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HomeMy WebLinkAbout11/14/1991 PRC Minutesr, -- CITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION NOVEMBER 14, 1991 CALL TO ORDER: Chairman/Whelan called the meeting to order at 7:00 p.m. at the City Hall, 21660 East Copley Drive, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance ALLEGIANCE: by Commissioner Meyer. ROLL CALL: Commissioners Plunk, Meyer, Stitt, and Chairman Whelan. Vice Chairman Ruzicka was absent. Also present were Assistant City Manager Terrence Belanger, Administrative Assistant Kellee Fritzal, Parks and Maintenance Director Charles Janiel and Recreation Supervisor Bob Rose. CONSENT CALENDAR: ACM/Belanger indicated that the General Plan Advisory Committee (GPAC) meeting is scheduled for the 21st of November. The next Park and Recreation meeting will be held December 12, 1991. Motion was made by C/Stitt, seconded by C/Plunk and CARRIED UNANIMOUSLY to approve the Consent Calendar. Motion was made by C/Stitt, seconded by C/Meyer and CARRIED to accept the Minutes of October 24, 1991. Chair/Whelan abstained. OLD BUSINESS: General Plan ACM/Belanger reported that the General Plan is Review still being reviewed by the GPAC. The matter will remain on the agenda until such time that the General Plan is returned to the Planning Commission for public hearing. Staff recommended, and the Commission concurred, to continue the matter to the next Commission meeting of December 12, 1991. Park Use Policy ACM/Belanger reported that the Parks Use Policy, is ready for the Commission's final consideration. The document reflects all comments made by the Commission since August 27, 1991. It is recommended that the Commission approve the Parks Use Policy and Procedures, and recommend to the City Council that the City Attorney be directed to draft the necessary ordinances. C/Plunk inquired if it would be appropriate to indicate that the location of the Commission meetings will be moved to the AQMD building. November 14, 1991 Page 2 i 'ursih, ACM/Belanger explained that it has not yet been confirmed that the Commission will be meeting at the AQMD Hearing Room. The Board Room at the AQMD building is available, though, it is quite large. Staff will be communicating with the AQMD to determine the availability of the Hearing Room, or the Board Room, for the fourth Thursday of the month. However, the Commission may first want to look at the Board Room before deciding on the location of the Commission meetings. C/Meyer suggested that section C.3., under variance and Grievances, be amended to include a statement specifying that an appeal to the Parks and Recreation Commission must be made within a specified time period, such as ten days. ACM/Belanger indicated that, if it is the Commission's intent to proceed with the Adopt -A - Park program, staff will bring a report to the City Council recommending that the Council consider instituting an Adopt -A -park program. There is enough information, based on existing programs, to suggest a variety of programs that the City Council may want to consider. ACM/Belanger, responding to Chair/Whelan's inquiry, indicated that the User Groups have had t; ample opportunity to provide input over the last several months. Furthermore, the City has been operating under these rules and regulations, albeit not adopted. Most problems have been reconciled by staff. A copy of the Policy could be submitted to the User Groups, and then they could forward any comments to the City Council. Motion was made by C/Meyer, seconded by C/Stitt fi and CARRIED UNANIMOUSLY to accept staff's recommendation. ADOPT -A -PARK ACM/Belanger reported that the Adopt -A -Park sub- committee met on October 29, 1991 to discuss an implementation plan for the Adopt -A -Park program. The proposed steps and the timelines have been attached for the Commission's review. Chair/Whelan suggested adding, to the Mission j statement, "To encourage community involvement, through various service groups in the community, to enhance community value and pride that results...". ACM/Belanger indicated that, if it is the Commission's intent to proceed with the Adopt -A - Park program, staff will bring a report to the City Council recommending that the Council consider instituting an Adopt -A -park program. There is enough information, based on existing programs, to suggest a variety of programs that the City Council may want to consider. November 14, 1991 Page 3 Chair/Whelan suggested formalizing the Mission statement before it is sent to the City Council. Motion was made by C/Meyer, seconded by C/Stitt and CARRIED UNANIMOUSLY to recommend that the City Council consider instituting an Adapt -A -Park Program. The Mission statement will be formalized by the sub -committee, and included in the staff report to the City Council. Peterson Park ACM/Belanger indicated that, based on the comments Concession Stand received from the Commission, regarding which of the two alternative sites for a concession stand at Peterson Park is preferable, there is a 4 to 1 consensus that it be located on Site A, with the caveat that the window face the ballfield. VC/Ruzicka had questioned if there should be a concession stand at all. Staff will direct the architect, Mr. Good -man, to proceed with the original plan, with the intent of getting the project underway the first part of the year. Chair/Whelan requested a brief summary of how the project was first put into motion. ACM/Belanger indicated that the concession stand was one of the high priority projects listed in the Capital Improvement Program (CIP). It was put in the budget process as a general funded parks improvement project, and budgeted $30,000 dollars. An RFP for architectural services went out earlier this summer to several firms. Mr. Good -man's firm was selected to do the design work of this particular project. Chair/Whelan questioned if it would be more appropriate to use the money to improve the fields, instead of building a concession stand that remains empty most of the time. ACM/Belanger explained that the project has already been budgeted for the fiscal year 1992 budget. The Commission seems to have decided to expand on the existing building on Site A. As far as the design of the building, it is suggested that there be flexibility for incorporating future use of appliances. ' C/Stitt suggested proceeding with the concession stand project on Site A. C/Plunk noted that revenue from the concession stand could be used for upgrading the fields. November 14, 1991 Page 4 Motion was made by C/Meyer, seconded by C/Plunk and CARRIED UNANIMOUSLY to expand the facilities on Site A for a concession stand at Peterson Park. Recommendation ACM/Belanger reported that six responses were for an architect received from about twenty RFP's sent out for for Heritage Park architectural services for the reconstruction of the Heritage Park building. After the interviewing process, the sub -committee panel recommended the retention of Wolf, Lang, and Christopher. The matter is being referred to the City Council on November 19, 1991. It is recommended that the Commission consider placing this matter on the agenda for consideration. C/Plunk, concerned that the staff report does not contain a basis for how the comparisons of the different proposals were judged, stated that she prefers to abstain from voting. j C/Meyer explained that it is common procedure for the Commission to rely on the advise of the sub- committee to take direction. This avoids duplicating the entire process. Chair/Whelan indicated that the proposals were judged on the presentations, the ability and flexibility to meet deadlines, the knowledge of State and Federal laws, and the ability to conduct needs assessments of public processes. As a result of those particular skills, Wolf, Lang, and Christopher was chosen by the panel. Motion was made by C/Stitt, seconded by C/Meyer and CARRIED that the staff report, and recommendation for the architectural services for, the reconstruction of the Heritage Park building; be incorporated into the agenda. AYES: COMMISSIONERS: Stitt, Meyer, and' Chair/Whelan. NOES: COMMISSIONERS: Plunk. ABSENT: COMMISSIONERS: VC/Ruzicka. ACM/Belanger stated that staff will indicate to the City Council that the Parks and Recreation, Commission has not had an opportunity to make a recommendation to the City Council. Motion was made by C/Plunk, seconded by C/Meyer and CARRIED UNANIMOUSLY to place architectural <x services on the agenda. November 14, 1991 Page 5 Motion was made by C/Meyer, seconded by C/Stitt and CARRIED that the Commission received the recommendation from the City Council, and the Commission is in accord with the staff's recommendation to retain Wolf, Lang, and Christopher to provide architectural services in regards to the reconstruction of the Heritage Park building. C/Plunk abstained. C/Plunk indicated that, for the record, she abstained on voting on the matter because the information provided by staff was given so late that she diff not have ample time to formulate questions and concerns. COMMISSION C/Plunk suggested that the packets should be COMMENTS: delivered earlier allowing ample time for the Commission to formulate any questions or concerns on any matters. She requested that staff contact the Girls Softball League and let them know that the stand is not a concrete project, as of yet. C/Stitt requested staff to provide the Commission with an updated roster of the City Council, and the Parks and Recreation staff. Chair/Whelan, referring to the proposed 160 homes to be developed in "The Country" area, indicated that the Commission made a motion that any development project, over 25 acres, is to be reviewed by the Commission, before going to the City Council, to determine park land use. ACM/Belanger explained that the proposed development is located in the private association of "The Country", which is not public land. However, in lieu of park land, monies will be assessed from the development and put into the Quimby fund for use for parks purposes in the future. Chair/Whelan inquired if Lanterman property can be public purposes. He also will be receiving money Festival. the 10 acres of the negotiated for use for inquired if the City back from the Ranch November 14, 1991 ADJOURNMENT: Page 6 ACM/Belanger stated that he is unaware of any City activity involving the Lanterman property. He further stated that staff is unaware, at this time, if the Ranch Festival will be making a similar reimbursement as was made last year. The Commission can make a recommendation that if any funds are received, it be placed into a special fund for the use, of the Parks and Recreation Commission. ACM/Belanger informed the Commission that the two recently elected Councilmen have the opportunity to reevaluate their appointments to the Commission. C/Plunk questioned why the recommendation of the Commission, to make the Oak Tree the official City Tree, must be delayed until the Tree Ordinance is passed. She requested, and the Commission j concurred, that the recommendation be forwarded to the City Council. Motion was made C/Plunk, seconded by C/Meyer, and CARRIED UNANIMOUSLY to adjourn the meeting at 8:30 p.m. Res ectively, 10 0( errence Belanger Secretary Attest: �j Pat Whelan Chairman 11