recommended a sub -committee be formed to interview proposed recreation providers, as needed. The interview dates will be set for the second week in December of 1990. C/Ruzicka stated his reservation of being qualified to interview recreation providers. He suggested a sub- committee be formed, with a knowledge of recreation services, to speak in behalf of the Commission. VC/Nardella inquired when the matrix will be available. Kellee Fritzal reported the County has not yet completed the RFP and when it arrives, a matrix can then be concluded. The information will be given to the sub- committee for their review. A matrix should be completed by December 7, 1990. C/Whelan asked staff their opinion of the pro osals received and if they appeared realistic. VC/Nardella agreed with the necessity of forming a sub- committee, if there will be interviewing. He requested, jj prior to the interviews, a matrix be given to the Commission and also the results of the Park and Recreation Survey. The information from the survey will indicate the type of programs desired in order to direct the interview process. C/Ruzicka invited C/Whelan and VC/Nardella to sit on the sub -committee. C/Stitt stated his desire to sit in on the interviews and contribute whenever possible. Kellee Fritzal informed the Commission of the scheduled, which include: the completion of the matrix and the results of the survey on December 7, 1990; the sub- committee interviews on December 10 or 11, 1990; the Commissioners meeting on December 13, 1990 in which the staff requests a recommendation to go to the City Council in late December or early January. She recommended the Commission review their calendar for the 10th or 11th of December as a way of determining who is available to be on the sub -committee. a k f December 1, 1990 Page 5 Director Charles Janiel pointed out if the Commission TI gets into negotiations, time must be allotted for the F representatives to redo budget items and return the information back to us. VC/Nardella wondered how responsive the representatives would be if the Commission requested cuts in staffing as well as cuts in the presentations of particular programs and their emphasis. He questioned if there were provisions made to allow Diamond Bar the option of obtaining any financial information needed without undue problems as was the case with the WVR. Kellee Fritzal responded she does not feel revising the proposals will be a particular problem. She stated staff included in the contract stipulations allowing access to the financial reports, as well as specifying monthly meetings to review the progress of the programs. Staff emphasized in the contract that the recreation program to be offered will be publicized as a Diamond Bar Recreation Service, to include our name and logo. VC/Nardella indicated the decision of the Commission is to appoint C/Whelan and C/Stitt on the sub -committee to meet December 11, 1990, at 2:00 p.m. VC/Nardella will serve as an alternative. VC/Nardella requested pertinent information such as the CIP budget, the Recreation contract, the Park survey, and items concerning the Parks and Recreation, be copied and distributed to the new Commissioner, David Meyer. Commission Staff reported the Handbook distributed to the Handbook. Commission was approved by the City Council and contains general information, membership and operations, Commission role, legal restraints and specific park and recreation activities. Staff stated they will review the Handbook with the Commission and any questions will be explained. C/Whelan inquired if the Commission may change the designated time and date of a meeting. He explained his work has created a conflict of being able to attend meetings at the designated date and time with the dedication desired. Staff responded the Commission can alter meeting dates, times, and location with notice duly given to the public. VC/Nardella requested staff look into possible dates, .,.n times, and locations available, and inform the Commission at the next meeting of December 13, 1990. i December 1, 1990 Page 6 VC/Nardella questioned why sub -committees are, not compensated, especially for those Council had requested to be formed. VC/Nardella inquired how closely the procedures are followed in respect to the Commissioners requests. Kellee Fritzal explained she gives weekly summaries to the City Manager with information on her activities concerning the Parks and Recreation Commission. i She explained her responsibilities are assessed by the'City Manager, and she follows his direction. C/Ruzicka noted many requests made by the Commission had not been responded to by staff and inevitably forgotten causing delays and disorder. He wondered to what extent Commissioners requests are ensued. Kellee Fritzal stated, after each meeting with every Commission, staff will be listing requests made, stating the staff responsible, and including a time frame, which will then be given to the City Manager. VC/Nardella recommended when the time frame is created, the item should appear on the agenda and calendared regardless of whether a report was made or not. C/Whelan asked if adding emergency items to the agenda is addressed within the Handbook. Kellee Fritzal stated the item should have been included and staff will check its whereabouts. C/Whelan inquired if he were to make a presentation before the City Council in behalf of Unocal to develop a piece of property in the City, would there be a conflict of interest. i Staff suggested referring any item to the City Attorney before commencing with an action. VC/Nardella asked how frequently the Handbook will be updated. Kellee Fritzal replied the Handbook can be readily amended throughout the year and will be reviewed' on a yearly basis. COMMISSIONER- C/Ruzicka requested the last meeting of the sports'' COMMENTS: organizations be covered on the next agenda item. d s' I ' December 1, 1990 Page 7 E VC/Nardella reported asking the Council their attitude on the garden concept in regards to the Pantera property. At first, the idea was not whole heartedly received but as the discussion continued they realized if money isn't available, negotiation with Arciero could be made. At that point, direction to staff was given to look into Arciero's obligations. He stated the project is a dead issue until such time the Arciero issued is resolved. VC/Nardella reported the money returned to the City from the Ranch Festival is $10,000.00 dollars. The money is supposed to come to the Parks and Recreation Commission. However, it was suggested if the Commission would like to initiate a project such as putting up banners along the boulevard or the banner poles, the Ranch Festival could undertake the project to its completion as opposed to returning the money. They can accomplish the project for a lot less money than the City could because of the RFP process. Staff informed the Commission regardless of who initiates the project, it must first go through the Planning Commission to establish its approval within the sign ordinance. �-' VC/Nardella discussed five (5) possible locations for double sets of poles to be at the corner of Grand and east of Golden Springs; Grand and Diamond Bar Boulevard; Diamond Bar Boulevard and Temple; Diamond Bar Boulevard -- and Sunset Crossing by the; Diamond Bar Boulevard and Brea Canyon; and out of town toward Chino Hills. Charles Janiel asked what the banner will say. VC/Nardella explained the intent is to notify the residents of activities such as special events, holiday decorations, celebrations, and whatever the City would like to announce. He asserted the project will be difficult to go to the Council and request a $40,000 dollar budget to install five (5) banners, and suggested having two (2) or three (3) locations. C/Ruzicka suggested installing the banners at Diamond Bar Boulevard at Temple, Grand, and Brea Canyon. C/Stitt suggested installing them at Diamond Bar Boulevard and Sunset Crossing, Grand, and Brea Canyon. C/Whelan suggested Colima and Brea Canyon, Diamond Bar Boulevard and Grand and Sunset Crossing. j C/Ruzicka summarized the five (5) favorable. locations are Diamond Bar Boulevard and Grand; Grand and Golden December 1, 1990 page 8 Springs; Diamond Bar Boulevard and Brea Canyon; Colima anci Brea Canyon; Diamond Bar Boulevard and Sunset Crossing; and Pathfinder and Brea Canyon. VC/Nardella stated the reason for informally discussing the project as opposed to placing it on the agenda is to, first, wait until information concerning the actual costs can be reviewed, and second, is to determine if the Commission prefers to see this project initiated or prefers § to see the $10,000 dollars be put into the holders brackets d on the board. C/Ruzicka stated his preference would be see both issues eventually accomplished, but feels the poles are useful in announcing special events and helpful in showing good will with WVUSD by advertising their special events. r C/Whelan stated he would rather see the banners as opposed to the individual pole flags because it seems to have a bigger impact within the community. Staff stated to rely on community groups to install banners on a long time basis would be difficult and stated contractors would have to be used. VC/Nardella reported there is no inventory concerning the , RAB. ADJOURNMENT: Motion was made by C/Ruzicka, seconded by C/Stitt and CARRIED UNANIMOUSLY to adjourn the meeting at 12:12 p.m. Ch Se ATT ST: i, Chairman \ 4 ,, .. 4 fyi ^Yi i "t �.°i�.R�t .'.�k1�mr a„`�t a'