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HomeMy WebLinkAbout08/25/1994 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE COMMUNITY CENTER AUGUST 25, 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 and Tye Staff: Community Services Director Bob Rose Recreation Supervisor Marla Pearlman Administrative Assistant Sandy Barlow Absent: Commissioner Schey MATTERS FROM THE AUDIENCE Ryan Wright and John McKitrick were present. MINUTES 1. Minutes of July 28, 1994. Due to a lack of a quorum, approval from the minutes of the July 28, 1994 meeting was held over to the next meeting. PRESENTATION 2. A Certificate of Appreciation and a City of Diamond Bar pin were presented to August 25, 1994 Page 2 Ryan Wright for his volunteer work as an umpire in the 1994 Summer Youth Baseball Program by Chair/Goldenberg. A $200 savings bond was presented to Ryan Wright by John McKitrick, President of the Heritage Park Recreation Council. OLD BUSINESS 3. Proposed Park Reservation Policy Revision. CSD/Rose responded to the Commission's request from the meeting of July 28, 1994 for additional information on the proposed Park Reservation Policy Revision. The requested information is as follows: A. Total number of picnic reservations in 1993/94: 260 B. Residents: 183 (70%) Non-residents: 77 (30%) C. Total picnickers served: 13,655 D. Average number of picnickers per reservation: 52 E. Average length of reservation: 6 hours CSD/Rose restated that the cost for conducting the picnic reservation program is approximately $10,000 per year, which includes $9,000 for the cost of operation plus an additional $1,000 for capital expenses. Based on the Commission's input and the need to recover the costs of the picnic reservation program, Staff proposed the following two-tier program: A. The fee for residents would be $15 per three-hour resery ation and $5 for each additio nal hour thereaf ter. B. The fee for non-residents would be $30 per three-hour reservation and $10 for each additional hour thereafter. August 25, 1994 Page 3 The estimated revenue based on two three-hour blocks of time would be as follows: $15 per 3 hours X 2 blocks of time per use X 183 =5,590 - $30 per 3 hours X 2 blocks of time per use X 77 =4,620 $10,110 CSD/Rose directed the Commission's attention to item 1(b) of the proposed policy regarding the regular use of park facilities by state licensed child care providers. These providers are competing for the same facilities as those who obtain permits. Since these are profit-making businesses, Staff suggests that they be required to obtain a reservation and pay the fee. CSD/Rose further explained items 1(h) &1(i) which list the number of available picnic areas and picnic shelters at each park. The maximum occupancy figure refers to the 80% maximum occupancy for each park. Any group larger than the maximum occupancy limit would need to apply for a variance 45 -days in advance of their event. CSD/Rose indicated that the Sheriff's Department will be asked to participate in public workshops and Council meetings pertaining to the Reservation Policy because they are the enforcing body. CSD/Rose will also be requesting statistics and costs associated with the enforcement of reservations from a law enforcement perspective. Staff recommended that the Commission review and comment on the proposed changes to Section II(A)(1) of the Park, Athletic Facilities Reservations document and also review and comment on the revision of the fees and charges for park reservations, including a $10 late fee. In addition the Commission may want to request Staff to schedule a public workshop inviting facility users as well as child care providers listed in the Diamond Bar area. Chair/Goldenberg asked about a section pertaining to cancellations and cancellation fees. VC/Ruzicka stated that he was asked by residents, who are already paying taxes that are applied to the parks, if other cities are charging for reservations. He asked if staff has looked into that aspect. August 25, 1994 Page 4 Chair/Goldenberg referred VC/Ruzicka to the minutes of last meeting. CSD/Rose indicated that a more thorough survey will be performed, but staff performed an impromptu survey and the results were as follows: A. Chino Hills residents are not charged for the first three hours of use but are charged $25 for each hour thereafter. The non-resident rate is $25 per hour from the beginning. B. ' City of Chino residents are charged $30 for the first four hours of use and an additional $7 per hour thereafter for groups of 50 or less. The fees increase for larger groups. C/Medina stated that Bonelli Park and others charge for parking. He suggested that the "fee" be changed to a "contribution" or a "donation." Chair/Goldenberg commented that the City is not allowed to ask for contributions or donations. CSD/Rose commented that requesting a "donation" is not considered an appropriate act by a government agency. Chair/Goldenberg stated that the City is attempting to recover the administrative expenses of making sure those individuals who reserve a picnic area get what they arranged for. The cost of maintaining an efficient system is to charge a fee. C/Tye described the fee as a user's fee and added two concerns he had with the proposed policy: 1) Charging residents a fee for use of the parks; 2) Staff may be getting into a bureaucratic and administrative nightmare. He questioned the statistics regarding 93-94, whether that is a two-year period. CSD/Rose replied that it is a one-year fiscal period, July 1 st through June 30th. C/Tye asked staff, of the 260 reservations that were made last year how many times did the Sheriff's Department respond to a complaint? - CSD/Rose replied that staff did not have the figures at this time. August 25, 1994 Page 5 C/Tye questioned whether a 5 or 10 percent response figure would be enough to implement the new system. CSD/Rose indicated that the Sheriff's authority is driven by County Code which was adopted by the City when it incorporated. Under the County Code, the City of Diamond Bar has the authority to issue permits, post signs and the Sheriff's Department has the authority to enforce those signs. It is the position of staff that when a person has a permit or a reservation, they must display the permit in the area. That permit, when displayed, is enforceable by the Los Angeles County Sheriff's Department. If the permit is not displayed when the Sheriff arrives and there is a dispute, the Sheriff has no means to verify the use. If there is signage stating that the premises are used by permit, then they would have means to enforce the ordinance. C/Tye gave the example of two parties without reservations attempting to use the same shelter. The Sheriff Deputy arrives, but he cannot choose between the two groups. The proposed permit system would provide the Sheriff with some recourse. CSD/Rose agreed with C/Tye's example. He further explained that when staff initially decided to bring a policy revision to the Commission the first question asked was, do we need a reservation system, or do we make it first come, first serve. In situations like C/Tye's a permit system is more efficient and better organized than a free for all. The current reservation system has worked well, however, it can be improved. Staff also realized that in today's economy, the need to avoid a subsidized program is a reality and that is where the recommendation for a fee came into play. In addition the revision would remove some of the subjectivity of the current system. VC/Ruzicka added that if other cities are charging a fee and it is verified through a more thorough study, he recommends the same structure. Chair/Goldenberg commented that L.A. County Parks has a proposal to charge fees for the use of their facilities. He referred to the poll of the audience conducted at the last meeting which indicated that the $20 fee was fair and that three hours was a reasonable time period. C/Medina questioned how the enforcement of time would be handled if someone August 25, 1994 Page 6 goes over their time. Chair/Goldenberg commented that unless someone is coming in after their allotted time, there is no need for enforcement. C/Tye indicated that the fee is not for the use of the park but for the reservation and does not feel that it is unfair. Chair/Goldenberg added that the City of Diamond Bar cannot absorb the cost. C/Tye questioned whether there is a system now. CSD/Rose replied that the current system is now handled through the Brea Recreation staff. A permit is issued and users are asked to post them on site. When that is not done, altercations often break out. VC/Ruzicka stated that Staff should be removed from the ultimate decision. The question is, are other cities charging a fee; and if so, are the fees commensurate. CSD/Rose stated that a lot of stock was put into the request which began with the Sheriff's Department. Staff has initiated a revision and is now asking the Commission to support the revision. At this point, it might be helpful to invite the Sheriff's Department to come to the meeting to discuss reservations from their perspective. Chair/Goldenberg asked for any comments or suggestions. C/Medina again suggested asking for a donation rather than a fee. Chair/Goldenberg questioned the legality of asking for a donation. C/Tye asked, if a donation is not made, what has been accomplished. VC/Ruzicka commented that a donation must be volunteered and not solicited. C/Tye questioned if the City of Diamond Bar is paying the City of Brea $9,000 specifically for the reservations. CSD/Rose replied that a reservation process was added to the contract this year August 25, 1994 Page 7 and $9,000 was added for part-time staff to compensate for it. It is not itemized in the contract as being a specific cost for reservations. Staff is recommending that the City of Brea continue to handle reservations and that the fee would be charged to recover the cost. RS/Pearlman gave an example of a time-consuming reservation which required numerous phone calls, finding a location to accommodate the size of the party and verifying insurance. C/Tye reconfirmed that Staff is simply looking for a system to recover the cost of the reservation program. CSD/Rose agreed. He further stated that studies reveal the more organized something is, the more people will feel comfortable using it. Chair/Goldenberg moved to table the acceptance of the proposal and requested that Staff ask the Sheriff's Department to make a presentation to provide additional information to the Commission and to assist in their formulation of a recommendation to the City Council. C/Tye again stated the cancellation policy should be included in the proposal. RS/Pearlman gave an example of a phone call she made that resulted in a cancellation that would not have been known about had she not called. VC/Ruzicka restated the motion to table the issue and request the Sheriff's input as well as the addition of the cancellation clause. Chair/Goldenberg asked for comments from the audience. Mr. McKitrick agreed with the discussion. Motion moved by Chair/Goldenberg, seconded by C/Medina and carried unanimously. Chair/Goldenberg excused C/Medina who exited the meeting. NEW BUSINESS 4. Chair/Goldenberg announced that last year John McKitrick, a volunteer in the summer youth baseball program and President of the Heritage Park Recreation August 25, 1994 Page 8 Council, was awarded a Certificate of Appreciation by the Parks and Recreation Commission for his contributions to the community. This year Mr. McKitrick was instrumental in obtaining a grant from the Amateur Athletic Foundation in the amount of $3,000. The grant monies purchased safety equipment used for the summer youth baseball program. In recognition of Mr. McKitrick's continued service to the community, John McKitrick is deserving of a Commendation from the City Council. CSD/Rose stated that John McKitrick is scheduled to receive a commendation from the City Council for his efforts in the community at the September 20, 1994 City Council meeting. He asked for a recommendation from the Commission. Chair/Goldenberg moved that the Commission recommend that the City Council present John McKitrick with a Commendation, seconded by C/Tye and carried unanimously. Chair/Goldenberg presented John McKitrick with a City of Diamond Bar pin in appreciation of his continued support of the summer youth baseball program. 5. Concerts in the Park AA/Barlow reported that the final concert of the 1994 Concert in the Park Series was August 17. At the final concert 800 programs containing evaluation cards were passed out. Participants returned 236 cards which rated the concerts an 8.54 average on a scale of 1 to 10, 10 being best. AA/Barlow reviewed several of the comments listed on the evaluations and asked for any additional questions or comments the Commission might have. VC/Ruzicka commented that there should have been one more concert. Chair/Goldenberg commented that there seemed to be more people bringing in their own food and suggested that picnic baskets be sold by the service organizations as opposed to the concessions that were offered. VC/Ruzicka stated that Hollywood Bowl patrons bring in their own food. Chair/Goldenberg asked why there were two different ice cream concessions. - CSD/Rose explained that there is a formal process groups follow in order to be August 25, 1994 Page 9 included in the concessions. Part of that process is mandatory attendance at a meeting. The Miss Diamond Bar committee was not present at the meeting. In order to include Miss Diamond Bar in the series, each concessionaire was asked if there was a problem with the addition of an ice cream concession on their assigned night. Five out of eight did not feel there was a problem, but the remaining three had planned dessert items and did object. Miss Diamond Bar representatives agreed to attend the mandatory meeting next year. Chair/Goldenberg mentioned the political demonstrations, for example, Sidewalk City Hall, at the concerts and requested a notice regarding no political demonstrations. CSD/Rose stated political handbills are a First Amendment right and cannot be stopped. Only handbills for a profit-making business can be stopped. He further stated that a City Council decision was made not to have sidewalk City Hall at the concerts. C/Tye questioned if sidewalk City Hall is controlled by a group of three City Council members every single weekend. CSD/Rose stated there is an agreement that City Council members can sign up to take Sidewalk City Hall out. A poll of the City Council was made which indicated that Council did not want the Sidewalk City Hall at the concerts. Chair/Goldenberg requested suggestions or recommendations from Staff regarding the concert series. CSD/Rose requested input on the types of music the Commission would like to see. He also indicated that the recommendation for another concert will be forwarded. Chair/Goldenberg feels concerts should start earlier to accommodate the earlier sun sets in August. AA/Barlow indicated that the concerts can either be started one week earlier or additional lights can be purchased to augment the two sets the City currently owns. VC/Ruzicka stated there was a problem seeing towards the end of the series. CSD/Rose referred to the survey results, included with the agenda, requesting August 25, 1994 Page 10 more concerts and longer concerts. He recommended starting the series earlier in June rather than extending the series into August. VC/Ruzicka commented on the cost of the food. CSD/Rose replied that there is a certain amount of control in setting standards, but there is no guarantee that the concessionaires will stay within the standards. C/Tye asked when the selection process for the groups at the concerts begin. AA/Barlow replied that she attends a concert coordinators' meeting in February or March where ideas and suggestions are shared. Information gained at that meeting begins the planning process. VC/Ruzicka requested the Righteous Brothers. Chair/Goldenberg requested classical music but felt that it may not draw a good crowd. " C/Tye suggested doing a classical music concert in the middle of the concert series but not as a starting concert. AA/Barlow commented that the participants she has spoken to indicate that they use the concerts to expose themselves to a variety of music that they would otherwise not listen to. C/Tye complimented Staff on the responses to the questionnaire. Chair/Goldenberg suggested concessions be located near Golden Springs Drive. CSD/Rose replied that the Health Code requires the concession to be no more than 200 feet from hot/cold running water. The location was chosen because it was the least obtrusive but within the Health Code requirements. C/Tye asked if 800 programs were handed out to everyone. AA/Barlow replied the programs were passed out primarily to the adults. C/Tye asked if there were any complaints. AA/Barlow replied there were complaints regarding the quality of the pizza and August 25, 1994 Page 11 the change of food without notice. CSD/Rose commented that for the last couple of years Staff has been treating the concessions as a thank you for coming out. In the future, stronger standards will be set and adhered to. _ Chair/Goldenberg would like to see Staff make suggestions to service organizations on the types of food that is offered for sale. 6. Recreation Program Up -date RS/Pearlman reported that the Youth Baseball Program was completed on August 19 and staff is currently reviewing the evaluations that were sent out. The number of replies received has not met the anticipated number, but more are expected. The results will be available at the next Commission meeting. Contract Classes are gearing up for the Fall session. Registration will be held on September 10 in the new office at Sycamore Canyon Park. Summer revenue, as of today, is just over $48,000. Registration is continuing and three classes have been added: Aqua Aerobics, Family Tennis Instruction, and Yoga. Adult Athletics registration started on August 22. Press releases are being sent out and staff is contacting other cities to recruit new teams. Oftentimes teams like to play in other leagues in order to switch game days. For example, the City of Diamond Bar leagues are played on Sundays, so the teams often alternate seasons with other cities in order to play on a different day. Staff is also getting ready to staff the Ranch Festival booth. The booth last year was a success and she hopes it will do even better this year. Chair/Goldenberg volunteered the assistance of the Commission. ANNOUNCEMENTS C/Tye asked the status on his request for looking into a park. CSD/Rose replied that research revealed it is private property and not available to be developed as a park. August 25, 1994 Page 12 C/Tye asked about a letter regarding medians and parkways. CSD/Rose stated that he spoke to C/Schey and he will be presenting it at a later date. VC/Ruzicka stated the City Council at its last meeting discussed a possible park at the end of Sunset Crossing and that they would be soliciting Parks and Recreation Commission input. He contacted Jerry White from the YMCA and set up a lunch meeting for Tuesday, August 30, to discuss the issue and invited the other Commissioners to attend. C/Tye questioned the idea of the park. VC/Ruzicka replied that it is a City Council tactical move to assist the MRF committee in their effort to delay or deter the facility. CSD/Rose commented that the City of Industry is currently assessing the property on the other side of the terminus of Sunset Crossing. This signals a possible attempt T to acquire the land. If the land is acquired, then they could extend Sunset Crossing through to Grand Avenue, which would be an alternative access to the MRF facility. C/Tye asked if there is a sense of urgency. CSD/Rose replied affirmatively and further stated that the request came from the MRF Committee to a Councilmember and the Councilmember asked that this issue be placed on the City Council agenda. There is a question of the legality of replacing the right of way with a park. The situation is similar to the Grand Avenue extension into Chino Hills. VC/Ruzicka stated that if the City were to abandon the property, the YMCA would get ownership of the property. CSD/Rose clarified that the Pomona YMCA would get ownership of the property because the Diamond Bar YMCA is owned and operated by the Pomona YMCA. Chair/Goldenberg mentioned the artist rendition of the Mission Viejo pocket park and the approval of the residents who saw it. VC/Ruzicka stated that he has received several suggestions for the use of the park. C August 25, 1994 Page 13 CSD/Rose added that there are a couple of different ideas that members of the community have come up with. Chair/Goldenberg asked if the City owns the property. _ CSD/Rose replied that it is a right-of-way. If the City abandons the right-of-way, the property goes to the adjacent property owners; i.e., the Pomona YMCA. VC/Ruzicka asked about input on the renaming of the Parks and Recreation Commission. CSD/Rose replied that C/Schey is working on that subject. VC/Ruzicka asked about the declaration of a scenic highway status. Chair/Goldenberg replied that it is under discussion. VC/Ruzicka asked about the status of the Paul C. Grow Park agreement. CSD/Rose replied that the comments from the Commission were sent to the Walnut Valley Unified School District and staff is waiting for their response. VC/Ruzicka referred to the minutes of July 28 meeting regarding the request for a tennis court at Peterson Park. He asked how many people signed the petition. CSD/Rose replied there was no petition. VC/Ruzicka feels if it is included on the Priorities Matrix that a petition should be included versus a request from one individual. ADJOURNMENT Moved by Chair/Goldenberg and second by C/Tye and carried unanimously to adjourn the meeting at 8:55 p.m. Respectfully Submitted, August 25, 1994 Page 14 Attest: Mike Goldenberg Chairman Secretary