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HomeMy WebLinkAbout06/27/1994 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE COMMUNITY CENTER JUNE 27, 1994 CALL TO ORDER Chairman Goldenberg called the meeting to order at 7:05 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 Marla Pearlman Administrative Assistant Sandy Barlow Absent: None MATTERS FROM THE AUDIENCE - None MINUTES 1. Minutes of March 24, 1994, April 28, 1994, and May 26, 1994. Moved by VC/Ruzicka, seconded by C/Schey and carried unanimously to approve the minutes of the above dates with the following correction: Minutes of April 28, 1994, under "Announcements," remove the statement attributed to C/Tye as follows: "and one at Summitridge near the parking lot." OLD BUSINESS - None June 27, 1994 Page 2 NEW BUSINESS 2. Priorities Matrix The City Council Finance Sub committee requested staff to consider the lighting of the athletic fields at Lorbeer Junior High School. CSD/Rose stated that the lighting of the athletic facilities at Lorbeer Junior High School could be added to the Commission's list of priorities and remembers that the subject was mentioned at a Commission meeting in the past. The request for funding can be added to the priorities matrix with the Commissions approval. C/Schey stated that he could not recall the discussion regarding the lighting of this particular field and asked which area would be lit. CSD/Rose stated that the soccer/football field was discussed during the subcommittee meeting, but went on to state that the site should be looked at as a whole and should include any improvements that could benefit the community as one project. He further stated that a possible scenario could be that the lighting could be installed at City expense and the use of the field could be determined by the Joint Use Agreement with the Pomona Unified School District. The field could be used by the Pomona Unified School District up to 5 p.m., and the City would then have jurisdiction from 5 p.m. to 10 p.m. VC/Ruzicka stated that he recalls the subject being discussed in 1991 and suggested that the archives be searched for the minutes concerning the discussion. C/Schey questioned why we are not lighting our own facilities instead of Lorbeer. VC/Ruzicka commented that when Pop Warner needed a home field, Pomona Unified School District offered the Lorbeer facilities for their use. C/Medina stated that he feels that Chaparral should be lighted as well. Chair/Goldenberg stated that residents in some areas take exception to lighting of the fields in their neighborhood. He also stated that the Lorbeer facility is a good location for lighting and is easily accessible. 1 June 27, 1994 Page 3 CSD/Rose stated that many of the City's parks are in residential areas where support should be obtained from the homeowners as a part of the Conditional use Permit approval process. This process must be completed before lights can be installed in parks. C/Schey asked if we have some idea of what type of use would be demanded. CSD/Rose replied that women's soccer and Pop Warner football have been using the facilities and that use is expected to continue. He also stated that there has been some use by AYSO in the past, and that they would surely welcome the opportunity to use the fields more, if they are lit. VC/Ruzicka stated that he felt that adult groups would also use the facilities. C/Tye stated that AYSO and Pop Warner would be interested in using the facilities for the Fall season. CSD/Rose stated that AYSO is presently scheduled to use Heritage Park for practice on Monday nights and that he feels that they would want to use the Lorbeer facility more than once a week. CSD/Rose further stated that the purpose of the priorities matrix is to keep track of the ideas that are brought forward. Ultimately, the lighting issue would go before the City Council prior to any action. This item is not in next year's budget at this time. Chair/Goldenberg asked what the cost of lighting would be. CSD/Rose provided a quote similar to what is budgeted for the lighting of Peterson Park, which is approximately $140,000. C/Schey stated it could be less because there are fewer lighting standards required for football and soccer than baseball. VC/Ruzicka stated that it is a good idea to light the athletic fields at Lorbeer Junior High and asked if a motion is required to recommend the project to the City Council. CSD/Rose stated that at this time, staff is only looking for Commission support to place the item under the Major C.I.P. category of the Priorities Matrix to record that the Commission supports the concept. The item would be defined June 27, 1994 Page 4 further and would be brought back to the Commission with more specifics in the future. VC/Ruzicka stated that a motion is needed now. A motion was made by C/Schey that the Commission support the lighting of the athletic facilities at Lorbeer Junior High subject to the adoption of the appropriate joint use agreement. The motion was seconded by VC/Ruzicka. C/Schey stated a concern about having residential neighborhoods on two sides of the school. VC/Ruzicka stated that the field area is hidden and stated that he does not feel it would bother the residents if activities were concluded by 10 P.M. C/Schey amended the motion to state that the lighting of the athletic facilities at Lorbeer Junior High be added to the major C.I.P. category, and that installation of the lights be subject to an appropriate Joint Use Agreement with the Pomona Unified School District governing the use of the facility. The amended motion was seconded by VC/Ruzicka. C/Medina asked about lighting at other fields. CSD/Rose stated that other fields that would not draw opposition are being considered for a later time. VC/Ruzicka stated that he feels Lorbeer is the best location for lighting and that other locations may have to wait until neighboring residents show their willingness to accept lighting. Chair/Goldenberg asked for the amount of funds that are available for the 1994- 95 fiscal year budget for this lighting project. CSD/Rose replied that the City Manager Recommended budget has $430,000 in reserves in the Park Improvement budget and that the Quimby Fund budget reserve is $221,057. Chair/Goldenberg asked for any other discussion on the motion on the floor. 1 June 27, 1994 Page 5 VC/Ruzicka asked if the agreement with the Pomona Unified School District regarding the lighting of the athletic facilities at Lorbeer Junior High would be handled in a separate agreement. CSD/Rose replied that it would be handled as an addendum to the existing Joint Use Agreement and that the City would want to have final approval authority for use of the facility after school hours. Motion to approve adding the lighting of the athletic field at Lorbeer Junior High to the Major C.I.P. category of the Commissions' Priority Matrix carried unanimously. 3. Resource Management Element of the General Plan Chair/Goldenberg reported that good progress has been made by G.P.A.C. over the last four to five weeks, thanks to C/Schey's input, and asked for additional input. CSD/Rose stated that the 18 -page Resource Management Element of the General Plan goes before G.P.A.C. tomorrow night and that the Commission has the opportunity to provide input on this element. Item 3 on page III -2 is the primary emphasis for the Commission, but the Commission may want to be involved in other areas, such as open space, etc., that affect park use and development. CSD/Rose referred the Commission to Objective 1.3 and Strategies 1 .3.1 through 1.3.8 on pages III -1 1 & 12. He also indicated that Table 111-1, the Local Recreation Facilities chart, needs correction. The acreage developed is overstated due to unusable land; i.e., slopes. VC/Ruzicka stated that item 3 needs to approach the subject of the need for additional park space in a more assertive manner. He emphatically stated that park space in Diamond Bar is currently woefully inadequate for the City's needs for active and passive use and feels a statement should be added to that effect. Chair/Goldenberg suggested an addition on page III -3 at the end of item 3. VC/Ruzicka stated that he feels it needs to be indicated up front and as many times as possible. C/Medina questioned the ratio of park space to population. June 27, 1994 Page 6 CSD/Rose replied that the national standard for developed park space is 2 acres per 1,000 population. The City's current ratio is 1.1 acres per 1,000 population per the chart but actually feels it is lower due to the inclusion of undeveloped park land in the developed land figures. C/Schey suggested adding a statement after the first sentence in item 3 that the City is inadequately served with active and passive park space. C/Tye asked where the chart came from. CSD/Rose stated that a consultant prepared the chart from input from the Parks and Recreation staff when the first General Plan draft was prepared. Chair/Goldenberg requested an update from CSD/Rose for the meeting tomorrow and CSD/Rose agreed to provide a handwritten update. VC/Ruzicka again stated his concern for the inadequacy of park space. C/Schey stated that the G.P.A.C.'s members feel the need to get all vacant land listed as open space and attempt to have is under the ownership of the City. Chair/Goldenberg referred to the recent Supreme Court ruling which will affect the issue and concurred with VC/Ruzicka's statement regarding lack of park space. 4. Request for Financial Support of Proposed Ball Wall at Paul C. Grow Park To address the question as to what a ball wall is, CSD/Rose stated that Castle Rock Elementary School has a structure that can serve as an example. He stated that it is not an item that he would normally recommend to be placed in a park, but this is a unique situation. The park is located on school district property and the school will make good use of the structure during their recess time. CSD/Rose stated that staff attended a meeting with Walnut Valley Unified School District representatives where it was requested that the City provide financial support to waive plan check fees, relocate the cardiac fitness equipment and sidewalk, and assist in the construction of the ball wall. The --- current estimate to construct the ball wall is $10,200. 1 June 27, 1994 Page 7 C/Tye asked how much of the $10,200 will be derived from fund raising efforts. CSD/Rose stated that he did not know the figure at this time. C/Schey stated that the $10,200 figure does not include the cost to relocate the equipment and the sidewalk, only for the construction of the ball wall. CSD/Rose confirmed C/Schey's statement that the Commission needs to decide how much they will recommend. The cost of construction can be lowered by utilizing cinder block versus the precast panels as indicated on the cost sheet which could possibly bring the cost down to $6,000. He also stated that he does not feel the City should spend more than the cost to relocate the equipment and the sidewalk. C/Schey asked why the location was chosen and if that is the best place for it. CSD/Rose explained that the school is in all portable classroom buildings at this time and the ball wall location is based on the site plans for the proposed permanent buildings. VC/Ruzicka made a motion that the Commission recommend to the City Council to allocate $6,000 to support the construction of the ball wall. The motion was seconded by C/Schey subject to confirmation of $6,000 being adequate and that the money will not be spent until confirmation of adequate funding for the construction of the ball wall is available from the school district. Chair/Goldenberg stated that he has no problem with items 1, 2, and 3 of the request but questioned the responsibility as to who should construct the play pad. C/Tye agreed and stated that he feels the Commission should limit their focus to what is important to parks and recreation. He understands that this could be an emotional issue but feels the need to limit putting in new equipment. C/Schey asked if the motion maker would accept the amendment. VC/Ruzicka accepted the amendment and added that it is important to remember that the park is operating on school district property and there needs to be cooperation with the school district. June 27, 1994 Page 8 C/Medina referred to Diamond Bar High School tennis courts that are multi -use facilities and he feels the ball wall should also be multi -use. Chair/Goldenberg agreed but stated that the Commission needs to keep the cost down. C/Schey thought the motion was not to include construction of the pad. CSD/Rose recommended items 1, 2, and 3 and if any money is left, it could go to the project itself, but up to a limit of $6,000. C/Tye questioned the cost of $10,200 and the appearance that 60 percent of the project would be funded by the City. If the $6,000 is not part of the $10,200, where did it come from. He stated that the $6,000 should go towards what we say it goes for regardless of the total cost of the project. VC/Ruzicka recommended a portion up to $6,000. Chair/Goldenberg moved to provide support for the ball wall under items 1, 2, and 3 of the June 3, 1994 memo and not put a dollar figure on those items. Seconded by VC/Ruzicka. C/Medina stated that he feels dollars could be saved. Chair/Goldenberg replied that the dollars are not ours to save. C/Schey stated a concern with not stating a dollar amount. He asked if the motion could be amended to include a stipulation that no money be expended until we are assured of construction by the School District for a maximum contribution of $4,000 by the City. Seconded by VC/Ruzicka. CSD/Rose pointed out that the Commission should be primarily concerned with what affects the park itself. C/Schey agreed and stated that he did not want to expend City dollars on school facilities, especially when the school district is not putting budgeted funds into it. C/Tye asked if we know for sure that the school district is not participating in funding. June 27, 1994 Page 9 CSD/Rose stated that he believes the only funding is from fund raising, efforts by the Parents Club, donations from local service clubs, and this request of the City. C/Schey moved to recommend to City Council the payment for the relocation of the physical fitness equipment and the sidewalk and to waive plan check fees to a maximum of $4,000, not to be funded until construction begins. CSD/Rose stated that he feels that $4,000 is a fair contribution. C/Schey further suggested that the $4,000 would be a maximum amount but not all would be committed to be spent. Only the amount needed to accomplish the agreed tasks would be spent. CSD/Rose concurred that if that was the intent of the Commission, then the recommendation to City Council would be worded that way. Motion carried unanimously. 5. Joint Use Agreement with the Pomona Unified School District CSD/Rose stated that negotiations for a Joint Use Agreement with the Pomona Unified School District were started in 1991 and a proposed agreement is now ready to be submitted to the City of Diamond Bar. This agreement is intended to formalize use of the facilities listed on Attachment I. Attachment II lists the fees for operational and non -operational hours, which CSD/Rose feels is comparable to the agreement with the Walnut Valley Unified School District and is broad and general enough to allow for changes, such as the lighting of Lorbeer Junior High, which would be handled as an addendum to the agreement. Attachment III needs clarification as to which category the City falls into. CSD/Rose stated that he feels it is a fair agreement and only affects the City of Diamond Bar use. The community use is still under the Pomona Unified School District rules and regulations. He requested input from the Commission on the proposed Joint Use Agreement. C/Schey asked if the user groups will continue to operate through the district and if this agreement will only affect the City use. June 27, 1994 Page 10 CSD/Rose stated that is will only affect the City use, however, it does give the City latitude to represent third parties, such as user groups, if it becomes necessary. C/Tye requested an example of use if not for use by user groups. CSD/Rose replied that the contract classes would be covered by this agreement. VC/Ruzicka stated that he feels it would add to our credibility in that we are an unusual city with two school districts and we have contracts with both school districts and no area of Diamond Bar is treated differently. He asked if it will curtail use of the facilities by the sports groups. CSD/Rose stated that it will not and it will only formalize the use without granting the City any priority of use over any other user. Chair/Goldenberg mentioned that the agreement does not have a termination date. He asked if it requires the approval of the City Council. CSD/Rose replied that it does require the City Council's approval. The agreement will be returned to the Commission after adoption by the school district and then go to the City Council for their action. INFORMATIONAL ITEMS 6. Recreation Program Up -date RS/Pearlman reported that recreation staff is conducting the youth baseball league and is distributing the uniforms to the players and all team rosters are filled and coaches are assigned. The fields are ready for play. Contract class registration began at Heritage Park on June 11. Revenue as of the 24th was $25,000 and registrations are still coming in. Many classes are full and staff is working to add new classes. Recreation services offices are now located at Sycamore Canyon Park. June 27, 1994 Page 11 ANNOUNCEMENTS C/Tye complimented the banners and flags along the streets. C/Schey stated the need for an agreement with the Pomona Unified School District for City use of the gym at Lorbeer and that the City could possibly exchange lighting of the athletic fields and possibly the upgrading of the gymnasium facility for use of the gym for City Programs. VC/Ruzicka concurred that use of the gym should be included in the lighting agreement. C/Schey stated that he feels the gym facilities are not used to their potential and are only used three months out of the year. Chair/Goldenberg announced that Jimmy Edmonds, who graduated in 1989, is now playing for the Angels. Chair/Goldenberg asked the status of bringing the operation of the recreation program in-house that was mentioned at the 5/26/94 meeting. CSD/Rose stated that the discussions are ongoing and he has no additional information at this time. AA/Barlow reported that the Concerts in the Park will begin on Wednesday, June 29th at Sycamore Canyon Park. The park will close at 4 p.m. to allow for setup. Parking will be allowed on the east side of Golden Springs Drive. And, a free shuttle will be provided from the Diamond Bar Golf Course parking lot to Sycamore Canyon Park. Chair/Goldenberg stated that he feels CSD/Rose and his staff should be introduced at the beginning of the first concert. ADJOURNMENT Moved by C/Medina and second by C/Schey and carried unanimously to adjourn the meeting at 8:40 p.m. Respectfully Submitted, June 27, 1994 Attest: Mike Goldenberg Chairman Page 12 Bob Doge Secretary