HomeMy WebLinkAbout01/26/1995 PRC MinutesI
CITY OF DIAMOND BAR
M I N UTES_ OF. THE,.PARKS &, (RECREATION. COMMISSI ON
BOARD HEARING ROOM OF THE S.C.A.Q.M.D.
21865 Copley Drive
JANUARY 26, 1995
CALL TO ORDER
Chairman Goldenberg called the meeting to order at 7:07 p.m.
PLEDGE OF ALLEGIANCE
The audience was led in the Pledge of Allegiance by Vice Chairman Ruzicka.
ROLL CALL
t
Present: Chairman Goldenberg, Vice Chairman Ruzicka, Commissioners Tye and
Medina.
Staff: Community Services Director Bob Rose
Recreation Supervisor Marla Pearlman
y, Parks and Maintenance Superintendent Don Hensley
Absent: None
i
MATTERS FROM THE AUDIENCE
i
None
CONSENT CALENDAR
VC/Ruzicka moved, seconded by C/Tye to approve the Consent Calendar, carried 4-0.
1. Approved Minutes of December 15, 1994.
2. Correspondence received and accepted by the Parks and Recreation
Commission.
OLD BUSINESS
F I
3. Pantera Park C.U.P. Process - Update - CSD/Rose advised that there was a
Public Hearing before the Planning Commission on Monday, January 9, 1995
``°�� to discuss the Conditional Use Permit for Pantera Park. He advised that ten
January 26, 1995
Page 2 Parks &Recreation Commission
significant issues were raised by the Planning Commission and that staff would 1
be responding to them within the next 30 days. He also advised that the
C.U.P. could not be approved at the January 9, 1995 meeting due to an
environmental study that was done that required more time for public review.
CSD/Rose also advised that an update, of the traffic study is being required:
C/Tye asked if these ten concerns were addressed at the Community input
workshops conducted by the Parks and Recreation Commission, and, if they
were, why did the Parks and Recreation Commission go through that process
if the same questions were going to be asked by the Planning Commission?
I
CSD/Rose advised that staff, public, and the Commission held a "scoping
session" to come up with a good plan. He stated that the Planning
Commission's job is now to review that plan to make sure that it is the best
plan to serve the entire community. The Planning Commission will go through
a similar process as the Parks & Recreation Commission went through to decide
what the best plan is'for that site. J 0
`/C/Ruzicka expressed his frustrations with the Planning Commission for asking
the same questions -of issues already raised and answered by the Parks and
Recreation Commission.
CH/Goldenberg stated that each of the Commissioners should discuss these
frustrations and issues with their City Council contacts in order to help resolve
their concerns.
CSD/Rose stated that the C.U.P. Public Hearing before the Planning
Commission was continued to Monday, February 27, 1995 at the AQMD
Auditorium. -
4e Application for C.D,I3.Ge Funds - Update- CH/Goldenberg advised that the
grand request for A.D.A.. Retrofit in parks was funded for $100,000, not the
$150,000 that was requested. He advised that the funding was cut back
approximately 1/3 due to a lack of available funds compared to all the requests
that were submitted. The Commission will have to address project priorities
for the $100,000 that was funded at a future Commission meeting. -
C/Medina asked if there are any uriailocaited funds.
January 26, 1995 Page 3 Parks & Recreation Commission
CSD/Rose stated that there are additional unallocated funds. The City Council
has the authority to allocate these funds at their discretion.
CSD/Rose also stated that staff believes the Senior Program will require funds
for items that can not be charged to C.D.B.G. It is staff's intention to submit a
request for these funds during the 1995/96 budget process.
CH/Goldenberg asked if these additional funds would come from the General
Fund and Prop A ?
CSD/Rose advised that the additional funds would come from the General
Fund and Prop A.
C/Medina asked if "Meals on Wheels" are a part of CDBG.
CSD/Rose advised that "Meals on Wheels" is conducted by a private agency
and is not offered by the City of Diamond Bar. He also stated that the City was
--- fully funded for the Senior Program with $20,000.
C/Tye asked how the City Council determined that they had $100,000 and not
the $150,000 requested by this Commission. He also asked how this will
impact the retrofitting of the parks.
CSD/Rose advised that there were two requests for that money 1) Public Works
Department in the amount of $430,000 for handicap sidewalk access and 2)
Parks & Recreation in the amount of $150,000, which totalled $580,000.
There was only $318,000 available. Both request were funded for lesser
amounts than requested. The impact on the retrofitting of the parks is that it
will take a longer period of time to retro fit all of the City's parks.
With Consensus by the Commission, this item Received and Filed
5. Resource Management Element of the General Plan - Update -
CH/Goldenberg stated that prior to his departure from the Commission,
C/Schey presented a suggested list of modifications for the Resource
Management Element to the City Council for consideration for the Draft
General Plan. The majority of the suggestions were accepted by the City
Council.
i
i
January 26, 1995 Page 4 Parks & Recreation Commission
With Consensus by the Commission, this item was Received and Filed.
NEW BUSINESS
6. R.F.P. For Recreation Services - CH/Goldenberg advised that the Brea Contract
for Recreation Services will expire April 30, 1995.
CSD/Rose stated that the RFP before the Commission is required because the
Recreation contract is over $1.0,000. He advised that a recommendation could
go to the City Council that the RFP not be distributed widely but that it be
limited to the City of Brea and to an "in-house" proposal.
CH/Goldenberg asked if the City Council could come back at a later date
saying that distribution of the RFP was limited and that not enough proposals
were received?
CSD/Rose advised that City Council approval is required because the
Recreation Contract is over $10,000. But; with City Council approval, there Li
is an exception to competitive bidding if it inv
OlveS
p p b an agreement with another
governmental agency such as the City of Brea. Therefore, with City Council
approval, competitive bidding is not required,
C/Tye asked if the other entities interested in bidding were in the past, and if
these entities are interested no,,,,,.
CSD/Rose advised that these entities were interested in the past, however, they
are aware that the City of Diamond Bar €s happy with Brea.
VC/Ruzicka expressed that he is very happy with the work of Brea and the
programs that have been implemented. He also stated that if we do go in- j
house he hopes that these programs do not change. i
Ted Owens, Community Services Manager for the City of Brea expressed his
happiness with the Recreation Contract and working with the City of Diamond
Bar. He stated that the City of Brea enjoys working with Diamond Bar, and
that the cities have established a good working relationship, with high
standards for service. 1
CH/Goldenberg advised that he is extremely happy with their service and
F i
y.. January 26, 1995 Page 5 Parks & Recreation Commission
stated that Brea's staff is dedicated, cooperative and super people. He asked
what kind of ideas does the City of Brea have that would help to expand our
programs to more users and what ideas would Brea have to improve the
programs.
RS/Pearlman stated that beyond what is listed in the RFP, there are other
programs that are considered for the 1995/96 fiscal year. 1) Breakfast with
Santa; 2) Iddy-bitty soccer; 3) Mid -week evening adult basketball; 4) Expansion
of Tiny -Tots.
CH/Goldenberg recommended more emphasis on the marketing of these
programs, i.e., Jones Intercable.
RS/Pearlman advised that she has talked with Joe Dunn at )ones Intercable
requesting the City's schedule be placed on the scroll. He is still working on
it.
C/Medina advised that channel 12 is also a good way to announce the City's
programs.
VC/Ruzicka stated that he has had an experience with Jones Intercable in that
he waited a long time for a response, but once they respond things get done
and they are very cooperative.
I
Ted Owens stated that the City of Brea is working with the Brea
Communication Marketing Staff to identify some areas that he might be able to
tap into in order to enhance the visibility of the recreation programs in the
community.
CH/Goldenberg reiterated a word of thanks to the City of Brea.
CSD/Rose advised that the marketing issue is in the RFP for review.
C/Tye asked if marketing was not an issue prior to this RFP.
i
CSD/Rose advised that all of the marketing items in the RFP are being done at
T this time; however, staff would like to hear additional marketing ideas from the
contractor.
January 26, 1995 Page 6 Parks &Recreation Commission
CH/Goldenberg asked once all of the responses to the RFP's are received, will
they be brought back to this Commission prior to going to the City Council, for
final approval.
CSD/Rose advised that prior to going to City Council, a Parks and Recreation
Commission sub -committee will be involved in negotiations. He advised that
the RFP's are not due until March 9, 1995. Therefore, a sub -committee can be
decided at the next Parks & Recreation meeting. He stated that the Proposals
need to be presented to the C'tv Counc`:I by April 4, 1995.
C/Medina asked when the Commission could review the "in-house" RFP.
CSD/Rose advised that the in-house proposal will be available on March 9, the
same due date for all other proposals.
VC/Ruzicka moved, seconded by C(Tye to recommend to the City Council that
the release of the R.F.P. for Recreation Services be limited to the City of Brea
and to the consideration r of an in-house proposal in accordance W� ith
Ordinance 20, Section 31. This motion carried 4-0.
7. Proposal for Summer Day Camp Program - CSD/Rose reported on a proposal
for a Summer Day Camp program at Sycamore Canyon Park starting this
Summer for elementary school age children. CSD/Rose advised that the total
day camp budget as proposed, is estimated at $34,000. Revenue expected
from fees from the participants is estimated at $28,480. He also advised that
it is possible to increase the revenue further by making major excursions that
are offered by the'day camp available to the public for an estimated additional
revenue of $250.00/week. He also advised that Prop A funds are used in this
program.
C/Tye asked if this program is a 1) week to week sign-up; 2) Ages consist of 6-
12; 3) How will the excursions generate the revenue; 4) Are the parks used
during this day camp program closed to the public during day camp hours; 5)
How does this day camp limit ane haoility,
CSD/Rose advised that !)day camp sign-ups are week to week; 2) the ages are
from 6-12; 3) ren additional sig! -ups for excursions can be taken each week
with no additional staff costs; 4) the parks are not closed; 5) there is 1 staff
person per 10 children and the children are under constant supervision.
.� January 26, 1995 Page 7 Parks & Recreation Commission
CH/Goldenberg asked what funding is used in this program.
CSD/Rose advised that the primary funding is General Fund money, with some
support for excursions with Proposition A funds.
C/Tye stated that this program is suppose to support itself with subsidy from the
Prop A monies.
VC/Ruzicka moved, seconded by C/Medina to recommend to the City Council
that the Proposal for Summer Day Camp Program be included in the R.F.P.
C/Tye asked where the money is made up if there are no extra sign-ups for the
excursions.
CSD/Rose advised that it will come out of the General Fund monies.
This item carried unanimously 4-0.
8. Proposed Expansion for School Year Tiny Tots Program - CSD/Rose advised
that the City of Diamond Bar is running this program with 12-13 people on a
waiting list to get into Tiny Tots.
CH/Goldenberg asked if these participants are all Diamond Bar residents.
CSD/Rose advised that the majority are Diamond Bar residents.
VC/Ruzicka moved, seconded by C/Tye to recommend to the City Council that
the Proposal for Expansion for School Year Tiny Tots Program be included in
the R.F.P. Item carried unanimously 4-0.
9. Facilities Use Policies -
Recommended Action #1: Add "E" Residency Requirements to Section I -
CSD/Rose advised that a letter dated January 17, 1995 requesting fee waiver for
use at Heritage Park was received from Boy Scout Troop_737. He advised that
the City Council seemed interested in having youth non-profit organizations
receive free use of that facility. A refund for fees charged for a use in
ar, December, 1994 was approved on the warrant register. He stated that staff has
January 26, 1995 Page 8 Parks, & Recreation Commission
proposed revising the Facility Use Policies to provide City support of the non-
profit youth serving organizations in Diamond Bar. He advised that staff
developed the revision to the Facility use Poiicies regarding Community Use
and that staff recommends action #1. In order to maintain the current level of
revenue supplied by these facilities, there are restrictions on the days that non-
profit organizations can use the facility for.free.
CH/Goldenberg stated that this item needs to be referred to our City Attorney
because the State constitution will not allow us to rent this facility out for, "free°'
to one organization and charge another.
CSD/Rose advised that the City Attorney has not seen this proposal yet.
VC/Ruzicka asked when this was discussed originally, weren't all non-profit
organizations considered. =
71
CSD/Rose advised that it was finally determined that user -groups that were non-
profit organizations would get free use of the lights and athletic facilities,
however, one-time or out of town users would have to pay the $8.00 light tee.
C/Tye recommended that this item go back to the City Attorney for his review
and recommendations.
C/Medina asked if this policy needs an effective date for any refunds.
CSD/Rose advised that the date that this policy is adopted by City Council
would be it's effective date. He also advised that there is a request for waiver
of fees for Boy Scou; Tr000 737'§"use of February 11, 1995 and staff would
entertain a recommendation.
CH/Goldenberg advised that until the Commission gets clarification on
recommendation number 1, if will not be acted upon.
C/Tye recommended that the Commission decline the request for the waiver
of fees for Saturday, February 11, 1995. He stated that if this fee goes to an
individual to open and Pock up the facility, then it should be charged to cover
those city charges.
VC/Ruzicka stated that the City Council has given some indication that they
_ . January 26, 1995 Page 9 Parks & Recreation Commission
j agree with the free use for non-profit organizations and asked if the
Commission is in a position to deny this request.
CH/Goldenberg stated that this Commission is assigned a budget by the City
Council and any expenditures above and beyond that have to be off -set by
additional funding.
C/Tye stated that if the citizens want this type of program, then they need to
know the impact on the budget this will cause.
VC/Ruzicka expressed a concern that if the Commission denies this request,
when the City Council is all for it, then the Commission looks non-responsive
to the needs of the community. He asked if the City Council meant for this
item to be a one time proposition or did they mean for this to be a policy.
CSD/Rose advised that the City Council came across with an indication that
they felt that charging a Boy Scout Troop for the use of a city facility was
— inappropriate.
VC/Ruzicka expressed his desire to make this a positive issue because of the
organizations that are involved.
CH/Goldenberg reiterated that this issue will go back to the City Attorney for
further review and asked if the Commission could also recommend to the City
Council that each individual case can be reviewed on its own merits.
CSD/Rose advised that the Facility Use Policies do allow variances to be
considered on a case-by-case basis.
C/Medina recommended that the fee should remain, however decrease the fee
to a very minimal charge.
Recommended Action #2: CSD/Rose advised that there has been a
tremendous increase in the number of groups seeking the use the city's athletic
facilities. He also advised that compared to fast fiscal year, the City has had a
40% increase in the number of requests from organized users for athletic
r facilities. He stated that staff has a desire to abide by the Mission Statement that
we are here to serve the Diamond Bar community and to ensure our residents
get priority. CSD/Rose recommended that we tighten up the policies for use
January 26, 1995
Page 10 Parks & Recreation Commission
of the facilities from outside residents. He recommended that a residency
requirement be established for the participants in the program. When an
organization meets the residency requirements then they remain eligible as a
user group. However, if they cannot prove that they meet the residency
requirement they are not eligible. -Ie also suggested the implementation of a
fee of $3.00 per hour for use of athietic facilities for organizations that do not
meet the residency requirements.
VC/Ruzicka stated that during the user -group meetings, there were comments
that the City of Diamond Bar has been very accommodating to non-resident
users.
CSD/Rose also stated that in addition to a $3.00/hour fee for facility rental, an
$8.00/hour fee will be charged for any lighting.
C/Tye asked if these charges cover the electric bill.
CSD/Rose advised that the last evaluation of electrical costs came back at
$8.00/hour.
C/Tye asked if the $3.00/hour fee is enough of a deterrent for non-residlent
organizations.
CSD/Rose stated that on page 6 of the User Group Document, there is a list of
priorities for qualifying user groups. Priority is always given to the Diamond
Bar organizations.
CH/Goldenberg stated that the Commission should wait before taking action
on this matter until the input of the new Commissioner is heard.
CSD/Rose recommended to the Commission that this item be held over until
the next meeting.
C/Tye moved, seconded by C/Medina to recommend item #2. Motion carried
unanimously, 4-0. Item #1 was'carried over to a future meeting.
10. Parks and Recreation Commission Priorities for the 1995/96 Fiscal Year
CSD/Rose recoma-lended tha-F anad hoc committee be created and for the'ad
hoc Committee to rnet with staff for recommendations on the priorities for the
11
... _II i,,.R" I. , IP^
ig. v_r.� --..,r wi.0 �i ix i__..nid 6ti� ttaa.��.m ud .a _abrdt4 Nt�d ., xn,, pilWldlad :4:
I
w -r January 26, 1995 Page 11 Parks & Recreation Commission
1995/96 Fiscal Year budget.
CH/Goldenberg recommended that the ad hoc committee consist of
CH/Goldenberg and C/Tye.
VC/Ruzicka commented that the Parks Master Plan should be a number one
priority.
VC/Ruzicka moved, seconded by C/Medina that the ad hoc committee meet
with staff for discussions of priorities for the 1995/96 fiscal year. Motion
carried unanimously, 4-0.
11. Sixth Anniversary Celebration - CH/Goldenberg advised that C/Medina chaired
this committee last year.
VC/Ruzicka nominated C/Medina as Chairperson for the committee.
t=, y C/Medina accepted the nomination.
C/Tye nominated VC/Ruzicka as the Co -Chairperson for the committee.
VC/Ruzicka declined.
CH/Goldenberg recommended that the Co -Chairperson nominations wait for
the new Commissioner member. He also asked C/Medina to present at the
next Commission meeting any ideas or thoughts for the Sixth Anniversary
Celebration.
CSD/Rose advised that this 'event is confirmed for Sunday, April 30, 1995,
Peterson Park, 1:00 p.m. - 511:00 p.m. and that this celebration is open to the
public and will include manI free activities for the children to do.
Medina commented that there are many ethnic dance groups that are willing
to be included in this event.
CSD/Rose advised that the current budget allocation for this event is $1,500.
There is a request going before City Council to double that allocation. He also
advised that the City of Brea staff will present a proposal to conduct this event.
January 26, 1995 Page 12 Parks & Recreation Commission
12. Damage in Parks due to Recent Winter Storms - PMS/Hensley reported that
the Heritage Park Community Center's roof leaked during the last storm. He
advised that FEMA estimated the cost to stop the leaks to be $10,000.
PMS/Hensley also advised that at Sycamore Canyon Park, the natural drainage
stream was damaged at the cemented bends. CIES and FEMA estimated `the
repair work for this area to be $150,000.
CH/Goldenberg asked if the cost at,Sycamore Canyon Park would include new
gunite on the stream banks?
CSD/Rose advised yes, the gunite would be included. CSD/Rose added that
the Contractors who originally did the work at Heritage Park Commu'I ity
Center are working with staff to cor ecc the problems. It appears that water is
leaking over the flashings and the flashings may need to be replaced.
CH/Goldenberg asked staff to make sure that when the contractor corrects those
problems, that the warranty contract be extended to cover the new work.
CSD/Rose advised that there were leaks last year and the contractor took care
of those leaks. He advised that the contractors are trying to rectify the problem
and the contractors indicated that they would stay with it until they ,are
resolved.
CH/Goldenberg recommended that this item be received and filed
INFORMATIONAL ITEMS
13. Parks and Recreation Commission Meeting Schedule - CSD/Rose provided a
handout with the 1995 meeting schedule.
14. Larkstone Park - CSD/Rosa stated that staff has responded to a letter received
from Los Angeles County concerning the fact that the land set aside for
Larkstone Park has been covered by the Walnut Valley School District in the
development of Southpoint Middle School.,'A meeting has been set-up with the
School District to discuss the need for a land swap to resolve this issue.
CH/Goldenberg expressed his concern that not enough pressure has been put
on the Walnut Valley Unified School District. The community does not have
this park site due to the school district's actions.
mow... .�---... =ia'I. "I�.,_,�... _,M... •...I 'I "_ ',.d "_, I .,,,,. _..h!I L.q".� rri �k'Aa ipill°�,ty��&.ixe,.�,'�]���,It.+€7lY��`&�#�.dtbi
January 26, 1995 Page 13 Parks & Recreation Commission
CSD/Rose stated that he would report back to the Commission with the results
of his meetings with the school district.
13. Recreation Update -
Contract Classes - RS/Pearlman advised that the contract classes are underway
for the Winter session. Walk-in registration was conducted on Saturday,
January 14 at the Sycamore Canyon portable building.
Athletics - RS/Pearlman advised that Youth Basketball is underway, however
games were rained out twice but will be made up at the end of the season.
Team pictures were taken on January 21. She advised that the round -table -
player of each game will be donated by Round Table Pizza. A certificate good
for a pizza will be presented to one player from each team after every game.
She stated that the City of Brea will be purchasing a Hewlett Packard Laser Jet
4 Printer for the Recreation staff at Sycamore Canyon Park. She advised that
Ray Moore, Athletic Director for Diamond Bar High School, has been
contacted for use of the gymnasium for adult basketball and volleyball for the
Spring leagues. She also advised that Lorbeer Junior High School's facilities
will be secured for the use of adult volleyball. She stated that the City of Brea
will be submitting a proposal to conduct the 6th Anniversary Celebration.
ANNOUNCEMENTS
C/Tye expressed his distress at losing C/Schey from the Commission. He stated that each
resident needs to be pro -active in shopping in our town. He announced that a new sporting
goods store opened in Diamond Bar recently, called Pro -Sports, which is owned by Tom and
Shirley Sauer.
VC/Ruzicka also expressed his disappointment with C/Schey's resignation. He stated that he
is very optimistic for the coming year and for a better relationship with the City Council.
C/Medina stated that he also is very disappointed with C/Schey's resignation.
CH/Goldenberg asked CSD/Rose if the Commission can create an ad hoc committee to review
the proposals received in response to the R.F.P. for Recreation Services prior to them being
agend ized.
CSD/Rose advised that an ad hoc committee would be appropriate.
+ti iia
January 26, 1995 Page 14 Parks & Recreation Commission;
I
CH/Goldenbergannounced that on Tuesday, 01/31/95 he will b arrested" f h
y, be ested for a Mu'sCular
Dystrophy Lock-Up fundraiser at the Diamond Bar Honda. He also asked that the
Commission's name plates be replaced.
ADJOURNMENT
At 9:46 p.m., it was moved by VC/Ruzicka, seconded by C/Tye and carried unanimously 4-0
to adjourn the meeting.
RespectfulI ubmitted,
B0 Rose
Secretary
Attest:
Mike Goidenber
Chairman