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HomeMy WebLinkAbout06/12/1997 PRC MinutesI CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HERITAGE PARK COMMUNITY CENTER 2900 S. Brea Canyon Road JUNE 12, 1997 CALL TO ORDER. Chairman Finnerty called the meeting to order at 7:00 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by Commissioner Tye. ROLL CALL: Present: Chairman Finnerty, Vice -Chairman O'Connor, Commissioners, Tye, Medina and Holder i Staff: Community Services Director Bob Rose MATTERS FROM THE AUDIENCE - None NEW BUSINESS: 1. Ranch Festival Request for Peterson Park. CSD/Rose stated that the City of Diamond Bar has received a request from the organizers of the Ranch Festival seeking use of Peterson Park as the location for the 1997 Ranch Festival. The event is proposed to be held on Saturday and Sunday, October 4 and 5, 1997. Setup and takedown would extend use of Peterson Park from Wednesday, October 1, to Monday, October 6. He indicated the event application was reviewed on Wednesday, June 11, 1997 at the User Group meeting. The facility users indicated no negative impact on their programs from the event. No one at the User Group meeting spoke in opposition to the request from the Ranch Festival. Cathy Johnson, representative of the Ranch Festival, stated that the Ranch Festival has been a non-profit event that has been conducted in Diamond Bar for approximately 15 years. The Ranch Festival purpose is to provide a JUNE 12, 1997 PAGE 2 PARKS & RECREATION COMMISSION N111 communitywide activity which gives organizations an opportunity to raise funds. The proceeds go back into the community. Mrs. Johnson said that the past two years have been difficult for the Ranch Festival. The Gateway Corporate Center location requires a great deal of effort and dollars for site preparation` In addition, major sponsors have pulled their funding. She indicated that members of the community and the City Council have expressed an interest in pursuing a joint venture between the Ranch Festival and the City's Anniversary Celebration. In the meantime, the committee is considering a scaled down two day event. She also presented a site plan of the proposed facility setup. Mrs. Johnson indicated she spoke with Mike Roberts, Walnut Sheriq's Department in charge of traffic for Diamond Bar, who, according to Mrs. Johnson, stated he had no problem with Ranch Festival traffic circulation at Peterson Park. She suggested that traffic on Golden Springs Road be narrowed to one lane each way with the outside lanes dedicated to parking in the park vicinity. In addition, she proposed shuttle service from each of the two elementary schools in the area. Mrs. Johnson continued stating it would be the Festival's intention to leave the park property in the condition it was presented to them. The Park would be fenced on all four sides. Admission is charged. She recommended using portable toilets in lieu of the Park's restroom facilities. She listed the following organizations that benefited from the 1996 Ranch Festival: Diamond Bar High School Band, Diamond Bar High School Roller Hockey, Diamond Bar/Walnut YMCA, Diamond Bar Breakfast Lions, Rotary Club, Fire Stations 120 and 119, VFW, St. Denis Youth Organization, Golden Springs School, Diamond Bar High Key Club and Sheriff's Reserves. Chair/Finnerty asked what will the event cost. Mrs. Johnson and Mr. Johnson responded that the cost is approximately $50,000. The intention of the Festival is to break even. In 1996, the Festival lost $10,000. Overall, the Festival has given $100,000 to the community since u� 1987. Chair/Finnerty asked how much money the participating organizations realize. r >; M1 ' JUNE 12, 1997 PAGE 3 PARKS & RECREATION COMMISSION Steve Johnson responded that the Festival does not solicit feed back from the participants on their revenues earned. Chair/Finnerty asked how many organizations have not returned to participate in subsequent Festivals. Mr. Johnson indicated the Festival does not maintain that type of data. Mrs. Johnson said she is not aware of any non profit organization that would not want to return. CJTye asked why the Festival does not continue to use the Gateway Corporate Center. Mrs. Johnson responded that the Gateway Corporate Center has a more commercial feeling. in addition, it takes a considerable amount of preparation i and cost ($3,000 to $4,000) to plant the grass and maintain it. Mr. Johnson said that a $5,000 figure is more realistic for the preparation of the lot. CSD/Rose responded to Chair/Finnerty that the irrigation and drainage work at Peterson Park will most likely be completed after Pantera Park opens (Spring of 1998) so that the City does not lose playing fields. The ADA Retrofit will commence when the Girls Softball tournament is completed the end of June. The work is scheduled to be completed within the 90 day contract period. The contractor would be notified in advance of the Ranch Festival and work would halt during the event. Mrs. Johnson responded to Chair/Finnerty that the site plan is tentative and subject to input from staff, the Sheriff's Department, the City's Building and Safety Department, and the fire department. Chair/Finnerty asked if the adjacent condominium owners have been contacted about the use of Peterson Park. Mr. Johnson responded that the adjacent residents would not be contacted unless the City approves the new location. dI C/Tye indicated he has a concern about charging the public for use of a public JUNE 12, 1997 PAGE 4 PARKS & RECREATION COMMISSION park facility and asked how the Ranch Festival would handle charging peoplle access to a public park facility. Mr. Johnson responded that when the Ranch Festival was held at Sylvan Glen Park in 1987, the park was fenced off and admission was charged. The 1997 event would be handled in the same manner as per the Temporary Use Permit issued by the City. Mr. Johnson responded to C/Tye that Peterson Park would not be available for public use during the weekend of the event. CSD/Rose indicated to GMedina that the City included this event in its calendar from Wednesday, October 1, 1997 through Monday, October 6, 1997. The user groups indicated they would be willing to practice at other facilities and that they could hold away games during this period. C/Medina suggested straw be placed on the turf to avoid damage. C/Medina also suggested that the Ranch Festival be required to obtain the appropriate insurance. Mr. Johnson responded that the Festival did not consider using straw this year because it burns the grass. Mr. Johnson responded to Chair/Finnerty that the Festival is proposing angle parking on Golden Springs Road. Chair/Finnerty explained that the City Anniversary Celebration Committee did not pursue angle parking on Golden Springs Drive because of a concern for safety. CSD/Rose explained that on-site parking at Peterson Park for the City Anniversary Celebration was allowed on field #1 which accommodated parking in the outfield area. Mrs. Johnson indicated it is the Festival's intent to limit parking on grassy areas to VIP's and workers. The only parking proposed for the right of way is senior parking. She stated she believes most vehicles will park away from the site an� utilize the shuttles as they have in past years. Chair/Finnerty reiterated her concern that the condo residents adjacent to the --- I� JUNE 12, 1997 PAGE 5 PARKS & RECREATION COMMISSION park be contacted prior to considering the park as the site of the event. Mr. Johnson responded to Chair/Finnerty that the condominium owners association is not aware that the Ranch Festival Committee has requested tonight's meeting for the purpose of seeking a permit to hold the event. Mr. Johnson responded to C(Holder that the admission fee basically covers Festival overhead expenses. The Festival gives away a certain amount of free tickets. One year the Sheriff's Department handed out free admission tickets for good driving. Each school's administration is given a block of tickets to be disbursed as they deem fit. VC/O'Connor asked CSD/Rose how the placement of booths on the brick dust areas of the ballfields would effect the ballfield diamonds and how will the community react to booths in this area. ' CSD/Rose responded that booths and foot traffic will not damage the brick dust. VC/O'Connor stated that she is aware, through her work on the City Anniversary Celebration Committee, that two schools decided to cease participation in the Ranch Festival due to the increased cost and the lack of return on investment. VCIO'Connor said she has a difficult time believing the Festival can handle the traffic. She explained the parking setup for the Anniversary Celebration. She stated she does not believe the Festival will be able to mitigate the Golden Springs Road traffic. She likes the idea of no parking on Sylvan Glen Road because of the impact to the residents. She agrees with Chair/Finnerty and C/Holder that she is not ready to make a decision prior to notification of the condominium residents. CYMedina moved that the Parks and Recreation Commission recommend to the City Council approve the Ranch Festival's request for use of Peterson Park subject to notification of the residents adjacent to Peterson Park on Sylvan Glen Road. The motion died for lack of a second. C/Tye asked if the committee had considered a location more suitable to the scope of the Festival. He suggested consideration of the Calvary Chapel lot on 4 Golden Springs Road at Grand Avenue. JUNE 12, 1997 PAGE 6 PARKS & RECREATION COMMISSION hyo ryi Mr. Johnson said Site D would be very appropriate if it was graded into a park site. C/Medina suggested the Pantera Park location. CSD/Rose stated Pantera Park construction is scheduled to commence July 1, 1997 and continue through the Spring of 1998. C/Tye reiterated that he does not believe Peterson Park is the proper facility to accommodate an event of the Festival's size with the close proximity to the residences. Although security can be provided for the Festival site, security cannot be assured for the surrounding residents. Mrs. Johnson stated her understanding about the Commission's areas of concern which are the residents and traffic control. She offered to notify the condominium owners and the Sheriff's Department. She asked if the Commission would accept a consensus from these two entities and approve the Festival and work with the committee. Chair/Finnerty reiterated her major concern for the impact on the park site and the City's investment. Mrs. Johnson reiterated the committee's intent to return the fields to their original condition. VC/O'Connor asked how much the City would be spending on the Ranch Festival. CSD/Rose responded that approximately $8,000 to $10,000 would be spent by the City in the form of in-kind support such as shuttle service, Sheriff's deputies and traffic control devices. VC/O'Connor asked if the City provides support for any other non-profit organization's activities. CSD/Rose responded the City supports programs such as those conducted by Diamond Bar based youth sports organizations by providing free use of fields and lights. CSD/Rose responded to C/Medina that he is not aware of any Birds Eye Drive _— .— -. —_11-11 --- — —44. ,Addb . _. JUNE 12, 1997 PAGE 7 PARKS & RECREATION COMMISSION residents complaining about the Ranch Festival when conducted at the Gateway Corporate Center. There is minimal impact on the businesses in the area. Chair/Finnerty asked if the City requires insurance coverage for property damage and personal injury. CSD/Rose stated he is not aware of personal property insurance coverage being required. Chair/Finnerty stated she believes the City has required property damage insurance for parades held on City streets. Mrs. Johnson said that she is generally asked to provide personal injury insurance to the school district and to the City. Mr. Johnson indicated that property damage insurance has not been required for the site. However, it is required for parades. CSD/Rose indicated that deductibles are usually not reached on the occasion of sprinkler head damage. Chair/Finnerty stated she is concerned about damage to the soccer field's topography and a potential safety hazard to the youth sport's participants. Mr. Johnson stated the Gateway Corporate site was graded once. The carnival trucks have not appeared to damage the topography. He indicated that he has an agreement with the carnival that any damaged sprinkler heads must be repaired. Mr. Johnson indicated that unless it rains during the event, he does not anticipate that trucks will create ruts. CSD/Rose stated that when the ballfield lights were installed at Peterson Park, the field was somewhat damaged because it was very wet. The company that damaged the field imported soil, and filled and smoothed the ruts. CSD/Rose responded to VC/O'Connor that the walkway will be installed prior to the Ranch Festival event. The walkway is proposed to be a six inch thick concrete structure and is intended to accommodate vehicles such as Sheriff's JUNE 12, 1997 8 & PAGE PARKS RECREATION COMMISSION Department vehicles and City trucks. C/Medina moved that the Parks and Recreation Commission recommend that the City Council approve Peterson Park location for the 1997 Ranch Festival event with assurances from the Sheriff's Department that traffic circulation and parking will not present a problem and that the adjacent condominium residents are in favor of the event. The motion died for lack of a second. VC/O'Connor indicated she believes this item should be tabled until the City receives a response from the Sheriff's Department and the residences adjacent to the park. CSD/Rose recommended noticing residents within 1/4 mile of Peterson Park. CSD/Rose indicated the mailing list used for notice of the ballfield lighting public workshop is available. This Commission cannot conduct public hearings, however, the Commission can schedule a public workshop. Chair/Finnerty moved, VC/O'Connor seconded, to place this item on the Parks and Recreation Commission's June 26, 1997 meeting agenda and notify residents within 1/4 mile of the requested site, Peterson Park. The motion was approved with the following Roll Call vote: AYES: COMMISSIONERS: Holder, VC/O'Connor, Chair/Finnerty NOES: COMMISSIONERS: Medina, Tye ABSENT: COMMISSIONERS: None CSD/Rose responded to VC/O'Connor that any resident may serve onhe Ranch Festival Committee if invited to do so by the Ranch Festival Board of Directors. Mr. Johnson indicated the Festival Committee invites a member of the City Council to serve. They may then appoint anybody they choose. ANNOUNCEMENTS: Chair/Finnerty stated the request discussed at the last Parks and Recreation Commiss'on meeting was to rim the trees at Summitridge Park and not to remove the trees. There was never consideration for removing the trees. _U._. ]A..__, —.,, m]ll�., Via, .,,,,�.�,. �,�..IS. ��rn�17, xv,w M1.; na5wn,oGwl"Tu;. Ty�m i JUNE 12, 1997 PAGE 9 PARKS & RECREATION COMMISSION ADJOURNMENT: There being no objections, Chair/Finnerty adjourned the meeting at 9:30p.m. Respectfull ubmitted, Bobo e Secretary Attest: A*tk� A Chairperson