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HomeMy WebLinkAbout05/26/1994 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE PARK COMMUNITY CENTER MAY 26, 1994 CALL TO ORDER Chairman Goldenberg called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Chairman Goldenberg. ROLL CALL Present: Chairman Goldenberg, Vice Chairman Ruzicka Commissioners: Medina, Schey, and Tye Staff: Community Services Director Bob Rose Recreation Supervisor Maria Pearlman Absent: None MATTERS FROM THE AUDIENCE - None MINUTES 1. Minutes of March 17, 1994 Moved by VC/Ruzicka, seconded by C/Shey and carried unanimously to approve the minutes of March 17, 1994. OLD BUSINESS - None NEW BUSINESS 2. Park Signage CSD/Rose provided a supplemental packet and reported on the progress to date regarding the replacement and/or correction of the existing park identification May 26, 1994 Page 2 signs to reflect the City of Diamond Bar versus Los Angeles County under the $30,000 budget appropriated by the City Council. He stated there are seven (7) existing signs. Peterson Park has no sign. Summit Ridge and Ronald Reagan Parks each have two signs. A total of ten (10) signs are needed. CSD/Rose suggested a variety of options to deal with this matter and stay within the $30,000 budget. The cost to replace every sign with a concrete monument sign would be over $31,000 to purchase and have them installed. The bids to remove the existing signs range from $500 to $800 each, which would put the total cost over the budget limit. CSD/Rose presented a memo with a quote from Quick Crete regarding proposed prices for installing monument signs as well as utilizing an acrylic overlay to retrofit a portion of the existing signs. CSD/Rose indicated this quote would be within the budget, but he feels a need to visit samples. He questions the wear life. Wood signs are still being considered. No estimates have been received to date. CSD/Rose stated that the current signs constructed of wood are not holding up well. Photos were reviewed. Maple Hill's sign is the worst example, which was installed 1987 and now needs to be replaced. There is some damage to Sycamore Canyon's sign, which looks as though it has been cut. CSD/Rose showed samples of a monument sign and logo from Quick Crete and explained how the installation of an acrylic overlay could be done. He asked for comments on the samples presented. The logo would be a six -color acrylic reproduction of the City of Diamond Bar's logo which would be set into the monument. CSD/Rose stated that the $30,000 sign budget was not only for monument signs but to also replace the "Rules" signs that still list "L.A. County" on them. He also stated that signs should be added in the pavilions near the picnic tables which would show that those areas are available to be reserved. CSD/Rose stated that the first priority is to identify the parks as City of Diamond Bar Parks versus L.A. County. The $30,000 is being carried over to the next fiscal year budget as the current fiscal year is coming to a close. Chair/Goldenberg cannot picture the sign. He asked where the 6 colors for the logo was determined. May 26, 1994 Page 3 CSD/Rose stated that a City logo was provided to Quick Crete but he is not sure what the 6 different colors are for the logo they are referring to. C/Schey stated that he is trying to picture the acrylic overlay. CSD/Rose provided a rendering of an acrylic strip which was provided by Quick Crete. C/Tye questioned why we would spend $30,000 on park signs instead of the library. CSD/Rose explained that the residents of Diamond Bar may limit their use of the parks due to confusion about who to contact, whether it be L.A. County or the City of Diamond Bar. Chair/Goldenberg commented that it is a legal issue. Qiumby funds must be used in the Parks and may not be transferred to the Library. VC/Ruzicka thinks $30,000 is a lot of money, but in full context of the total task to be accomplished, he feels it is worth the money. C/Schey stated a concern about attaching acrylic to an old wood sign and feels replacement probably would be better. He is not clear on what the acrylic sign is. CSD/Rose explained the material as being opaque with coloring on the surface, and is designed to deter vandalism. CSD/Rose stated he is still exploring the issue and is not ready to recommend a purchase at this time and asked for input from the Commission as to viable alternatives. C/Tye asked if new monuments would have acrylic overlays. CSD/Rose stated that the new monuments will not have acrylic over lays, only those signs being corrected. VC/Ruzicka asked if the price quoted by Quick Crete includes demolition. May 26, 1994 Page 4 CSD/Rose stated that he is unsure at this time, but will check. He also stated that some footings will need to be replaced. C/Schey asked if another font could be used other than Times Roman, which he feels looks like typewriting. C/Tye asked if there are any other bids. CSD/Rose replied there were no bids yet, but after specifications were determined a bid package would be put together. Chair/Goldenberg felt the sample is dull and asked if there were any other companies who do this kind of work. His personal preference is wood. CSD/Rose referred to a park in Chino on Central at Edison Ave. that has a monument sign with nice color and a flower bed area around the sign. He stated that we are not limited to the type of sign at Summit Ridge Park and that other choices are available. Chair/Goldenberg asked how much of the $30,000 can be spent on the park identification signage and allow for the completion of the remainder of the items. CSD/Rose stated that there is no estimate for that yet. Chair/Goldenberg stated that since we are working under a budget restraint, how picky can we get with the signage. CSD/Rose explained that a variety of options are available to us, and perhaps the Commission should form an ad hoc committee to study the matter further. Chair/Goldenberg agreed that it would be a good idea to form an ad hoc committee. VC/Ruzicka moved to appoint two Commissioners to work with CSD/Rose. The motion was seconded by C/Schey. C/Tye questioned why the cost was stated as $1,740 and the cost in memo was listed at $3,170. May 26, 1994 Page 5 CSD/Rose explained that $1,740 is the cost of the sign and $3,170 is the cost of the sign including installation. C/Tye asked when quotes for wood signs would be available. CSD/Rose, stated that he did not have a time line at this time. Chair/Goldenberg, VC/Ruzicka, and C/Schey requested samples of the acrylic. A consensus of the Commission was obtained to form an ad hoc committee to study the sign issues and Chair/Goldenberg appointed Steve Tye and Joe Ruzicka to the ad hoc committee. INFORMATIONAL ITEMS 3. Recreation Contract Status CSD/Rose stated he is now in the process of working on the budget for the next fiscal year. His intentions are to contract for recreational services with the City of Brea for another year. There has been a lot of discussion about bringing the recreation program in house for the last six months. One of the issues is that the City of Diamond Bar is operated as a contract city and, therefore, should continue to contract for most services, including recreation. But he feels there may be a variety of advantages to moving the recreation in house, none the least of which would be the possible cost -savings element. CSD/Rose reported that the 1994-95 contract proposal from the City of Brea for the next fiscal year is $306,653. The 1993-94 contract was for $309,000. The reason for the decrease is that liability insurance for 1993-94 cost $15,000. For 1994-95 that cost is down to about $9,000. The revenue being projected for 1994-95 is a little higher at $214,000, as opposed to $211,000 for 1993-94. CSD/Rose is pleased with the City of Brea program and is only interested in looking at ways of doing what is best for the community as far as cost -savings are concerned. The budget process is ongoing and he feels that an in-house recreation program could save $35,000 or more. CSD/Rose announced due to the limited space in City Hall, the recreation staff will move to a portable building located at Sycamore Canyon Park next week. May 26, 1994 Page 6 VC/Ruzicka questioned the timing of bringing the program in house and feels that a gradual change would attain good results and maintain a good rapport with the City of Brea. CSD/Rose replied that part of the recreation program is already in house with the exception of the youth and adult athletics and contract classes. The City of Brea utilizes three supervisor level positions for these programs and Diamond Bar would only use two of these positions if the recreation program is brought in house. VC/Ruzicka asked if the transition would be noticeable by the public. CSD/Rose replied that if the same staff were used, the public would be unaware that one day they were Brea staff and the next day become Diamond Bar staff. If Brea keeps the staff currently operating the program in Diamond Bar, then there is a possibility of the public noticing the difference. Chair/Goldenberg feels a $35,000 savings is well and good and asked about the down side. CSD/Rose explained that if turnover is great, unemployment costs would increase. Also, the City of Brea is exempt from paying retirement benefits on part-time employees. The City of Diamond Bar, on the other hand, must pay retirement benefits on all part-time employees who work over 20 hours a week, thereby increasing these costs. CSD/Rose stated that the City of Brea has three administrative positions and the City of Diamond Bar would downgrade to two administrative positions and would need one part-time 30 -hour per week clerical, one part-time 15 to 20 -hour work week athletic coordinator, and several part-time seasonal staff. CSD/Rose went on to explain that we would no longer pay the mileage costs of Brea staff driving to Diamond Bar, and would save on the 22% overhead charge ($53,580) which covers postage, flyers, office space, telephones, etc. VC/Ruzicka asked what Brea's reaction is. CSD/Rose stated they expect this to happen at some point. The contract is now operating on a month-to-month basis. Brea should continue to run the program through the summer and then go in house in September. There would be no May 26, 1994 Page 7 problem with an in-house program and it would give Diamond Bar more flexibility from a management point of view. C/Medina agreed. CSD/Rose stated that if it is determined that it is not a good business decision to go in house, then we should make a long-term commitment with Brea. There is a concern of hidden costs that may make it more costly than estimated to go in house. C/Tye does not see the benefit of going in house and questioned the benefit. CSD/Rose stated that is is a policy issue. As an example of the benefit for in house, he stated that special events, such as the 5th Anniversary Celebration are more easily conducted with in house staff than with contractors. There is more flexibility in scheduling staff to meet community needs. Chair/Goldenberg asked what the anticipated growth factor for the recreation program was and at what point do you add personnel? CSD/Rose replied the next step in personnel is to change the 30 -hour per week part-time clerical position to full time. But only if there are revenue increases of $5,000 to $7,000 per year over the next two years. CSD/Rose would like to see an in-house day camp program but states there is limited time for current staff to establish such a program. He feels it would make more revenue than the cost to operate. C/Medina suggested hiring retired individuals. CSD/Rose said we need people with energy. He estimated the revenue from the program to be $70-90 per week per participant and that the program could be housed at Sycamore Canyon Park. Chair/Goldenberg stated the recreation program is costing $180,000 per year and feels we should try to level off anticipated costs. C/Medina asked who determines part-time and full-time status and why does Brea have more hours. May 26, 1994 Page 8 CSD/Rose explained that a new agency has to follow current state law. Chair/Goldenberg would like to see the program in house. C/Schey stated that he had mixed emotions. He felt an in house program could be used as a political tool. He also felt that a contractual operation can be controlled better than in house. He would like a more detailed proposal. C/Tye stated fiscal concerns. VC/Ruzicka wanted recreation program in house from the beginning. C/Tye, asked how old is Brea? CSD/Rose replied, that Brea incorporated in 1917, making it 77 years old. C/Tye, asked if after five years, are we ready? C/Schey, explained that Diamond Bar is primarily a contract city. VC/Ruzicka asked if the commission would be going against the grain. 2. Recreation Program Update RS/Marla passed out results from San Gabriel Valley Municipal track meet. The City of Diamond Bar performed very well, with many particpants qualifying for the S.C.M.A.F. finals in Long Beach. The City was well represented at the Association Meet. The 4 and 5 -year-old youth baseball program is full. Other age groups are still taking participants. Staff is still seeking volunteer coaches for 10 and 11 year olds division. All coaches attend training per NYSCA standards. The youth baseball program starts on July 5. Contract class registration begins June 11 at Heritage Park. RS/Pearlman also reported revenue for contract classes for fiscal year May 1, 1993 to April 30, 1994, of $133,188, which is $3,188 over the goal of 130,000. L May 26, 1994 ANNOUNCEMENTS Page 9 Chair/Goldenberg suggested that the Commission consider expanding the scope of their responsibilities. VC/Ruzicka suggested changing the designation from "Parks and Recreation" to "Community Services Commission" to allow for more functions, such as seeking a designation of the 57 freeway as a scenic highway. Chair/Goldenberg requested that whatever comes of the discussion to be relayed to the City Council for their input. VC/Ruzicka stated that he has discussed this with Councilmember Papen and CSD/Rose. He observed that other cities have already made such a change. C/Medina highly recommended the idea of the name changes and not just doing parks and recreation but also doing cultural activities. He also reported that Oak Tree Lanes was having a State bowling tournament, which has attracted 50,000 people, with many of them staying at Shilo Inn. Chair/Goldenberg stated that a Commission name change would have to be authorized by the City Council. C/Tye asked where the Community Services Director gets direction on issues not under the Parks and Recreation Commission. CSD/Rose replied that direction comes from the City Manager. CSD/Rose stated that staff will draft a proposal for a Commission name change that will come back to the Commission as a future agenda item. VC/Ruzicka stated that he felt the City Councilmembers will look upon a Commission name change favorably and that should be the way to go. ADJOURNMENT Moved by VC/Ruzicka and second by C/Schey and carried unanimously to adjourn at May 26, 1994 Page 10 8:40 p.m. Respectfu"S bmitted, Bo Secretary 7-/ : Mike Goldenber Chairman