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HomeMy WebLinkAbout06/13/1991 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION JUNE 13, 1991 CALL TO ORDER: Chairman Whelan called the meeting to order at 7:03 j p.m. at the City Hall, 21660 East Copley Drive, Suite 100, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance by ALLEGIANCE: VC/Ruzicka. ROLL CALL: Commissioners Plunk, Meyer, Stitt, Vice Chairman Ruzicka, and Chairman Whelan. I Also present were Assistant City Manager Terrence Belanger, Parks and Maintenance Director Charles Janiel, Administrative Analyst Kellee Fritzal, and Recreation Superintendent Bob Rose. STAFF COMMENTS: PMD/Daniel announced that, effective immediately, ACM/Belanger will be Secretary to the Parks and Recreation Commission. CONSENT CALENDAR: C/Plunk noted that the Consent Calendar should be amended to include a June 27, 1991 meeting. Motion was made by C/Meyer, seconded by C/Stitt and CARRIED UNANIMOUSLY to approve the Consent Calendar as amended. i BUSINESS ITEMS: Park Use Policy ACM/Belanger addressed the Commission regarding the development of a Park Use Policy. Staff recommended that the Commission review the policy, and recommend that the City Council adopt a Park Use Policy. I. General Information C/Meyer stated that section IA., indicating that the Commission would have to review the termination of a facility use permit, is ambiguous and needs clarification. ACM/Belanger stated that the sentence will be omitted. An appeal procedure for the revocation and termination of a permit will be included in the body of rules. C/Meyer suggested that a board be created that would be responsible for resolving areas of j conflict that need immediate attention. He also suggested a definition of terms section. Chair/Whelan, regarding section IC., requested changing Group A to read "City of Diamond Bar sponsored activities." June 13, 1991 Page 2 II. Reservation Policies and Procedures _ C/Plunk inquired if park facilities will have signage indicating that the park is reserved. ACM/Belanger stated that reserved signs are posted at events. However, the Commission may want to consider requiring a recreation leader to be present at larger events to enforce a permit. Signs can also be posted to advertise that parks can be reserved. C/Plunk, referring to section IIA3a., suggested qualifying that "use" refers to the casual user. Chair/Whelan suggested that outside City sponsored classes not be permitted to hold tennis lessons. The Commission concurred. C/Meyer suggested that "...or portion there of." be added to the end of section IIA1a. Chair/Whelan requested section IIA2c. include not allowing liquid fuel or charcoal fires. He' inquired if there should be specification,,' indicating which parks are designated for camping. C/Meyer stated that he would prefer to avoid being! limiting because there are too many variables regarding park use. ACM/Belanger noted that the underlying philosophy' of the park rules is that any risks attended from' an organized scheduled use of the parks will fall upon the user group. One of the limiting factors is that very few groups are going to be able to cover that risk in a manner that is being asked. Staff will come back with alternative wording for the Commission's review. C/Meyer suggested that section IIB1b, is aP roblem area that needs to be given more thought. He's suggested adding, to Section IIBid., "prior to the' scheduling of them.". ACM/Belanger indicated the importance of making sure user groups are aware that the City will, attempt to accommodate them, but, due to limited resources, there are no guarantees. C/Meyer suggested that the previous comment made by, ACM/Belanger should be the overriding policy when there is a need for interpretation of policy limitations. June 13, 1991 Page 3 Chair/Whelan requested that the comment be included under the Statement of Policy. He also requested that section IIB2e. indicate that park usage by athletic groups will be reviewed by the park use sub -committee. The Commission concurred. I C/Meyer suggested that section IIB3d. should include a statement indicating that the City is not responsible for security. III. Fees Staff noted that section IIIA3b should be amended to indicate that the Heritage Park lights need to be off by 10:00 p.m. IV. Rules and Regulations C/Meyer suggested that verbiage be included in section IVA2 to include cause and convenience. It should also indicate that the 3 stated reasons are just some, but not limited to, reasons for cancellation. He suggested, in reason #2, that the d wording indicate "inclimate weather" as opposed to 11... heavy rains ... etc . 1/ . C/Meyer suggested that, with the specification of $1,000,000, in Section IVB, there should be an out that states "or such other amount that the City deems adequate for such an event.". Chair/Whelan requested that section IVC2 be amended to read "Ido vehicles will be allowed on City property other than those designated for parking." C/Meyer noted that there will be difficulty in enforcing many of the policies stated in section IVD. ACM/Belanger stated that staff will rewrite section IVD. C/Plunk noted that section IVE2c. should indicate that the Sheriff Department be called if an act of vandalism is witnessed. C/Stitt suggested indicating that it is the policy of Diamond Bar to prosecute vandals. f VC/Ruzicka, in consideration of the guests attending the meeting, suggested continuing discussion of the Park Use Policy to a later time. The Commission concurred. I i June 13, 1991 Page 4 ACM/Belanger stated that the Commission may also communicate any comments to staff. Staff will incorporate the suggested modifications into the policy, and they will be discussed at the July 11, 1991 meeting. Motion was made by C/Meyer, seconded by VC/Ruzicka and CARRIED UNANIMOUSLY to continue the matter. 1991 U.S. ACM/Belanger addressed the Commission regarding a Olympic follow up to the U.S. Olympic Torch Run. It is Torch Run recommended that support be provided to the Olympic Torch Run by the distribution of fliers to the local schools; distribution of small United States Flags; and hosting a reception for Diamond Bar torch carriers and the Olympic Committee. AA/Fritzal stated that a prepared press release has been sent to the newspapers; the Chamber of Commerce newsletter, "Excalibur", included a small paragraph about the event; and an announcement will be on the cable channel today. Chair/Whelan requested that the Commission receive a copy of the prepared press release. Kathleen 'Wilson thanked the Commission and staff for their continued support. She informed the Commission that she is invited to speak at the Chamber of Commerce breakfast June 20th; she was in a photo press release with Mr. Van Nort and Mayor Forbing; in conjunction with GTE, there will be 500 balloons the morning of July 9th; the Olympic Committee changed the route for July 9th to begin on Cleghorn to Grand, and then turn right; the balloon launch is still scheduled to occur on Grand; there are 40 runners scheduled in the Olympic Run; and the Olympic staff has elected not to spend the night in Diamond Bar due to a restrictive budget. Y.E.S. ACM/Belanger addressed the Commission regarding the Foundation Youth Enrichment Services (Y.E.S.) Foundation, which is a non-profit organization proposing to provide, and/or fund, enrichment services to Diamond Bar youth. It is recommended that the Commission receive the Y.E.S. Foundation program description, and direct the Chairman to send a letter to the program promoter, Jim Bostic, thanking him for his interest in the community. rj June 13, 1991 Page 5 Jim Bostic, program promoter, stated that the organization is in the g preliminary stages of formation. He briefly informed the Commission of the program's purpose and indicated that the intent is to coordinate the facilities between the school district and the Parks and Recreation. C/Stitt inquired how Mr. Bostic envisions the responsibilities of the Board of Director. Mr. Bostic stated that the Board would meet on a monthly bases to review cases regarding funds, and in an "as needed" capacity to secure sponsors. Also they will target the Diamond Bar/Walnut area and if it works out they will expand. They have not discussed the logistics of dealing with the schools that are located in Diamond Bar that are in the Pomona Unified School District. Chair/Whelan inquired what Mr. Bostic expects from the Commission. Mr. Bostic stated that there are many questions �- that can be answered, such as what arrangements could be made to use the City's park facilities; what will it take financially to implement a drop- in program with two paid supervisors; and what are the requirements as far as usage of the park facilities, and the insurance. Chair/Whelan requested staff to evaluate the costs for the Commissions review. Chair/Whelan called for a recess at 9:20 p.m. The meeting was reconvened at 9:30 p.m. Concerts in ACM/Belanger addressed the Commission regarding the the Park Concert in the Park Summer Series, and the necessity of developing a policy which addresses operational matters related to the management of the Concert series. It is recommended that the Commission adopt a contribution/ donation policy stating that any and all contribution/ donation will be applied to the entire Concert in the Park Series; and adopt a concession policy stating that there not be concessions provided at Concert in the Park Series. C/Meyer inquired if the groups playing at the concerts are donating their time and talent. ACM/Belanger stated that the City, under the Parks and Recreation contract, pays for the band and sound system without any anticipated revenue. June 13, 1991 Page 6 C/Meyer stated that he thought one of the goals was to make the recreational services and facilities pay for itself. He is unclear as to the problems that may occur regarding concessions. C/Plunk noted that other cities allow sponsors and sub -sponsors, and that their names go out on all the advertisements. ACM/Belanger explained that it would be difficult determining who has the concessions if there are more groups wishing to sponsor concerts than there are concerts, and vice versa. By making the contributions go to the series, the dilemma is solved. C/Plunk indicated that the Jaycees and the Rotary Club are under the impression that they are sponsoring individual concerts. Arrangements may have already been made. She suggested separating future concerts from this particular series. ACM/Belanger indicated that the Concerts in the Parks were not intended to be fund raisers for specific groups for their own purposes. He suggested that if concessions are going to be recommended in the Concert in the Parks Series, then it should be determined where the proceeds are going to go. C/Meyer emphasized that there is an opportunity to receive revenue and feels that it should be encouraged. ACM/Belanger suggested that whatever the Commission determines to be the appropriate recommendation to give to the Council, the policy for donations should be consistent, and the proceeds related to concessions, and it's operation, should be consistent. C/Meyer suggested that it is not necessary to lay out the rules regarding the concession, but rather set the policy to allow the groups the opportunity to coordinate their efforts to present a cohesive program. ACM/Belanger suggested that the Commission could indicate in the policy that the proceeds from the concessions will go to a capital improvement program to be determined by staff. -11 June 13, 1991_ Page 7 VC/Ruzicka questioned if any organization could do a cooperate effort between now and the first concert. He suggested accommodating the groups now for the first season, and then setting the policy for the next year. C/Stitt stated that due to what he felt was a potential conflict of interest, he will refrain from any comment regarding the subject matter. Chair/Whelan stated his concern with the time frame involved; the decision of determining which groups do concessions and which don't; and the precedent that will be set. C/Meyer suggested indicating that any group interested in providing concessions for the Concert in the Park Series must come back with a proposal to provide concessions for all five concerts. All the net proceeds will be used for a capital improvement project to be indicated. Chair/Whelan pointed out that the concerts pay for themselves, and stated that concessions should be an entirely different issue. Motion was made by C/Meyer, seconded by VC/Ruzicka and CARRIED to recommend to the City Council that we offer the opportunity to the Jaycees and the Rotary Club to provide concessions at the five Concert in the Parks Series 1991, and that the net proceeds from that activity be used to fund the memorial plaque project, with the provision that they commit to offering the concessions to all five concerts; that it is not contingent upon them contributing to the Concert in the Parks Series; and that staff will work out a provision that the City does not make up for shortfalls, that it is strictly for net proceeds. AYES: COMMISSIONERS: Meyer, Plunk, and Chair/Whelan. NOES: COMMISSIONERS: None. ABSTAIN: COMMISSIONERS: Stitt. Ruzicka, Motion was made by C/Plunk, seconded by C/Meyer and CARRIED that anyone contributing $100.00 or more is considered a patron of the Concert in the Parks j ' Series. Ll AYES: COMMISSIONERS: Meyer, Plunk, Ruzicka, and Chair/Whelan. NOES: COMMISSIONERS: None. ABSTAIN: COMMISSIONERS: Stitt. June 13, 1991 Page 8 Motion was made by C/Meyer, seconded by VC/Ruzicka and CARRIED to accept staff's recommendation on the Concert in the Parks Series as amended. AYES: COMMISSIONERS: Meyer, Plunk, Ruzicka, and Chair/Whelan. NOES: COMMISSIONERS: None. ABSTAIN: COMMISSIONERS: Stitt. Proposed AmendmentACM/Belanger addressed the Commission regarding the to Recreation proposal to amend the Recreation Service Contract, Service Contract between the City of Diamond Bar and the City of Brea, to add three recreation programs: the Heritage Youth Sports, Summer Tiny Tots, and the American Explorers. Staff recommended that the Commission recommend that the City Council amend the contract for recreation services. C/Plunk inquired if the leaders of the American Explorers are bonded. RS/Rose stated that their insurance is covered by the organization. Motion was made by VC/Ruzicka, seconded by C/Meyer and CARRIED UNANIMOUSLY to approve staff's recommendation. City Parks and ACM/Belanger stated that it is staff's Recreation recommendation that the Commission direct the Master Plan Commission's Master Plan of Parks and Recreation Sub -Committee, and staff, to commence essential inventory, identification, assessment and survey preparatory to the development of a parks and recreation facilities strategy. Motion was made by C/Plunk, seconded by C/Stitt and CARRIED UNANIMOUSLY to accept staff's recommendation. Community ACM/Belanger explained that the City Council, in Information response to the Commission's proposal regarding the Community Information Signage, indicated that the project should incorporate into the General Community Signage Program. Staff recommended that the Commission approve and recommend that a boulevard -oriented community information signage structure be constructed, pursuant to the City Council's conditions indicated in the staff report. June 13, 1991 Page 9 Memorial Plaque ACM/Belanger stated that the City Council indicated that the memorial plaque should be placed in a City of Diamond Bar park to honor the memory of deceased individuals who have made significant contributions to the betterment of the community. ADJOURNMENT: Motion was made by C/Meyer, seconded by VC/Ruzicka and CARRIED UNANIMOUSLY to adjourn the meeting at 10:47 p.m. ARpectiv elp Terrence Belanger Secretary Attest: Pat elan Chairman