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HomeMy WebLinkAbout01/27/1994 PRC MinutesMINUTES OF THE REGULAR MEETING OF THE DIAMOND BAR PARKS AND RECREATION COMMISSION HELD ON THURSDAY, JANUARY 27, 1999 AT 7:00 P.M. IN THE HERITAGE PARK COMMUNITY CENTER CALL TO ORDER Chairman Schey called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Chairman Schey. ROLL CALL Present: Chairman Schey, Vice Chairman Johnson, Commissioners: Ruzicke, Goldenberg, and Medina Staff: Community Services Director Bob Rose, Administrative Assistant Sandy Barlow, and Recreation Supervisor Maria Pearlman Absent: None MATTERS FROM THE AUDIENCE - None MINUTES Minutes of December 16, 1993 Moved by VC/Johnson, seconded by C/Goldenberg and carried unanimously to approve the minutes of December 16, 1993, as presented. OLD BUSINESS 2. Diamond Bar Junior Women's Club Request CSD/Rose reported that the Diamond Bar Junior Women's Club has accepted all conditions sought by the Commission regarding their request to place a trophy case at Heritage Park Community Center, with the following conditions. they would not be obligated to repair any damage done to the case after delivery to the Community Center; there would be a representative of the City present to accept delivery of the case and to supervise its installation so that the Women's Club would not be held responsible for any personal injuries or property damage that may occur during installation; and they request a ceremony to inaugurate the case. It is recommended that the Commission receive and file the staff report. Parka & Recraaaon Commission Wnufas of J&Wmry 27, 7994 Pape 1 of 10 Chair/Schey stated that the Commission considers the letter received and filed. 3. Pantera Park Design and Development Project CSD/Rose reported that the first public workshop on the design of Pantera Park was held Thursday, January 13, 1994 at the Heritage Park Community Center, with 25 people in attendance. The biggest two concerns expressed regarded the need to receive additional input from the neighborhood, and the desire to mitigate traffic impacts. CSD/Rose stated that, in response to the concerns expressed, staff mailed out 400 surveys to the community, and contacted the traffic engineering firm of Linscott, Law, and Greenspan to submit a proposal to the. City to conduct a traffic study. Staff received numerous responses back from the surveys, which have been forwarded to RJM for their review. Staff also received a -proposal from the firm of Linscott,. Law, and Greenspan estimating the traffic evaluation will range between $500 to $1,200, depending upon the final number of program elements that will need to be evaluated and compared to. the base traffic count. CSD/Rose stated that many neighbors provided input supporting an active park with athletic fields as tong as there is mitigation regarding on site parking, the use of lights, and traffic. Some expressed concern for the impact of the traffic on the neighborhood from the three access points to the park. Gold Rush to.High Crest to Pantera Park; Carpio to Armitos to Pantera Park; and Long View/Summitridge to Leyland to Pantera Park. - CSD/Rose stated that RJM Design Group, whose intention is to bring back suggested program elements for the meeting of February 17, 1994, has indicated that they would like the results of the traffic study by February 10, 1994, so they can incorporate the evaluation and the suggestions made at the workshop into the program element. He stated that RJM intends to develop plans based on a worse case scenario in terms of development, a middle ground scenario, and a passive, non -intrusive scenario. Chair/Schey, who attended the workshop along with VC/Johnson, stated that he understood why those living adjacent to the park were quite .concerned with the potential traffic impacts to their neighborhood, particularly since the park Is. located in the middle of this residential neighborhood and a school is to be developed across from the park; however, he stated he can also understand the need to maximize this large parcel for the best interest of the community in general. VC/Johnson stated that he feels the majority of the people in attendance were in favor of an active park, as long as the traffic and parking situation could be mitigated. Much of the design of the park will rely on how strongly the residents in the community want an active versus a passive park, and if they express those desires at the public workshops, or in writing to staff. CSD/Rose noted that, of the 22 written comments received from those in attendance of the workshop, 16 indicated their support of an active park, with concerns expressed regarding traffic impacts. NEW BUSINESS Parke 6 Rwima8on Cororrrtseiod AO—tae of January 27, 1994 Psgs.2 of 70 4. Introduction of New Community Services Staff CSD/Rose reported that the City has hired the following three new Community Services staff: Cheryl Bird - Tiny Tots Coordinator; George Garcia - Parks Maintenance helper; and John Argent - Parks Maintenance Helper. He stated that the City has decided not to renew the Maintenance Contract, which concludes in January of 1994, but rather to utilize staff to maintain the building. Chair/Schey inquired how the Tiny Tot Program and the Head Start Program differ. CSD/Rose explained that the Head Start Program is a federal program that -must be licensed, and it operates 5 days a week for 4 hours a day. Other than that the basic programs are quite similar. 5. Senior Citizen Program CSD/Rose reported that, following a meeting with staff and the City Council Senior Citizen Sub -committee on January 18, 1994, it was agreed that there was a need for adding a nutritional lunch program for Seniors at Heritage Park Community Center, and to have Intervale Senior Services (a branch of the San Gabriel Valley YWCA) submit a grant request on behalf of the City to fund the nutrition program. He stated that a letter of support from the City is needed in order for Intervale to proceed. It is requested that the Commission recommend to the City Council to submit a letter of support to Intervale Senior Services so that Intervale.can submit a grant request for a nutritional lunch program on behalf of the City. The issue will be before the City Council at its February 1, 1994 meeting. CSD/Rose, in response to Chair Schey, explained that the agreement will require the City to provide the space, table, chairs, the set. up, the janitorial, paper products in the restrooms, a desk space for their on site manager, and possibly a cash donation under CDBG, and Intervale will provide the food service, reservations, money management, and offer special services programs such as legal services, case management, nurses in the visiting program, meals on wheels, etc. He stated that the services provided by Intervale have received outstanding recommendations. C/Go[denberg inquired if this service would conflict with other activities scheduled around noon at the Community Center. CSD/Rose stated that the lively Seniors Program, which currently meets Tuesdays from - 10:00 a.m. to 3:00 p.m., have indicated that they are willing to reschedule their meeting time from 1:00 p.m. to 3:30 p.m., though anyone desiring can participate with the lunch program. CSD/Rose, in response to VC/Johnson, stated that one hour is ample time for -the nutrition program; however, the facility will be available for longer periods of time Perks 4 Rocrwa m COM"da" 46WU S of January 27, 799 Page 3 of 10 for those who want to arrive earlier and relax. Staff's intent will be to reserve the facility from 9:00 a.m. to 3:00 P.M. Monday - Friday for exclusive Senior use, allowing the Tiny Tots program to operate In the other room. He noted that the recreation classes with Mt. SAC � �ueeid andliatthen e a�yp .00 8-m- and ems will than 3'00 p.m., so there is no conflict in s scheduled accordingly. C/Ruzicka, noting that the nutrition program would restrict the use of thea building for any other use in the future, inquired if staff anticipates any problems as a result. CSD/Rose pointed out that the Seniors are currently using the building for half of the available time, leaving early mornings, late afternoons, and evenings available --for other uses. Since most people work during the day, the evening is prime time for other type uses. VC/Johnson inquired if this dedication to senior programming would affect special summer programs or vacation programs. CSD/Rose stated that staff is considering the use of Sycamore Canyon Park as being the location for special summer programs. The Tiny Tot activity room at the Community Center could also be used for vacation programs. VC/Johnson inquired if consideration has been given to provide transportation to Sycamore Canyon Park in the summer for those living in the vicinity of Heritage Park. CSD/Rose stated that consideration has not been given to provide transportation for children, just seniors. VC/Johnson expressed concern that dedicating that amount of time year round for seniors will greatly take away the City's ability to provide services to the youth, particularly in this area. Though the nutrition program is a good and needed program, so are youth services, especially in the summer and during vacation breaks. He stated that, though Sycamore Canyon Park could be utilized for youth programs, it is not fair to those living on the south end of the City because there continues to be no youth services provided, even though service was provided prior to incorporation. C/Goldenberg, noting that the Community Building was not intended to be solely a Senior Center, stated that the more activities addressed in that area, the more it becomes a senior citizens -center. CSD/Rose stated that the City has needs for many facilities, whether it be for seniors, youth, swimming, etc. The City is trying to accommodate everyone's needs with this one facility. Page a of 10 Psrks & Reereetlon Commi+slon MkVA_ of Jsnwry 17. 1994 VC/Johnson suggested that a modified nutrition program be considered that would not run five days a week, particularly in the summer. CSD/Rase stated that the program can be developed as desired. He pointed out that half the funds to construct the Community Center came from CDBG funds, which requires that Senior programs be part of the facility. The Seniors are currently utilizing about 50% of the Community Building, but not on a consistent basis. Chair/Schey suggested that the Commission could recommend to the City Council to allow Intervale to act on the City's behalf to fund the nutrition program, expressing a concern over the use of this facility for the nutrition program and other senior programs to the exclusion of other members of the community, particularly the -youth at this end of the City during summer and vacation breaks. Moved by C/Ruzicka and seconded by Chair/Schey to make a recommendation to the City Council to approve a letter of support for Intervale to submit a grant request on behalf of the City to fund the nutrition program, with an expression of concern on the part of the Parks and Recreation Commission that programming of the Community Center should not be done in such a way to exclude necessary services For the youth of this portion of the City, recognizing the need for nutrition programs For the seniors along with the need for services to the youth, particularly during summer and vacation times. VC/Johnson, in response to CSD/Rose, explained that his inquiry regarding transportation was only to offer a solution to parents who are not receiving services at this end of town; however, even if this transportation service was offered, the parents may be disturbed at having to transport children to the other and of town when the Community Center could be utilized for youth programs. If the City Council decides that a full time nutrition program is preferable, then perhaps the City Council could consider transportation for youth to help mitigate the problem. He noted that other locations for the Senior nutrition program could be considered. Chair/Schey, summarizing the Commission's concern, stated that the recommendation to the City Council includes a expression of concern over the exclusive use of the facility for seniors and the potential exclusion of the provision of youth services, and urges the Council to consider some mechanism that youth services can be provided in this area of the City, or to consider looking For alternative sites during those peak periods. The Commission voted upon the motion made by C/Ruzicka and seconded by Chair/Schey to make a recommendation to the City Council to approve a letter of support for Intervale to submit a grant request on behalf of the City to fund the nutrition program, with an expression of concern on the part of the Parks and Recreation Commission over the exclusive use of this facility For seniors only; and encourage the use of the facility For other segments of the community, particularly youth especially during vacation and summer periods. The Motion Carried Parks 6 koerwTion Commission Mantes of Jonupry 27, 7 994 Page 5 of i o unanimously. g. Priorities Matrix CSD/Rose reported that, with the City's budget review process beginning February 1994, it is recommended that the Commission consider listing its priorities for the 1994/95 fiscal year. CSDlRose, in response to C/Medina, stated that all costs for senior programming are recovered, as are the costs for the recreational activities offered by Mount SAC, except for the expenses associated with the facility. CSD/Rose, in response to Chair/Schey, stated that the Commission could develop a sub -committee to synthesize the priorities lists submitted by each Commissioner, or the Commission could discuss the issue now and develop a list of items that they feel must be budgeted this year, such as a Master Plan, to include those items as a wish list. He noted that some of the elements perhaps should not be a part of the priorities list because these elements, such as a pool, a center, gymnasium etc., could be a part of Pantera Park, if the money was available. C/Goldenberg noted that the Diamond Bar Ranch High School plan does mark out an area for a swimming pool. CSDlRose pointed out that none of the high schools _in''hetPomona have Unified School District have swimming pools, and if one was to be bu y unded by another source. The Commission concurred to have each Commissioner prepare a priorities list and submit it to staff within the next two weeks for the subcommittee's review. VCIJohnson and C/Ruzicka volunteered to be on the Priorities subcommittee. ChairlSchey suggested that the resurfacing of the tennis and basketball courts of Maple Hill park be included on the list, as well as the readjustment and replacement of lighting. CSD/Rose, concurring that there are other items that should have been included in the list, stated that staff will revise the list appropriately. He suggested that the Commission develop a list of items that should be done this next fiscal year, and a wish list of those items over $100,000. He noted that the items on the major CIP list, not over $100,000, are the lights on the basketball courts at Heritage Park, the sand volleyball court at Ronald Reagan Park and Summit Ridge, and the picnic shelter at Sycamore Canyon Park. The items on the major CIP list costing over $100,000 are the gymnasium, the community/civic center, and the tennis and basketball courts at Summit Ridge. 7. Adopt -A -Park P20* 6 of 10 Parks & Ror Wdm Comn*&;On 1{9nWw of January 27, 1994 CSD/Rose, correcting the staff report, stated that the recommendation to authorize a letter should state that the letter will be sent to the user groups indicating that there is a possibility of receiving funds for park projects/programs with proceeds from the Chamber of Commerce' annual auction, and seeking their support and attendance at the auction so additional funds could be raised for the parks for everyones benefit. VC/Johnson stated that he attended the Chamber of Commerce Benefit/Auction Committee meeting with a list of projects, received from City staff, that the Chamber could become involved in. The Chamber has indicated that they prefer to commit a percentage of the money raised to the parks, rather than to a project. 'He suggested that the City send a letter to the user groups and other participants of Adopt -A -Park to support the Chamber's activity, and encourage those people to go ,to the auction in a joint effort to raise money. He noted that since most of the user groups solicit the business community, and the business' in turn give to the community, then this event should become a joint effort toward developing the parks. VC/Johnson stated that the Chamber did not indicate the percentage to be given, but last year they donated $1,500 to the City, which was approximately 50°% of the proceeds. He stated that the auction is scheduled for March B, 1994 at the Diamond Bar Country Club. Moved by C/Ruzicka, seconded by C/Johnson and carried unanimously to request staff to draft a letter, for the Chairman's signature, as indicated, including as much information about the donation as possible. INFORMATIONAL ITEMS 8. Open Space Inventory CSD/Rose stated that, as requested by C/Ruzicka at the last meeting, staff has included an inventory of open space as indicated in the General Plan. VC/Johnson inquired if the South Pointe Middle School is located on a park site. He also inquired of the feasibility to negotiate with the School District the Larkstone Park for a school site in exchange for Site D. CSD/Rose stated that the temporary Middle School is located in Larkstone Park; however, the South Pointe Master Plan shows the permanent structure to be located on the school site, and the developers, in exchange for development, will dedicate park land to the City. He stated that the City is still very much interested in acquiring Site D for park purposes. Discussion then ensued regarding possible school site alternatives, and the feasibility of developing Site D. 9. Conflict of Interest Forms PRAS & Rscl"00n Cantm&slan UkKn of ofJmwmoy 27, 1994 Paps 7 of 10 CSD/Rose stated that the Conflict of Interest Forms, distributed to the Commission The City Clerk is available to provide from the City Clerk, are due April 1994. assistance to anyone requiring help to fill out the forms. 10. Fifth Anniversary Celebration tion has CSD/Rose reported that the rodeo conceptshav nheaAnniversary elebration similar ato last years, been put aside, however, staff anticipates g with children's rides, a petting zoo, a barbecue, and so forth. The City has that the Fifth Anniversary budgeted $1,600 for the event. CSD/Rose suggested. Celebration sub -committee work with staff to organize the event. C/Medina and VC/Johnson volunteered to be on the sub -committee and meet with staff at a time to be determined later. 11. Recreation Program Up -Date a. Breakfast with Santa CSDIRose reported that the breakfast event was successful with 97 people in attendance. VC/Johnson suggested that next year perhaps more people could help serve the breakfast. b. Athletics/Recreation Classes RS/Marla Pearlman stated that there was a walk-in registration for winter classes at Heritage Park on January 15, 1994. She stated that staff has processed $15,376 in class registrations at this time, with a final goal of $22,500. She reported that opening day for Youth Basketball was Saturday January 8, 1994 at Maple Hill Park, with 160 children enrolled in the programa She stated that Round Table Pizza has donated coupons for free pizzas to the players, and has offered to sponsor the program as well as some of the adult athletic teams. C/Ruzicka noted the importance of the Commission being aware how many children 12 years and under currently reside in Diamond Bar, so that thewith success of programs can be accurately measured, developing programs this in mind. RS/Pearlman reported that the Volleyball and Basketball Leagues have begun, t tournament r divifor othe h She stated that the staff members will be weaing ring red the mens upper red shirts for easy identification. in response to VC/Johnson, RS/Pearlman stated that anyone interested in Paas s of 10 PaNrs R� Roerwrlon Comnv++ia+ Allnutrs of.l��wary 27, 1994 joining a softball league should contact staff in the Recreation Office and staff will place him if a team needs a player. C. Tiny Tots/Adult Excursions AA/Barlow reported that 52 three and four year olds are enrolled in the Tiny Tot program. The new coordinator, Cheryl Bird, has brought a lot of new elements to the program. She reported an the following Adult Excursions; the Gene Autry excursion had to be cancelled due to the earthquake. The Whale Watching trip, scheduled -for February 5, 1994 is sold out; the Laughlin trip has only 20 available spaces; and the Orchid Show, scheduled in March 1994 in Santa Barbara, is half full d. Senior Citizens CSD/Rosa stated that there is a demand for 3 to 4 day trips from Seniors. Staff is currently working on arranging a 3 day trip to Laughlin. He stated that there are 8 recreation classes being conducted for Seniors at Heritage Park Community Center. In order for classes to continue to be offered for free by Mount SAC, 20 people must be enrolled in the class. He noted that exercise classes seem to be high in demand.. He then reported that the Lively Seniors has requested the City -Council to provide a larger storage container so that a larger amount of food can be dropped off and distributed to a wider range of Diamond Bar seniors, other than just the Lively Seniors. He then noted that membership of the Lively Seniors has almost doubled since they have begun using the Community Center ANNOUNCEMENTS VC/Johnson requested an update to his suggestion for a joint program for the handicap for whale watching and deep sea fishing. He stated that it need not be a budgeted program. CSD/Rose stated that staff will investigate the program further. C/Ruzicka suggested that there be some consideration to having Mr. Armentrout, the City's Emergency Coordinator, attend the Parks and Recreation Commission meeting to provide suggestions regarding the use of parks for refuge in emergency situations. CSD/Rose reported that a new P.A. system should be available for future meetings. ADJOURNMENT Moved by C/Goldenberg, seconded by C/Medina and carried unanimously to adjourn the meeting at 10:00 P.M. Pcrkg and R6ff*"an CGM lyNan Mkm4ft cf January 27, 1994 Peg" 9 of 10 Respectiv�S bmied. BO 4se Secretary Attest: David Schey Chairman