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Home My WebLink About05/28/1992 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS AND RECREATION COMMISSION MAY 28, 1992 CALL TO ORDER: Chairman Ruzicka called the meeting to order at 7:07 p.m. at the AQMD Building, Hearing Room, 21865 East Copley Drive, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of Allegiance by ALLEGIANCE: Chairman Ruzicka. ROLL CALL: Commissioners: Schey, Medina, Whelan, Vice Chairman Plunk, and Chairman Ruzicka. Also present were Administrative Assistant Kellee Fritzal and Recreational Supervisor Bob Rose. MINUTES: Apr. 23, 1992 Motion was made by C/Whelan, seconded by VC/Plunk and CARRIED UNANIMOUSLY to approve the Minutes of April 23, 1992. OLD BUSINESS: Adopt -A -Park C/Whelan reported that the subcommittee, consisting Program of VC/Plunk, himself and staff, met to develop an outline of the Adopt -A -Park program, based on programs from various cities around the country. The Memorandum of Understanding (MOU) is a recapping of all these different programs. It is -�y desired that the Commission review the tentative Adopt -A -Park program description and the Memorandum of Understanding. AA/Fritzal in response to Chair/Ruzicka's inquiry if the MOU will provide for some organizations to have a longer, more permanent relationship with the facilities, she explained that the duration of the MOU could be changed by the subcommittee, however, it is staff's recommendation that a sixteen week period be maintained, allowing smaller community groups to take on a project, and contribute to the program. The MOU could be renewed, which would accommodate a longer term adoption of the park. VC/Plunk explained that the subcommittee also discussed setting up the program to recognize each level of participation. There could be a certificate, recognizing those volunteering for a short term, a plaque, recognizing those volunteering quarterly, and a plaque placed in the park, recognizing those volunteering for a year. �T C/Whelan, in reference to the MOU, page 1, Hours., the Dates and Service Description section, suggested that "plant material" be better worded to indicate that we are referring to such items as branches, landscape maintenance leaves, and piles of grass clippings. He also suggested that the May 28, 1992 Page 2 weekly report requirement be changed to a monthly report to keep down paper work. C/Schey, noting that the intent of the report is to communicate any suspicious behavior, or dangerous, objects in the park, suggested that there be a report form that could be checked off, yet allow' for brief comments. This form would accomplish the purpose of a weekly report, but eliminate a lot of the paper work. C/Whelan suggested that, since any problems noted at the park should be reported immediately, there should be an Adopt -A -Park hotline. Staff would document the calls, and the groups would fill out a report at the end of the month to recap what was done. The Commission concurred. C/Whelan, concerned with the statement, "Work neglected", in item VII, of the MOU, suggested that it be rephrased to "Not meeting the programs criteria" because each park, and each organization, may have varying work to accomplish. C/Medina suggested that different organizations be allowed to have different responsibilities for the same park. AA/Fritzal stated that, though the MOU will be specific as to what each organization will be doing, the advertisement, the description, and the fact sheet will be written to indicate that there are different service availabilities at each park. Staff will prepare the MOU based upon the recommendations of the sub -committee. C/Schey, in response to C/Whelan's concern regarding the wording of item VII, of the MOU, suggested that it state, "Failure to fulfill the intent of this MOU can result in the termination of the agreement.". The Commission concurred. AA/Fritzal, in response to C/Schey's concern regarding item V, Insurance Liability of the MOU, explained that the item does not require the City receiving a certificate of insurance, but that a hold harmless liability waiver form be signed by the volunteers. C/Whelan suggested that each group be told the basic safety rules and regulations, set up by the risk management group, before beginning their volunteer service. A training booklet- should be t? May 28, 1992 Page 3 included, as part of the development of this program. The Commission concurred. VC/Plunk requested staff to provide the Adopt -A - Park sub -committee with the safety information before the final review of the program. VC/Plunk, referring to item III, Scope of Work, in the Adopt -A -Park Program Description, suggested that there be a separate MOU for fund raising. C/Schey concurred that it might be a good idea to have a separate type of MOU for fund raising to assure that money raised does not go to purposes other than what it was collected for. Chair/Ruzicka stated that the MOU, included in the packet, is a sample of one category, and that the MOU can be tailored given the scope of work envisioned. C/Plunk suggested that the "(16 weeks)" time frame -., be eliminated from item III, Scope of Work, Planting, in the Adopt -A -Park Program Description, because it may discourage groups that are only interested in providing a one day service, such as Arbor Day. RS/Rose pointed out that, though the City does not want to deter anyone that is interested in the program, it may end up more costly to allow those one day/weekend projects, as opposed to the benefits of a long term project. C/Schey suggested that those one day projects be accomplished under a separate special event service planning. AA/Fritzal made the following corrections to item VIII, Selection Criteria, in the Adopt -A -Park Program Description: delete the words, "in litter pickup" in #2; replace the word "contracts" with "projects" in #4; and include that the opening selection criteria shall be made by the sub- committee, and staff. Chair/Ruzicka requested staff to make the �— appropriate changes, and to notify the sub- committee for a final review. Parks Master The Parks Master Plan, a top priority for the Parks Plan and Needs and Recreation Commission for 1992, will be part of Assessment the budget discussion at the City Council Public Hearing on June 2, 1992. Staff has prepared a May 28, 1992 Page 4 Request for Proposal (RFP) for a City Wide Parks Master Plan. The RFP, attached for the Commission's information, will be submitted to qualified companies in late June, pending approval of the,City Council. AA/Fritzal, in response to a series of Commission inquiries, stated the following: everyone isl welcomed to attend the budget hearing on June 2, 1992; the RFP will be advertised to all interested consultants, and it will be advertised in the newspaper, and the Parks magazine; and the RFP asks for a'time frame, and an outline of the general program. INFORMATIONAL ITEMS: Recreation RS/Rase noted that the Recreation Program Update Program Update report should be corrected to change the June 21st date, under Athletics, to June 28th. He made the following comments: the Commission is invited to attend the Tiny Tot graduation, scheduled for Tuesday, June 9th, at 6:30 p.m. at Castle Rock Elementary School; an agreement has been worked out with the Hills Club to conduct a western swing dance class, starting June 1, 1992, and they have reduced their prices because we have already established a relationship with the person running the Hills Club, who is also the assistant track coach at the Quail Summit Elementary School; and the next User Group meeting is June 4th, 7:00 p.m., at the City Hall. He submitted a program summary, for the 92-93 fiscal year, -to the Commission. He reviewed some of the changes made with the program compared to'last fiscal year. AA/Fritzal, in response to VC/flunk's inquiry as to when Heritage Park will be under construction, stated that the project is still under review, and construction will probably not begin before August of 1992. Chair/Ruzicka stated that the Diamond Bar Improvement Association (DBIA) has equipment that they would like to present to the City during the tree planting ceremony for the dedication of Heritage Park. Resource AA/Fritzal reported that the Plan for Resource Management Management has been approved by the Planning Element Commission and will be forwarded to the City Council. The Commission can make any further w= May 28, 1992 Page 5 i E comments, or suggestions to the City Council at their hearings beginning June 9, 1992. Parks and AA/Fritzal reported that the City Council has set a Recreation Budget Public hearing for June 2, 1992. The Budget Budget info. is very similar to last year's budget. She briefly reviewed the Park and Recreation budget with the Commission. In response to C/Whelan, she stated that there is money budgeted for the Capital Improvement Projects (CIP), for the list of projects reviewed by the Commission last year. Staff will obtain a copy, of the CIP list approved last year, for the Commission. COMMISSION C/Medina, concerned with the vandalism occurring at COMMENTS: the tennis courts at the Maple Hill Park, suggested that the Commission recommend to the City Council to consider an ordinance to fine those misusing park facilities. AA/Fritzal, in response to C/Schey's concern about the sprinklers being left on all day at the center median on Grand Ave., stated that such incidents should be report to the Sheriff Department, who in turn should report it to staff. C/Plunk reported that the Diamond Bar Amateur Radio Society will be having their annual field day from Saturday, June 27th, at 12:00 p.m. to 9:00 a.m., June 28th. C/Plunk requested staff to find out when the issue of the Oak as a City Tree will go to the City Council. Chair/Ruzicka stated that the Diamond Bar High School Baseball team is ranked number one in the country. He would like the City to recognize the team, and their coach, with a plaque, or a certificate. ADJOURNMENT: Motion was made C/Schey, seconded by C/Medina and CARRIED UNANIMOUSLY to adjourn the meeting at 8:35 p.m. RespectIvely K llee Fritzal) Secretary es T Joe Chaff ��4