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HomeMy WebLinkAbout08/22/1996 PRC MinutesY HI - CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION .,,BOARD HEARING ROOM OFS.C.A.Q.M.D. 21865 Copley Drive 4 AUGUST 22, 1996 CALL TO ORDER: Chairman Tye called the meeting to order at 7:10 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by VC/Finnerty. ROLL CALL: Present: Chairman Tye, Vice -Chairperson Finnerty, Commissioners Law, O'Connor Absent: Commissioner Medina Staff: Community Services Director Bob Rose, Community Services Supervisor Wendy Bowman, Parks and Maintenance Superintendent Don Hensley MATTERS FROM THE AUDIENCE: Julie Ream and Scott Scheffler, Day Camp staff, invited the Commissioners to attend their Ice Cream Social on August 23, 1996 at 1:00 p.m., Sycamore Canyon Park. Ms. Ream stated that the Day Camp program runs for 10 weeks during the Summer. The program's primary concern is service to the participants and their parents. Scott Scheffler explained how his experience as a Day Camp attendee assisted him in becoming a staff worker. CSD/Rase thanked Ms. Ream for her great job of setting -up and operating the Summer Day Camp program, NEW BUSINESS: 4. Storage Container Donation for Summitridge Park. °�'°� CSD/Rose stated that the Diamond Bar Girls Softball organization has offered August 22, 1996 Page 2 Parks &'Ret tion'Commission to donate a storage container to the City for placement at Summitridge Park. The container will be used by the Diamond Bar Girl's Softball program during their season and will be available to other users during the off-season. Staff recommends that the Parks and Recreation Commission accept the donation of a storage container from Diamond Bar Girls Softball to be placed at Summitridge Park. Sharron Shepard, President, Diamond Bar Girls Softball, proposed three locations for the storage container. She recommended option #1 and asked'for the Parks and Recreation Commission to accept the donation by the Diamond Bar Girls Softball team. She asked that they be allowed full use of the container during the softball season. She indicated that during off-season months, the container would be available for city or other organizations' use. Ms. Shepard responded to C/Law that multiple keys are difficult for the organization because the `managers, often volunteer for more than one organization and would, therefore, have access to the equipment. Use of the equipment by other organizations is not beneficial to the Girls Softball League. 0� The keys are controlled by the scorekeepers who are present during games. Responding to C/O'Connor, Ms. Shepard indicated the proposed container is smaller than the container at Peterson Park. C/Law made a motion, seconded by VC/Finnerty to recommend acceptance of the donation of a storage container from Diamond Bar Girls Softball to be placed in accordance with Option #1 at Summitridge Park. The motion was carried 4-0. 5. Request to Install Temporary Batting Cages at Peterson Park. CSD/Rose stated that the Diamond Bar Girls Softball organization i has submitted a request to install temporary batting cages at Peterson Park for their use during the girls softball season. It is understood that Diamond Bar Girls Softball will pay all costs associated with the batting cages. Staff recommends that the Parks and Recreation Commission receive and comment upon the concept of temporary batting cages at Peterson Parkland request further action as deemed appropriate by the Commission. ■ l- l.. k. — ,... ,, .. -,�, J!'TrA.x' a r. F August 22, 1996 Page 3 Parks & Recreation Commission John Foy,1 st Vice President, Diamond Bar Girls Softball, presented conceptual plans for construction of portable batting cages at Peterson Park. He stated that in addition to the donated portable batting cages, the Diamond Bar Girls Softball organization will donate a 26 foot long by six foot wide cement walkway between the batting cages so that the public has access to all areas of the park. He indicated that the organization's primary concerns are safety and the preservation of the park landscape. Because there are no cages in the immediate area, the girls are shuttled to Chino Hills or other area facilities for batting practice. In response to C/Law, Mr. Foy stated that the pitching machine will be located inside the batting cage and locked in the storage shed when not in use. CSD/Rose responded to VC/Finnerty that batting cage installations would not interfere with the use permit area of the park. The sleeve design would not create a safety hazard because they are outside the play area. Mr. Foy volunteered. that the organization would provide sleeve caps to mitigate safety concerns. CSD/Rose stated that the batting cage plans need to consider the future light pole installation. Responding to C/O'Connor, Mr. Foy indicated sprinkler heads will be the only I item moved. No trees will be cut down or relocated. The organization proposes to leave the grass as is inside the batting cages or cover it with red clay. The batting cages may be used for little league practice. However, the big league teams will be excluded from using the batting cages because of the design. G C/O'Connor asked what signage will be provided to advise the public of the intended uses. Mr. Foy responded that he will discuss the matter with the softball board of directors. C/O'Connor asked about injury liability. Mr. Foy responded that the softball organization is responsible and provides liability insurance. Use of the batting cages will be restrictedand supervised. When not in use, the cages will be locked. CSD/Rose responded to C/O'Connor that the City's Building and Safety __,,r- August 22, 1996 Page 4 Parks & Recreation Commission Department will approve the final structural plans. Risk Management will assess the liability risk. It is expected that the batting cages would afford no greater liability risk than the existing ballfield back stops. VC/Finnerty stated in her opinion, the batting cages will present an attractive nuisance to children. Chair/Tye stated his concerns about the proposed netting cover. Mr. Foy responded that the alternative is to install permanent chain link on top of the batting cages. CSD/Rose responded to Chair/Tye that if the organization should fail to remove the batting cages at the end of the season, the City would use deposited funds to hire labor to remove the cages. The deposit will be based upon estimated costs for dismantling the cages. Mr. Foy responded to C/O'Connor that the organization's field maintenance manager is in charge of batting cage maintenance. CSD/Rose recounted to C/O'Connor the process for approving the project. Mr. Foy responded to C/O'Connor that Diamond Par Girls Softball organization hopes to have the project approved and the installation completed by the end of January, 1997. C/O'Connor asked where the portable units will be stored during the off- season. Mr. Foy responded that the league storage unit will most likely be utilized for storage of the batting cages. VC/Finnerty made a motion, seconded by C/Law, to continue the item to September 26 Parks and Recreation Commission meeting for additional information and response to the Commissioner's questions and that an Ad Hoc committee be appointed to accompany the applicant to the proposed site land report its findings to the Commission. The motion was approved 4-0. Chair/Tye appointed VC/Finnerty and C/Law to serve on the Ad Hoc committee and report their observations to the Parks and Recreation Commissionon September 26, 1996. CSD/Rose responded to Chair/Tye that staff will coordinate the scheduling of tyA r c .k'� ...vba�' VAS'LLId�L�tis;'t�WN�%d.'a.�xfk, August 22, 1996 Page 5 Parks & Recreation Commission the meeting. CALENDAR OF EVENTS: September 1 - Fall Recreation Brochure delivered to public September 26 - Parks and Recreation Commission Meeting 7:00 p.m., A.Q.M.D. Board Hearing Room September 28 - Gondola Getaway in Long Beach (Adults) $40/person September 29 - Los Angeles Dodger Baseball Game (Seniors) $10/person CONSENT CALENDAR: 1. Approval of Minutes of July 25, 1996 Regular Meeting - C/Law made a motion, seconded by GO'Connor to approve the minutes as submitted. The motion was approved 3-0-1 with VC/Finnerty abstaining. OLD BUSINESS: 2. Parks Master Plan. CSD/Rose reported that the RFP to obtain a consultant to complete the Parks Master Plan has been released. The deadline for submittal of proposals is Thursday, August 29. After receipt of the proposals the selection team will review the proposals, conduct interviews with the most qualified firms and j recommend to the City Council the consultant deemed best for this project. Staff anticipates that the recommendation will be forwarded to the City Council z for its September 17 or October 1 meeting in order to prepare for the October 12 Scoping Session. Staff recommends that the Commission determine two Commissioners to serve on the interview panel to recommend a consultant to complete the Parks Master Plan. Chair/Tye volunteered himself and C/O'Connor to serve on the Ad Hoc committee to review the proposals and interview the prospective consultants. In the event that either Chair/Tye of C/O'Connor are unavailable for either -m phase of the committee process, alternate Commissioners -will be called to serve in their place. u',Ilf�jitl d ui i i August 22, 1996 Page 6 Parks & Recreation Commission CSD/Rose responded to Chair/Tye that four RFP's were mailed to the City °s short list and the Job was advertised in the consultant's newsletter. As a result, the City forwarded a total of 21 RFP°s. Staff is still receiving calls from consultants regarding the RFP. 3. Parks Maintenance Update. CSD/Rose stated that over the past summer, the Commissioners and staff have reviewed existing conditions at the City's parks. He referred the Commissioners to the list of items determined to require attention. PMS/Hensley stated that most of the maintenance and cleanup items listed have been completed. CSD/Rose responded to VC/Finnerty that the ropes hanging over the creek in Sycamore have been removed on more than one occasion. Accurates`:'" Landscape has presented staff with a proposal for weekly cleanup. California Conservation Corp has offered to do a one-time cleanup, and Graffiti Control Systems has presented a proposal for one-time removal of graffiti. Staff is currently evaluating the proposals. The item may be referred to the City Council for appropriation. C/Law suggested that a color other than red be used on the playground equipment at Starshine Park because red fades too quickly. PMS/Hensley responded he will research the matter and report back to the Commission. CSD/Rose responded to C/Law that all City parks meet or exceed the California State requirement for handicapped parking. C/Law stated that he is working with Congressman Jay Kim's office to reduce the parking ratio from 1 per 29 to 1 per 19. Responding to Chair/Tye, CSD/Rose stated approximately 10 percent of the City's population is 55 years of age and over. Chair/Tye responde&to C/Law that he is excluded from Handicapped parking spaces. However,handicapped persons can park anywhere. He is concerned that increasing the ratio of handicapped parking will infringe on needed general parking spaces. August 22, 1996 Page 7 Parks & Recreation Commission PMS/Hensley explained that the Sycamore Canyon Park field remained wet for the final concert in the park because the drainage system reached its maximum and would not allow for proper runoff. Sunday night is the last night the sprinkler system runs until after the Wednesday concert night. CSD/Rose responded to VC/Finnerty that the sand channel drainage system estimate for the Peterson Park soccer field is $36,000. Responding to C/O'Connor, CSD/Rose stated the Sycamore Canyon Creek water analysis has been completed. The City is awaiting the report. In response to C/Law, CSD/Rose explained the drainage filter will be designed and constructed during this year's Claremont College Master's program. Chair/Tye commended the Parks and Recreation staff for their work. i j INFORMATIONAL ITEMS: 6. User Group Field Allocation Schedule. CSD/Rose referred the Commissioner's to the August 1 through December 31, 1996 athletic facility use schedule. Permits have been mailed to all of the participant programs. He pointed out that the only athletic facility that has not been reserved is Paul C. Grow Park on Sundays. Chair/Tye complimented staff on the matrix. 7. 8th Anniversary Celebration. C/O'Connor reported that the Ad Hoc Committee is considering a 50's theme for the 8th Anniversary Celebration which would include a car show. Local schools are being asked to participate and support the celebration. The date recommended to the City Council is April 20, 1997. The Committee is considering asking the sports organizations to conduct their registration, having businesses sponsor the celebration, hanging street banners and other methods to get the whole community involved in this event. VC/Finnerty stated she likes the car show suggestion and recommended that Diamond Bar citizens be. contacted for participation prior to engaging an August 22, 1996 0 Page .B Parks & Recreation Commissibrit I organization. She concurred that street banners would be very helpful and would encourage community participation. C/O'Connor continued that sponsor money may be used to provide banners, portable stages, easy -up canopies, storage bins, pennant streamers, balloons (balloon arches). CSD/Rose stated the 50's theme ties to the issuance of the initial Diamond Bar grading permits which were issued to Transamerica in the 1950's. Chair/Tye recommended a specific day be set aside for the Diamond Bar annual celebration such as the third Sunday of April. C/O'Connor further stated the committee is pursuing purchase of items which can be used for several years to come. The committee meets every two weeks. CIO'Connor responded to VC/Finnerty that the committee is discussing sponsor contributions of $100, $500, $1,000 and $2,000 to advertise and to hang a banner. In addition, sponsors would be allowed to sell their wares. In response to C/Law, C/O'Connor stated there will be shuttle service offered from Diamond Point Elementary School and from Golden Springs Drive. Recreation Update. CSS/Bowman presented the following update: ADULT SPORTS CSS/Bowman stated staff has been struggling with the Sunday Adult softball and basketball leagues. The City may be able to offer evening leagues with ,the installation of lighting at Peterson Park. - Adult softball ended with tournament play on August 11. Basketball ended August 18.. The winning teams were awarded championship t -shirts and team trophies. Flyers for the next softball season, which -starts Augus` 25 were distributed to Cal Poly Pomona, Mt. Sac, Vons, Ralphs, Lucky Markets, Alpha Beta, Rudy's Pizza and Barro's Pizza, AQMD, and Diamond Bar City Hah. Newspaoer releases were sent to the Los Angeles Times, Inland Valley Daily Bulletin, The Highlander, The Windmill and Jones Intercable. releases will be resubmitted every two weeks. On July 111 August 22, 1996 Page 9 Parks & Recreation Commission 23 a direct mailing was sent to individuals who have participated in the past or have expressed interest in the next leagues. CONTRACT CLASSES I 1 The summer session is coming to an end and the fall newsletter is due out the end of August. The 1996-97 contract goal is to generate $130,000 in revenue. To date,, $33,904 has been generated with 982 participants enrolling in classes. Staff is looking forward to moving to the new office location which will afford the City the opportunity to utilize two available classrooms. The City is recruiting for a Contract Class Specialist and an Athletics Specialist to fill two recently vacated positions. YOUTH BASEBALL I The youth baseball season came to a close on August 23. Pictures and trophies have been delivered to all the teams and customer care evaluation forms have been handed out to all league participants. A total of 430 participants signed up to play in the program, generating $23,650 in revenue. Projected revenue for the program was $25,740 with 468 players participating. Youth baseball did not reach this goal. DAY CAMP Day camp enrollment is excellent. The interesting programs have included "Many Faces, Many Nations" day with 10 Koreans participating. To date, 365 campers have enrolled and 76 additional participants signed up for the weekly major excursions, generating a total of $32,335 in revenue. CSS/Bowman responded to Chair/Tye that she is optimistic about adult softball and basketball. She would like to see the schedule moved from Sunday. CSD/Rose stated other facilities would be required to form a league on other days. VC/Finnerty suggested that a different day be offered when Pantera Park is completed. CSS/Bowman indicated she would like to form a corporate league. However, facilities " are required. August 22; 1996 Page 10 COMMISSIONER COMMENTS: Parks & Recreation Commission C/O'Connor asked for an update on the lights at Lorbeer Middle School. CSD/Rose responded the City is working on a joint agreement with Pomona Unified School Distrilct. The school district wants to maintain control of the school facilities. Diamond Bar wants priority for its residents. The next meeting is scheduled after Labor Day. C/O'Connor reported that Diamond Bar AYSO now has 1,376 players on 127 teams. She thanked staff for the Concerts in the Park series. She reported she attended the Brea Community Center Grand Opening July 27. She referred the Commission to brochures which outline the center's availabie facilities. She stated she attended the Walnut MRF celebration on July 27, All Diamond Bar City Council members and two Traffic and Transportation Commission members also attended. C/O'Connor stated that on July 30 she went to the Heritage Park facility to see the senior citizens and survey their parking situation. She indicated that several senior citizens attended the fifth Tuesday free lunch. She stated that although the parking lot does -not accommodate all attendees, street parking is available. She further stated she did not arrive early enough to determine if the senior citizens are carpooling. VC/Finnerty stated she missed the July Parks and Recreation Commission meeting because she was attending the soccer matches at the Olympic Games in Alabama and Georgia. CSD/Rose responded to Chair/Tye that the Ranch Festival Committee has extended an invitation to Sheila Cornell, Diamond Bar resident and U.S. Women's Softball gold medal winner, to participate in their parade. Chair/Tye thanked staff for the Concerts in the Park series. He suggested the series start a week earlier next year because darkness falls too early on the last concert. He indicated he is concerned that citizens are unaware of the Concerts in the Park. He reminded the Commissioners that Mayor Ansari will address the Friends of the Library at the City Library on September 19. ANNOUNCEMENTS: CSD/Rose stated staff received 64 positive evaluations on the Concerts In the Park. CSD/Rose demonstrated the paper bag receptacle which could be placed in the City's parks for citizen's use in disposing of animal droppings, �'Na;I;tll August 22, 1996 Page 11 Parks & Recreation Commission ADJOURNMENT: GLaw made a motion, seconded by VC/Finnerty to adjourn the meeting at 9:35 p.m. The motion was carried 4-0. Attest: Steve Tye Chairman Respectfully Submitted, Bob oze' Secretary