HomeMy WebLinkAbout01/25/1996 PRC MinutesCITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
BOARD HEARING ROOM OF S.C.A.Q.M.D.
21865 Copley Drive
JANUARY 25, 1996
CALL TO ORDER
Chairman Ruzicka called the meeting to order at 7:08 p.m.
PLEDGE OF ALLEGIANCE
The audience was led in the Pledge of Allegiance by Commissioner Tye.
ROLL CALL
Present: Chairman Ruzicka, Vice Chairman Goldenberg, Commissioners Tye,
Finnerty, and Medina.
Staff: Bob Rose, Community Services Director; Chris Emeterio, Recreation
Supervisor; Don Hensley, Parks and Maintenance Superintendent
Absent: None
MATTERS FROM THE AUDIENCE
Kay Dalli, Mad Dog Tennis & Racquet Sports, 21450 Golden Springs, #J, reported that she
has received complaints since 1989 from local tennis players that there are private lessons
being conducted at the Maple Hill Park and Ronald Reagan Park tennis courts by private
individuals and recreation class instructors. Witnesses and students of these instructors were
given by name in a written report. She requested that these lessons stop at once and that
disciplinary action be taken against these instructors. She also asked the City to consider
Mad Dog Tennis & Racquet Sports as a City contractor to provide tennis lessons.
CSD/Rose commented that the representatives of Mad Dog Tennis have been very helpful in
providing information about people using the tennis courts. New signage has been ordered
to be placed on the tennis courts that would indicate that no private lessons are to be given
in city parks. He indicated that any complaints about contract class instructors have been
referred to Jan Stwertnik, Class Specialist, City of Brea and she has questioned the instructors
when these complaints are received. In regards to the proposal by Mad Dog Tennis to
conduct classes, he advised that this would have to be done on a competitive basis with an
RFP being sent out into the general community to obtain responses from qualified providers.
This service is already provided for in the City of Brea's contract. If it is the will of the
January 25, 1996, Page 2 Parks & Recreatibn Commission'�� „
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Commission to consider another contractor separate from the recreation provider, it can be
completed as such.
VC/Goldenberg asked for a response to the class size requirements.
CSD/Rose stated that the class sizes are determined by negotiation, with each instructor and
stated in the contract. The maximum class size is based on the quality of the experience, for
that class subject. Each instructor has an option to teach a class under the minimum class
size.
CH/Ruzicka commented that even though six people may have registered for the class but
only one student shows up, the instructor will teach that one student.
CSD/Rose advised that if the student has paid and the class has not been cancelled, however
many students show up for the class, the instructor is obligated to conduct the class. If one
person shows up and there are six enrolled in the class, the instructor is obligated to teach the
class.
C/Finnerty asked if the other no-show students get their money back.
CSD/Rose advised that they do not get a refund unless they have requested their money back
prior to the class. The policy states that if a student goes to the first class and finds it not
appropriate for them, then the City will refund the entire fee minus a $5.00 service charge.
No money is refundable after the second class is conducted.
Ms. Dalli commented that Ms. Stwertnik stated that if two people sign up for a tennis class
and that is below the minimum for that class, the class can still be given.
VGGoldenberg stated that the minimum number students that would be in a class would be
negotiated between the City of Brea and the instructor. They would make the determination
if that instructor would want to come out for one or two people as a minimum.
C/Finnerty asked what the minimum number of students is for a tennis class. Is it up to the
e
teacher to accept a reduced wage if they are accepting less than the minimum?
CSD/Rose advised that the City of Diamond Bar does not impose a minimum. The instructor
has the option to accept a reduced wage for less students than the minimum.
C/Finnerty also asked if the instructor receives more if they reach the maximum.
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January 25, 1996 Page 3 Parks & Recreation Commission
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CSD/Rose advised that the instructors receive 60% of the participant fees.
j C/Finnerty asked if the class has only two people, does the instructor still receive 60%.
CSD/Rose stated that the percentage does not change with the number of students.
C/Tye stated that he does not take the verbiage as the smallest group that the class will accept
is six, however he takes the verbiage as the smallest group consists of a minimum of six
participants on that day.
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Ms. Dalli requested the City to consider a minimum class size.
C/Tye stated if a class is offered and only two students show up, then it's the city's
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responsibility to still conduct the class.
CH/Ruzicka stated that the City is in need of more facilities. There is a definite
communication problem between this particular tennis instructor and the people he faces
when he conducts his classes on the courts. These facilities need to shared by all tennis
�- players. He stated that the Commission should consider if it is appropriate for the tennis
classes to be with a separate contractor.
In regards to the city tennis instructor, C/Tye asked Ms. Dally if she is positive that this
f instructor received payment for a private lesson on the City tennis courts.
Ms. Dalli advised that she spoke with the student who received private lessons from the
contract instructor and the student advised that he paid the instructor directly.
C/Tye stated that he has heard the instructor state that he has never received any monies for
private lessons while using city property.
{ CSD/Rose stated that Ms. Stwertnik has asked the instructor and the instructor has indicated
that he has not received any private funds for lessons on city property.
C/Tye stated that Ms. Dally could call Ms. Stwertnik and give the student's name and phone
number for a follow up on the private lesson.
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CSD/Rose stated that the City caught a private tennis instructor using the courts for the
purpose of conducting private lessons. The sheriff's were called and nothing could be done
to that person because there were no signs indicating that private lessons are prohibited on
city property. Once the signage is posted, the sheriff's will enforce the rule prohibiting
January 25, 1996 Page 4 Parks & Recreation Commission
private lessons on City tennis courts.
C/Tye asked why isn't the rule enforceable without the signs.
CSD/Rose advised that this City rule is not part of the municipal code. It is a rule that is
enforceable only when posted.
C/Tye asked what would happen to the City of Brea contract if the Commission wants to have
the tennis lessons done by a private contractor.
CSD/Rose advised that tennis lessons are a negotiable item in the City of Brea's contract. This
would require a 90 day notice to the City of Brea advising them that we would no longer
need their tennis services.
C/Finnerty commented that the class brochure needs to advise students that if a class only ihas
one or two students enrolled the class may be cancelled or combined with another class,!
With regards to C/Finnerty's comments, VC/Goldenberg disagreed in that the instructor may;,;';"
be teaching this class for fun and not for the money.
C/Finnerty stated that we are creating a problem within the community of other people with
greater numbers than the two people in the class who would tike to use that court during that
period of time.
VC/Goldenberg stated that only four people can be accommodated for play on the tennis
court at one time.
CSD/Rose stated per the staff's point of view, it has always been the desire to leave as much
discretion as possible with the class instructor and class coordinator, to make changes or
combine classes in order to have classes conducted and not cancelled.
CH/Ruzicka stated that there has to be something done with all of the above view points.
There is a communication problem between the tennis instructor and the neighbors that want
to play tennis. With regard to-C/Finnerty's comments, there should be something that is done
to fulfill the need to combine classes or cancel classes.
C/Finnerty stated that the classes that she was discussing was the early day time classes and
not the children's classes.
Ms. balls confirmed that it is the early morning classes that have created this problem.
January 25, -1996 Page 5 Parks & Recreation Commission
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CH/Ruzicka stated that these problems will be worked out.
C/Medina advised the Commission that the residents that use the Maple Hill Courts will be
organizing a tennis tournament.
CH/Ruzicka asked CSD/Rose and staff to see that the residents are contacted in regards to this
tennis tournament.
C/Finnerty asked if a permit is required and about liability insurance requirements.
CSD/Rose advised that they would need to meet a $1 million dollar liability insurance
requirement, which can be purchased through the City.
CONSENT CALENDAR
1. VC/Goldenberg requested that the minutes be corrected as follows: Page 9,
paragraph 5, change the Commissioner's name to read: "C/Tye reminded the
Commission that CH/Ruzicka had suggested..."
C/Tye moved to approve the corrected Minutes of December 28, 1995,
seconded by C/Medina, carried unanimously 5-0.
2. C/Finnerty requested that the minutes be revised as follows: Page 4, paragraph
6, change the comment to read verbatim: "C/Finnerty commented that the
people who were commenting to us about the use of the tennis courts and
having to share them, we were talking about an ownership problem that they
felt a very strong ownership, that they did not want to share. Talking about a
stay-at-home mom, that she should be taking lessons in the afternoon because
she has all day, "they" are working, her children are home, she is working in
the afternoon and time in the morning was her only time that she had free time
to be taking tennis lessons and her time and her pay, which was taking care of
her children and raising her family, was equal to anything they were doing and
they needed to give that respect."
CSD/Rose reported that this correction will be brought back to the next
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meeting for review and a motion.
With consensus of the Commission, the minutes will -reflect the above
correction and brought back to the next scheduled meeting for a motion.
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January 25, 1996 Page 6, Parks & Recreation Commission`
3. With consensus of the Commission, the transmittal of letter to the City of Brea
dated January 12, 199,6 regarding the Recreation Services Agreement was
accepted as information only.
CSD/Rose updated the Commission that the first year of a three year contract
has been completed. This letter does not reflect a renegotiating of the entire
contract but renegotiation of some of the program elements that are included'
in the contract.
CH/Ruzicka asked if a sub -committee is needed for the renegotiations
CSD/Rose advised that there is no need for a sub -committee. This is a routine
matter of clarifying that the program elements that are in the contract are the
program elements that the City needs.
4. With consensus of the Commission, the transmittal of L.A. Times article dated
1/2/96 was accepted as information only.
In regards to the article, CH/Ruzicka commented that Mr. Bendib's troubles are
not unique to him and that the 20th century has not been kind to a lot of
people. This article is not appropriate in regards to the project in Diamond
Bar. He asked why this article was presented to the Commission.
CSD/Rose stated that Mr. Bendib is involved in a project in the community and
this article is seen,as an opportunity to bring some information about the
individual that other Deople in the community might be referring to when
talking to Commissioners.
VC/Goldenberg stated for the record that Mr. Bendib does not have any active
project within the City of Diamond Bar, he has a proposal contingent upon the
raising of approximately 5200,000 of private funds. Until there is such a
project, VC/Goldenbei"g does not feel that this article should be a part of the
Commission's records.
C/Finnerty asked if the City Council forwarded this article to the Commission
for further information about Mr. Bendib.
CSD/Rose stated that there is a city staff member whose job is to scan the 1[' newspapers and findany information that in some way could relate back!to
Diamond Bar. When articles are: located: the City Manager's office will carbon
January 25,, 1996 Page 7 Parks & Recreation Commission
copy the appropriate persons and/or Commissions.
C/Finnerty confirmed that this article came directly from the City Manager's
office and asked if the City Manager indicated that it was anything but
information for the Commission.
VC/Goldenberg asked that this item be changed to indicate, "that an
informational news clipping was distributed to the Commissioners." With
consensus of the Commission, this statement was accepted.
OLD BUSINESS
5. Park Maintenance Up -date - CSD/Rose reported on the update provide to the
Commissioners. Return visits to the park by staff and the Commission will start
in March.
F CH/Ruzicka commended Superintendent Hensley for the actions taken on
suggestions that came from the Commissioners and citizens.
VC/Goldenberg commented on Paul C. Grow, letter L, in that the tree pole was
supposed to be removed however the tree was removed.
PMS/Hensley reported that the pole was stuck to the tree therefore the tree was
j removed.
C/Medina stated that a dumpster, speed bump on the walk way, and the block
wall above the parking lot needs to be repaired at Summit Ridge Park.
CH/Ruzicka commented that he does not want to see a speed bump on the
walk way.
C/Tye asked about Peterson Park, letter H, whether a purchase order is
needed when the contractor was going to do it as an "in kind" contribution.
CSD/Rose advised that a free slurry seal and striping job will be provided by
the contractor. However, in order to accomplish that the alligator cracks in the
parking lot need to be repaired first. The asphalt will be repaired at a cost of
$2,900. Once the asphalt is completed, then the parking lot will be slurried
and re -striped with no cost to the City.
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January 25, 1996 Page 8 Parks & Recreation Commission
C/Tye asked what the savings to the City will be for the slurry and re -strip ing
donation.
CSD/Rose advised approximately $3,600.
6. Parks and Recreation Commi'ssion Priorities for the 1996/97 Fiscal Year -
CH/Ruzicka reported that each Commissioner received a priorities list for
review and the recommended action is for the Commission to review the', list
and provide staff with a prioritized list of recommendations.
CSD/Rose suggested several methods to accomplish this prioritized list: 1) each
Commissioner prioritizing their own list and returning it to staff; 2) establish
an ad hoc committee to make a recommendation back to the full Commission.
VC/Goldenberg stated that he would like to see Larkstone Park developed in
the near future.
CH/Ruzicka volunteered to serve on the ad hoc committee.�
C/Finnerty volunteered to serve on the ad hoc committee.
CH/Ruzicka requested that C/Tye serve on the ad hoc committee,
With consensus of the Commission, C/Finnerty and C/Tye will serve as the
Priority Matrix ad hoc committee.
C/Tye asked staff for status on the Larkstone Park.
CSD/Rose reported that staff had last been in contact with the Walnut Vall',ey
Unified School District in October. The request of the school district waslto
provide appropriate land to replace Larkstone Park. The school district has
advised the City they have land in the middle school area comparable to the
land they are currently occupying. However, the specific location has not yet
been disclosed.
VC/Goldenberg commented that because the school district has used our land
rent free for this long, the school district should have to develop the land for
city use and provide a separate access.
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C/Tye asked what needs to happen and who needs to contact the school
January. 25,.1996 -
district.
Page 9 Parks & Recreation Commission
CSD/Rose stated that the City Attorney has mentioned that one course of action
is to put the school district on notice that the city will exercise its property
rights and prohibit the construction of the new school on this property.
VC/Goldenberg commented that because the City of Diamond Bar has violated
the County of Los Angeles's quit claim, the property could revert back to
county ownership.
CSD/Rose advised that the County of Los Angeles does not want the property
back, that they need to see some definitive action taken by the City to obtain
replacement land. The County of Los Angeles has been updated on this issue.
CH/Ruzicka asked if the ad hoc committee could place this matter in the
priorities matrix and make a recommendation at that time.
C/Tye is not in favor of this issue being lost on a piece of paper. He wants to
see this issue handled separately.
CSD/Rose advised that he will see that a letter is drafted to Ron Hawkwalt,
Superintendent of Schools, that the City of Diamond Bar is very concerned
about the current situation and that the land needs to be replaced immediately.
C/Medina left the Commission meeting at 8:33 p.m.
C/Finnerty asked what the impact would be on the school district if they
continued to do nothing and the County of Los Angeles exercises the reversion
clause of the quit claim. Is there anything that can be done to get the school
district's attention?
CSD/Rase stated that there are ways to get the school district's attention.
C/Finnerty asked if site D is the property on Diamond Bar Blvd. and Brea
Canyon Road, across from the Arco station beyond the wash.
CSD/Rose confirmed that that was correct.
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CH/Ruzicka asked that this specific item be placed on the next agenda for
further discussion and recommendations.
January 25, 1996Page 10 Parks & Recreation Commission �"1''
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NEW BUSINESS
7. Request from the City Council to Consider the Addition of High School Students as
non-voting members of the Parks and Recreation Commission - CH/Ruzicka stated
that he likes this idea for the fact that the Commission gets an opportunity to hear
different approaches to problems. He is concerned that if two high school students
are asked to become involved, what would the variety of other citizens think.
C/Finnerty stated that we need to include the students in the process so that when they
turn 18 they see a reason for voting, a reason for being involved. It makes the classes
they are taking in government more real to them and shows that there is a process to
getting things done.
CH/Ruzicka asked what is required from the Commission.
CSD/Rose stated that the Commission is being asked to make a recommendation to the
City Council on This subi(,,-i.
C/Tye asked if the City Council will have students involved at their level.
CSD/Rose stated Mayor Ansari's recommendation is for the City Council to add two
high students to each Commission; however not for the City Council.
C/Tye recommended that the City Council also have two high school students
participate with them.
VC/Goldenberg stated that he is in favor of input from everyone in the community and
that is why the Commission has public comments at the beginning of the meeting. He
suggested that if students are wanted to participate in the commissions then a standing
sub -committee be developed. This sub-commitiee will provide direction to he
commission that they can forward for appropriate action. He is concerned that sone
items may be too complicated for the students to handle. i
C/Tye stated that he is in favor of VC/Goldenberg's suggestion for a standing sub-
committee.
C/Finnerty suggested that the students be listed as volunteers with no stipend.
C/Finnerty also asked what happens when the new high school opens. "
CSD/Rose commented that when Diamond Ranch High School opens, there would �"
January 25, 1996 Page 11 Parks & Recreation Commission
be representation from the new high school and Diamond Bar High School.
CH/Ruzicka stated that the sub -committee will give the students a forum in which to
be involved in the process.
C/Finnerty stated that the sub -committee needs a regular spot on the agenda for
reporting their input.
VC/Goldenberg moved to recommend to the City Council to set up a standing sub-
committee composed of two juniors or seniors in high school that are Diamond Bar
residents and attend local high schools that would be invited to attend the Commission
meetings on a regular basis with time to report on their needs and to discuss
agendized items. Motion seconded by C/Finnerty, carried unanimously 4-0 with
C/Medina absent.
8. Discussion of City of Claremont's Youth Master Plan - CH/Ruzicka commented that
he was impressed with the City of Claremont's Youth Master Plan and would like to
1 see this be a part of the city's anticipated parks master plan. It should be named a
Community Services Master Plan and it should be recommended to the City Council
that this Commission be redesignated as the Community Services Commission. He
asked if a motion is required.
CSD/Rose stated no, a motion is not required. He went on to add that on the Priorities
Matrix, under Administration, four different items are mentioned that would qualify
as being elements within the Parks Master Plan. Staff's belief is that if we are going to
consider a Youth Master Plan document, then it would be appropriate to list that on
the Priorities Matrix. Then when the Parks Master Plan is considered, then the
elements that we want in the Master Plan would be prioritized.
CH/Ruzicka asked if the ad hoc committee would study the Priorities Matrix issue and
make recorhmendations to the Commission.
CSD/Rose stated that this could be discussed at that level but the ad hoc committee
will be making recommendations primarily on the elements for the overall budget
consideration.
VC/Goldenberg asked if the Master Plan was funded at this time'.,
CSD/Rose advised that during the budget process last year it was proposed at $75,000.
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January 25, 1996'. Page 12 Parks & Recreation Commission
However, it was removed from the budget because the General Plan had not yet been
adopted. It will be considered again for the 1996/97 budget year.
9. City of Diamond Bar's Seventh Anniversary Celebration - CH/Ruzicka asked, for
volunteers for this ad hoc committee.' He volunteered C/Medina as an ad-hoc
committee member.
VC/Goldenberg also volunteered to participate as an ad-hoc committee member.
INFORMATIONAL ITEMS
10. Recreational Program Up -date -
a. Athletics
Youth Basketball - This program is for boys and girls 4-8 years old. There are
two divisions: 4 and 5 year olds; acid 6 through 8 year olds. -Games began
Saturday, January 6 at Maple Hill Park. The goal for the program is 180
participants (60/4 and 5 year olds; 100/6 to 8 year olds), and generating $8,800
in revenue. There are presently 170 children registered, generating $9,350.
The program was unable to use the park for one week due to construction at
the park, The program was moved temporarily to Heritage Park. Starting
Saturday, January 20 all games and practices were returned to Maple Hill Park.
Parents, participants, and' staff are expecting the remainder of the program to
continue smoothly.
City Wide Youth TI rack and Field Mee, - This program is scheduled for
Diamond Bar track facilities on Saturday, March 16.
The total revenue goal for the contract year for youth sports is $41,440. To
date, $36,765 has been generated from youth sports.
Adult Sports - The Winter Adult Basketball League is underway at Diamond Bar
High School. There are presently 14 teams participating in two divisions
($6,020 in revenue). The goal for the contract year (May 1, 1995 -April 30,
1996) is 48 teams and $20,640 in revenue. To date, there have been 37 teams
and $16,050 in revenue. With one more league left to be implemented prior
to the end of the contract (set to begin in Febi uary 1996), the revenue and team t
participation goals will be met and probably exceeded.
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January 25, 1996 Page 13 Parks & Recreation Commission
There are eights teams in the current Adult Softball league playing at Peterson
Park on Sundays. The winter season tends to have less teams involved. This
can be attributed to weather conditions, holiday seasons, football season, and
a good time to take a team break from a league. To date, there have been 44
teams registered for the present contract year, generating $16,517 in revenue.
There will be one more season left to begin prior to .the end of the contract.
The goal of the program is to serve 72 teams and to generate $28,080 in
revenue. In the next league, staff believes that we will have 16 more teams, for
a total of 60 teams served for the contract year.
Staff is preparing an evaluation form to be distributed to all current and past
softball teams in an effort to enhance future softball leagues. Staff feels there
are several reasons contributing to fewer team enrollments. Many complain
about the poor field conditions. Many times (two times in the present league)
the landscape company has not dragged or tended to the diamonds on Sunday
mornings. Another reason may be the lack of weekday facilities and lighted
ball fields. Playing on Sunda I limits the number of teams; most teams prefer
to play during the week. Staff�feels the evaluation form that will be distributed
in the winter can be used to upgrade the current program.
b. Adult Excursions
The Rose Parade was "sold lout", with 94 participants enrolled ($4,860 in
revenue). The Laughlin Turnaround scheduled for January 30, 1996, has 43
people enrolled, with a maximum of 43 possible ($2,167 in revenue). To date,
there have been 420 participants registered, generating $20,162 in revenue.
There are five more excursions set for the next three months.
C. Contract Classes
The Winter Brochure was mailed to the community the week of December 26.
Customer care evaluations ar� being mailed and/or distributed to some of the
participants of the fall programs and staff will provide the results in the
February meeting. The goal fo• the contract year is to serve 4,300 participants,
while generating $130,000. Zegistration for last of the four sessions began in
January (Spring 95, Summer 95, Fall 95, and Winter 95), approximately 3,400
customers have been service while generating $118,858.
Some exciting new classes include: Bugs and Other Buddies, a pre-school
parent participation science class where children will observe live insects,
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January 23, 1996 Page 14 Parks & Recreation Commi$sion
make puppets, and make edible insect "snacks"; a popular requested adult class
is a CPR workshop scheduled twice during the winter session; following
today's trends, we are offering_ a class ,entitled, "How to -$Cash$ in With a
Successful Business."
d. Outdoor High School Concert
A meeting took place Tuesday, December 5, at Sycamore Canyon Park
portable. At the meeting, staff, along with a band representative, discussed
some of the issues and tried to gather information to outline a future concert by
high school age kids in the Iiamond Bar area. Staff has the contacts land
confirmations of five local bands that want to participate. A follow-up meeting
is scheduled for Wednesday, January 31 lat the Sycamore Canyon portable
building.
ANNOUNCEMENTS
C/Finnerty asked for an update on Pantera Park, if the same contractor for Maple Hil I Park will
be completing the work and have they promised a better result than what we received at
Maple Hill Park.
CSD/Rose reported that meetings have been held with the architect and a project team
consisting of staff members from the engineering department, planning department, building
and safety department, and the City Manager's office in working out the details of the site
elements that would include furnishings, final grading elevations, access points, walkways,
etc. RJM Design Group will remain the Landscape Architect for Pantera Park. He further
advised of the problems that were experienced a. Maple Hill Park.
C/Finnerty asked who's oversight was it that caused the problems at Maple Hill Parke
CSD/Rose stated that RJM Design Group was the designer and the original project manager
for Maple Hill Park.
C/Finnerty asked if the City Council had stated that they would find more funding for a larger
building at Pantera Park.
CSD/Rase stated he was not aware of such a decision.
C/Tye stated that Mayor Papen had said that there are other funds available for a larger
building.
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January 25, 1996
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Page 15 Parks & Recreation Commission
C/Finnerty asked if the City Council gave direction to staff for a larger building.
CSD/Rose stated that the full City Council had not directed staff to construct a larger building.
However, research has been completed on the costs for a larger facility. He further advised
that the present proposed building as designed can accommodate an addition which would
result in a stand alone 1,000 square foot building.
C/Tye had no comments.
VC/Goldenberg had no comments.
CH/Ruzicka had no comments.
ADJOURNMENT
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CI Tye moved to adjourn the meeting at 9:20 p.m., VC/Goldenberg seconded the motion and
it carried unanimously 40, with C/Medina absent.
Resp tf Ily ubmitted,
y.
1 Bob osve
Secretary
Attest:
{
foe Ruzi a
Chairman
