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HomeMy WebLinkAbout10/24/1996 PRC Minutesr-, CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION BOARD HEARING ROOM OF S.C.A.Q.M.D. 21865 Copley Drive OCTOBER 24, 1996 CALL TO ORDER: Chairman Tye called the meeting to order at 7:05 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by VC/Finnerty. ROLL CALL: Present: Chairman Tye, Vice -Chairman Finnerty, Commissioners Law, Medina, O'Connor Staff: Community Services Director Bob Rose, and Community Services Supervisor Wendy Bowman MATTERS FROM THE AUDIENCE - None CONSENT CALENDAR: 1.1 Approval of Minutes of September 26, 1996 Regular Meeting C/Law made a motion, seconded by Chair/Tye to approve the minutes as submitted. The motion wasapproved 4-0-1 with C/Medina abstaining. 1.2 Schedule of remaining meetings in 1996 for Parks and Recreation Commission. CSD/Rose stated the scheduled 1996 meetings for the Parks and Recreation Commission are Thursday, November ,21, 1996, and Thursday, December 26, 1996. Following discussion, VC/Finnerty moved, C/Law seconded, to reschedule the December Parks and Recreation Commission meeting to December 19, 1996 if the A.Q.M.D. Board Hearing Room is available. The motion was approved 5-0.l .,r October 24, 1996 Page 2 Parks & Recreation Commission 1.3 Copy of letter mailed to citizen regarding his complaints on the operation of Ronald Reagan Park - Received, and filed. INFORMATIONAL ITEMS: 8. Recreation Update. CSS/Bowman presented the following update: YOUTH BASKETBALL CSS/Bowman stated a flyer was distributed to schools and mailed to past participants to promote the upcoming youth basketball program, which starts in January, 1997. A special walk-in registration day is scheduled for Saturday, October 26 from 9,:00 a.m. to 12:00 noon at the new Community Services Center. ADULT SPORTS Adult basketball and softball leagues are into their sixth week of play. Staff is compiling standings, high scorers for the week, and individual, statistics for players, to add a more personal touch to the program in an attempt to promote league interest. To date, $6,520 revenue has been generated, with a contract goal of $18,720 revenue for the year. She indicated the City is still looking for an adult volleyball league facility. CONTRACT CLASSES Fall classes are underway., The second session will commence for some of the more popular classes such as tennis and gymnastics. Holiday workshop classes are being promoted through news releases .and flyers. Revenue generated to date is $25,295 for the first session of the contract year. Contract goal for the year is $130,000 in revenue. RANCH FESTIVAL Staff participated in the Ranch Festival with a recreation program information booth on October 4, 5 and 6. Flyers were available to the public promoting youth basketball, contract classes, adult athletics, and seeking to secure new contract class instructors. Public attendance was very low. 111 CSS/Bowman advised C/Medina that the City's new contract brochure secialist has p October 24, 1996 Page 3 Parks & Recreation Commission not yet secured a nutrition class instructor, however, she is still looking. C/Medina referred CSS/Bowman to Pomona Valley Hospital and Community Medical Center. CSS/Bowman responded to C/Law that she has not received complaints regarding lack of parking at City parks. OLD BUSINESS: 3. Parks Master Plan Steve Rose, Purkiss-Rose/RSI, stated that his firm has spent many research hours on the project's first phase. He introduced Pam Wooldridge, Research Network, who will conduct the telephone survey; Susan Jones, Recreation Programming Specialist; and Jim Pickel, who will conduct the inventory of the City's current parks and school sites. Not present tonight are Christine Coman, Al Gobar Associates, Demand Analysis and Needs Analysis, and Nick Conway, Evaluation of Management'and Operations Systems. He stated that the Master Plan consists of three categories: 1) Research and Analysis, 2) Planning and Development of the Parks Master Plan, and 3) Implementation of the Master Plan. He outlined the public workshop process.` Pam Wooldridge explained the telephone survey process to the Commission. She indicated that 500 randomly selected City households will be inventoried. The survey will be used to collect information regarding the resident's recreation program and facility usage. Residents will be asked about specific types of recreational activities and their perception of parks improvements and maintenance. In addition, the'residents will be surveyed regarding their willingness to contribute funds to park facilities. The survey results will be the foundation of the demand analysis. Ms. Wooldridge responded to Chair/Tye that the telephone survey is completely anonymous, with regard to the households contacted. Susan Jones stated that the Parks Master Plan presents the opportunity to look at what occurs in the City as well as look to the future. CSD/Rose responded to Chair/Tye that the City has sent news releases to the area newspapers announcing the public workshops. ,Copies of announcements have been mailed to all City organizations and will be posted at businesses. October 24 1996 e Page 4 Parks &Recreation Commission Steve Rose asked the Commissioners to extend an invitation to their neighbors and associates. CSD/Rose asked the Commissioners to forward their completed surveys tollthe consultant. Steve Rose asked the Commissioners to state their major concerns and what each Commissioner would like to get out of the Parks Master Plan. C/O'Connor stated that in her opinion, the most important element is a sports facility to include a gymnasium and multi -sports fields. She indicated that the City, lacks park space and large'field areas. C/Medina stated that his number one concern is the completion of Pantlera Park. He indicated he'would like the Parks Master Plan to address senior citizen's nutritional and health programs. He would also like to see more public tennis courts. Chair/TYe is concerned about the acquisition of additionalark land additional pa park facilities, improved park facilities, completion of Pantera TPaek, and the resolution of the Larkstone Park issue with the Walnut Valley Unified School .,District. He stated that he believes citizens will pay for parks and services that they will use. The Commissioners concurred that they believe the residents' number one concern is the acquisition of aidditionai park land. VC/Finnerty stated that her arimary consideration for Diamond Bar is, a community center, which could aisc. include a sports complex. She cited the example of Stagecoach Park in Carlsbad. C/Law indicated his primary concern is for a senior center/community center. NEW BUSINESS: 5. Peterson Park A.D.A. Retro -fit. Jim Pickel, Purkiss Rose - RSI reported! on the deficiencies at Peterson Park and improvements necessary to make the uark fully accessible, as required by the Americans with Disabilities Aci: ,A.C.A.,. The improvements will apply to the October 24, 1996 Parks & Recreation Commission park building, in addition to the two major areas of concern, the hardscape area and the play area. He explained the proposed concrete pathway planned to go around the park periphery is not an A.D.A. requirement. The City's cost for the restroom/concession building retrofit is approximately $14,000. The remaining A.D.A. retrofit costs for the hardscape and play areas are approximately $114,000. The cost to add the perimeter walkway is approximately $150,000. The City's retrofit budget at this time is approximately $170,000. Responding to C/Law, Kellee Fritzal, Assistant to the City Manager, stated there are unallocated monies in the CDBG fund. VC/Finnerty suggested installation of part of the walkway. Mr. Pickel stated that because there may be inherent problems in building half of the walkway, he would suggest building the entire walkway or using the balance of the retrofit funds to enhance the park. C/Law suggested allocating funds for the walkway in the Fiscal Year 1997-1998 budget. He also suggested that staff request additional funds to complete the entire walkway in addition to the A.D.A. retrofit project. OLD BUSINESS -Continued: 2. Request to Install Temporary Batting Cages at Peterson Park. CSD/Rose stated John Foy, Diamond Bar Girls Softball, is unable to attend tonight's meeting due to ra prior commitment. Mr. Foy reported through CSD/Rose, that the Diamond Bar Girls Softball Board of Directors confirmed their support of the request to install batting cages. The Board indicated it does not support expending funds to move the batting cages. Therefore, they are requesting that the batting cages be permanently installed. CSD/Rose referred the Commissioners to a list of possible conditions the Parks and Recreation Commission may want to impose on the batting cage installation. He stated that Mr. Foy has seen and concurs with the list of conditions. C/O'Connor suggested that if the Diamond Bar Girls Softball group maintains ownership of the batting cages, they could recoup some of their investment by renting the facilities to other users. October 24, 1996 Page 6 Parks &Recreation Commission CSD/Rose responded to C/O'Connor that the City would be willing to discuss further the possibility of the Diamond Bar Girls Softball group renting out, the batting cages to other users. Responding to Chair/Tye, CSD/Rase stated that the tennis courts are owned by the City and not a non-profit agency. The batting cages owned by a non-profit agency could be used to generate revenue buck to the non-profit agency which would ultimately benefit the community. CSD/Rose indicated to VC/Finnerty that in the event the batting cages were rented out, the City would require evidence of insurance. In response to Chair/Tye, CSD/Rose stated that the City would coordinate the amount of rental, time with Diamond Bar Girls Softball. VC/Finnerty moved, C/Law'seconded, to recommend that the City Council approve permanent installation of batting cages at Peterson Park to be owned .and used by the Diamond Bar Girls Softball organization. The final contact will be negotiated and agreed upon by the City of Diamond Bar and Diamond Bar Girls Softball organization. C/O'Connor requested the motion be amended to state the recommendation to City Council will include staff's proposed list of ten conditions applicable to the installation of batting cages at Peterson Park. VC/Finnerty accepted the amendment. The motion was approved 5-0. 4. Paul: C. Grove Park update on joint Use Agreement with Walnut Valley Unified School District.- CSD/Rose stated that Clay Chaput is, leaving the Walnut Valley Unified School District. He indicate:i that he will continue negotiations for the joint Use Agreement with Mr. Chaput's replacement. He further stated that Carolyn Haugen, Quail Summit Elementary School Principal, will relay the City's desire to move this item forwara. '.:SD/Rose said he reminded Ms. Haugen that Diamond Bar is looking "o the school : istrict to provide a revised agreement. The school district is requesting that the City provide about $17,000 worth l,of playground equipment for the play area. The City Manager and Superintendent of Schools, Dr. Ronald Hockwalt, have also been discussing this issue. October 24, 1996 . NEW BUSINESS - Continued: 6. User Group Sub -Committee Meeting. CSD/Rose stated the next User Group Meeting will be held at 6:30 p.m. on Tuesday, November 26 at Heritage Park Community Center. The purpose of this meeting is to allocate park facilities for the various organizations' use for the period January 1, 1997 through July 31, 1997. INFORMATIONAL ITEMS -Continued: 7. 8th Anniversary Celebration update. CSD/Rase reported that the update information contained in the Commission packet is a result of the October 10, 1996 Parks and Recreation Commission Ad-hoc Committee meeting. The committee is seeking to enhance the Anniversary celebration by enlarging the kids fun zone, providing additional entertainment, adding a craft fair, adding a bingo area, including a Country style barbecue, and asking for additional community involvement. With sponsorship, the City would provide an infrastructure which would attract the various City. organizations. He stated that the ad hoc committee is preparing a budget for presentation to the City Manager. The City Manager will determine whether there are sufficient City funds available to conduct the event without sponsors' assistance. C/O'Connor stated that CSD/Rose proposed the annual event be titled "Diamond Bar Country Faire". VC/Finnerty suggested promotion folders be provided to area Real Estate agents for distribution to new residents. CSD/Rose responded to Chair/Tye that the City may wish to seek business sponsorships from those who are located in Diamond Bar for this annual event. C/O'Connor stated that the ad hoc committee's preference is to promote Diamond Bar businesses. COMMISSIONER COMMENTS: C/O'Connor reported that she attended the October 5 California Association of Parks and r October 24, 1996 Page B Parks &Recreation Commission Recreation Commissioners and Board Members (C.A.P.R.C.B.M.) workshop and the October 15 League of California Cities Conference. She indicated that upon hearing Steve Rose speak at the October 5 workshop, she felt that Diamond Bar made an excellent choice for the Parks Master Plan consultant. She indicated that her insoee..tion of Sycamore Canyon Park revealed the area has been cleaned up and the en -,e repaired. She invited the Commissioners to attend the Diamond Point Elementary School Halloween Carnival from 5:00 p.m. to 8:00 p.m. on Halloween night. C/Law commented that he found information on Foundation Grant monies available for solicitation at the County Library. He indicated that the senior citizen's group will be pursuing the possibility of grant funds to build -a Senior Citizens Center, at limited cost to the City. VC/Finnerty-,reported on, her attendance at .the October 5 ..Parks- and Recreation Comm issioners'and Board -Members C:A.P.R:C.B.M. Workshop and the October 15 League of California Cities 'Conference.' SIF recomirended that all Parks and Recreation Commissioners participate in the conferences. h it C a /Tye reported on his attendance at the C.A.P.R.C.B.M. Workshop on Saturday, October 5. He recommended that Diamond Bar establish a City or Community Foundation. He suggested that this foundation could provide_- the opportunity for local civic organizations to adopt City parks, solicit donations from the public, and pursue corporate funding and sponsorships to support Parks and Recreation in ©iumond Bar. CSD/Rose responded .to Chair/Tye that no action has been taken on the Commission's suggestion to rename the Parks and Recreation Commission to "Parks, Recreation, and Community Services Commission'% C/Law stated that he attended the Los Angeles Braille Institute Open House on October 12. He reported that the Institute will establish a library for the City's senior citizens. He also reported that the Bank of America has senior citizen's program funding available. ANNOUNCEMENTS - None ADJOURNMENT: C/Law made a motion, seconded by VC/Finnerty to adjourn the meeting at 10:15 p.m. The motion was carried 5-0. t' October 24, 1996 Attest: Steve Tye v y Chairman � I t ti r i Page 9 Parks & Recreation Commission Respectful Submitted, Boole Secretary