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HomeMy WebLinkAbout03/23/1995 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION BOARD HEARING ROOM OF S.C.A.Q.M.D. 21865 Copley Drive MARCH 23, 1995 CALL TO ORDER Chairman Goldenberg called the meeting to order at 7:10 p.m. PLEDGE OF ALLEGIANCE The audience was led in the Pledge of Allegiance by Commissioner Finnerty. ROLL CALL Present: Chairman Goldenberg, Vice Chairman Ruzicka, Commissioners Finnerty, and Medina. Staff: Community Services Director Bob Rose Recreation Supervisor Maria Pearlman Absent: Commissioner Tye MATTERS FROM THE AUDIENCE None 1. Reorganization of the Parks and Recreation Commission a. Election of Chairman C/Medina nominated Vice Chairman Ruzicka for Chairman of the Parks and Recreation Commission, seconded by C/Finnerty. With no objection, Vice Chairman Ruzicka elected as Chairman of the Parks and Recreation Commission. b. Election of Vice Chairman UMedina asked that since C/Tye is not present, that the election for vice chairman be carried over to the next meeting. Motion failed due to lack of a second. C/Finnerty nominated Commissioner Tye -for Vice Chairman of the Parks March 23, 1995 Page.2 Parks & Recreation Commission and Recreation Commission. Motion failed due to lack of a second. C/Medina nominated Commissioner Goldenberg for Vice Chairman of the Parks and Recreation Commission, seconded by C/Finnerty. With no objection, Commission Goldenberg eiecred as Vice Chairman of the Parks and Recreation Commission. CONSENT CALENDAR-VC/Goldenberg moved to approve the Consent Calendar, seconded by C/Medina and carried 4-0. 2. Minutes of February 23, 1995 3. Correspondence received by staff and transmitted to the Parks and Recreation Commission. 3.1 Community Services Conference registration information from i the League of California Cities. 3.2 Commissioner's Workshop registration information from the California Contract Cities Association. 3.3 Letter from Janet Karapetian requesting support for the Children's Center for Creative Development 3.4 Speech by Sally R. Reed, Chief Administrative Officer of Los Angeles County, on the "Slate of L.A. County." 4. Distribution of up -dated Parks and Recreation Commission Handbook OLD BUSINESS 5. R.F.P. For Recreation Services - CH/Ruzicka reported that he and C/Finnerty met with the staff from the City of Brea to negotiate the contents of the proposed Recreation Services Agreement for the period of May 1, 1995 'thru April 30, 1996. CSD/Rose advised that the updated R.F.P. information submitted by the City of Brea includes the day camp program, adult excursions and rollerblade hockey program. He also advised that the City of Diamond Bar will continue to offer tiny -tots, senior program and concerts in the park as in-house programs. I fl March 23, 1995 Page 3 Parks & Recreation Commission CSD/Rose stated that the R.F.P. submitted by the City of Brea is in two formats 1) a proposal based on the current programming that is being offered through the City of Brea and those programs include contract classes and youth/adult sports; 2) an R.F.P. created by the City of Diamond Bar that Brea has responded to in an expanded format from the current recreational program. He went over the recreational program options comparison between Brea's final proposal and in-house program. He also went_ over insurance and employment benefit replacement costs. CSD/Rose advised that staff recommends signing a contract agreement with the City of Brea for a one-year period of time. VC/Goldenberg asked where the tiny tot program is in the R.F.P. CSD/Rose advised that the tiny tot program will be an in-house program and that it is not included in Brea's proposal. CH/Ruzicka stated that this was a very difficult decision. He stated that the City of Brea is very good for Diamond Bar and has done a remarkable job with our programs, however, the overhead cost is very high. VC/Goldenberg asked what up -front costs the City is responsible for with regard to personnel CSD/Rose advised that there are no up front costs. The City of Diamond Bar will pay a monthly fee for the recreation services program provided by the City of Brea. VC/Goldenberg asked if provisions have been made with the City of Brea to cover our needs in the event of illness or disability if a key person is unable to perform. Ted Owens, Community Services Manager of the City of Brea, advised that as provided in the past, if one of the staff gets sick, schedules a vacation or suffers a disability, other personnel will be rotated into that position. He also advised that this will not result in additional cost to the City of Diamond Bar. He also stated that in regard to the liability insurance, this quote was received by the City of Brea's risk management personnel and if the premium cost is less, then a credit will be given to Diamond Bar. VC/Goldenberg asked Ted Owens how he felt about the contract. March 23, 1995 Page 4 Parks & Recreation Commission Ted Owens commented that quality services are going to be provided and he feels real comfortable with this contract. C/Medina expressed his concern that by using the City of Brea might reduce the opportunity for employing residents of the City of Diamond Bar for the recreation program. RS/Pearlman stated that she has made contact at the high school for use in recruitment of potential employees for the recreation program. C/Finnerty asked how many students are being looked at to be employed.' RS/Pearlman advised that the number is not known at this time, however that employees would be needed in youth sports, adult excursions and day -camp programs. Ted Owens advised that if a Diamond Bar resident is hired and they do a good r... job and they want to come back, they won't have to go through the recruitment�i:,> process again. C/Finnerty stated that the 22% overhead charge still remains and that figure k seems to be set in stone. I i VC/Goldenberg asked about the costs for employee benefits for the in-house program and why they are so high. i CSD/Rose advised that the benefit costs include a full-time Recreation Supervisor, fual-time recreation coordination, a full-time secretary and benefits for part-time staff. With the Brea contract, Diamond Bar only pays its prorated costs of these benefits. VC/Goldenberg moved to accept the recommendation and to recommend to the City Council the approval of the proposed agreement with the City of Brea, seconded by C/Finnerty and carried 4-0. 6. Monument Identification Signs for City Parks - CI-I/Ruzicka reported that ai the meeting of November 17, 1994; the Commission requested staff to develop plans and specifications for the construction of new monument signs to replace the existing L.A. County signs. R f March 23, 1915. Page 5 Parks & Recreation Commission CSD/Rose presented' back-up documentation for this agenda item and the proposed monument sign lay -out. He advised that this sign will be a 12 foot long structure with a height of 78" high, 15" footing of river rock with a concrete pre -cast monument sign with the city's logo in a bronze material set at the top portion where it peaks. He also advised that the actual lettering of the sign would be a times roman print. CSD/Rose advised that once this agenda item is accepted by the Commission, the recommendation would go to the Planning Commission. He advised that once this went through the Planning Commission, it would go to the City Council for approval to receive bids for construction. He stated that there are $30,000 in funds for this current year to cover these signs, and each sign would cost approximately $5,000 including demolition of existing signs. C/Finnerty asked if the waterproofing material .is for graffiti prevention? CSD/Rose advised that it serves to prolong the life of the sign and will also serve as a graffiti deterrent. VC/Goldenberg moved to recommend to the Planning Commission to review and comment on the proposed monument sign specifications for the City parks and to the City Council to solicit bids for a contractor to construct the new signs, seconded by C/Finnerty and carried 4-0. NEW BUSINESS 7. Proposed Parks and Recreation Commission Meeting Rules - CH/Ruzicka stated that the recommended action by staff is to review the current City Council meeting rules and comment on the desire to have similar rules for the Parks and Recreation Commission. C/Finnerty stated that there is no need for these rules. VC/Goldenberg commented that these are not rules, but guidelines. He also stated that this Commission has always followed the guidelines. VC/Ruzicka recommended that the Commission accept these guidelines as part of the Commission's- structure, approve them as they are and modify them as necessary for future purposes. j CSD/Rose advised that these rules can be revised by staff to be more appropriate for the Commission and brought back to a future meeting for March 23, 1995 Pagq,6 Parks & Recreation Commission �II�Yatlrl� j ;rd. l¢ consideration. The Commission concurred and asked that they be brought back to the May meeting as staff requested. S. Request for City of Diamond Bar support for the Children's Center', for Creative Development CH/Ruzicka reported that the Commission is to review and comment on the rl from Ms. Janet Karapetian for the City of Diamond Bar's support for the Children's Center for Creative Development', and request staff action'as necessary. Ms. Janet Karapetian, Founder and President of Children's Center for Creative Development reported that she has submitted paper work on her program and asked for any questions by the Commissioners. VC/Goldenberg commented on the statement in Ms. Karapetian's letter that 40% of Diamond Bar residents live below the median level and he advised that this was not true. VC/Goldenberg asked about her background. Janet Karapetian distributed her resume and introduced herself. She advised that she would like to open a studio -co teaci, arc to the children in Diamond Bar who cannot afford art classes and want to experience art. VC/Goldenberg asked for her budget and her goals. Janet Karapetian responded that she has a rough draft of her budget and goals. CH/Ruzicka asked if this organization would supplement or take the place of other organizations that already serve children in Diamond Bar now. He also asked if she has a focus on any area ;n general. Janet Karapetian advised that a lot of children do not participate in sports, but j would rather participate in another program. This is why she would like to j start this program, as an alternative. i C/Medina advised that he knows Nympha Grubbs, owner of the Diamond Bar Art Center, personally and has attended her classes. He also commented that children really enjoyed ner classes. UMed'ina asked what other classes besides painting would be offered. Janet Karapetian advised that the proposed program would include, drawing-� and painting, oils pastels, pop-up cards shaping, modeling and mask making. 1 r r 7 r March 23, 1995 Page 7 Parks & Recreation Commission She also advised that she has worked with the City of Brea and the City of Diamond Bar as a contract instructor for the past eight years. VC/Goldenberg commented that this program would require a nominal fee rather than the higher contract class fee for the residents. He also commented that the Commission cannot make a recommendation until a budget proposal or business plan is submitted. CH/Ruzicka asked Janet Karapetian to submit her goals, budget, etc. to CSD/Rose for the Commission's recommendation. VC/Goldenberg stated to CSD/Rose that the Commission would like to see included in the presentation the program concept, the proposed budget, budget options, and the sources of funding. CSD/Rose asked RS/Pearlman to assist Janet Karapetian to complete and submit the requested information. 9. Larkstone Park - CH/Ruzicka reported that staff recommends that the Commission recommend to the City Council that negotiations for replacement land for Larkstone Park not include the land that was offered to L.A. County at the time of incorporation. CSD/Rose provided a visual aide to the Commission with polaroids of the land that was offered by the Walnut Valley Unified School District. He advised that in the discussions with school representatives that this is the land that the school district intended to trade for the Larkstone Park land. CSD/Rose advised that he was requested by the County of Los Angeles to get this land exchange completed as soon as possible. He advised that staff does not believe that this is a good location to build a park, it would be a major liability for the City of Diamond Bar to take over the ownership of this property and he explained the major problems with this land. He stated that' staff is looking for a recommendation not to accept this land as trade and to ask the City Council to negotiate with the school district on appropriate land in the exchange for Larkstone Park. VC/Goldenberg expressed his frustrations regarding the Walnut Valley Unified School District taking over the Larkstone Park land. He stated that the City of Diamond Bar should be compensated by charging the school district market :,,, value rent for this piece of property. March 23, 1995 Page $, Parks & Recreation Commission VC/Goldenberg moved, seconded by C/Finnerty to recommend to the City Council that the City of Diamond Bar reject Walnut Valley Unified School District's offer of this substitute land for the Larkstone Park and in the event that fair and just compensation or trade for suitable land not be made in a timely manner, then rent should commence on the Larkstone Park area at the (fair market value, at triple net per month, plus taxes, insurance, and maintenance. Call for Roll was 4-0. 10. Ball field Lights at Peterson Park - CH/Ruzicka advised that Proposition A funds will be approved by the County of Los Angeles in the amount of $140,000 in order to finance ball field lights at Peterson Park. He also advised that the Commission recommend to 'the City Council the approval of the agreement with Los Angeles County for Proposition A funding and create an ad hoc committee to assist staff in the public workshop process. CH/Ruzicka volunteered himself for this ad hoc committee. CSD/Rose advised that staff expects objections by adjacent neighbors to the installation of lights in the park. He stated that a consultant and the ad hoc committee will be available to provide technical information for the athletic field lighting, receive public input and make recommendations to the City Council. CSD/Rose advised that the primary objective for the ad hoc committee would be two members of the Commission that are committed to attending the workshops with the public and to bring back information to the Commission so that at tine appropriate time, the recommendations can be made to the City Council. VC/Goldenberg nominated, seconded by C/Medina to nominate C/Tye for the Peterson Park Ball field Lights Ad Hoc Committee. I CSD/Rose updated the Commission that this issue will be before the City Council on April 4, 1995 to approve the agreement. VC/Goldenberg moved, seconded by C/Medina that the Commission recommend to the City Council the :approval of the agreement with Los Angeles County for Proposition A funding of ball field lights for .Peterson Park. Item passed 4-0. INFORMATIONAL ITEMS 11. 6TH ANNIVERSARY CELEBRATION - RS/Pearlman reviewed the 6th anniversary celebration information; packet with the Commission. The;`';r celebration is scheduled fer April 30. 1995 from 1 p.m.-5p.m. She advised 'hat "" March 23, 1995 Page 9 Parks & Recreation Commission several community based entertainment groups have been confirmed. She also advised that an information flyer will be going out through the schools during the week of April 17. C/Medina requested that this letter and information included in the packet go to all Diamond Bar based non-profit groups. VC/Goldenberg advised that he spoke with Deputy Luter at the Walnut Sheriff's Department and they are interested in setting up a booth to share information about S.A.N.E. and Citizen Volunteer programs. He also asked that either a staff member or a Commissioner report on the progress of plans for this Celebration during the next two City Council meetings. RS/Pearlman also explained the rules of 2 -pitch softball. 12. Pantera Park Development - CSD/Rose advised that this project received its Conditional Use permit from the Planning Commission. He also advised that during the meeting there was discussion to add the water element back into the facility. He stated that the motion to add the water element back into the plan did fail on a 3-2 vote, leaving the water element out of the plan. CSD/Rose I advised that there were no other discussions on changes and no changes were j made. He advised that now that the conditional use permit has been issued, the City has two years in which to start construction -on the park for the conditional use permit to be valid. He stated that if for some reason the project was delayed there is an opportunity to apply for a one year extension. CSD/Rose advised that R)M Design Group has been instructed to prepare construction documents and once those construction documents are completed they will come back to City Council for approval to go out to bid for a contractor to build the park. He stated that in the meantime, the City Council has requested that R)M Design Group attend the May 2 City Council meeting to make a presentation on the proposed park. He advised that the plan remains i to have a ground breaking ceremony at the park site sometime in September 1995, with a six to eight month 1process to complete the park. C/Finnerty asked if the community center idea is being held for the future or if the idea is totally gone. CSD/Rose advised that the community center is gone from the master plan, unless it is requested that it be placed back on. He advised that if that is the _ ; case, then the entire procedure has to be followed again. He further stated March 23, 1995' Page 10 Parks & Recreation Commission I'il�lal'i�i that the concern of having the community center was the need for additional parking spaces if a community center was built. CH/Ruzicka asked how many parking places are indicated on the plans for this project. CSD/Rose advised that there are about 138 spaces on site. 13. Recreation Up -date a. Contract Classes- RS/Pearlman shared the new brochure for the Spring classes. She advised that the Summer brochure is being developed now. CH/Ruzicka asked how would a program such as the one Ms. Karapetian presented affect our programs. CSD/Rose stated that her idea for subsidized programs will not effect the -' current pay for service programs. He stated that her program may spur additional interest in the City's programs. b. Athletics City Wide Youth Track and Field Meet - RS/Pearlman reported on the City Wide Youth Track and Field Meet, Saturday, March 18, 1995 at Diamond Bar High School.. She advised that approximately 300 children participated. She stated that the kids that qualified in this meet will go on to the San Gabriel Valley meet and from there the Long Beach meet. RS/Pearlman advised that Diamond Bar has won that meet two years in a row. She thanked all of the volunteers, participants and audience for their participation. She especially thanked was Mr. Ed Lindsey from Chapparel Middle School. She advised that Ed assisted staff the entire day, he was the. meet°s starter and he encouraged the kids all the way through the meet. RS/Pearlman also thanked Mr. Charlton who works at Nicholas Junior High School in Fullerton. She stated that Mr. Charlton was the meet's announcer and he kept the kids going and cheered them on across il;c finish line. She advised that special letters will be going out to Mr. ;And Mr. Charlton. ' ri•r�� rim „�.d...,� r !'.xr • ._. r;- i.'a A, .�._ .._.�., _1 . i�, ".. 'f!.'. I' �i. �. �- *� �� . -..�7, �sry"gym -.-,"M a Mr III I March 23, 1995 Page 11 Parks & Recreation Commission VC/Goldenberg asked RS/Pearlman to call and remind him of these events so that he can also participate as a volunteer. Youth Basketball - RS/Pearlman stated that Youth Basketball is set to finish on April 1, 1995 barring inclement weather. She advised that youth basketball was extended three weeks because of rain -outs. She also advised that trophies and photos will be distributed to the coaches, who will in turn, distribute the materials to the participants. ANNOUNCEMENTS: C/Medina commented that he liked the new Spring Diamond Bar Brochure. VC/Goldenberg stated that the City Council and the Chamber of Commerce are having a business retention drive and that information is in the new Spring Brochure: He also commented on the senior patrol program and would like to see more people involved in it. CH/Ruzicka thanked VC/Goldenberg for a job well done during his term as Chairman of the Parks and Recreation Commission. He stated that during the next year there will be some issues facing the Commission that may be controversial. He also stated that during his term he would like to see the Parks Master Plan completed, CH/Ruzicka commented on Ms. Karapetian's letter and asked RS/Pearlman to work with Ms. Karapetian. CSD/Rose presented new name plates to the Commissioners. ADJOURNMENT: At 9:20 p.m., it was moved by VC/Goldenberg and seconded by C/Finnerty and carried unanimously to adjourn the meeting. March 23, 1993 Page 12 Parks & Recreation Commission Respectfully submitted,, Boberdse Secretary Attest: e Ru,,z T 'Chairman 11