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HomeMy WebLinkAbout09/22/1994 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE COMMUNITY CENTER SEPTEMBER 22, 1994 CALL TO ORDER Chairman Goldenberg called the meeting to order at 7:25 p.m. PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Vice Chairman Ruzicka. ROLL CALL Present: Chairman Goldenberg, Vice Chairman Ruzicka Commissioners Medina and Tye Commissioner Schey arrived at 8:00 P.M. Staff: Community Services Director, Bob Rose Administrative Assistant, Sandy Barlow Recreation Supervisor, Marla Pearlman MATTERS FROM THE AUDIENCE Deputy Mark St. Amant was present regarding the Proposed Park Reservation Policy Revision. John and Mickey McKitrick were present regarding item 5(a) of the agenda. MINUTES 1 . Minutes of July 28 and August 25, 1994. Due to the lack of a quorum, approval of the minutes of July 28, 1994 was postponed to later in the agenda. Moved by VC/Ruzicka, seconded by C/Tye and carried unanimously to approve the minutes of August 25, 1994. OLD BUSINESS 2. Proposed Park Reservation Policy Revision. Chairman Goldenberg introduced Deputy Mark St. Amant from the Walnut Valley Sheriff's Department, who was present to provide the Sheriff Department's perspective regarding the park reservation policy and to answer questions from the Commissioners. CSD/Rose summarized the original Staff report and explained that the proposed revision was a result of input from the Sheriff's Department. He cited an example of an incident at Summit Ridge Park over the Labor Day weekend wherein the Sheriff's Department was called out regarding a dispute between a Diamond Bar resident with a permit that was not posted and residents from Upland who were having a party and refused to leave to allow the party with the permit to use the facilities. The Sheriff's Department could not enforce the reservation because it was not posted and signage was not displayed. Staff has the authority per Code to place permanent signage and will revise the reservation form to indicate that the permit must be posted. CSD/Rose further stated that staff understands the Commission's concerns regarding a fee for residents, however, some form of a cost recovery program is needed, as a result, staff would like to work with the Commission to develop a proposed fee. C/Medina suggested that a list of future reservations be posed at the park and/or listed in the Windmill. CSD/Rose replied that the Windmill is dark in August and there is also a three- week lead time for the publication which would not allow for an accurate listing of reservations. However, he added that listing the availability of reservations in the Windmill is a good suggestion. C/Tye asked how the proposed system would have prevented the incident on Labor Day. What type of signage is being proposed? CSD/Rose replied that a metal sign would be placed on the facility itself stating that it is available for reservation. In addition, a notice would refer the individual to a bulletin board at the rest room building which would cite the -- Municipal Code and provide a list of the week's reservations. 1 September 22, 1994 Page 3 C/Tye asked Deputy St. Amant, if a sign was posted but the permit was not posted, would the Walnut Valley Sheriff's Department be able to enforce the reservation. Deputy St. Amant replied that the signage would have to be something that could not be removed and the permit would have to be displayed. CSD/Rose stated that the bulletin board would be used to eliminate the need for Staff to post each picnic facility with multiple reservations for a particular week or weekend. Chair/Goldenberg questioned if it would be Staff's responsibility to post the reservations at the park. CSD/Rose replied affirmatively and further stated the reservations would be posted once a week for the entire week. As far as a late reservation, staff time could be covered by a late fee. VC/Ruzicka suggested an updated listing of fees charged by other cities to show the proposed fees are commensurate with other cities. Chair/Goldenberg asked Deputy St. Amant for his comments. Deputy St. Amant stated that the sheriffs have a problem determining which areas are reserved and how many tables. He suggested affixing permanent numbers to the tables or their pads. C/Tye asked if the people seeking permits physically come into the facility to see what is available for reservation. RS/Pearlman replied that there are photographs of the areas available and staff suggests that they go to the site to physically view the area. Chair/Goldenberg asked if the table area can be permanently marked. CSD/Rose replied that the tables can be either permanently marked or staff can restrict what is available for reservation. Chair/Goldenberg stated that limiting reservable space would be a problem if Staff is not there to indicate what is reservable. September 22, 1994 Page 4 CSD/Rose suggested numbering the concrete pad upon which the table sits. C/Tye agreed and suggested a metal tag on the end of the table or the end of the bench. C/Medina suggested identifying the areas by quadrant. C/Tye feels numbering the tables, 1 through 20 as an example, is better. Deputy St. Amant indicated that dividing the parks into quadrant would be too hard to enforce. He also related a situation that occurred at Summit Ridge Park where they were able to settle a dispute regarding the tables, but they were called out again because the people without the reservation surrounded the tables by using the grass area. C/Medina stated that people will move tables to shady areas. CSD/Rose indicated that most of the tables are bolted down now. Deputy St. Amant stated the tables should be reserved first and leave the grass areas to a first-come, first-served basis. Chair/Goldenberg questioned how the barbecue areas are handled. CSD/Rose replied that normally the table and adjacent barbecue is listed on the permit. He further stated, in his personal experience, barbecues have been shared. C/Medina stated he has experience using the parks and feels that sections would be a better approach. VC/Ruzicka asked Deputy St. Amant if his main concern is for the tables or the grass areas? Deputy St. Amant stated, that in his three years of experience, the dispute usually involves tables and not the grass areas. VC/Ruzicka referred to Deputy St. Amant's previous comment regarding the -- surrounding of the table area at Summit Ridge Park. September 22, 1994 Page 5 Deputy St. Amant replied that the situation was handled by giving the users a choice, they either work it out or the Deputies take them to jail, which seemed to solve the problem. VC/Ruzicka feels that part of the problem will be resolved when the posting is put up, and suggested that the permit be revised to state the specific area being reserved. Chair/Goldenberg asked Deputy St. Amant how many calls the Sheriff's Department receives annually regarding reservation enforcement. Deputy St. Amant replied that he works one weekend per month and averages two calls per month. Chair/Goldenberg suggested a charge of $10.00 for local residents, $25 for non- residents and a $10 late fee to recover the cost and asked for comments. VC/Ruzicka asked how close the numbers indicated on the chart for usage comes to capacity. CSD/Rose replied that he estimated a capacity of 500 reservations per year. The actual use was 266, which is about half of capacity. He further stated that the more organized and more structured the system is, the more people will use the reservation system. Staff's fee suggestion is based on current statistics with a higher reservation number in the future, which justifies the lower fee at this time. VC/Ruzicka brought a motion to adopt the fee structure proposed by Chairman Goldenberg. C/Schey entered the meeting at 8:00 p.m. C/Medina stated if the park is busy, more people will use the reservation system. C/Tye feels that if people know there is a reservation system, the number of reservations will increase. RS/Pearlman commented that some people who call are very surprised that a fee does not currently exist. September 22, 1994 Page 6 RS/Pearlman commented that having the phone number listed on the signs will increase the number of reservations because people will know who to contact. C/Tye commented that the proposed policy will eliminate the need to "camp out" for a space. CSD/Rose commented that the person who had a bad experience over the Labor Day Weekend would be willing to go on record by attending a public workshop and sharing her experience with the Commission. C/Tye asked if a public workshop is required. CSD/Rose replied that the adoption of a fee requires City Council action and the research needs to be done prior to presentation to the City Council. Chair/Goldenberg asked for a second to the motion on the floor. C/Medina suggested a reduction from $15 to $10 for residents and an increase from $30 to $35 for non-residents. CSD/Rose stated that a cancellation policy of seven days in advance or the forfeit of the fees paid, which would cover the cost of changing the posting, will be included. In addition, a weather policy should also be added to the document. C/Tye stated that reservations should be rain or shine. Chair/Goldenberg asked for discussion regarding C/Medina's suggestion. C/Tye would like to stay with the original proposal of $15 for residents and $25 for non-residents. VC/Ruzicka would like the fee structure set low with the possibility of raising it in the future. C/Schey suggested C/Medina's proposal be placed in the form of a motion. Chair/Goldenberg suggested adding to his previous motion the cancellation policy proposed by CSD/Rose as item K to the policy and the weather policy as proposed by C/Tye, moved by C/Schey seconded by C/Tye and carried September 22, 1994 Page 7 unanimously. Chair/Goldenberg asked when the proposed policy would be submitted to City Council. CSD/Rose replied that inviting user groups and past child care providers to a public workshop is recommended. Chair/Goldenberg asked for a definition of child care providers who would be charged a fee and those who would not be charged a fee. CSD/Rose referred to item 1.b of the proposed policy. The YMCA is an example of a certified non-profit organization who would not pay a fee but would be required to obtain a reservation and provide evidence of insurance. Peppertree is a commercial child care facility and would be required to obtain a reservation, pay a fee, and provide evidence of insurance. C/Tye asked if licensed day care individuals who take care of 4-5 children would be included as a profit organization. CSD/Rose replied affirmatively and further stated that the objective is to know how many children will be at the parks so that time schedules can be organized. Chair/Goldenberg welcomed Deputy St. Amant to stay but stated he may be excused if he desired to leave. C/Tye questioned the purpose of the workshop. CSD/Rose stated that the Commission can only hold public workshops, not hearings and further stated that in the past the City Council has asked if the public has had an opportunity to comment. C/Schey asked if the proposed policy can be sent to the various user groups to be reviewed and receive comments. CSD/Rose replied affirmatively. CSD/Rose asked for a clarification of the prior motions. September 22, 1994 Page 8 Chair/Goldenberg stated the motion was to modify the fee structure to $10 for residents, $25 for non-residents, and the inclusion of the weather policy and the cancellation fee. CSD/Rose asked if the late charge was included as well. Chair/Goldenberg replied affirmatively. 3. Joint Use Agreement with Pomona Unified School District Chair/Goldenberg asked if Staff is asking the Commission to recommend that the City Council approve the proposed Joint Use Agreement with the Pomona Unified School District. CSD/Rose replied affirmatively in addition he referred to the classification of Reduced Costs/Labor Only with the corresponding Fee Schedule for Use of Facilities to answer a question raised at the last meeting by the Commission. Time A refers to when the school is open, which would be no charge. Time B is for the labor of the facility and is most widely used. He further pointed out that the Reduced Costs/Labor Only applies only to youth activities. Adult activities would be listed under the Direct Costs category. VC/Ruzicka moved to recommend City Council approval of the proposed Joint Use Agreement with the Pomona Unified School District, seconded by C/Schey and carried unanimously. NEW BUSINESS Chair/Goldenberg moved to approve the minutes of July 28, 1994, seconded by C/Schey and carried unanimously. INFORMATIONAL ITEMS 4. Pantera Park 1 September 22, 1994 Page 9 CSD/Rose provided an update on the park development process indicating that the conceptual plan which was approved by the Commission in March will be going before the Planning Commission for a conditional use permit hopefully in October. They are still working on the environmental impact report and he deferred to C/Schey. C/Schey stated that they must go through a Notice of Process before they can proceed with a Planning Commission hearing. CSD/Rose further stated that the bids for the Environmental Impact Report were just received last week. The Planning Commission is looking at this project as the last opportunity to add to the park facilities called for in the General Plan. The Planning Commission has the authority to alter the plan recommended by the Parks and Recreation Commission and he encouraged the Commission to attend the meeting so there are no surprises in what Staff may recommend through the Planning Commission, such as adding lights to the ball field. VC/Ruzicka stated that the Commission worked out the best proposal and questioned the possibility of the lights being approved. VC/Ruzicka further commented that if they intend to add the lights regardless of the study done by the Commission, they must have strong backing. C/Schey stated that the Planning Commission may not be looking at the practical aspect. VC/Ruzicka reiterated his concern regarding the suggestion that ball filed lights be added to the plan. CSD/Rose stated that he has been notified by board members of different organizations that they are going to push for lights. 5. Recreation Program Up -date RS/Pearlman reported that registration for Contract Classes was held on September 10 at the Sycamore Canyon Park Recreation Office and they are $2,000 away from their goal. She presented an additional fall brochure which will be mailed out to the elementary schools. September 22, 1994 Page 10 The adult softball league and basketball leagues will begin Sunday, September 25, 1994. She stated that there is a problem with the scheduling of the adult volleyball league. Enrollment for the league has declined due to the player's desire for a day other than Sunday. Staff has approached the Walnut Valley Unified School District and has been advised that there are no other nights available. RS/Pearlman asked if the Commissioners could talk with the School District and encourage them to allow additional uses. C/Tye asked why Lorbeer is not available. RS/Pearlman explained that school officials indicate that the school is unavailable. C/Tye asked, if Recreation could use Lorbeer, which nights would be the best for league play? RS/Pearlman replied any night other than Sunday. Due to his involvement with the basketball program at Lorbeer, Mr. John McKitrick was asked which nights he uses Lorbeer. His reply was Monday, Tuesday, Wednesday, and Thursday. RS/Pearlman stated that Friday, Saturday and Sunday night would not be suitable due to the participants and their schedules. CSD/Rose asked how many seasons of Adult Volleyball are listed in the Recreation Services contract. RS/Pearlman replied, three. Mr. John McKitrick asked what time the facility would be needed, because they are finished with basketball by 8:00 p.m. RS/Pearlman stated that 6:30 p.m. to 8:30 p.m. would be required to run the league. C/Medina suggested the Maple Hill basketball court. RS/Pearlman replied that an indoor court is required because the league consists of novices. Chair/Goldenberg offered the number of a contact with the Pomona Unified School District, for the possible use of Lorbeer Junior High. September 22, 1994 Page 11 RS/Pearlman further reported on the results of the Youth Baseball evaluation. They received 29 responses for the Paul C. Grow program and 50 responses for the Heritage Park program. She also pointed out that a response from the parent of a six-year-old indicated that tryouts were not necessary for that age group. C/Tye asked if the smaller fall brochure was sent to the schools and when. RS/Pearlman indicated that they were sent on Wednesday, September 22, 1994. C/Tye asked if the schools have resisted passing out the smaller brochures. RS/Pearlman indicated that staff obtains permission to pass flyers and the small brochures through the schools directly from the school district offices. She further stated that her sister is involved in the Lorbeer newsletter, and she suggested that the information regarding programs is included in the newsletter which is delivered directly to the parents through the mail. Chair/Goldenberg commented on the difference between the comments "not competitive" versus "does not want tryouts" CSD/Rose stated that the purpose of the try outs is to test the skills of the players to make the teams fair and those comments will be taken into consideration next year. RS/Pearlman further reported that one evaluation that came in late indicated that they enjoyed Mickey McKitrick's umpiring and his work with the kids. Mr. John McKitrick commented that the program had a good year. It was well organized and well run and he thanked Staff for a good program. ANNOUNCEMENTS C/Medina asked who is responsible for clearing dead leaves from the sidewalks. CSD/Rose stated that the City contracts for cleaning of 58 miles (includes both sides) of major parkways, undeveloped area sidewalks, medians down the middle of the September 22, 1994 Page 12 roads, et cetera, but does not include going into the neighborhoods. The specs are for cleaning once a month at a cost of $56-57,000 per year. One year ago L.A. County was providing the service and charging $140,000 per year for the same service. The contractor is doing a good job, the question is how often is the service needed and how much the City can afford to spend. C/Medina further commented that it is not the City trees but the private trees creating the problem. CSD/Rose concurred and further stated that the specifications for the contractor would have to be changed to provide for once -a -week cleaning of the neighborhood streets. C/Schey suggested trimming trees back to the property line. CSD/Rose agreed that that would be an option. Chair/Goldenberg suggested enforcing Codes regarding trees in public areas. C/Tye stated that it is a safety issue. C/Schey commented that it should be done as an abatement process and further stated, in his experience, property owners would just as soon have the City take care of it and include the cost in the tax bill. C/Medina indicated that the basketball court surface at Maple Hill Park needs to be replaced. VC/Ruzicka thanked Deputy St. Amant for attending and asked for any additional comments or concerns he might have regarding the proposed park reservation policy. Deputy St. Amant restated that there should be a map on the bulletin board of the areas available to be reserved and that durable signs be posted at each site along with site numbers so that the policy can be enforced. C/Schey commented on the proliferation of signs being posted in the medians for garage sales, et cetera, and asked if they can be enforced through the sign ordinance. CSD/Rose stated that signs placed on public property are in violation of the sign ordinance. Signs must be on private property with the approval of the property owner. The City Council has authorized staff to hire a weekend and evenings code 1 September 22, 1994 Page 13 enforcement officer and the hiring of that staff person is currently in progress. C/Tye commented on the residue left when the signs are removed. Deputy St. Amant asked if there is a section under which they can be cited. CSD/Rose stated that Al Flores, the City's Code Enforcement Officer, and Jim DeStefano, the City's Planning Director, know the Code that is appropriate for enforcement. C/Schey thanked Mr. Rose for his comments and concurred with Mr. McKitrick that the baseball program went well and he is looking forward to the basketball program. C/Tye reported that he is looking forward to the Ranch Festival. Chair/Goldenberg asked that trash cans be placed in the tennis courts at Ronald Reagan Park. In addition, he reminded everyone that Diamond Bar Blvd. would be closed on Saturday, September 24, from 7:00 am to 11:00 am due to the Ranch Festival Parade. Chair/Goldenberg also indicated that he has been asked if the Pantera school site can be used for additional recreation uses. He has talked to the City Councilmembers and advised them that it would cost $150,000- $175,000 to grade, seed and irrigate the 3 acre site, plus the costs for maintenance. C/Tye asked about the Brian Luttrell event. Chair/Goldenberg replied that a charity baseball tournament is being held Sunday, September 25, 1994 at the Little League complex on Sunset Crossing. He also stated that Rudy's Pizza is donating 25% of their sales for the weekend to a fund to assist the family with expenses. CSD/Rose stated that he has been offered an opportunity to attend a training program on trees beginning October 6 and concluding January 19. These classes conflict with the October, November and December Commission meetings and he requested that the Commission either reschedule the meetings for those three months or conduct the meetings without him. C/Schey suggested that the meeting be adjourned to October 26 and the dates for November and December can be set at that meeting. September 22, 1994 Page 14 ADJOURNMENT At 9:25 p.m., it was moved by Chair/Goldenberg and second by C/Tye and carried unanimously to adjourn the meeting to Wednesday, October 26, 1994. Respectful) obmitted, Bob Secretary Attest: Mike Goldenbe Chairman