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HomeMy WebLinkAbout11/18/1993 PRC MinutesCITY OF DIAMOND MINUTES OF THE PARKS AND RECREATION COMMISSION NOVEMBER 18, 1993 L TO ORDER: The meeting was called to order at 7:09 p.m. at the Heritage Park Community Center, 2900 S. Brea Canyon Road, Diamond Bar, California. PLEDGE OF The audience was led in the Pledge of allegiance by ALLEGIANCE: Chairman Schey. ROLL CALL: Commissioners: Goldenberg, Ruzicka, Medina, Vice Chairman Johnson, and Chairman Schey. Also present were Community Services Director Bob Rose, Administrative Assistant Kellee Fritzal, Recreation Supervisor Marla Pearlman, Administrative Assistant Sandy Barlow, and Contract Secretary Selena Robles. APPROVAL OF MINUTES: Oct. 28, 1993 C/Ruzicka requested that the minutes of October 28, 1993, be amended on page 1 to properly reflect that the comment made at the September 30, 1993 meeting was as follows: "C/Ruzicka indicated that several businessmen approached him during the Ranch Festival and expressed concern for the reduced attendance at this year's event". C/Ruzicka requested that the minutes further indicate that the Little League expressed a concern for street traffic during use of the street in front of the YMCA. C/Ruzicka requested that the minutes be amended on page 5, "Informational Items", first paragraph, to change the word "that" to "the"; and on page 7, third paragraph to indicate that the thank you note to the DBIA should include information as to how the money was spent. C/Medina requested that the minutes be amended on page 6, eighth paragraph, to indicate that the City of Covina roller blade/hockey rink was created inexpensively, and situated on one side of the tennis court with the basketball court on the other side. Moved by C/Ruzicka, seconded by VC/Johnson and carried unanimously to approve the minutes of October 28, 1993 as amended. 11D BUSINESS: DB Junior AA/Fritzal reported that, pursuant to the request Women's Club of the Commission at the October 28, 1993 meeting, Request staff has reviewed the Junior Women's Club request November 18, 1993 Page 2 to donate a trophy case for the Heritage Park Community Center, and reviewed the potential usage of wall space and display areas at the Community Center. She reported that the Parks and Recreation Commission had reviewed a similar request to display a memorial plaque in March of 1991, at which time the Diamond Bar Jaycees offered to donate a memorial plaque to be placed at a City Park. The subcommittee of the Commission, consisting of C/Ruzicka and former Commissioner David Meyer, reviewed that proposal and recommended a policy concerning future display cases, which basically indicated that display cases should be open to all groups to utilize. AA/Fritzal reported that the Junior Women's Club has indicated that they would be receptive to the idea of sharing the case with others providing that the other participating organizations contribute in the share of the expense. Staff has also met with the Diamond Bar Historical Society, and they have expressed interest in setting up a historical display in such a case and possibly pictures on the walls. It is staff's opinion that a display case at Heritage Park Community Center would benefit the community by allowing local nonprofit groups to display trophies of City-wide interest, as well as allow the City to spotlight certain contract classes and/or to display youth awards. It is recommended that the Commission accept the donation of a display case by the Junior Women's Club for the Heritage Park Community Center and set the policy with the eight conditions outlined in the staff report. AA/Fritzal, in response to VC/Johnson, stated that a copy of the variance and grievance report was included to allow the Commission an opportunity to review the procedures. C/Ruzicka expressed his support for staff's recommendation. Hopefully, there will be other display cases at other locations such as City Hall, Pantera Park, Heritage Park, etc., where different organizations are featured at each display case. AA/Fritzal, in response to VC/Johnson's inquiry, explained that if there is not a quarterly demand for trophy case usage, the displayed materials — should be rotated so it does not continually display the same items, and is kept current with the most recent event. C/Medina suggested that a monthly rotation system be utilized, instead of a quarterly system, to November 18, 1993 Page 3 allow better use of the case because there are many organizations that would like to use the display case. If no one applies to use it, then it can be extended to three months. CSD/Rose stated that, after much deliberation, staff felt that a quarterly rotation system provided each group with sufficient display time to promote an event, and to arrange for a new display in plenty of time before the next event is to occur. However, the schedule could be amended as circumstances arise. VC/Johnson suggested that the word "quarterly", in condition #1, be amended to read "based on demand", or "as scheduled" to allow for flexibility in scheduling procedures. The Parks and Recreation Commission concurred to amend condition #1 to indicate "as scheduled". Chair/Schey inquired if the Junior Women's Club has indicated their willingness to donate the case based upon these conditions outlined in the staff report. AA/Fritzal stated that an agenda and a staff report was mailed to Ms. Warren, the Women's Club representative, but staff has not received a response at this time. Chair/Schey, noting that one of the items was to allocate some funding to the system, inquired if the recommendations made in March of 1991 were approved by the City Council. AA/Fritzal stated that the City Council did not take action on the recommendation. Staff will forward the recommendation to the City Manager to determine if action is required by the City Council. Chair/Schey inquired what would result if the Junior Women's Club decided to retract their donation of the use of the second shelf. AA/Fritzal suggested that, if that were to occur, the proposal for the display case could become an Adopt -A -Park item. CSD/Rose pointed out that these types of negotiations would be made prior to accepting the donation. November 18, 1993 Page 4 AA/Fritzal, in response to Chair/Schey's concern regarding the importance of the Historical Society to provide a permanent display for the City's historical items, stated that the Historical Society has had displays at the library, Concert - in -the -Parks, the Anniversary Celebration, and so forth. At this time they are in the process of categorizing items they have accumulated. C/Medina suggested that perhaps the Historical Society could use the other side of the wall at Heritage Park Community Center to better display their items instead of the shelves in the display case. VC/Johnson suggested that conditions #4 and #6 also be amended to replace "the first quarter" with "the first scheduled period." Motion was made by VC/Johnson, seconded by C/Ruzicka and carried unanimously to accept staff's recommendation as amended per Commission discussion. If this is unacceptable to the Women's Club, the proposal should be made available to other organizations through the adopt -a -park program. RFP CSD/Rose reported that the R.F.P. seeking a Parks Master consultant will go to the City Council for Plan consideration on January 4, 1994, rather than December 7, 1993. VC/Johnson inquired what the Commission could do to help finalize the Parks Master Plan. CSD/Rose recommended continual communication with the City Council on the necessity of a Parks Master Plan. The Parks Master Plan is an essential element to the planning of the City. Chair/Schey stated that the item is considered received and filed. NEW BUSINESS: Status of A/A Fritzal reviewed the matrix, attached to the Heritage Park staff report, on the rentals of the Community Community Center. She stated that a wide range of groups Center Rentals have rented the facility, and events are scheduled up to August of 1994. CSD/Rose reported that there are already 76 uses for this facility, generating revenue of about November 18, 1993 1 Street Hockey Update Page 5 $5,600.00. The goal for this fiscal year is about $20,000 in revenues, which would pay for the maintenance of the facility. CSD/Rose stated that staff is currently reviewing the rules and regulations regarding the use of the facility, particularly dealing with a set closing time on the facility, the need for greater security of the area, the cleaning deposit amount, and the need to monitor the clean-up of the facility by those using it. Chair/Schey inquired of the reason for the differing rental rates and insurance rates for the same facility. AA/Fritzal explained that there is a $50.00 insurance charge for those groups that do not serve alcohol, and $100.00 for those serving alcohol. Also, the fees are higher for those who live outside of the Diamond Bar City limits. CSD/Rose stated that a cover any and all fees Sheriff's Station has to group events. clause will be added to in the event that the be called to assist with AA/Fritzal indicated that additional clauses will also be added to cover and protect the City from any unwarranted liabilities. VC/Johnson inquired if the Diamond Bar Worship Center, which meets Wednesdays and Sundays, is an ongoing rental, and if it interferes with other programs at the facility. AA/Fritzal explained that the group has rented the facility for the next three months on a trial basis, at which time staff will review the agreement. It does not appear to interfere with other programs at this time. Staff is currently in the process of working with the Engineering Department to improve the parking situation and lighting in the area. CSD/Rose reported that staff has scheduled a meeting with the YMCA Director Jerry White, and the California Street Hockey Association for November 23, 1993 at 2:00 p.m. at the YMCA. At that time, staff will measure the street, and the right-of- way, to determine how much space will be required to put in a rollerblade hockey rink. CSD/Rose reported that, because of the General Plan situation, the City can only authorize temporary use of the site for the facility. It is November 18, 1993 Page 6 recommended that the Commission support, in concept, the construction of a temporary street hockey facility in the cul-de-sac of Sunset Crossing and for staff to enter into negotiations with the YMCA and the California Street Hockey Association for the provision of street hockey. C/Ruzicka stated that there is concern, by the Little League, for the safety of the children because of the abundance of traffic circulating in the area from the many activities being offered, as well as the dangers of getting hit by flying pucks. There is also a concern regarding the availability of parking. CSD/Rose stated that the addition of the rink in the cul-de-sac will curtail parking privileges in the area while the rink is in use. Many decisions still have to be made, however, all organizations can expect to be invited to participate in the process. Following Commission discussion, Chair/Schey noted that more details are needed before the Commission can proceed with further recommendations at this time. Staff is directed to proceed with the process and the negotiations, in concept only, and to bring the matter back to the Commission in more detail. INFORMATIONAL ITEMS: Copy of Ordinance AA/Fritzal reported that there have been many (Termination) inquiries regarding the terms of office with the recent election. Staff has provided the Commission with Ordinance 24A (1989) Section 5, Item A for information purposes only. 5th AA/Barlow reported that the time and location for Anniversary the 5th Anniversary Celebration is tentatively scheduled for Sunday April 17, 1994 from 2:00 p.m. to 10:00 p.m. at the Gateway Center, with a country western theme to set the mood for the festivities. Staff is in the early process of confirming the Rodeo and the use of the Gateway Center for the event. After these two items are completed, then community service organizations will be contacted to solicit their involvement. C/Medina made the following suggested modifications: a parade, in the morning hours until noon, that would involve the community; a cultural presentation could be held from 1:00 p.m. November 18, 1993 Page 7 to 4:00 p.m.; and a community dance to bring more people out to socialize and get involved in the community. AA/Barlow explained that a parade has not been scheduled because it requires a lot of time and money to prepare and conduct. However, a variety of different community cultural activities are to be offered, such as karate demonstrations, dances (probably country western to coincide with the celebration theme), a Rodeo presentation, as well as activities for children during the day at different times. The finalization of such plans are to be discussed at a later time. AA/Barlow also stated that most Rodeo demonstrations will cover their own costs as long as the City provides the site. C/Medina inquired if service groups cover their own cost and insurance costs. AA/Barlow stated that most independent entertainment groups cover their own costs, as well as their own insurance. The City's best interest would most definitely be considered before such groups would be recommended to the Commission. CSD/Rose stated that we now have a four to eight week window in which to finalize the primary plan of the event prior to soliciting the participation of community service organizations. Elements of the primary plan include the rodeo, site and insurance needs. C/Medina indicated that, even though it would be more difficult to present a parade, he feels that it would attract more people and encourage more participation in the event. AA/Fritzal pointed out that the allocated budget of $1,500 may not cover the cost of a parade, which requires blocking the streets, and hiring the services of the Sheriff's Department to help with the various parade activities. CSD/Rose noted that the City already has a parade once a year, and another such event is probably not something being sought by the community. Also, there simply may not be enough time to plan and conduct the parade. Chair/Schey requested staff to keep the Commission informed on the progress of the planning of the Anniversary Celebration. November 18, 1993 Page 8 Recreation Update: Contract Classes RS/Pearlman presented the staff report on Contract Classes. Staff has been making efforts to expand the pool of available facilities for contract classes. The newest commercial facility is Peppertree Child Enrichment Center located at 3201 S. Brea Canyon Road. The usage of commercial facilities expands the class space available to the City as well as reduces classroom rental costs. She also reported that she attended the Awards and Installation Banquet in Glendora for the Southern California Municipal Athletic Federation for the San Gabriel Valley, and the Recreation Division of Diamond Bar has received an award from the National Youth Sports Coaches Association for having the most coaches that completed the training in the San Gabriel Valley. CSD/Rose informed the Commission that the City is in the process of formalizing an agreement with the Pomona Unified School District to use their facilities for recreation purposes. Adult AA/Barlow presented the staff report on the Excursions progress of scheduled trips. She reported that eight trips are scheduled between January and May of 1994. Tiny Tots AA/Fritzal presented the staff report on the Tiny Tots program. The program remains successful. Senior Citizens CSD/Rose reported that the Seniors are happy with the Community Building. Staff has been working with Mt. Sac to develop more Senior Citizen classes, such as Water Color classes, Chinese Brush Painting, Physical Conditioning, and Calligraphy. The only requirement for the classes is that a minimum amount of people sign up for each class. Staff will be mailing brochures to those on the Department's senior citizen mailing list to inform them of the classes. The classes start the week of January 10, 1994. -- ANNOUNCEMENTS: Staff CSD/Rose reported that 22 applications have been received for the Senior Coordinator position, and 72 applications for a Park Maintenance Helper November 18, 1993 Page 9 position. Staff is anticipating to begin interviews next week with hopes of hiring a person for each of these positions by the first part of December. CSD/Rose reported that the City Council, at their meeting of November 16, 1993, amended the budget which included new security lights at Heritage Park. CSD/Rose also reported that a breakfast with Santa Claus is to be offered by the City of Diamond Bar and the Diamond Bar Rotary Club. This would be a new event for children 3 years to 7 years old and their parents, to be tentatively held at Heritage Park on Saturday December 18, 1993 from 9:00 a.m. to 10:30 a.m. AA/Fritzal stated that it is recommended that the next Commission meeting be held on December 16, 1993 at the Heritage Park Community Building. Commissioners C/Medina suggested using volunteers, instead of the Sheriff Department, for any parade activities. C/Ruzicka requested that an update on the Priorities List be made available the first of the year. C/Goldenberg expressed concern regarding the appearance of the Diamond Bar Entrance Signs. CSD/Rose stated that holiday banners will be attached on the cross bars of the Entrance Signs. Eventually, landscaping will be included at the base of the signs to improve the aesthetic appearance of the signs. ADJOURNMENT: Moved by C/Ruzicka, seconded by VC/Johnson and carried unanimously to adjourn the meeting at 9:00 p.m. and to the next meeting on December 16 at 7:00 p.m. at Heritage Park Community Center. Respectivel , Bob se Secretary Attest: November 18, 1993 1 Page 10 David-Schey Chairman