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HomeMy WebLinkAbout06/26/1997 PRC Minutes- - -- - -- -- - --- - - - - --------- - CITY OF DIAMOND BAR j MINUTES OF THE PARKS & RECREATION COMMISSION BOARD HEARING ROOM OF S.C.A.Q.M.D. 21865 Copley Drive i )UNE 26, 1997 CALL TO ORDER: Chairman Finnerty called the meeting to order at 7:13 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by VC/O'Connor. i ROLL CALL: Present: Chairman Finnerty, Vice -Chairman O'Connor, and Commissioner Holder Absent: Commissioner's Medina and Tye Staff: Community Services Director Bob Rose, Community Services Supervisor Wendy Bowman MATTERS FROM THE AUDIENCE - None CALENDAR OF EVENTS: CSD/Rose presented the Calendar of Events. 1. CONSENT CALENDAR: 1.1 Approval of Minutes of May 22, 1997, Regular Meeting. 1.2 Transmittal of Daily Bulletin newspaper article dated 8/11/96. 1.3 Transmittal of Letter regarding Los Angeles Basin Park and Recreation Commissioner's Association. 1.4 Transmittal of Flyer offering discounted prices for registration to the C.P.R.S. Conference in Long Beach scheduled for March 12-15, 1998. Following discussion, VC/O'Connor moved, Chair/Finnerty seconded, to approve Consent Calendar Items 1.1 through 1.4. Without objection, the motion was so ordered. 2. INFORMATIONAL ITEMS: JUNE 26, 1997 PAGE 2 PARKS & RECREATION COMMISSION A. Recreation Update. CSS/Bowman presented the Recreation Update. CSS/Bowman responded to Chair/Finnerty that the pep and dance tryout class does not continue through the entire year. Success of the class will determine whether it is scheduled for the entire year. Chair/Finnerty suggested the class would be more useful if scheduled at the end of the school year in coordination with tryouts. Chair/Finnerty asked if the contract classes are advertised in the Friday San Gabriel section of the Los Angeles Times. CSS/Bowman responded that news releases are mailed to the Los Angeles Times. However, she has not seen the news releases published. ;p 4. OLD BUSINESS 6. Ranch Festival Request for use of Peterson Park. CSD/Rose presented the staff report. Staff recommends that the Commission request a presentation from the Ranch Festival organizers, receive public input, request that staff read into the record any written correspondence received, and to present any information provided over the telephone, provide the Ranch Festival organizers the opportunity to make a followup presentation, conduct deliberations and forward the Commission's recommendation to the City Council. i CSD/Rose responded to Chair/Finnerty that the City provides $8,000 to $10,000 worth of services (Sheriff's Department , shuttle buses, traffic control devices and Building and Safety Department personnel services) to the Ranch Festival. Cathy Johnson, 21331 Hi Pass Road, and Michelle Baker, 2511 Castle Rock Road, presented, the 1997 Ranch Festival proposal. The Festival is proposing a two day scaled-down event at Peterson Park on Saturday and Sunday, October 4 and 5, 1997 in place of the three day event previously held at the Gateway Corporate Center. Mrs. Johnson indicated there will be a minimal amount of carnival activity; entertainment with the stage facing south toward the SR 60 Freeway; and crafters fair. The Festival represents a wide range within the community and has i JUNE 26, 1997 PAGE 3 PARKS & RECREATION COMMISSION benefited both the non-profit and retail businesses. Mrs. Johnson stated that the Ranch Festival carries insurance for its event. She stated that a Sheriff's Department representative is present to address the parking concerns. Chair/Finnerty asked how the Festival will fund its project since the organization suffered a deficit last year. Mrs. Johnson responded that as soon as the location for the event is finalized, a major sponsorship and fundraising campaign will be conducted to finance the event. She indicated that by the end of August, last year's deficit will be cleared. The Festival organizers believe that the scaled-down event will realize a profit in 1997. Chair/Finnerty asked if previous contractors will work with the Festival since it incurred a deficit in 1996. Mrs. Johnson responded that the Festival has contracts with all vendors and believe they will continue to provide service to the Festival. �tiwn Sgt. Dave Rash, Walnut Sheriff's Station, in charge of all reserve units. He indicated he is responsible for organizing traffic control for all contract cities community events held in the September -October months. He has worked with the Ranch Festival for the past five years. The proposed scaled-down event will result in reduced traffic. Since there is no Friday night event, there will be no influx of juveniles from neighboring and outlying communities. Sgt. Rash stated he plans to staff the event with approximately 160 Deputy Sheriff's. A mobile command post will be established at the event site from Friday evening through Monday morning. Residents adjacent to the park use public streets for overflow parking. The Ranch Festival creates no more of a problem for traffic control at Peterson Park than at the Gateway Corporate Center. Although the City sent out 400 mailings, only eight residents (about two percent) responded with traffic concerns. Sgt. Rash stated there would be more traffic disruption on the main Golden Springs Road arterial if the Festival is held at the Gateway Corporate Center on Copley Drive. Sgt. Rash responded to Chair/Finnerty that 675 vehicles can be parked on Golden Springs Road between Temple Avenue and Diamond Bar Boulevard. If the City approves, the Ranch Festival may obtain a temporary variance for the "No Parking" signs. He assured the Commission that safety vehicles will have uninterrupted JUNE 26, 1997 access to the neighborhood. PAGE 4 PARKS & RECREATION COMMISSION Chair/Finnerty asked about response time for illegally parked vehicles. Sgt. Rash responded that the vehicle should be towed within the hour it is reported provided the area is properly signed. He suggested property owners contact Sgt. Mike Rawlings for assistance with the proper signage. Sgt. Rash responded to VC/O'Connor that the westerly side of Golden Springs Road can accommodate 675 parallel parked vehicles between Temple Avenue and Diamond Bar Boulevard. VC/O'Connor asked what 160 Deputy Sheriff's costs the City for this event. Sgt. Rash responded that on -duty Deputy Sheriff's would cost the City approximately $49,000. Uniformed reserve Deputy Sheriff's officers would cost the City approximately $4,100. No reserve officer receives payment. A Ranch Festival donation is made to the Booster Club for Walnut Sheriff's Station participation. The donated monies are used to purchase equipment. Three active officers would be placed at the event as part of their regular duties. Sgt. Rash indicated to VC/O'Connor that street closure would be done only in the event of an emergency situation. Residents will be given first priority after emergency vehicles. Sylvan Glen Road parking cannot be restricted to residents only. . There were no members of the public present who wished to speak on this item. CSD/Rose read eight letters from concerned residents and homeowner association management companies into the record. _ Michelle Baker stated that she explained the proposed Festival parking to Euclid Management and McCarthy Management and that it is the Festival organizer's intent to create as little disturbance to the community as possible. She indicated she offered to meet with the residents of the adjacent condominium complexes. She said she was told there would probably be only two or three residents who might respond. Both organizations responded favorably to her presentation. Chair/Finnerty pointed out that Euclid Management and McCarthy Management are located in Upland and that the representatives for the management companies e_ . .... ... 4-.. 9--.,x...., r e JUNE 26, 1997 PAGE 5 PARKS & RECREATION COMMISSION are not residents of the neighborhood adjacent to Peterson Park. Chair/Finnerty asked about the size of trucks carrying carnival rides. VC/O'Connor asked Mrs. Johnson how the organizers anticipate insuring that vehicles park on Golden Springs Road and not on Sylvan Glen Road, and what the potential impact to the residents along Golden Springs Road will be. Mrs. Johnson responded that the Sheriff's Department will have officers stationed along Golden Springs Road to direct traffic. Signs will be placed at the intersection of Golden Springs Road and Sylvan Glen Road that indicates there is no parking available on Sylvan Glen Road. Mrs. Johnson indicated that a youth group picks up trash in the area of the Festival. VC/O'Connor reiterated her concerns about the traffic on Sylvan Glen Road and the inconvenience to the residents. She said she believes the Ranch Festival is a great benefit to the City and to the non-profit organizations. She indicated she is L_ torn between the two locations, Peterson Park and Gateway Corporate Center because, there is no interference with residents at the Gateway Corporate Center location. Chair/Finnerty said she is concerned that the Peterson Park ADA Retrofit walkway improvement will be damaged by heavy trucks carrying carnival equipment. She is also concerned about damage to the park's sprinkler system. She stated she believes there will be significant damage to the park and that an event such as the Ranch Festival is not a proper use of the park. Peterson Park is a large neighborhood park because of its location. Chair/Finnerty moved to thank the Ranch Festival organization for their interest and invite them to go back to Gateway Corporate Center for the 1997 event because Peterson Park is not suitable for the type of event that is planned. The motion died for lack of a second. Steve Johnson, President, Diamond Bar Ranch Festival, responding to VC/0'Connor, asked what weight restrictions the Commission might impose on the event. CSD/Rose stated he would need to investigate what weight restriction might be -.I appropriate. He said he is concerned about determining a means by which trucks JUNE 26, 1997 PAGE 6 PARKS & RECREATION COMMISSION may traverse the walkway without damaging or breaking the structure. Chair/Finnerty moved, VC/O'Connor seconded, to recommend to the City Council that the Ranch Festival organization be asked to remain at Gateway Corporate Center due to the problems and damage that the event would most likely cause to Peterson Park. VC/O'Connor asked if the Ranch Festival would be willing and able to absorb the cost of potential damage to the new walkway. CSD/Rose suggested the Commission request that the applicant post a $500 to $1,000 security deposit to cover potential damage to the park. CSD/Rose responded to VC/O'Connor that the City absorbs about $8,000 to $10,000 annually in Ranch Festival expenses (primarily for Sheriff's deputies, traffic control devices, shuttle buses and Building and Safety personnel support). C/Holder suggested the carnival trucks utilize a structure to protect the walkway. CSD/Rose responded that the Commission may suggest that the Ranch Festival attempt mitigation of any potential damage to the sidewalk. Steve Johnson stated the Ranch Festival successfully placed plywood over sprinkler heads at Gateway Corporate Center. There has been no damage to the sidewalk at that location for the past five years. Chair/Finnerty called for the question. The motion was approved 3-0(with Commissioners Medina and Tye being absent). INFORMATION ITEMS, Continued: 3. Request for Proposals (RFP) to install Soda Machines in the City's Parks. CSD/Rose reported that in order for the City to place soda machines in the ICity's parks, the City must complete an RFP process and solicit proposals from at least three competing firms. 4. User Group Meeting. �a CSD/Rose reported on the Wednesday, June 11 User Group Meeting. 4 �l JUNE 26, 1997 PAGE 7 PARKS & RECREATION COMMISSION 5. Concerts in the Park. CSD/Rose reported on the first concert and the concession stand operation. CSD/Rose responded to VC/O'Connor that the City asks that the concession stand operators be set up and ready to serve between 5:30 and 6:00 p.m. OLD BUSINESS, Continued: 7. Parks Master Plan.- CSD/Rose stated the June 24, 1997 workshop was well received by the public participants. He anticipates increased public interest as a result of increased publicity. Steve Rose, Purkiss Rose RSI, reported on the results of the June 24, 1997 workshop. The Commission discussed the format for the proposed July 10, 1997 Heritage Park meeting. Mr. Rose requested the Commissioners forward their responses to Purkiss-Rose RSI by Wednesday, July 2. CSD/Rose stated the Parks Master Plan will be presented to the Planning Commission on Tuesday, July 8, 1997. No formal action will be taken by the Planning Commission until after the Parks Master Plan has been presented to the City Council on August 5, 1997. The Commissioners presented their questions and comments to Steve Rose. The resulting information will be used to correct and update the Plan for the July 10, 1997 Parks and Recreation Commission meeting. Following discussion, the Commission concurred to schedule the next Parks and Recreation Commission Meeting on July 10, 1997 at Heritage Park Community Center, at 7:OOp.m. to discuss recommendation of the adoption of the Parks Master Plan. NEW BUSINESS: B. Consideration for Removal of Exercise Equipment at Two City Parks - Summitridge Park and Paul C. Grow Park. a�_, CSD/Rose presented the staff report. Staff recommends the removal of the selected JUNE 26, 1997 PAGE 8 PARKS & RECREATION COMMISSION pieces of exercise equipment at both Paul C. Grow Park and Summitridge'I Park. Staff further recommends the removal of two trees and a sign at Paul C. Grow Park. Following discussion, VC/O'Connor moved, C/Holder seconded, to approve staff's recommendation to remove selected pieces of exercise equipment at both Paul C. Grow Park and Summitridge Park, and the removal of two trees at Paul C. Grow Park, with replacement of the trees at a 1:1 ratio. The Commission recommends that AYSO be asked if they would assist with the cost for the replacement of the two trees. The motion carried 3-0 (with Commissioners Medina and Tye being absent). ANNOUNCEMENTS: CSD/Rose responded to VC/O'Connor that the record of expenses related to the "Ode to Diamond Bar" is public information and may be obtained from the City Clerk's office. VC/O'Connor reported that she attended the Tiny Tots graduation ceremony and the AYSO Cottontail Tournament. ADJOURNMENT: There being no other business to come before the Commission, Chair/Finnerty adjourned the meeting at 10:50 p.m. to 7:00 p.m. July 10, 1997 at Heritage Park. Respectful) miffed, Bob ose `" Secretary Attest: AnnettFin rty Chairperson 11a