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HomeMy WebLinkAbout01/24/1991 PRC MinutesMATTERS FROM Jeff Stevens, representative of the Diamond Bar THE AUDIENCE: Little League, inquired about the possibility of the City paying for the field use fees required from the Walnut Valley Unified School District (WVUSD). He informed the Commission that the manager of the team must make arrangements with the District to obtain the fields and must pay $7.50 77 per child, or $10.00 per family. VC/Ruzicka informed Mr. Stevens of the City's � current budget constraints. PMD/Janiel explained if the City supplemented the Little League fees,_ then the City could be obligated to do so with other sports organizations. If the Commission decided to supplement the sports groups, the money would have to come out of the recreation budget. VC/Ruzicka stated there will always be some use fees to cover the costs of maintenance but perhaps the fees could be less if adequately arranged through the Joint Powers Agreement. C/Meyer pointed out that the tax payers should already be covering maintenance expense. He suggested the request would be better put to the School Board. AA/Kellee Fritzal stated staff will review the matter and bring the information back to the Commission. C/Plunk suggested the money saved, by going in- house for the recreation program, could be directed to the different groups. CITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION JANUARY 24, 1991 i CALL TO ORDER: Chairman Whelan called the meeting to order at 7:00 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 Meyer. ROLL CALL: Commissioners Meyer, Plunk, Vice Chairman Ruzicka, and Chairman Whelan. Commissioner Stitt was absent (excused). Also present were Parks and Maintenance Director Charles Janiel, Administrative Analyst Kellee Fritzal, and Contract Secretary Liz Myers. MATTERS FROM Jeff Stevens, representative of the Diamond Bar THE AUDIENCE: Little League, inquired about the possibility of the City paying for the field use fees required from the Walnut Valley Unified School District (WVUSD). He informed the Commission that the manager of the team must make arrangements with the District to obtain the fields and must pay $7.50 77 per child, or $10.00 per family. VC/Ruzicka informed Mr. Stevens of the City's � current budget constraints. PMD/Janiel explained if the City supplemented the Little League fees,_ then the City could be obligated to do so with other sports organizations. If the Commission decided to supplement the sports groups, the money would have to come out of the recreation budget. VC/Ruzicka stated there will always be some use fees to cover the costs of maintenance but perhaps the fees could be less if adequately arranged through the Joint Powers Agreement. C/Meyer pointed out that the tax payers should already be covering maintenance expense. He suggested the request would be better put to the School Board. AA/Kellee Fritzal stated staff will review the matter and bring the information back to the Commission. C/Plunk suggested the money saved, by going in- house for the recreation program, could be directed to the different groups. January 24, 1992 Page 2 Chair/Whelan responded that the difference in cost between an outside recreational provider, and an in-house program, is not money readily available. James Roberts, representative of the Street Hockey Association, related information in regards to modifications of a Garden - Grove park at a Junior High School to include a street hockey field. VC/Ruzicka proposed that Mr. Roberts request the plans used by Garden Grove for the purpose of initiating a league in Diamond Bar. CONSENT CALENDAR: Motion was made by C/Meyer, seconded by VC/Ruzicka and CARRIED UNANIMOUSLY to approve the Consent Calendar. C/Plunk requested the Minutes of January 10, 1991 be amended on page 4, paragraph 2, to read " ..that staff's recommendation is for the Commission to seriously consider going directly...". She requested page 8, paragraph 3, be amended to read "...with as a community through compromise.". Motion was made by VC/Ruzicka, seconded by C/Plunk, and CARRIED UNANIMOUSLY to approve the Minutes of January 10, 1991, as amended. NEW BUSINESS: PMD/Janiel reported "The Southern California Girls" have reserved Sycamore Canyon Park and are in the Southern process of bringing in their one million dollar California Girls insurance certificate. It is staff's intention of monitoring the event and to work with the Sheriff's Department to strictly enforce all applicable codes. It will be ensured that parking regulations are followed, that solicitation of merchandise will not be allowed, and that the changing of garments on the park site will not allowed. He explained, under the current codes, there is not much else that can be done to restrict the group. C/Plunk inquired at what point the Commission should be looking at regulations. AA/Fritzal stated as of July, 1991 the City will be taking over the scheduling of the facilities. Staff is in the process of reviewing park policies and expect to deliver a policy to the Commission a month prior to July, 1991. OLD BUSINESS: AA/Fritzal reported, due to financial constraints, staff, recommends the Commission consider a Recreation RFP recreation program to be funded at approximately the same level as the recreation program provided j through the Walnut Vdlley Recreation (WVR). There have been four (4) recreation proposals received. a January 24, 1991 Page 3 The Interview Sub -Committee selected Brea as the most responsive, with a net cost to the City of $235,000. The proposal is currently $50,000 more than budgeted. A more realistic approach to providing recreation may be providing it with in- house recreation staff. The City can provide a quality recreation program the same size described in the RFP. The Brea proposal has not been abandoned. However, it does not seem they will be able to conform to our budgetary constraints. To avoid a linear process, the Commission should work toward creating a recreation program. AA/Fritzal handed the Commission a draft of the revised Brea proposal and a draft of an in-house recreation program. Brea has not yet seen the draft revised to fit within our budget constraints. There is a chance that Brea may accept the draft proposal due to the prestigious nature of expanding their recreation program. However, there is no flexibility for Diamond Bar within the proposal. The in-house proposal includes an estimate of the expenditures and revenues. The programming services can be cut and changed to fit a desired .a core program. C/Plunk informed the Commission of the excursion information received from Cheryl Lynborn of Walnut. VC/Ruzicka asked if it were possible, giving the information in regards to the recent economic downturn, there will be no money for recreation. PMD/Janiel emphasized that the mid year budget review gave a more realistic view of the monies available. AA/Fritzal stated a successful recreation program will pay for itself. C/Plunk asked for staff's opinion on corporate sponsorship. AA/Fritzal responded she agrees fully with corporate and community organization sponsorships. C/Plunk informed the Commission that R&B Property r Management has offered to sponsor the Halloween Haunted House. She also stated that Ray Roberts or John Wilker has offered to help with the Junior Golf classes. Chair/Whelan stated his preference would be to start with a core program and then build from that point. The priorities should be set first within the budget constraints. He would recommend the January 24, 1991 Page 4 Commission give direction to staff to begin with a core program, with the first priority being revenue generating classes, or programs, and then continue to work from there. C/Meyer would like the Commission to first address I the issue of eliminating the RFP's obtained. AA/Fritzal stated it would not be advisable to drop the RFP's until the Commission is sure all avenues have been exhausted. Chair/Whelan asserted by building a foundation to a recreation program, it gives an easier method of revising the given RFP's to meet our needs and priorities. PMD/Daniel suggested it would be appropriate to form a sub -committee to review possible directions. C/Meyer stated he is unclear of the direction expected of the Commission. He questioned if the purpose is to redo the budget, redo the program, or redo the RFP. If the recreation program is to be in-house, then the process must begin tomorrow, disregarding other RFPs. AA/Fritzal stated it would assist staff to have the Commission state their priorities. i C/Plunk asserted, realistically, the Commission is dragging the process by referring back to the Brea proposal. If there is going to be an in-house P program, the Commission needs to start discussing what needs to be done. Chair/Whelan directed staff to drop all RFP proposals. C/Plunk and Chair/Whelan volunteered to be on the programming sub -committee. C/Meyer inquired if a non-profit corporation has been set up. He noted it produces revenues and suggested obtaining an attorney to set one up. AA/Fritzal replied there is not one formed and staff will investigate. C/Meyer inquired as to the direction the sub- committee will be given in regards to the basic underwriting policy of the recreation. Chair/Whelan stated the policy is to develop a cost effective, efficient program providing services to . ._....,.m.._rT..". ...; .a_.,..l ,. .i ... .. .Tll �_,� _x. January 24, 1991 Page 5 the community. Every resource will need to be utilized. VC/Ruzicka pointed out that the development of a core program will be flexible enough to stand whether the budget is meager or generous. REPORTS: PMD/Janiel reported the monthly park activity - report for December, 1990 has been completed by Don Monthly Park Hensley, Superintendent of Parks. Activity Report VC/Ruzicka commended the report. He suggested the report be published to reinforce, to the citizens of Diamond Bar, that the parks are not being neglected. INFORMATION: PMD/Janiel reported meeting with Dan Murray, eagle scout candidate, to discuss possible projects in Eagle Scout Sycamore Canyon Park. Financial support was Project offered to help supplement material costs, if needed, on acceptable projects. Mr. Murray had first suggested building an amphitheatre. The project may be too overwhelming, and it was counter suggested to put in benches along the trails, horse shoe pits, or some project on a lower scale. Chair/Whelan noted the scout would need a project that would require a lot of man hours. It is good _ for scout motivation to do community projects that will give a sense of accomplishment. National/State/ Staff reported the Los Angeles County Board of County/Partnership Supervisors recently has approved $117,675- in matching grants to twenty-one (21) county -residents arts organizations through the National/State/County/ Partnership challenge grant program. C/Plunk wondered if there was a baseball film of sorts that could be done to get the money over to the Little League. Chair/Whelan inquired if these could be sources for concerts in the parks. AA/Fritzal stated the possibilities will be reviewed. One avenue is that the arts society have traveling tour groups that may give money to very inexpensive shows in cities. PMD/Janiel informed the Commission if they know of any local groups that would like to make applica- tion, they should call City Hall because the deadline is March 4, 1991 to fill the grant application. January 24, 1991 Page 6 AA/Fritzal stated that usually the grants are given with the specification that so many community' events are given. ! COMMISSIONER C/Plunk thanked AA/Fritzal and PMD/Daniel for COMMENTS: studying the possible resolutions concerning the "Southern California Girls Photo Days" at Sycamore Canyon. She also thanked CM/Van Nort and ACM/Belanger for their assistance in acquainting her with the funding sources and the administrative procedures of this department. C/Plunk inquired if the drainage at Peterson Park had been looked at. PMD/Daniel replied a sump drain is located there and it is intended to drain very slowly. C/Plunk requested the Parks and Recreation Commission correspond with the appropriate Commissions regarding the western terminus of Sunset Crossing. She asserted the major recreation area would be very seriously affected if it did go through. AA/Fritzal responded the General Plan Advisory p Committee is now reviewing it. C/Meyer stated he would like to be informed as to where the General Planning Committee is, in regards to the Park and Recreation element. He would like the Commission to be advised so as to be able to provide input. AA/Fritzal stated 'an update will be made available on the next agenda. PMD/Daniel explained the attempt has been to not politicize the General Planning process. The Commission has not been involved to this point to keep it unbiased in decisions made in that area. C/Meyer requested if it is preferred not to give the Commission, as a whole, a copy of the draft, he would appreciate it if the draft would be mailed to the individuals who so request it. AA/Fritzal replied the Planning Director, James DeStefano, will so be informed. STAFF COMMENTS: PMD/Daniel informed the Commission that the signs to replace the County signs must be changed to brown instead of the approved green. The Traffic d and Transportation Commission requested the color follow the State guidelines in order to keep i° signage standard. .'.�'J.'s�.:.:,onik 7 January 24, 1991 Page 7 The Commission gave approval to accept the suggested change of brown. I ADJOURNMENT: Motion was made by C/Meyer, seconded by C/Plunk and CARRIED UNANIMOUSLY to adjourn the meeting at 8:22 p.m. to the next meeting of Februa 14, 19 1. Charles Janiel Secretary ATTEST: Chair"man