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HomeMy WebLinkAbout05/22/1997 PRC Minutes_ CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION BOARD HEARING ROOM OF S.C.A.Q.M.D. 21865 Copley Drive MAY 22, 1997 CALL TO ORDER: Chairman Finnerty called the meeting to order at 7:10 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by C/Tye. ROLL CALL: Present: Chairman Finnerty, Vice -Chairman O'Connor, Commissioners, Tye, Medina and Holder Staff: Community Services Director Bob Rose, Community Services Supervisor Wendy Bowman MATTERS FROM THE AUDIENCE - Richard Toomes, 760 N. Golden Springs Drive, asked the City to provide a fenced "pooch" park. He suggested use of the undeveloped Summitridge Park area and indicated that if he had access to a pooch park in the City, he would be more likely to purchase goods and services locally. VC/O'Connor stated she visited Claremont's pooch park and observed that the park was maintained through private donations. C/Holder asked how decorum is maintained at the pooch park. Mr. Toomes responded that there is an unwritten rule that when unleashed dogs are in a confined area and become overly aggressive, .the owner must immediately remove the animal. VC/O'Connor indicated that rules of conduct are posted at the Claremont park. CSD/Rose responded to Chair/Finnerty that input received so far during the Parks Master Plan process has not indicated the need for a pooch park. He said he is not aware of any requests from the community for the inclusion of a pooch park. May 22, 1997 Page 2 Parks & Recreation Commission�' CALENDAR OF EVENTS: CSD/Rose presented the Calendar of Events. CONSENT CALENDAR: 1. Approval of Minutes of April 24, 1997 Regular Meeting. VC/O'Connor requested the last paragraph on Page 5 be corrected to indicate placement of a park bench and tree is to be at Heritage Park, not Sycamore Canyon Park. VC/O'Connor moved, C/Medina seconded, to approve the April 24, 1997 minutes as corrected. The motion was approved 4-0-1 with C/Holder abstaining. INFORMATION ITEMS: 1. Recreation Update. CSS/Bowman presented the Recreation Update. CSS/Bowman responded to Chair/Finnerty that she will investigate the reason for the apparent discrepancy in the youth sports projected and final figures.: CSS/Bowman responded to C1Medina that the City still conducts youth bowling classes. C/Tye asked CSS/Bowman to provide the Commission with a comparison of last year's actual figures to this year's actual figures for purposes of projecting future participation. CSD/Rose explained that the City of Brea runs annual figures from May, 1 through April 30. Diamond Bar runs annual figures based on its fiscal year, July 1 through June 30. Diamond Bar uses four consecutive sessions, summer, fall, winter, and spring, for annual recreation statistics. C/Tye indicated he would like to have a comparison based on four consecutive sessions, summer, fall, winter and spring. May 22, 1997 Page 3 Parks & Recreation Commission CSS/Bowman responded to VC/O'Connor that the indoor soccer will be held at South Point Middle School. VC/O'Connor asked if the City has entered into a dialogue with Diamond Ranch High School for facilities use. CSS/Bowman indicated high school facilities are generally not available on week nights due to school activities. CSD/Rose stated that the dialogue between the City and Diamond Ranch High School has related to the design of the facilities. VC/O'Connor suggested that the City participate with Diamond Point Elementary to provide the Halloween Haunted House event. CSS/Bowman indicated to VC/O'Connor that due to lack of response, the City -' was unable to provide a "first defense" class for children at the karate center next to the Community Center. VC/O'Connor suggested that the Ciy contact the karate center for further information regarding free instruction classes. Lillian Orejel, Senior Services Coordinator, explained the City's senior activities and organization schedules and indicated the annual revenues realized. SSC/Orejel responded to Chair/Finne-ty that 100 percent of the related adult excursion general fund costs are recovered and 70 percent of costs funded with Proposition A funds are recovered. CDBG funding is utilized to subsidize 50 percent of the Senior excursion costs. CSD/Rose stated that all general fund costs for excursions are 100 percent recouped through fees charged. CSD/Rose reported on the Tiny Tots program. He invited the Commissioners to attend graduation ceremonies on June 9, 1997 at 7:00 p.m. at Heritage Park Community Center. - CSD/Rose responded to Chair/Finnerty that the City recovers 100 percent of the Tiny Tot program costs. No profits are realized. I May 22, 1997 Page 4 Parks & Recreation Commission VC/O'Connor thanked Wendy Bowman, Lillian Orejel and Marsha Roa for their dedication and hard work on the City's 8th Anniversary Celebration. NEW BUSINESS: 1. Proposal from Coca-Cola to Install Soda Machines in the City's Parks as a Source of Revenue for the City. Gary Stitt, Coca-Cola, offered the placement of two types of vending machines in some of the City's parks. One type is a Coca-Cola plastic bottle vending machine called the "Genuine Coca-Cola Plastic Bottle" with a resealable plastic cap. The second type of machine is called the "PowerAde". He indicated that PowerAde is an isotonic drink designed to refresh the athlete. He explained that these machines are already placed in a variety of Diamond Bar schools. The machines utilize current technology, provide night illumination and contain security alarms. The vending machines include a protective "cage" covering. The company proposes that the machines be anchored on a cement !, foundation. The machines contain dollar bill validators. Coca-Cola proposes a $1.00 per unit charge for a 20 ounce bottle. Mr. Stitt proposed that at a $1.00 suggested price, Coca-Cola would provide a 25 percent commission to the City for a $6.00 profit per case for PowerAde and approximately $5.35 per case for carbonated drinks. Projected outdoor vending machine sales are seasonal and range from five cases to 25 cases per month, depending on the park's activity. He suggested that PowerAde and carbonated drink machines be placed side-by-side for security reasons and to make maximum usage of a single power outlet. Mr. Stitt proposed the following six park sites for machine placement: Heritage, Maple Hill, Peterson, Ronald Reagan, Summitridge and Sycamore Canyon. C/Medina stated that in other businesses vendors offer as much as a 50 percent commission. He asked if the 25 percent commission is based upon net or gross sales. Mr. Stitt responded that the commission is based on gross sales per unit for PowerAde. The carbonated drink commission is after tax and CRV. Coca-Cola stocks and rotates the product for the Cit and maintains the machines on p y behalf of the City. In determining a commission split, Coca-Cola factors in the May 22, 1997 Page 5 Parks & Recreation Commission v�s employee and equipment related costs. He stated that in his opinion, 25 percent is a generous comm'ssion split. Chair/Finnerty asked for explanation of the machine's efficiency rating and kilowatt hour usage in order to determine the City's rate of return. Mr. Stitt responded that ou-door vending machines generally cost $9.00 to $12.00 per month in electrical costs to operate. Chair/Finnerty suggested the company include bottled water in the vending machines. C/Tye asked if the 25 percert commission rate is negotiable. Mr. Stitt responded that 25 percent commission is generous and he does not believe there is any flexibility in this offer. C/Tye asked for what period of time Coca-Cola intends to provide vending machines. Mr. Stitt responded that Coca-Cola will evaluate each location on its own merits. Coca-Cola would li<e a 12 month commitment for the six locations. Chair/Finnerty asked how Coca-Cola determined the six proposed locations. Mr. Stitt responded that the six locations were based upon staff's recommendations and his kiowledge of Diamond Bar parks. C/Tye asked if the food vending service is part of the Coca-Cola Company. Mr. Stitt responded that Coca-Cola has a separate dedicated vending operation. The people who fill the vending machines are compensated on the number of cases placed. The vending maintenance department personnel carry parts on their trucks and can make of the spot repairs. C/Tye asked how often the Lorbeer Middle School machines are serviced. Mr. Stitt responded that the machines are serviced twice weekly depending on volume. Two to three weeks into placement of the machines, an inventory „_ track should develop and service visits will be adjusted accordingly. May 22, 1997 Page 6 Parks & Recreation Commission VC/O'Connor stated the Lorbeer Middle School machines are locked during the day and are only accessible after school hours in order to avoid competition with the contracted cafeteria food and drink service. She asked if the machines proposed to be placed in the parks can be locked during events where drinks are supplied/sold by other organizations. CSD/Rose responded that negotiations could involve non -competition C/Tye stated that if he brings beverage to the park he is not supporting the vendor selling drinks. If a vending machine is located in the park, he would like the option to purchase from the organization providing drinks or from the vending machine. C/Holder indicated she favors competition. Mr. Stitt offered to negotiate favorable terms. He pointed out that use of the vending machines during park events provides revenue to the City. 4 Chair/Finnerty asked how many containers each machine holds. Mr. Stitt responded that the machines hold about 14 cases of 24 bottles per case. VC/O'Connor asked where the revenues would be placed and for what purpose the monies would be used. CSD/Rose responded that any monies generated in this type of operation goes into the general fund. During the budget process a revenue source can be identified for special materials purchases. If this operation proves successf'Iu1, during the budget process the annual revenue could be requested for park improvements, or any other parks and recreation use. City Council ultimately determines the use of funds. VC/O'Connor asked if any other vendors have offered to provide vending machines. CSD/Rose stated the City has not approached or been approached by any other vendors. j C/Tye asked if Pepsi Cola offers a similar program. 1 _7 May 22, 1997 I L. Page 7 Parks & Recreation Commission Mr. Stitt responded that Pepsi has vending machines. He said he is not privy to information regarding competitors locating on park sites. C/Holder asked what recourse the City has if the machines are not properly serviced. Mr. Stitt stated an 800 number is provided in order for the public to convey their concerns. C/Holder asked about machine down time. Mr. Stitt responded that vending machine problems are rare. Repairs are made at the site, if possible. C/Tye asked if the City will receive more money than a retailer because there is no up front money involved. Mr. Stitt referred the Commission to objective marketing information that indicates Coca-Cola's products outperform the competition by about one-third. CSD/Rose calculated assumptions that indicated two machines at each of six City parks would generated a net annual revenue of approximately $8,000. C/Medina stated he favors placing vending machines in City parks. However, he is concerned about competing with other organizations. CSD/Rose explained that the City currently does not charge for lighting provided for youth group athletic functions and the City needs to pursue all avenues of revenue generation in order to recoup such costs. C/Tye asked who would bear the cost of electrical installation to accommodate vending machine installations. Mr. Stitt stated that if Coca-Cola could utilize company contractors, he feels that his company would pay for reasonable expenses for necessary concrete and electrical installation. Chair/Finnerty stated she would like Pantera Park included as a proposed installation site. May 22, 1997 Page 8 Parks & Recreation Commission Mr. Stitt responded to CSD/Rose that the vending machines are adaptable to sloped pads. C/Holder asked if the machines are secured to buildings. Mr. Stitt explained that the cages surrounding the vending machines are secured to concrete pads. The vending machines can be bolted. However, experience indicates bolting the cage affords sufficient security. C/Holder suggested the machines be placed out of the sun and away from areas susceptible to wind. Mr. Stitt responded that machine visibility should more than compensate for the possibility that it may be subjected to sun and wind. The greater the visibility, the more likely the public is to purchase the product which should outweigh the cost of keeping the machine cool. Mr. Stitt indicated to C/Tye that revenue and use projections for Diamond Bar are based upon figures from three vending machine installations in the City of Duarte parks and one installation at Pathfinder Park in Rowland Heights. Chair/Finnerty concurred with the proposed project as a means to generate revenue for the City and enhance the park's amenities. VC/O'Connor moved, C/Tye seconded, to accept the concept of installing soda machines in seven designated City's parks including Pantera Park, to generate revenue for the City. The motion was carried 5-0. INFORMATION ITEMS (Continued): 2. Summer Concerts In The Park Final Schedule. CSD/Rose presented the final Concerts In The Park schedule. The first concert will be held at Sycamore Canyon Park on June 25, 1997. VC/O'Connor asked if the City has purchased banners to advertise Concerts In The Park. CSD/Rose responded that banners were not included in this year's budget. Bus stop shelter ads will be posted and posters will be placed in grocery store R i May 22, 1997 Page 9 Parks & Recreation Commission windows. 3. Brush Fire in Sycamore Canyon Park. CSD/Rose reported that approximately 150 firefighters responded to the Sycamore Canyon Park brush fire due to its proximity to residences. The fire was contained to approximately one acre of vegetation. CSD/Rose responded to VC/O'Connor that erosion should not be a problem and that he expects the area to revegetate itself within one year. OLD BUSINESS: 1. Parks Master Plan Update. CSD/Rose stated Purkiss Rose -RSI continues to work on the draft master plan. T" Staff anticipates the updated document will be resubmitted next week. Staff will review and return) the document to the consultant for updating on June 4, 1997. The final draft will be presented to the Parks and Recreation Commissioners for review by June 13, 1997. The document will be available for public review at the City Library and City Hall. If approved, a public workshop will be held at 7:00 p.m. on June 24, 1997 at Heritage Park Community Center. The item will also be agendized for the June 26, 1997 Parks and Recreation Commission meeting for further discussion and recommendation. If the document requires further consideration, a special Commission meeting could be scheduled for July 8 or July 10, 1997. The Commission concurred to schedule the public workshop for 7:00 p.m. on June 24, 1997 at Heritage Park Community Center. 2. Request from Resident to Post Rattlesnake Warning Signs at Sycamore Park. CSD/Rose reported that the City Attorney stated the City has a duty to warn the public about known hazards that exist in the park's improved areas. Staff recommends that the Parks and Recreation Commission recommend to the City Council the posting of rattlesnake warning signs at Sycamore Canyon Park. Following discussion,',Chair/Finnerty moved, UTye seconded, to recommend to the City Council the posting of rattlesnake warning signs at Sycamore �.: Canyon Park. The motion was approved 5-0. May 22, 1997 Page 10 Parks & Recreation Commission NEW BUSINESS (Continued): 2. Golfing in the City Parks. I CSD/Rose presented the staff report. Staff recommends that the Parks and Recreation Commission recommend to the City Council that "golf and practicing golf' be added to the list of activities that are prohibited in the Cry's Parks and that violators be, deemed guilty of a misdemeanor. Following discussion, C/Tye moved, Chair/Finnerty seconded to recommend to the City Council that "golf and practicing golf' be added to the list of activities that are prohibited in the City's Parks. The motion was carried 5-0. CSD/Rose stated that the signage text will be brought back to the Commission for consideration prior to signs being placed in the parks. He went on to state that all appropriate park rules will be included on a single sign. ANNOUNCEMENTS: C/Tye welcomed Commissioner Holder. C/Tye said that although he is not a proponent of art in the park, he likes the "Ode to Diamond Bar". He.asked if the City is contemplating removing trees in the area of the statue. CSD/Rose responded that he has not received a request for tree removal. He is aware that lighting and clearing for line of sight is under consideration but that this could be accomplished with tree trimming rather than tree removal. C/Tye asked for a Larkstone Park update. CSD/Rose stated he will meet with the Walnut Valley Unified School District Assistant Superintendent of Schools Vernon Medeiros tomorrow morning to discuss Paul C. Grow Park and Larkstone Park. He indicated he will provide the Commission an update at the June �6, 1997 Commission meeting. C/Tye asked CSD/Rose to pursue the Oscar Law tribute. j May 22, 1997 Page 11 Parks & Recreation Commission i C/Tye advised he will be unable to attend the June 24, 1997 Parks Master Plan Public Workshop and the June 26, 1997 Parks and Recreation Commission meeting. C/Holder advised that the Rotarians have agreed to donate approximately 40 to 50 trees to be planted at Ronald Reagan Park. VC/O'Connor welcomed Commissioner Holder to the Commission. She requested a breakdown of costs related to the "Ode to Diamond Bar" statue installation at Summitridge ( Park and asked that the item be agendized for the June 26, 1997 Commission meeting. VC/O'Connor invited the Commissioners to attend the AYSO Cottontail Tournament which k will be held from Friday, May 30, 1997 through Sunday, June 1, 1997 at CalPoly Pomona and Mount San Antonio College. Approximately 5,000 people will be in the Diamond Bar/Walnut area as a result of this tournament. CSD/Rose responded to Chair/Finnerty that amenities such as "The Whale" will be considered r ' for Heritage Park as a part of the ADA retrofit upgrade project. He indicated that he anticipates construction will begin during the Summer of 1998. ADJOURNMENT: C/Tye moved, C/Medina seconded, to adjourn the meeting. There being no objections, Chair/Finnerty adjourned the meeting at 10:00 p.m. May 22, 1997 Page 12 Parks & Recreation Commission Respectfullymiffed, Bab ibb se Secretary Attest: AnjlteJinerty Chairperson