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HomeMy WebLinkAbout02/24/1994 PRC Minutes1 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION FEBRUARY 24, 1994 CALL TO ORDER Chairman Schey called the meeting to order at 7:18 p.m. PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Chairman Schey. ROLL CALL Present: Chairman Schey, Commissioners: Ruzicka and Goldenberg Vice Chairman Johnson arrived at 7:45 p.m. Staff: Community Services Director Bob Rose; Administrative Assistant Sandy Barlow; Recreation Supervisor Marla Pearlman; Recording Secretary Liz Myers Absent: Commissioner Medina (excused) MA TTERS FROM THE AUDIENCE - N on e MINUTES 1 . Minutes of January 27, 1994.3 C/Ruzicka requested that the minutes of January 27, 1994 be amended on page 5, fourth paragraph, to replace the word "mediate" with "mitigate"; and on page 9, under Announcements, to reword the third paragraph, to read, "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. Moved by C/Goldenberg, seconded by C/Ruzicka and carried unanimously to approve the minutes of January 27, 1994, as amended. February 24, 1994 Page 2 VEW BUSINESS 2. Disaster Preparedness Mr. Armentrout, the City's Emergency Coordinator, gave a presentation on the Parks and Recreation's role in disaster preparedness. He stated that the main responsibility for Parks & Recreation Departments, or Community Services Departments, in most cities in California is care and shelter. He explained that, in a time of crisis, the Department Head would contact the Red Cross, which has already redesignated the High School and some Middle Schools as shelters, and assist in organizing the distribution of food and setting up the shelters. If those predesignated shelters are damaged, then the City Council and the City Manager would need to declare a local emergency to get the national guards to set up tents in the parks. He suggested that the Parks & Recreation Commission could encourage the public to volunteer to assist in the area of care and shelter. C/Ruzicka suggested that it may be beneficial if Mr. Armentrout was able to provide a similar presentation to all of the City's Commissions, perhaps on an annual basis, and provide an update on the Disaster Plan. Mr. Armentrout offered to come back to another Parks and Recreation Commission meeting to review the Disaster Plan with the Commission, highlighting the sections relating to the Parks & Recreation Department. He then reiterated the importance of seeking more volunteers to assist in the Disaster program. C/Goldenberg suggested that perhaps it should be recommended to the City Council to create a subcommittee consisting of a member or two from each Commission, and volunteers from the general public, to discuss needs and ways to continue planning for an emergency. Moved by C/Goldenberg, seconded by C/Ruzicka and carried unanimously to recommend to the City Council that each of the Commissions form a subcommittee for disaster preparedness that will meet on a regular basis with the Emergency Services Coordinator, and possibly the Parks and Recreation Department Head, to bring back suggestions to each respective Commission has to how that Commission could assist in disaster preparedness. C/Ruzicka volunteered to be on that subcommittee if it is formed. February 24, 1994 Page 3 OLD BUSINESS 3. Priorities Matrix CSD/Rose reported that the finalized list of priorities projects will be forwarded to the City Manager and City Council for consideration for the 1994/95 fiscal year budget. VC/Johnson, a member of the Commission's subcommittee, explained that the list includes more than just the top ten projects so that all projects are addressed as money becomes available. He then stated that item #18 should be amended to indicate "physically and developmentally challenged." CSD/Rose stated that item #5 should be modified to indicate,"Installation of Top Soil/Drainage at Peterson Park because standing water in the playing fields of the park remains a problem. He suggested that the Commission may want to consider placing this item before item 4, Install Ball Field Lights at Peterson Park", because it will be difficult to increase playing capacity if the fields are in poor condition. He explained that much of the drainage problems at the park is a result grading, the lack of drains, and the lack of top soil during development of the park. C/Ruzicka questioned how much of the park becomes unusable because of the top soil problem in comparison to how much of the park will become usable as a result of the installation of additional lights. VC/Johnson pointed out that installing lights, which is a CIP project, increases the City's ability to develop adult programs that would play after dusk. He expressed concern with delaying an opportunity to expand the City's recreation program. He inquired how much each of the projects would cost. CSD/Rose stated that the ball field lights are estimated at a cost of $140,000, and the top soil is estimated at a cost of $300,000. Chair/Schey pointed out it is not known how long it will take to modify the drainage system and improve the turf condition; however, the lights can be installed now, which increases the playability of the park. He noted that there are fairly inexpensive drainage systems that can be utilized in specific areas without disrupting the playability of the fields. February 24, 1994 Page 4 It was the consensus of the Commission to leave items #4 & 5 in their present order in the Priorities List. C/Goldenberg requested staff to review which items are currently budgeted to be funded. CSD/Rose reviewed the following items that are budgeted: item #3, Complete Development of Pantera Park; item #4, Install Ball Field Lights at Peterson Park; item #6, Install Drainage in Playgrounds at Ronald Reagan; item #8, Shade Structure at Peterson Park; item #9, Retro -fit County Signs at City Parks; item #14, Security Lights along Brea Canyon Road at Heritage Park; item #15, Retro- fit Parks/Playgrounds for ADA compliance; and item #17, Replace Chain Basketball Nets with Nylon Nets. Moved by VC/Johnson, seconded by C/Ruzicka and carried unanimously to recommend to the City Council that funding for the list of prioritized projects be included in the 1994/95 fiscal year budget, amending item #5 to indicate Top. Soil/Drainage; and item #18 to indicate "physically and developmentally challenged." 4. Commission Handbook CSD/Rose reported that the Commission has received a draft copy of the revised parks and Recreation Commission Handbook for review and for any additional input. Chair/Schey noted that the titles, locations, and dates throughout the document should be updated. Moved by C/Ruzicka, seconded by VC/Johnson and carried unanimously to accept the Parks and Recreation Commission handbook, updating titles, locations, and dates throughout the document; and presenting a revised copy to the Commission at the next meeting. /NFORMA TONAL ITEMS 5. 1990 Census Information February 24, 1994 Page 5 CSD/Rose stated that the 1990 census information, as requested by C/Ruzicka, breaks down the various ages of youth, compares the youth population with other age groups, and classifies the population by age, race and sex. The Commissionnoted that the majority of the population is between the ages of 30 and 50, which verifies the need to expand the recreation program by providing night time and weekend activities. Chair/Schey declared the information as considered received and filed. 6. Arbor Day Celebration - 3/13/94 CSD/Rose reported that, as part of the Route 60 Freeway Environmental Enhancement Project, 95 fifteen gallon and 24 inch box trees will be planted around the parameter of Peterson Park, to be paid for by the State. He stated that a number of volunteer groups will be assisting staff in planting the trees on Sunday, March 13, 1994 at 10:00 a.m. He then stated that Don Schad has volunteered to donate additional smaller trees to be planted on the slopes at Peterson Park. 7. 5th Anniversary Celebration - 4/17/94 AA/Barlow reported that the theme for the 5th Anniversary Celebration is to celebrate the cultural aspect of the City. She stated that the event will be called "Diamond Bar's Passport to the World", and all the different community/cultural groups will be invited to set up booths, have games, and perform at the event. 8. Recreation Program Up -date Athletics/Recreation Classes RS/Pearlman presented the staff report reviewing the success of the Contract Classes. She reported that the Youth, Track & Field Meet has been rescheduled for April 23, 1994, and that Youth Baseball registration has been scheduled for May 7, 1994 from 9:00 a.m. to noon for residents and from noon to 3:00 for non-residents. VC/Johnson inquired if there is an Adult Country Line Dancing class offered. February 24, 1994 Page B RS/Pearlman stated that a beginning and intermediate adult class is offered at Diamond Point Elementary on Wednesdays. b. Tiny Tots/Adult Excursions AA/Barlow reported that the Tiny Tot program is doing well. AA/Barlow reported on the following scheduled Adult Excursions: the Orchid Show, scheduled in March of 1994 in Santa Barbara, is full; the Richard Nixon Library trip is coming up; and the Mammoth Weekend trip is scheduled for April 8, 1994. C. Senior Citizens CSD/Rose reported that Waste Management trash haulers will be donating a 26' x 8' storage container for the Heritage Park Community Center to store chairs, disaster preparedness supplies, and food that will be distributed later that same day. EMERGENCY AGENDA ITEMS Moved by VC/Johnson, seconded by C/Ruzicka and carried unanimously to place an additional item on the agenda for discussion. 9. CSD/Rose reported that staff received letters from two non-profit service organizations seeking waiver of fees for use of Heritage Park Community Center for fundraiser activities. He expressed concern that giving prime time hours to non-profit groups for fundraisers takes away from the City's ability to collect the funds necessary to maintain the building. He stated that, after reviewing the facility use policy, staff is recommending that the facility use policy be amended as indicated int he staff report, allowing a waiver of room rental fees one time per calendar year, equivalent to eight hours of use. Moved by C/Ruzicka, seconded by C/Goldenberg and carried unanimously to approve the modification to the facility use policy as recommended by staff. ANNOUNCEMENTS VC/Johnson stated that he received a request for benches outside of the Heritage Park Community Center. February 24, 1994 Page 7 CSD; Rose stated that staff is currently investigating that possibility. He explained that a member of the Senior Subcommittee of the City Council had also received the same request. VC/Johnson announced that the CalFest Conference is scheduled in San Luis Obispo. C/Ruzicka reiterated his desire to volunteer on the Emergency Preparedness Subcommittee, if it is formed. CSD/Rose suggested that the meeting be adjourned to March 17, 1994 for the Pantera Workshop. Chair/Schey stated that there will be a reorganization of the Commission at the next Regular Commission meeting. CSD/Rose reported that there will be a swearing-in ceremony for in -coming commissioners at the next City Council meeting, as well as presenting City Tiles for to out -going commissioners. ADJOURNMENT Moved by C/Johnson, seconded by C/Goldenberg and carried unanimously to adjourn the meeting at 9:11 p.m. Attest: David Schey Chairman 1 Respectfu 07ubmitted, Bob R s Secretary