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HomeMy WebLinkAbout12/13/1990 PRC Minutesr CITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION DECEMBER 13, 1990 CALL TO ORDER: C/Stitt called the meeting to order at 6:40 p.m. at City Hall, 21660 East Copley Drive, Suite 100, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance by ALLEGIANCE: Commissioner Ruzicka. ROLL CALL: Commissioners Meyer, Ruzicka and Stitt. Commissioner Whelan arrived at 6:50 p.m. Also present were Parks and Maintenance Director Charles Janiel, Administrative Analyst Kellee F'ritzal, Lydia Plunk, and Secretary (contract) Liz Myers. MATTERS FROM THE Mr. Don Nardella, 23444 Coyote Springs, Diamond Bar, AUDIENCE: thanked everyone for the participation in the Commission within the past year. C/Ruzicka expressed his respect and emphasized his continual support for Mr. Nardella. CONSENT CALENDAR: C/Meyer requested the Minutes of December 1, 1990 be pulled from the Consent Calendar. He stated his inabili- ty to vote on the minutes due to his absence from the 9 meeting. Motion was made by C/Stitt, seconded by C/Ruzicka, and " CARRIED UNANIMOUSLY to approve the Consent Calendar. Motion was made by C/Ruzicka, seconded by C/Stitt and CARRIED to approve the Minutes of December 1, 1990. Ayes: C/Stitt, C/Whelan, and C/Ruzicka Nays: None Abstain: C/Meyer ORAL REPORT: User Group Staff reported the User Group Meeting with the repre- Meeting sentatives from City youth organizations went well. Staff explained there was trouble getting the groups to send- in their requests for field usage. They were informed field scheduling will be on a first come first serve basis. According to the Walnut Valley Recreation (WVR), there are now, quite a few applications being submitted. Staff is trying to obtain statements of organizational structure from the user groups, as well. The only group that has responded is James Roberts of the street hockey players. I-""" C/Ruzicka stated there are a lot of participants in the user groups. He noted December 31, 1990 was the deadline for the user groups to deliver the requested information to the City. A, December 13, 1990 Page 2 RAB Oral Report C/Whelan reported the Recreational Advisory Board Meeting had been uneventful and there is no updated informatior concerning the JPA. Staff reported the City of Walnut has decided not to sign the amendment of the JPA requesting money be -returned to the City of Diamond Bar from the discontinuance of the Park Drop -In Program. Staff explained the money available for use through the JPA agreement is approxi- mately $23,000, excluding costs. Since the actual money will not be returned to the City, staff recommended assigning the funds for use in a special event. C/Whelan inquired if staff can obtain equipment now for the Second Anniversary, using the funds in the JPA. Kellee Fritzal responded it can be done but suggested using the funds toward services as opposed to equipment. Staff is not confident any equipment purchased would be returned to the City. C/Whelan stated the City should take advantage of any funds still available and begin the preplanning stages of the Second Anniversary. C/Meyer inquired if staff felt confident the money can be used in such a manner, even though there is a discrepancy .•... in the actual monies available through the JPA from discontinuing the Park Drop -In Program. Staff feels the City can obtain enough labor and services equating the dollars at hand. Staff reminded Commission that a new representative to the Recreation Advisory Board (RAB) must be appointed. The meeting is on the first Thursday of the month at 7: 3 0 p.m. The next meeting will be January 4, 1991.1 C/Stitt expressed his desire to be the representative on the RAB. Motion was made by C/Ruzicka, seconded by C/Meyer and CARRIED UNANIMOUSLY to nominate C/Stitt to the post of the second representative from the Park and Recreation Commission to the RAB. Changing the C/Whelan requested the Commission meeting time be changed Meeting Date from 6:30 p.m. to 7:00 p.m. to allow more flexibility in & Time. his schedule. He stated Thursday would still remain a good date unless the Commission decides otherwise. F December 13, 1990 Page 3 C/Meyer and C/Ruzicka stated the time and date was acceptable. Charles Janiel, Director, reminded the Commission the meetings at the library would have to adjourn by 8:55 I p.m., the closing time of the library. C/Whelan inquired if the Commission would elect to cut back to one (1) meeting a month. If there is to be two (2) meetings a month, he inquired whether one (1) of them I should become a study session. C/Whelan requested staff check on the availability of using a portable at Quail Summit to hold the meetings. Motion was made by C/Whelan, seconded by C/Ruzicka and CARRIED UNANIMOUSLY to amend the Ordinance to change the Parks and Recreation Commission Meetings to 7:00 p.m., to be held the second and fourth Thursday of the month. The fourth Thursday is to be the actual Commission meeting and the second Thursday to be a study session as needed. OLD BUSINESS: F--,.,C.I.P. Staff reported the attached list of Capital Improvement Projects have been identified by the Council, Commission, and staff. It is the Councils' wish that the Commissions prioritize the items perspectively. It is suggested each Commissioner prioritize pertinent items and return the worksheet to staff. Staff will compile the results and bring the list back to the Commission for finalization. C/Ruzicka asked staff if the Council wanted all items prioritized or just the items pertaining to the Parks and Recreation Commission. Charles Janiel reported the CIP items are to be prioritized by the Park and Recreation concerns only, to include landscaping and irrigation, and any items cross connecting. This is just the formation of the CIP and the idea is to develop a foundation to begin the programs. The Commissioners should prioritize items believed to be of utmost importance so the Council can have a reference point. New items may be added as well. Lydia Plunk asked if it was possible to find a time to discuss some of the items appearing to be nebulous on the subject matter. C/Whelan requested reviewing the list as a group and identifying the appropriate items. December 13, 1990 Page 4 r—^ The Commission identified items #10, 23, 24, 25, 28-33} 'j 35, 38, 39a&b, 40, 41a&b, 42a&b, 43a&b, and 44; through 49. L,,..,. Charles Janiel reminded Commission that the projects will be in competition for funds. Therefore, he suggested prioritizing items in a way to make the funds available, first, for the needs of the Park and Recreation Commission. Lydia Plunk inquired if lights are unattainable at one park field, can there be an addendum to install fights on another field. C/Whelan stated the CIP must be specific iso the Commission should add the alternative park to the list. C/Meyer suggested the Commission, in terms of prioritizing, refer to the potential number and type of users of a park. Charles Janiel noted the funds requested have been for bigger parks having the potential to serve the most people. He asserted the present user isn't as important as the potential user. 7-7 p Recreation RFP Kellee Fritzal illustrated the four possible options ford', a Recreational Program and their net costs to the City. RFP NET COSTS Brea $235,674 YMCA $180,052 County $337,706 In -House $148,920 Kellee Fritzal reported staff, C/Whelan and C/Ruzicka met with the three (3) proposers at a meeting on Tuesday, December 11, 1990. The In -House proposal was also discussed on that date. Kellee Fritzal recommended the Commissioners not base their decision on net costs only, but also consider the services that can be provided. Items in the proposal can be negotiated. C/Ruzicka reported the bid from Brea was presented imaginatively. He suggested requesting from Brea a bid on programs they would find best for Diamond Bar. The YMCA does not have any experience in providing municipal type recreation programs and also did not include all the services requested. The County is expensive but experienced. There are opposing opinions to the qualityFl of the services provided in the past. He stated his apprehension on an In -House program due to ,lack of December 13, 1990 Page 5, expertise. He suggested taking a contract from one of the bidders for a couple of years, and then consider an In -House program. C/Whelan reported the YMCA answers to a Board Directors creating complexities to program requests. Brea is experienced and has a tremendous Recreation Program. He believed the costs are negotiable. Brea stated their willingness to develop a program to fit our needs and it will be advertized as a Diamond Bar program. The County is very knowledgeable about our parks but their costs are high. He stated he was not impressed by their presentation. He stated the In -House is a good idea but it is at the infancy stage. C/Meyer inquired who is responsible for insurance. Kellee Fritzal explained the proposer must provide insurance. Kellee Fritzal related the YMCA was very definite the programs must meet their mission statement. Though the programs would be flexible on community needs, Diamond Bar official would have to confer with their Board of Directors. They did offer to waive their membership fee. C/Meyer cautioned against entering into an agreement that could cause similar problems comparable with Walnut. Kellee Fritzal asserted the contract with any of the bidders will have built in mechanisms to protect against losses. C/Meyer suggested going back to Brea and requesting a couple of option type programs. Lydia Plunk stated she would not like to eliminate the YMCA altogether. C/Ruzicka noted the administrative structure of the YMCA creates a difficult circumstance in developing programs. Lydia Plunk advised requesting all of the bidders either reduce their costs and/or provide additional programs acceptable to the City of Diamond Bar. Those groups that are unwilling or unable to do so, should be dropped. C/Ruzicka stated Diamond Bar needs the kind of expertise which provides the desired municipal program. He remarked the YMCA's inability to do so. December 13, 1990 Page 6 Kellee Fritzal informed the Commission of staff's intent; to go for a three (3) year contract with yearly renewals.!......:! C/Whelan maintained the original intent was to go for a two (2) year contract. The first year would be the growing pains, and the second year would be to judge their actual abilities. Staff acknowledged the difference in the time aspect of the contract and stated a two (2) year contract can be developed. C/Whelan asserted he would prefer Brea come back with a revised program, then renegotiate to lower costs not exceeding $210,000. C/Meyer claimed all bidders should receive an opportunity to lower costs and present a revised program. The Commission should give a full review. Lydia Plunk stated it would be easier for City Council to make a final decision based on fair negotiations with two (2) programs. Motion was made by C/Whelan, seconded by C/Meyer and."I CARRIED UNANIMOUSLY to direct staff to contact all the[ entities involved in the RFP process and request a'! resubmittal on a recreation program at two (2) cost levels: oae being at the existing level originally submitted,and the other at a lower cost level, with an idea of providing a program beneficial to the City of Diamond Bar. Staff will negotiate an agreement with the bidders and return the results to the Commission by January 10, 1991. JPA Termination City Manager Robert Van Nort stated in a memorandum dated WVUSD December 30, 1990, that the letter dated November 30, 1990 from the City of Walnut reflects they are not interested in either an independent audit or an amend- ment to the present Recreational JPA Agreement with Diamond Bar, Walnut, and the Walnut Valley Unified School District. It is not recommended, in the light of the numerous issues faced by the City and School District, the matter be further explored. C/Whelan explained the reason for requesting an audit was in hopes to outline items bought and paid for. i —.aIt,., - � ��''.�.. —...fit ��� �r...,�a_yy r..i;.�.',,r�, ii,� ",'aa� rnu•�.^P,� Ix r^ rug-�ifiC F December 13, 1990 Page 7 II k- C/Meyer stated an audit could take years especially when poor bookkeeping is involved. He suggested requesting invoices and not paying unless an invoice is received. NEW BUSINESS: Selection of Staff reported the recent events have left the Parks and Chairperson and Recreation Commission without a Chairperson or vice vice Chairperson Chairperson. It is suggested the Commission operate with an interim Chairperson, and officially select the Chairperson and vice Chairperson when all vacant positions have been filled. INFORMATION: Park Activity Report COMMISSIONER COMMENTS: Charles Janiel reminded the Commission the ordinance mandates a new Chairperson be selected in July of each year. He suggested the Commission keep this in mind during the selection process. Charles Janiel explained Superintendent Don Hensley will be submitting each month the significant maintenance tasks performed throughout the parks. C/Ruzicka expressed his approval of having such a report done monthly. C/Ruzicka read a letter from Don Schad expressing his hope to receive from staff a recommendation on a tree planting program, to include native plants to replant barren and burnt out areas. He could get trees at no cost to the City. He stated Earth Day in April is actually a poor time to plant trees and recommended late winter, early spring. Charles Janiel acknowledged the request but noted restrictions: many areas are public property; there are many irrigated areas; the City is cutting back on water supplies; and the trees should be drought tolerant, not native. He stated his intent to communicate with Mr. Schad. Mr. Janiel will meet with Don Schad to discuss a program. C/Meyer communicated his enthusiasm in participating in the decision making process and stated his appreciation for any assistance in making a contribution to the Commission. C/Whelan expressed his thanks to Don Nardella for all his input in the Commission. He stated Don Nardella did a tremendous job getting things off the ground. He commented further that all Don Nardella's support on the JPA made a definite impact. December 13, 1990 Page a C/Whelan stated he was approached by Boy Scouts that want to do an Eagle project that entails developing trails;..) through the Sycamore Canyon Park. He inquired of staff as to which action need to be taken. Charles Janiel replied the City Attorney needs to be notified first. He suggested the Boy Scouts conact him and give all the information needed and he wilt confer with the City Attorney and discuss requirements. Charles Janiel informed the Commission their Christmas decoration idea was postponed due to legalities con- cerning liability. C/Stitt welcomed C/Meyer and stated his eager anticipa- tion of working together. He noted the comments made by C/Whelan in regards to Councilman Don Nardella echoed the opinions of the whole Commission. He announced to the Commission he has attained a permanent position in the Commission. He thanked former Councilman, and now Assemblyman Paul Horcher for his original appointment as well as Councilman Don Nardella for the reappointment in the Commission. C/Stitt retold a concern expressed to him by a citizen in,, ..- regards to the potential danger of a ladder in one of the play apparatuses in Peterson Park. He- was curious as to the point of the ladder to the rest. of the toy, and requested the Commission reevaluate the situation. Charles Janiel explained the functions of the equipment installed is to develop motor and muscle coordination. There are three (3) pieces of equipment at Peterson Park, each intended for different developmental skills. The safety of the equipment and the surrounding area meet the national standards. He stated the equipment will be looked at once again. ADJOURNMENT: Motion was made by C/Meyer, seconded by C/Ruzicka and CARRIED UNANIMOUSLY to adjourn the meeting at 9:05 p.m. to the next regular meeting on December 27,199 t 9:00 a.m. Charley Janiel Secretary ATTEST: Chairman