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HomeMy WebLinkAbout02/26/1998 PRC MinutesP- 7 CITY OF DIAMOND BAR �.._ MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D. 21865 Copley Drive FEBRUARY 26, 1998 CALL TO ORDER: Chairman Finnerty called the meeting to order at 7:08 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by Commissioner Nolan. ROLL CALL: Present: Chairman Finnerty, Vice Chairman Anis and Commissioners, Holder, Medina and Nolan Staff: Community Services Director Bob Rose, Parks and Maintenance Superintendent Don Hensley, and Community Services Supervisor Wendy Bowman MATTERS FROM THE AUDIENCE: Allen Wilson, 22809 Hilton Head Drive, Unit 7, asked the Commission to consider participating in the State of California's 150th Anniversary of the California Goldrush and Admittance to the Union celebrations. He recommended that the community participate in events such as tree planting, preparation of a time capsule and excursions. Thom Pruitt, President of Diamond Bar Pop Warner Football and Cheerleading Association, thanked the Commission and City staff for their assistance to his organization with respect to services and facilities. He stated that Diamond Bar Pop Warner Football received the Sportsmanship Award for the Inland Empire Football and Cheerleading Conference. OLD BUSINESS: 7. Request for Proposals (RFP) for Recreation Services Provider. CSD/Rose reported that the RFP deadline has been extended to March 13, 1998. In addition to responses anticipated from Brea, Chino Hills, and the Diamond Bar FEBRUARY 26, 1998 PAGE 2 PARKS & RECREATION COMMISSION YMCA, the City of Diamond Bar will submit an in-house proposal. CSD/Rose indicated that the City has asked Brea to present a proposal to extend the current contract from May 1 through the end of the summer program in order to provide an adequate startup time in the event that the City Council approves) a new provider. The extension will be considered by the City Council on March 17, 1998 and new contract proposals will be considered in April. Chair/Finnerty asked for public comments. Lance Sumpter, 404 Laspino Lane, stated he would prefer to have a city run recreation program. He said he believes it would save the city money and improve its identity. He indicated he is willing to contribute financially to keep the program in-house. Elston Butler explained that although he does not live in the City, he has a business in the City and coaches basketball and baseball. He supports an in-house recreation program. Ricky Price, 856 S. Coldstream Court, stated he coaches the Lakers Youth Team and supports an in-house recreation program. Caprice Hart, 1819 S. Tintah Drive, said she favors an in-house program and believes that participants are willing to pay extra for facilities and progra s. She indicated she would like to have a girls softball league available for residents. Chair/Finnerty stated the City is working to secure joint use agreements with the school districts for more use of their facilities. She encouraged tonight's participants to contact their schools and voice their concerns. C/Nolan asked the residents to support the Pantera Park opening. CSD/Rose asked the participants to attend the March 17, 1998 City Council meeting and support the adoption of the Parks Master Plan. Alan Hart, 1819 S. Tintah Drive, spoke in support of an in-house recreation program. He said he believes potential participants are turned away due,to lack of staff. He indicated that Chino Hills does not have youth sports programs. CSS/Bowman responded to Mr. Hart that participants are turned away because of lack of facilities. aJ­,11,.F.aI.ad..ulw».i�.i„�e.uti�u����_- - � =_--H R-11 T �a FEBRUARY 26, 1998 PAGE 3 PARKS & RECREATION COMMISSION Hugh Amato, 23645 Prospect Valley Drive, spoke in support of an in-house program. Robert Cervantes, 23525 Twin Springs Lane, said he is concerned about sports facilities for the children. He indicated he supports keeping the money in Diamond Bar through an in-house program. David Dicken, Jr., 20819 Missionary Ridge, spoke about the need for a local track facility. He suggested the city consider a long-term proposal in order to provide the necessary capital for a future in-house program. Chair/Finnerty responded to Mr. Hart that if the City and residents proposed to fund a gymnasium for Chaparral Middle School, the Walnut Unified School District would stili be responsible for allocating the use of the facility. CSD/Rose explained the history of the youth basketball league. He stated this is the first year in the City's 9 year history that all of the scheduled games are being j held indoors. CSS/Bowman pointed out that the rain and cold weather has severely hampered the outdoor programs. She said she believes there would be increased participation with the availability of more indoor facilities. Chair/Finnerty thanked the audience for their comments and support. CSD/Rose responded to the speakers concerns. He stated that the City is funding lighting for the Lorbeer football field under a joint use agreement. Installation is scheduled to take place this summer. Due to facility shortage in Diamond Bar, the City made a policy decision to offer basketball only to a certain age group. The City has a very successful track program and the Citywide Track Meet will be held on Saturday, March 28, at Diamond Bar High School. For the past two or three years, the Diamond Bar track team has won the San Gabriel Valley Municipal Athletic Association Track Meet and many participants have been sent to the state championships in Long Beach. CSD/Rose explained that all recreation program revenues are deposited into Diamond Bar's account. The only funds expended are the contract costs that Diamond Bar pays to Brea for running the programs. Diamond Bar has been a jcontract city since incorporation. There are benefits that may be realized from having the recreation program in-house. However, budget constraints must be taken into consideration. When the Community Services Department hires f!ii I!4F FEBRUARY 26, 1998 PAGE 4 PARKS & RECREATION COMMISSION i additional personnel, other City departments are affected because of the time and materials required to support the new personnel. To date, there has been no financial justification for providing an in-house program. CSD/Rose stated that the City of Diamond Bar subsidizes the use of facilities for its recreation programs at a rate of $70,000 per year. The full cost of facility use is not passed along to program participants. The City Council has supported this subsidy in the past because the City has not built facilities and therefore does not have ongoing maintenance and utilities costs. CSS/Bowman pointed out that Brea provides extra staff members to Diamond Bar for special functions. She explained how the program effects other city departments. C/Nolan stated he believes the concerns voiced tonight involve facilities issues rather than staffing issues. Ted Owens, City of Brea Community Services Manager, stated that the City of Brea provides staff support for recreation services in Diamond Bar. CSS/Bowman stated that her priority is on hiring Diamond Bar residents to work in the recreation program. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR: 1.1 Approval of Minutes of January 22, 1998 Regular Meeting. 1.2 Approval .of Minutes of February 5, 1998 Special Meeting. C/Medina moved, CJNolan seconded, to approve Consent Calendar Items 1.1 and 1.2. The motion was carried 5-0 with VC/Anis abstaining from Consent Calendar Item 1.2. 2. INFORMATIONAL ITEMS: 2.1 Recreation Update. t, CSS/Bowman presented the recreation update. FEBRUARY 26, 1998 PAGE 5 PARKS & RECREATION COMMISSION CSS/Bowman responded to VC/Anis that there are openings for the soccer program. Individual flyers are not mailed to all City residents. The program is advertised in the brochure and business owners are solicited to be team sponsors. 3. 9th Anniversary Celebration Update CSD/Rose stated that the 9th Anniversary Celebration is scheduled for Sunday, April 19, 1998 from 12:00 noon to 5:00 p.m. at Peterson Park, 24142 Sylvan Glen Road. Scheduled events include a Kiwanis sponsored 10K run, the Show and Shine Car Show, the YMCA Craft Fair, the Chamber of Commerce Health Fair, game booths and carnival rides. 4. Parks Master Plan Update CSD/Rose reported that the Parks Master Plan Subcommittee will hold its final meeting on Thursday, March 5, 1998 at 6:30 p.m. in the AQMD Conference Room i CC -8. He explained details of the project prioritization and funding recommendations that the Subcommittee will present in its report to the City Council on March 17, 1998. Thom Pruitt said his organization participated with the subcommittee. He explained that approximately 350 youth participate in his organization at a cost of about $250 each. The participants pay only $15 and the remainder of the money comes from the private sector. The organization provides scholarships for youth who cannot afford to participate. 5. Status of Capital Improvement Projects a. Pantera Park CSD/Rose stated that this project is near completion. b. Peterson Park ADA Retrofit CSD/Rose stated that this project has been completed. C. Heritage/Ronald Reagan Parks ADA Retrofit CSD/Rose stated that the City hired David Evans and Associates to complete �; = the design for these projects. Construction will be done during the FEBRUARY 26, 1998 PAGE 6 PARKS & RECREATION COMMISSION 1998/1999 Fiscal Year. CSD/Rose responded to C/Nolan that the Peterson Park Tot Lot is flooded'and has been barricaded. The perimeter walkway has been measured and signagel will be placed at the site to indicate that the distance is 1,900 feet (about 3.6 tenths of a mile). C/Holder said she received a complaint regarding dog feces left in the parks and on school grounds. Chair/Finnerty reminded the Commission that the original concept of the concrete walkway at Peterson Park was to make the facility available to the physically challenged. She recommended that the City install park benches at strategic locations. CSD/Rose responded that staff will recommend installation of park benches when the drainage correction project takes place in July 1998. 6. California Parks and Recreation Society Conference CSD/Rose stated that reservations have been made for all Commissioners who have indicated they wish to stay overnight. VC/Anis requested hotel accommodations for Thursday and Friday nights. C/Nolan requested hotel accommodations for Thursday and Friday nights. NEW BUSINESS: 8. Parks Maintenance Tours PMS/Hensley requested the Commissioners establish a schedule for visiting the City's parks. The Commission concurred that C/Holder will visit Heritage Park on TL'esday, March 24, 1998 at 9:00 a.m. and that a schedule will be established at the March 26, 1998 Parks and Recreation Commission meeting. Following discussion, Chair/Finnerty asked staff to consider printing a reminder in The Windmill and other publications about the law that prohibits dog feces h the City's parks and on City streets and that citizens are subject to citation for ignoring FEBRUARY 26, 1998 PACE 7 PARKS & RECREATION COMMISSION the law. 9. Commissioner's Handbook Staff is updating the Commissioner's Handbook which will be distributed to each Commissioner at the March 26, 1998 Commission meeting. CSD/Rose asked that Commissioner's forward their recommendations for change to staff. 10. 1998 Summer Concert's in the Park. CSD/Rose presented the proposed schedule and style of music for each of the concerts for the 1998 Summer Concerts in the Park Series. The Commission concurred to recommend Option A. 11. Proposed Indoor Soccer Program for Youth. CSS/Bowman stated the City of Brea proposes this additional youth sports program for the current contract year. Youth indoor soccer is proposed for children ages four through nine. As proposed, space is available for 140 participants with registration fees proposed to be $60 per participant which will cover all of the costs associated with the program. The program is scheduled to be conducted on Saturdays at the Lorbeer Middle School gymnasium for eight consecutive weeks from April 18 through June 20 from 8:00 a.m. to 4:00 p.m. Teams are proposed to be coached and officiated by City of Brea recreation staff, with games lasting 45 minutes preceded by a 30 minute instruction period. Total cost of the proposed program is $8,386 with projected revenues of $8,400. Staff recommends that the Parks and Recreation Commission recommend to the City Council the approval of the addition of the Indoor Youth Soccer Program to the current Recreation Services Contract with the City of Brea in the amount of $8,386 for expenditures and $8,400 in potential income. Chair/Finnerty recommended that the program provide socks to match the color of the uniforms. C/Medina moved, C/Holder seconded to approve staff's recommendation that the Parks and Recreation Commission recommend to the City Council the approval of the addition of the Indoor Youth Soccer Program to the current Recreation Services 1' Contract with the City of Brea in the amount of $8,386 for expenditures and $8,400 in potential revenue. The motion was carried 5-0. FEBRUARY 26, 1998 PAGE 8 PARKS & RECREATION COMMISSION 12. Proposed "Pirates in the Park" Event for Youth CSS/Bowman stated that the City of Brea is proposing this additional special event for the current contract year. "Pirates in the Park" is proposed for children ages six through 10 years of age. As proposed, space is available for 70 participants with a registration fee proposed at $5 per participant, which will cover all direct and administrative overhead costs associated with conducting the event. The event is proposed to be conducted at Sycamore Canyon Park on Wednesday, April 15 from 2:00 p.m. to 4:00 p.m. The event will include adventure games, a treasure hunt, water balloon battle, slip'n slide fun, capture the pirate flag, and a "quick draw" contest. Certificates will be awarded to the highest place finishers of the contests. Total cost of the event is proposed at $327 with projected revenue of $350. Staff recommends that the Parks and Recreation Commission -recommend to the City Council the approval of the addition of the "Pirates in the Park" event for youth to the current Recreation Services Contract with the City of Brea in the amount of $327 for expenditures and $350 in potential revenue. C/Medina moved, C/Holder seconded, to approve staff's recommendation that the Parks and Recreation Commission recommend to the City Council the approval of the addition of the "Pirates in the Park" event for youth to the current Recreation Services Contract with the City of Brea in the amount of $327 for expenditures and $350 in potential revenue. The motion was carried 5-0. ANNOUNCEMENTS: C/Holder said she is seeking organizations such as Little League, soccer, PTA's, etc. to participate in the 9th Anniversary Celebration. CSD/Rose responded to VC/Anis that her suggestion to sponsor an open house to kickoff the Summer Recreation -program has been forwarded. There has been some discussion that such an event could be held in conjunction with the Pantera Park Grand Opening. He explained that the City's "Adopt A Park Program" has been promoted by news releases, articles in the City's Quarterly brochure, flyers to local schools, and mailings to all of the service organizations in Diamond Bar. C/Nolan suggested the Parks and Recreation Commissioners adopt a park. He asked for telephone numbers of his fellow Commissioners. C/Medina stated he is pleased to have served on the Parks and Recreation Commission for the past six years. He thanked staff for their assistance. rte, FEBRUARY 26, 1998 PAGE 9 PARKS & RECREATION COMMISSION Chair/Finnerty thanked Commissioner Medina for his service to the community. CSD/Rose reminded the Commission that the City Council will recognize Commissioner Medina on Tuesday, March 3, 1998. ADJOURNMENT: C/Medina moved, VC/Anis seconded, to adjourn the meeting. There being no other business to come before the Commission, Chair/Finnerty adjourned the meeting at 10:20 p.m. Respectfully mitted, Bob�Rbs6 Secretary Attest: Anngtte FiKinerty Chairman