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HomeMy WebLinkAbout07/28/1994 PRC MinutesD 1 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE COMMUNITY CENTER JULY 28, 1994 CALL TO ORDER Chairman Goldenberg called the meeting to order at 7:15 p.m. - PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Chairman Goldenberg. ROLL CALL Present: Chairman Goldenberg, Commissioners Schey and Tye Staff: Community Services Director Bob Rose Recreation Supervisor Marla Pearlman Administrative Assistant Sandy Barlow Absent: Vice Chairman Ruzicka, Commissioner Medina MATTERS FROM THE AUDIENCE Resident Sara Mitchell was introduced and welcomed. MINUTES 1. Minutes of June 27, 1994. Moved by C/Schey, seconded by C/Tye and carried unanimously to approve the minutes of the above date with the following correction: The date of May 26, 1994 shown on the heading of pages 2 through 10 be changed to reflect June 27, 1994. NEW BUSINESS 2. Priorities Matrix CSD/Rose reported that staff received a letter dated July 1, 1994 from Resident Sara Mitchell (24283 E. Seagreen Dr.(R/Mitchell)) requesting that a tennis court be installed at Peterson Park. A preliminary investigation was conducted by Staff, and it was determined that the 60' x 120' area on the northwest corner of the park which was originally listed as a possible basketball court on the master plan would not be suitable for tennis due to the east/west orientation. However, the 120' x 120' grass area in the northeast portion of the park would accommodate two tennis courts. Due to the slope in that area an engineering report would be required prior to any recommendation for actual construction. CSD/Rose referred to the City of Diamond Bar's Revised Park Standards which state that one tennis court is recommended for every 2,000 residents, indicating the need for 12 additional tennis courts in Diamond Bar. At this time, two tennis courts are included in the conceptual Pantera Park Master Plan. Mr. Rose indicated that Peterson Park has ample space for tennis courts and staff would recommend that the Commission add the installation of two tennis courts at Peterson Park to the Priority Matrix as a possible future project. Chair/Goldenberg asked what the impact on other activities would be. CSD/Rose replied it would not interfere with the two primary baseball diamonds. During girls softball season, a T -ball field is currently set up in the northeast portion of the park. In the past, the T -ball field was set up in the northwest side and was then moved to the northeast location. The T -ball field could be moved back to the northwest location. Chair/Goldenberg stated this project could be costly as a result of the engineering problems associated with the slope area. C/Tye asked why that particular location was selected. CSD/Rose replied that the radius required for a baseball field for adult play is such that the northeast location is the only place that would not infringe upon the baseball and soccer fields. C/Schey stated that the 120' x 120' space would allow for the development of two tennis courts. If only one court is built, it may reduce the infringement on -- the slope areas. He suggested possibly expanding the tennis facilities at Maple Hill Park at some point. July 28, 1994 Page 3 R/Mitchell commented that the park appears to be geared towards adults and used primarily for baseball. T -ball must be set up in a separate location in order for the children to play. The children in north Diamond Bar need a park geared for children's activities. C/Schey commented that it is a difficult situation no matter what you do. Peterson Park is used not only by adult softball but by girls softball almost year round. This creates a balancing act in that if we ignore the baseball, then the baseball players say there are more of us than tennis and basketball players. The goal is to try to create more facilities rather than decrease facilities. The Commission meets with the user groups regularly to discuss their needs, and does the best they can with the limited resources available. Chair/Goldenberg commented that the use of a tennis court is limited to two possibly four maximum; whereas, a softball team has more participants. He suggested that possibly there could be one tennis court and one basketball court, and questioned if a tennis court could also be used as a basketball court. CSD/Rose replied he would not recommend it. R/Mitchell thanked the commission for their time. C/Schey moved to include the development of a two -tennis -court facility in the northeast section of Peterson Park in the Priorities Matrix, subject to budget restraints. The motion was seconded by C/Tye. R/Mitchell asked what the cost to build a tennis court would be. Chair/Goldenberg stated $25,000 per court without lighting. C/Schey stated $100,000 for two courts with lights. R/Mitchell pointed out that gardening costs and maintenance for the park would be less. Chair/Goldenberg explained that the Priorities Matrix includes a lot of projects that must be approved by the City Council. The Council approves projects based on budget constraints and recommendations from the Commission. Chair/Goldenberg commented that there are plans for two tennis courts at July 28, 1994 Page 4 - Pantera Park. C/Tye asked if the tennis courts at the schools are factored into the standards. CSD/Rose replied they are not 3. Proposed Community Recreation Agreement with Walnut Valley Unified School District regarding Paul C. Grow Park CSD/Rose reported that when Paul C. Grow Park was developed, it was done under a joint agreement between the Walnut Valley Unified School District and the County of Los Angeles for a 25 -year period of time. When the City of Diamond Bar incorporated in 1989, one of the acts by Los Angeles County that followed was the termination of that agreement. There has been no formal agreement between the City and the Walnut Valley Unified School District for the existence of Paul C. Grow Park. When staff discovered that there was no agreement a year ago, staff requested that the School District propose an agreement. There are several parts of the agreement still being reviewed by the School District staff and may be revised. Items being reviewed include: Item 7 on page 3, wherein it states that the School District will pay for water to the park, the cost of which is about $12,000 per year. When the Walnut Valley Unified School District discovered they were not currently paying for water, they indicated that they would have to review that provision of the agreement. Item 10 on page 4, allows the Walnut Valley Unified School District to use the park site as a staging area for construction of the permanent school. The City has requested that wording be added to the agreement which protects the City from damage to park improvements during construction of the permanent school. CSD/Rose requested input from the Commissioners on the content of the proposal. July 28, 1994 Page 5 C/Tye asked if the park would become part of the school when the permanent school is constructed. CSD/Rose replied that it will remain as a park. C/Schey suggested that a year termination clause be included in the agreement. C/Tye asked if improvements have been made and what are our options. CSD/Rose stated that improvements have been made including: irrigation, parking, and the ballfields. CSD/Rose added that the Walnut Valley Unified School district has the option of taking over the entire site. Chair/Goldenberg asked if any information on the ball wall has been received. CSD/Rose stated that the Walnut Valley Unified School District architect is sending a site plan for the City's review. If fund raising efforts fall short, they expect the School District to make up the difference. C/Schey questioned if paragraph 11 refers to the restoration of the park. CSD/Rose stated that it is a liability clause. C/Schey stated that they should be more specific on restoration and termination and asked if there is a schedule for construction at this time. CSD/Rose replied, no, but there is a budget. Chair/Goldenberg would like to see the proposal back as an agenda item after the changes have been made and before it goes to the City Council. 4. Proposed Park Reservation Policy Revision CSD/Rose stated there are several issues to be addressed concerning Park Reservation Policies and proposed revisions. CSD/Rose would like to discuss the current policy with the Commission, develop a policy and then submit the policy, if approved by the Commission, to City Council for adoption. Six months would be the earliest time line for submission. July 28, 1994 Page 6 The Park Reservation Policy has become an issue due to the degree of staff discretion built into the existing policy. The goal is to try to eliminate as much staff discretion as possible to make it more of a permit process. As long as conditions are met, a permit would be issued based on an objective process rather than the subjective process now in place. Another issue developed due to complaints received from the L.A. County Sheriff's regarding conflicts among users. They are requesting that the system be formalized through the use of a bulletin board posted near the rest rooms and signage at each reservable site. Further, staff believes that there is a need to incorporate a cost recovery system for operating the Park Reservation Program. The City is currently paying the City of Brea $9,000 per year for staffing services. An additional sum of approximately $1,000 would be needed for signage costs. There are currently approximately 500 reservations each year for the use of Diamond Bar parks. A $20 reservation fee would generate an amount sufficient to recoup the costs associated with a reservation system. An alternative funding source would be Quimby funds or Proposition A Funds, which could be used to cover the cost of capital expenditures but cannot be used to pay staffing costs. Staff conducted a survey for the neighboring cities of Chino and Chino Hills. The City of Chino charges $30 to $105 for four hours depending on the size of the group. The City of Chino Hills offers residents three hours free, and $25 per hour for additional time. Non-residents pay $25 per hour (No free time). C/Tye questioned if the purpose of the fee is to cover the maintenance or to operate the reservation system. If the fees are used for maintenance, why would the first three hours be free as the facilities still have to be maintained. CSD/Rose replied that the philosophy used is that three hours is an average use, and their goal may be to only recoup a percentage of the total cost to serve residents. AA/Barlow commented that a three hour rental allows for three blocks of rentals per day. The residents may use the park for free, but the non resident who uses another block of time pays for the use of the site. -- C/Schey feels the reservation process is excellent but the park facilities will be u July 28, 1994 Page 7 used with or without reservations and feels the courteous person who makes a reservation is bearing the cost of the maintenance. He suggested possibly using a sliding scale fee for small, medium, and large groups. C/Tye stated that residents should not be charged and non-residents should be charged. In addition he asked what the percentage of resident to non-resident users. CSD/Rose replied that statistics could be compiled. Chair/Goldenberg questioned how the signage would be enforced. CSD/Rose stated that the goal is to provide better service without paying staff to be on site during the weekend. The reservations would be posted on the bulletin board weekly and the reserving party would also be required to post a sign on the reserved facility. The Sheriff's Department would continue to enforce the reservation policies. C/Schey questioned the once -a -week posting. CSD/Rose suggested charging a late fee, for people requesting use of an area after reservations were posted. C/Schey stated that a permanent sign indicating availability could also be posted. CSD/Rose agreed and further stated that at each available location a sign directing them to the bulletin board could be included. C/Schey stated that the residents are already paying a fee for maintenance of the facilities and non-residents are not. C/Tye suggested a flat fee per function based on the number in the party. Chair/Goldenberg questioned fees to charity and church groups. CSD/Rose replied that some facilities would be available free once a year excluding staff and insurance costs. He further stated that the subject will be brought before the Commission again with a more detailed plan incorporating the input received during the meeting. The Commission can get public input prior to submitting to the City Council, who will hold a public hearing on the matter. July 28, 1994 Page 8 _. Chair/Goldenberg asked for clarification on item 2 in the memo dated July 26, 1994. CSD/Rose replied that program staff have a certain level of authority. Requests that go beyond their authority must be forwarded to administrative staff for consideration. He further stated that the item should say "will require special conditions" in place of "will not be approved." Chair/Goldenberg asked for comments from the audience in regards to the fee schedule. R/Mitchell stated that the $20 fee for residents is fair and three hours is a reasonable time period. She also asked if a fee for the athletic facilities was included. CSD/Rose replied there would be no fee for use of the athletic facilities. C/Schey stated that athletic fields are currently utilized on a reserved basis. C/Tye questioned item 1 of the memo of July 26, 1994 regarding the formula. CSD/Rose stated that 80% of the parking spaces would be allocated to reservations, leaving 20% for additional users of the park. The three people per car formula was taken from the Park Planning Guidelines, which shows that the number of persons traveling in the same car varies depending upon the time of year. R/Mitchell stated that the formula would not work at Peterson Park because all the parking spaces are taken by users of the athletic facilities. Chair/Goldenberg questioned if the permit would be issued for the full day or a portion of the day. CSD/Rose stated the intent is one per day but can be broken down into a block of time. C/Schey suggested that the party making the reservation determine the number of hours they need the space. Depending on their reservation, the park could -� be reserved by a second party. C July 28, 1994 Page 9 CSD/Rose stated that the reservations would be scheduled one hour apart to allow for departure and arrival. C/Tye asked how many complaints we had received from the L.A. County Sheriff's this year. CSD/Rose replied that the flow of complaints is constant. Each year the sheriffs stop in and ask if something can be done about the situation. Chair/Goldenberg asked when the subject would be brought back to the Commission. CSD/Rose replied that the Commission would be able to review the proposed policy at the next meeting. INFORMATIONAL ITEMS 6. Recreation Program Up -date Contract Classes RS/Pearlman reported that Summer contract classes are still available for participant registrations. The summer session will continue through the end of August, with the second half of some class sessions scheduled to begin in early August. Registration for one day workshops which will be held early in August are also being accepted. Revenue for the Summer Contract Class programs is about $41,000 with registrations still coming in. The most popular classes are Tunes For Tots, Calligraphy, Soccer Camp, Bumper Bowling, and Tennis. Youth Baseball The program is currently underway and will continue through August 19. Picture �ay has been completed with a makeup day yet to be scheduled. Participation trophies and plaques for the coaches are now being ordered. Adult Athletics July 28, 1994 Page 10 The Basketball League is being held on Sundays. The program will not meet for one week while the floor of the gym is being re -surfaced. Adult Softball is at their mid-season point and is scheduled to end on August 1. C/Tye asked why the revenue is down from last year. RS/Pearlman replied that staff has been completely out of brochures since May 1st and have lost that method of marketing. In addition, some registrations have not yet been input into the computer. CSD/Rose asked if $48,000 was the final summer revenue figure last year. RS/Pearlman replied that there may have been additional revenue from the second session that was not reported while she was on maternity leave. The report was written on July 22 of last year. C/Schey asked how the participation levels this year compared to last year. RS/Pearlman replied that it is about the same. The Ponies on Parade class only takes ten children and filled up quickly with a large waiting list, so a second class was added. The participation and the money should equal out when the final summer registrations are input. CSD/Rose asked which summer programs were included in the revenue figure. RS/Pearlman stated that only contract classes are included in the revenue figure. ANNOUNCEMENTS C/Tye congratulated Staff on the Concerts in the Park at Sycamore Canyon Park and banners along the streets. C/Schey reported that baseball is running smoothly this year. The problems from last year are pretty well resolved. The fields are in good shape. C/Schey stated the sprinklers along city streets appear to have been re -timed to a later time frame. July 28, 1994 Page 11 Chair/Goldenberg thanked staff and Mr. Rose for the success of the Concerts in the Park. Chair/Goldenberg further stated that Rule No. 6 should be moved to Rule No. 1 regarding tennis court use, which states that a court cannot be held while waiting for the rest of the party to arrive. C/Schey asked if the tennis courts at Diamond Bar High School are available for public use. CSD/Rose replied that Diamond Bar High School offered the City the use of the High School courts for a fee of $25,000 per year to cover the cost of cleanup and annual resurfacing. CSD/Rose reported that Accurate Landscape has arranged to bring in 15 tons of mound clay to Paul C. Grow Park to mix in with existing brick dust to resolve the problem at no charge to the City. This hopefully will eliminate the need for continued extra watering. CSD/Rose further reported that the drinking fountain closest to the outside restroom at Heritage Park will become operational by the end of next month. ADJOURNMENT Moved by Chair/Goldenberg and second by C/Tye and carried unanimously to adjourn the meeting at 8:45 p.m. Respec full"Su mitted, �u B'o'6AOe Secretary 4ttest: Mike Goldenberg Chairman