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HomeMy WebLinkAbout05/28/1991 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION SPECIAL MEETING MAY 28, 1991 CALL TO ORDER: Chairman Whelan called the meeting to order at 6:00 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 ALLEGIANCE: by Commissioner Plunk. I ROLL CALL: Commissioners Plunk, Meyer, Stitt, Vice Chairman Ruzicka, and Chairman Whelan. I Also present were Parks and Maintenance Director Charles Janiel, Administrative Analyst Kellee Fritzal, and Recreation Superintendent Bob Rose. i OLD BUSINESS: 1991 U.S. Staff addressed the Commission regarding Olympic Festival recommended methods to advertise the upcoming Torch Run Olympic Torch Run, as well as suggestion for possible support for the event. Staff recommended that the suggested reception for the runners be hosted at Sycamore Park, and that cheese and crackers be provided. C/Meyer inquired if the proper agencies have been contacted regarding the traffic matters of this event. AA/Fritzal stated that the Sheriff's Department has been contacted. The business community will be notified through the Chambers of Commerce newsletter. The Commission discussed the various ways suggested by staff to obtain the needed funds for the event. It was suggested that the monies be obtained through the Walnut Valley Recreation (WVR) fund. PMD/Janiel cautioned that it may not be possible to extract the monies from the WVR fund. They have in the past been willing to trade service rather than monies. AA/Fritzal indicated that it may be possible to ask the Recreation Advisory Board (RAB) to buy supplies for the event, as was done in the Second Anniversary. Staff will look into alternative funding for the event, and have other provisions set in motion, if the WVR funds cannot be used. May 28, 1991 Page 2 Motion was made by C/Plunk, seconded by C/Stitt and CARRIED UNANIMOUSLY to fund the Olympic Torch Run to include the publicity, reception, and flags, but not to exceed $1,000 dollars, using Walnut Valley Recreation funds, if possible. NEW BUSINESS: Field Scheduling AA/Fritzal addressed the Commission regarding the scheduling of the Diamond Bar Parks. The payment policy used by the WVR indicated that the use of the parks are free for Diamond Bar residents. However, it has been noted that some residents have been charged. It has not yet been determined who has authorized these payments. Therefore, it is staff's recommendation that' there be an immediate cancellation of the scheduling of parks by WVR, and that instead it be executed in-house by the Director of Parks and Maintenance, effective immediately. Motion was made by C/Stitt, seconded by C/Plunk and CARRIED UNANIMOUSLY to terminate the agreement with WVR with regard to parks use scheduling, and direct the Director of Parks and Maintenance to maintain the scheduling, to be effective immediately. Park Use Policy AA/Fritzal addressed the Commission concerning the draft park usage policy prepared by staff. It is staff's recommendation that the Commission review the Parks Policy and recommend it's approval to the City Council. AA/Fritzal suggested that the Commission review the policy by section: Facility Use AA/Fritzal pointed out that any group over fifty people planning to use the picnic facilities must fill a facility request form, and leave a refundable $50 dollar clean up deposit. Chair/Whelan stated that it may be appropriate to raise the deposit by $50 dollar increments in accordance to the size of the group. AA/Fritzal pointed out that permits are required for over -night uses. Chair/Whelan stated that there is a need to create a policy concerning open fires. He would prefer that no campfires be allowed. Ill May 28, 1991 Page 3 j C/Meyer requested staff to specifically point out which sections of the policy are intended to be an ordinance, and which are policies. AA/Fritzal suggested that the Commission first review the policy, and then at the completion discuss which items are to be suggested ordinances. Athletic Facilities C/Meyer stated that there should be some sort of method of addressing all the unusual circumstances that will materialize when scheduling various groups and all their various seasons. He suggested that the criteria be kept simplistic, and that a board be set up that would be able to resolve issues as they arise. AA/Fritzal pointed out the difficulties in reserving basketball courts. If the Commission is interested in allowing basketball courts to be reserved, it can be included in the policy. The Commission concurred. Chair/Whelan emphasized that there should be signs on park facilities indicating that it can be reserved. It would avoid a lot of confusion. AA/Fritzal pointed out that the policy indicates that the number of players and teams will be the r— I' major fact for allocating facilities. Chair/Whelan stated he is concerned that the way the policy is written, it will push out smaller groups. AA/Fritzal suggested, and the Commission concurred, to amend the wording to indicate that the number of players and teams will be considered in the scheduling of facilities. This will allow for staff, and the user group sub -committee, to II review the situation. AA/Fritzal pointed out that scheduling of City fields, and school facilities will be done at once to assure maximum use be each user group. PMD/Janiel stated that each user group will have to cooperate with the City to assure that there are fields available coinciding with the start of I.' their seasons. C/Meyer stated that there should be some sort of method of addressing all the unusual circumstances that will materialize when scheduling various groups and all their various seasons. He suggested that the criteria be kept simplistic, and that a board be set up that would be able to resolve issues as they arise. May 28, 1991 Page 4 AA/Fritzal stated that wording, indicating that a staff member will be available to resolve any circumstances, occurring from scheduling, and needing immediate attention, will be placed appropriately in the policy. Item F Chair/Whelan stated that item F5 should be handled through a user group sub -committee, and should not be indicated in the park policy. Item G AA/Fritzal pointed out that this policy asks new groups to give the City the appropriate information a year before it starts, otherwise they will have to wait a year before they can receive a field schedule. Chair/Whelan stated that a year wait seems excessive. He suggested a 6 month waiting period' instead. C/Meyer pointed out that there is already al procedure indicated in the policy which states the, proper time frame a group must follow in order to schedule a field. PMD/Daniel explained that the purpose of the item' was to address problems arising from the creation, of a new league. RS/Rose explained that the item is a controlling mechanism to delay the problems arising from new, leagues, and thereby giving more time to plan. VC/Ruzicka indicated that he would prefer a mechanism for delay. This will give an opportunity to work out an equitable solution fori the old groups as well as the new groups. Chair/Whelan, with the consensus of the' Commission, stated that, for the time being, the item should be left in. Athletic Field Storage Facilities PMD/Daniel stated that the policy should indicate' what happens to equipment after it is left unclaimed for 14 days. C/Meyer suggested that it should state that the property is confiscated and disposed of in the manner prescribed by law. r�'kl4lif!,'a May 28, 1991 Page 5 Athletic Field Lighting and Marking PMD/Daniel stated that the timer on the lights at Heritage Park will be disconnected because of the various complaints that it is malfunctioning. Any user group leaving the lights on at the end of an evening will be billed. Chair/Whelan suggested continuing the discussion to the next meeting. ANNOUNCEMENTS: PMD/Janiel inquired if it is the Commission's intention to discuss the Park Policy during the study session of June 13, 1991. The Commission concurred. Chair/Whelan requested that information be included, on the next agenda, concerning the Olympic Torch Run. He also requested that the "YES" organization, and the Sycamore Park Nature Center be added to the agenda as well. RS/Rase informed the Commission that July is Parks �-� and Recreation month. He suggested that a � I proclamation be sent to the City Council. PMD/Daniel stated that the proclamation has been sent in to the Council and is scheduled for the second meeting in June. ADJOURNMENT: Motion was made by C/Meyer, seconded by C/Plunk and CARRIED UNANIMOUSLY to adjourn the meeting at 8:10 p.m. Resp ive y, Charle� Janiel Secretary Attest: Pat Whelan Chairman