HomeMy WebLinkAbout01/10/1991 PRC MinutesCITY OF DIAMOND BAR
MINUTES OF THE PARKS AND RECREATION COMMISSION
JANUARY 10, 1991
r -',-ALL TO ORDER: Commissioner Ruzicka called the meeting to order at 6:40 p.m.
at City Hall, 21660 East Copley Drive, Suite 390, Diamond
Bar, California.
PLEDGE OF The audience was led in the Pledge of Allegiance by
ALLEGIANCE: Commissioner Whelan.
ROLL CALL: Commissioners Meyer, Plunk, Ruzicka and Whelan. Commissioner
Stitt arrived at 6:55 p.m.
Also present were Assistant City Manager Terrence Belanger,
Parks and Maintenance Director Charles Janiel, Administrative
Analyst Kellee Fritzal, Superintendent Don Hensley, and
Secretary (contract) Liz Myers.
CONSENT C/Plunk requested the Minutes of December 13, 1990 be pulled
CALENDAR: from the Consent Calendar.
Motion was made by C/Meyer, seconded by C/Whelan and CARRIED
to approve the Consent Calendar.
Ayes: Commissioners Meyer, Ruzicka, and Whelan
Nays: None
Abstain: Commissioner Plunk
C/Plunk requested the Minutes of December 13, 1990 be amended
on page 5, paragraph 11, to read "...bidders either reduce
Ctheir
costs and/or provide additional programs acceptable to
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the City of Diamond Bar.". It was further requested page 6,
paragraph 6, be amended to read "...final decision based on
fair negotiations with two (2) programs.".
Motion was made by C/Meyer, seconded by C/Whelan and CARRIED
to approve the Minutes of December 13, 1990 as amended.
Ayes: Commissioners Meyer, Ruzicka, and Whelan
Nays: None
Abstain: Commissioner Plunk
IsOLD BUSINESS:
Resolution 91-1 established the Meetings of the Parks and
Recreation Commission of the City of Diamond Bar be held on
Resolution
the fourth Thursday of each month at 7:00 p.m., to be held in
91-1.
the Community Room, 1060 S. Grand, Diamond Bar, California.
C/Ruzicka requested the Resolution be amended in section B.1.
to read "... unless the same shall be a legal holiday...".
C/Meyer requested the Resolution be amended in section B.1.
to read "... held on the next succeeding Thursday calendar
day.".
Motion was made by C/Meyer, seconded by C/Plunk and CARRIED
UNANIMOUSLY to approve Resolution 91-1 as amended.
January 10,
1991 Page 2
Election of
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The nominations for Chairperson and Vice Chairperson for the
Chairperson
Parks and Recreation Commission were requested.
and Vice
Chairperson.
C/Meyer nominated C/Whelan for Chairperson of the Parks and
Recreation -Commission. C/Stitt seconded the nomination.
C/Whelan nominated C/Ruzicka for Chairperson of the Parks and
Recreation Commission. C/Plunk seconded the nomination.
The Commissioners voted on the nomination of C/Whelan as
Chairperson to the Parks and Recreation Commission.
Ayes: C/Meyer, C/Ruzicka, and C/Whelan
Nays: C/Stitt and C/Plunk
Chairperson Whelan received the nomination.
C/Meyer nominated C/Ruzicka for Vice Chairperson of the Parks
and Recreation Commission. C/Stitt seconded the nomination.
The Commissioners voted on the nomination of C/Ruzicka as
Vice Chairperson to the Parks and Recreation Commission.
Ayes: C/Plunk, C/Meyer, C/Stitt, C/Ruzicka and Chairman
Whelan.
Vice Chairperson Ruzicka received the nomination.
Recreation.
ACM/Belanger addressed the Commission in regards to the
recreation programs the City of Diamond Bar will be embarking,.';
upon at the beginning of the next fiscal year. He stated"`
several recreation program proposals have been reviewed.
Since that time, the mid year budget adjustment has been
prepared reflecting the changes in service levels, as well as
reflecting a more realistic reality as far as estimates for
revenues are concerned. The relationship of proposed
revenues and expenditures dropped to the point where City
Manager Van Nort has expressed concern about expanding the
expenditure base any further. Also, the knowledge the State
of California and the County of Los Angeles are in a serious
deficit situation gives further concern because of the
tendency of a cause and effect relationship between State and
City. The purpose of the meeting is to convey the reality of
considering a recreation program that will be funded at
approximately the same level as the recreation program
provided through the Walnut Valley Recreation (WVR). There
is, however, a constraint in regards to the financial level
of the program to be considered. There is currently $182,000
budgeted for recreation programming, plus an additional
amount of approximately $50,000, resulting from Proposition
A, to underwrite the cost of the program for excursions. The
two (2) proposal offered by Brea and the County would be at
least $50,000 more than budgeted. With the concern of the
economic downturn, and the given budget realities, it is
suggested the more realistic approach to providing recreation
may in fact be providing it with In -House recreation staff.
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January 10, 1991 Page 3
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This approach would give the City the greatest amount of
j� flexibility in terms of dealing with the realities of the
budget.
C/Meyer recounted, to his understanding, the motivation for
considering other recreation providers was the unacceptable
service provided by WVR, and the County. City staff had also
indicated a desire to have a least a year to be able to
provide in-house recreation services determined acceptable.
With this in mind, the Commission decided the proposal
offered by Brea was the most viable option. The only element
in question, with the Brea proposal, was scaling down the
costs to meet the City's budgetary constraints. He inquired
if the posture had changed.
ACM/Belanger explained Brea has policies in terms of the
administrative charges that applied to the proposal. Brea
appeared reluctant to provide a reduction in the admini-
stration costs, which are approximately $75,000.
Cheryl Lynborn, residing at 21018 Windrose, Walnut,
supervisor for the WVR program, suggested, if the Commission
is considering an In -House recreation program, to start with
small programs as early as March for the summer program. She
fi stated beginning at ground level would not be necessary and
communicated the availability of the contract instructors
upon City notification.
Chair/Whelan maintained the City has not beenprovided, by
WVR, with the needed direction and information to set up
recreation programs.
ACM/Belanger explained the City had already intended to have
the chosen provider involved in replacing WVR as early as
March. The intent was to become familiar with the present
contractors, develop brochures, while looking over WVRs
shoulder for the development of a summer program. Since WVR
will not be developing a summer program for Diamond Bar, the
preparations will be done solely by the City. Brea, like the
City, would have to hire additional professional recreation-
ists to provide a recreation program. The City already has
staff with the expertise in managing substantial recreation
programs. The City is capable of providing the community
with a quality recreation program.
C/Meyer pointed out that the figures of the In -House program
were low because incidents of possible liabilities were not
included.
C/Plunk noted the costs of hiring four (4) new employees were
not included in the In -House estimates.
January 10, 1991 Page 4
AA/Fritzal explained the employees would be part time as011111
opposed to full time.
ACM/Belanger stated there is a desire to be prudent and have
as much control as possible of the resources, yet at the same
time deliver a quality recreation program. He pointed out
that, with the exception of one, the employees hired by Brea
would be Brea's employee. The individuals would not be hired
specifically for Diamond Bar but would be used for both
cities. It would be very difficult to monitor the activities
of the off-site individuals. He stated his assurance that
Brea would do a good job, but questioned if the price',can be
paid. He declared City Manager Van Nort would recommend, if
present, to seriously consider the establishment of our own
recreation capabilities. He emphasized the importancelof the
Commission to give comments candidly.
C/Plunk summarized that it is staff's recommendation is to
seriously consider a program and then going directly lto our
long range plan of providing Diamond Bar with its own
recreation program as opposed to providing the broadest
program as quickly as possible then shifting to an in-house
program.
ACM/Belanger stated it is not necessary to emphasize the
initial size of the program. It is not perceived that the ,
In -House staff would be that dramatically different from a
contractor. The difference being is that initially they
would come better prepared as a team.
VC/Ruzicka commented the Commission was already aware of
budgetary constraints when making the decision on recreation
providers. He noted that staffs expertise is the same now as
it was before. He wondered where the idea of going in-house
originated rather than trying to obtain some experience with
a contractor on a yearly basis.
ACM/Belanger responded the reason for moving toward an In -
House program was because of the certainty that the
expenditure level would remain below or at the current level
but not exceed it.
C/Plunk requested staff to present to the Commission, at the
next meeting, a detailed delineation of the City's proposal.
ACM/Belanger suggested the Commission can direct staff in two
(2) directions: direct staff as to the areas the Commission
would like emphasized in a recreation program; and/or allow
staff to create a recreation program, within the given
budget, and return it for the Commission's input. He
emphasized to the Commission that the issue requires some
discussion. The Brea proposal has not been abandoned.
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January 10, 1991 Page 5
However, at this point, it does not seem they will be able to
conform to our budgetary constraints. Therefore, the
Commission should work towards creating a recreation program
in preparation of avoiding a linear process.
C/Ruzicka inquired if $182,000 is the top figure the City
will consider.
ACM/Belanger stated the mid year review going to the Council
will show there is less monies available than proposed in
June, 1990. CM/Van Nort's concern is that the City maintains
the budget levels at approximately the levels they are at
without expanding beyond that.
Chair/Whelan expressed concern that the first area to be cut
is the Parks and Recreation. He requested staff return with
a core program that will not be touched by budgetary
constraints whereas the Commission will then expand from that
point.
C/Plunk suggested reviewing the programs received from Brea
and the YMCA and note the areas favored by the Commission in
the two (2) programs, as opposed to going straight back to
the proposal made to us. She would like the budget to
fi- include the $182,000, plus the $50,000 from Proposition A.
She requested if they are unable to meet the limit, the money
should be put in the CIP towards recreation in order to avoid
` paying a profit margin to a provider, thereby obtaining better
benefits.
C/Meyer wondered why Brea presented themselves to be flexible
and enthusiastic to meet our needs, but now it appears to be
the opposite.
ACM/Belanger stated Brea's position has not changed.
However, though not emphasized at the time, much of what any
contractor would do in way of a recreation program, can be
done by our staff. The attraction of a contractor is that
the City would not have to do the nitty gritty of a program,
if the premiums are affordable. The attraction of having
Brea run the program is not any less. However, the environ-
ment in which we are considering that has changed and has
cast the comparative advantages and disadvantages in a
different light.
VC/Ruzicka noted the difference between an In -House program
and the Brea proposal seems nominal as compared to the total
budget.
°h ACM/Belanger stated the difference is not as great in
comparison to the total budget but when compared to the
difference in relationship beyond the unappropriated reserve,
January 10, 1991
Page 6
then the difference becomes much larger. The additional
funds will come from the unappropriated monies, not from:
monies already appropriated. He explained the City does not
want to be on a deficit position on an annualized basis with
the expenditures and revenues.
Chair/Whelan commented the enthusiasm with Brea was in
contingency with their ability to revise the program' to fit
within our parameters. If they are unable to do so, then the
Commission must look for alternatives.
ACM/Belanger conceded, as of yet, staff has not gone the next
step, whereas, our managers and council talk to their
managers and council. There may still be flexibility to get
a number which is more acceptable. The purpose of the
meeting tonight is to make the Commission aware of the
existing situation and to have the Commission emphasize
possible programs if In -House is the alternative solution.
C/Plunk inquired if Diamond Bar would retain control of field
scheduling if the decision is to go with a provider.'
ACM/Belanger explained the scheduling of fields is dependent
upon the nature of the agreement forged with thel school
districts.
C/Plunk inquired if the contract with Brea was a one 1 year
qu ( } y
contract with an option to renew or a three (3) year contract
whereas every year we would be locked into it, if .wanted,
except for the costs.
ACM/ Belanger responded the purpose of the contract would be
to have at least a fifteen (15) month contract with alliberal
notice provision to allow us to terminate the program with
enough notification and begin our own program.
C/Meyer suggested looking at a customized package (derived
from all the proposals. He reiterated including the
liability factor in the In -House proposal.
ACM/Belanger stated the good news is one way or the other,
the City will have a recreation program that will be run by
the City of Diamond Bar.
Chair/Whelan directed staff to continue discussions with Brea
on a revised program if possible and/or develop an In -House
core program, to be presented by the next regular meeting of
January 24, 1991.
ACM/Belanger stated the information for the Commissions11
review will be available next week to give ample time to
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January 10, 1991 Page 7
review the information and provide additional comments at
anytime, not restricted to meeting times.
Cheryl Lynborn offered her availability to the Commission for
any advise'or suggestions.. She can be reached at 595-4175.
C.I.P. Staff reported the given ratings of the prioritized Capital
Improvement Projects (CIP) were derived by dividing the total
given prioritized number, by the amount of Commissioners who
responded their ratings. The lower the number, the higher
the priority. Those Commissioners who did not respond may do
so at any time and the figures will be recalculated.
AA/Fritzal stated it is up to the Commission to rate the
projects according to its importance. She stated the Council
recommended making four (4) categories to be done over a five
(5) year period: urgent (safety); recommended; desirable; and
deferable. Urgent items are to be considered done over a two
(2) year period.
C/Plunk wondered if the Commission would be, in essence,
asking for a budget cut by going with the urgent instead of
the desirable.
iF- AA/Fritzal explained the Council has the final decision as to
what is urgent. If alternative funding can be found, then
those monies may be used for some of the projects.
_. Chair/Whelan requested from staff a list of items considered
to be urgent.
Survey Staff reported a survey was designed by the Parks and
Results. Recreation Commission to gather input from the community by
requesting information regarding parks, recreation, services,
and facilities. The results of the survey will be used for
the Parks Master Plan.
VC/Ruzicka questioned if the survey of 135 people is a
realistic assessment for a City with a population of 70,000.
AA/Fritzal replied it may not be statistically accurate but
at least 135 individuals responded giving a base for some
type of assessment.
C/Stitt commented the survey reached out to those individuals
who would not have normally involved themselves in City
decision. He suggested when looking at the CIP, the
Commission should take careful consideration of the findings
of the survey and note their differences.
wail Summit PMD/Daniel reported there should be no problems in using the
Facilities new portable multi-purpose room at the Quail Summit campus
Tse. after the dedication scheduled for early February.
January 10, 1991 Page 8
CORRESPONDENCE:il`iJ.
United Soccer PMD/Janiel reported the correspondence will be directed to
Club. the User Group Sub -Committee. He noted a current roster was
not included with the correspondence as so stated in the
packet received by the Diamond Bar United Soccer Club. These
Girls' are the only two (2) responses (along with the Street Hockey
Softball. Players) received in reference to field scheduling.
C/Plunk cautioned against giving the Girls Softball) Summit
Ridge fields in addition to the Peterson Park fields.
PMD/Janiel noted field scheduling is now our concerns and
will have to be dealt with as a community through a'compro-
mising manner.
COMMISSIONERS C/Plunk thanked staff, with special regard to AA/Fritzal and
COMMENTS: PMD/Janiel, and former Commissioner Don Nardella, in taking
the time to acquaint her with the Parks and Recreation in an
expeditious and professional manner.
PUBLIC
COMMENTS:
C/Plunk requested a discussion concerning "Photo Day" at
Sycamore Park be brought up for discussion at the next
meeting. The issue was brought to her attention by an
offended citizen of Diamond Bar. C/Plunk included photos
taken at the park and stated she does not feel this is an
appropriate event that should be allowed in our parks.
C/Plunk requested the Parks and Recreation Commission
correspond to the appropriate Commission concerning the
western terminus of Sunset Crossing in regards to developing
the land for future park use.
PMD/Janiel stated additional information concerning the area
should be available in the near future and informedIC/Plunk
that various Commissions are already involved with the issue.
C/Stitt apologized for being late and informed the Commission
of his intended absence next meeting due to a conflict with
his work schedule.
VC/Ruzicka congratulated Chair/Whelan on his new position as
Chairman.
Chair/Whelan inquired if any boy scouts have yet gotten in
touch with staff concerning projects at Sycamore Pak. He
informed staff of their pending call.
Henry Ferreyra, residing at Armitos Place, Diamond Bar,
California, representing the Diamond Bar Street' Hockey
Players, requested a playing surface of 155' by 80' of
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January 10, 1991 Page-9
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concrete, including two (2) goals with fencing, be included
.,: in the Commissions CIP list.
Chair/Whelan acknowledged the request and stated the
Commission will take it into consideration.
ADJOURNMENT: Motion was made by C/Meyer, seconded by 'VC/Ruzicka and
CARRIED UNANIMOUSLY to adjourn the meeting at 8:50p.m.
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Charles Janiel
Secret ry
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ATTEST:
Chairn�