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HomeMy WebLinkAbout05/28/1998 PRC MinutesF - - CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D. 21865 Copley Drive MAY 28, 1998 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 Commissioner Anis. ROLL CALL: Present: Chairman Finnerty, Vice Chairman Nolan, and Commissioners, Anis and Pruitt. r Absent: Commissioner Holder was excused from the meeting. Staff: Community Services Director Bob Rose, and Community Services Supervisor Wendy Bowman MATTERS FROM THE AUDIENCE: Thom Pruitt thanked the Commission and staff for getting the schedule for intended use of the park facilities out in advance so that the groups can record their interests. He announced that the annual Pop Warner Carnival will be held Thursday, June 4 through Sunday, June 7, 1998. CSD/Rose responded to Chair/Finnerty that 40 four year olds will be graduating to kindergarten. Four busloads are scheduled to participate in the Getty Museum Excursion. One busload will go on June 10 and other busloads will attend in July. Chair/Finnerty appointed VC/Nolan to serve on the User Group Subcommittee. 1. CONSENT CALENDAR: 1.1 Approval of Minutes of April 23, 1998 Regular Meeting. VC/Nolan moved, C/Anis seconded, to approve the Minutes of April 23, 1998 MAY 28, 1998 PAGE 2 PARKS & RECREATION COMMISSION I as corrected. The motion was approved 4-0 with C/Holder being absent. INFORMATIONAL ITEMS: 2. - Recreation Update CSS/Bowman presented the recreation update. She stated that the Sunday men's softball league currently has seven teams and the coed league has seven teams scheduled to participate. She said that the June report will be a summary of the 1997/1998 contract year with a comparison between the summer and fall of 1997 and the winter and spring of 1998. She confirmed that in accordance with Chair/Finnerty's request, the press release for the California State Games was mailed out. CSS/Bowman stated that there has been increased cooperation from the school districts with respect to use of facilities. 3. Pantera Park - Update CSD/Rose presented staff's report. He stated that the project is slated to be completed by July 22, 1998 with a tentative Grand Opening date of July 25, 1998. He explained that staff is concerned about the turf. OLD BUSINESS Responding to Chair/Finnerty, CSD/Rose stated that staff held its 9th Anniversary Celebration evaluation meeting. He does not yet have information available from all of the participating sponsors to report on the financial outcome. He indicated there were concerns voiced regarding the banners, parking and the fact that there was a charge for the games this year where as last year there was no charge for the games. He said the point of charging was to create a fundraiser for the participating organizations. The city did not expect organizations to donate their time. C/Pruitt said that after June 11, 1998, thank you mailers will be sent to the participating groups. The mailer will include an evaluation form for the 9th Anniversary Celebration and applications for the 10th Anniversary Celebration. VC/Nolan asked if there is consideration for changing the length of the event. He said he and others feel that the event should be kept to one day. Ill A 1 A'ff i.0 Yil,wa MAY 28, 1998 PAGE 3 PARKS & RECREATION COMMISSION CSD/Rose responded that he believes that the community is best served by a one day event rather than a three day event. Currently, the budget for the 10th Anniversary Celebration is $20,000. Chair/Finnerty suggested that the subcommittee solicit Fred Meyer to cover the cost of the banners. She also recommended that the event not be used as a political forum. VC/Nolan stated he believes there are opportunities for corporate sponsorship if they are contacted early in the process. 4. Commission's Goals CSD/Rose presented staff's report. CSD/Rose responded to Chair/Finnerty that the budget will be considered by j City Council on June 16, 1998. The figures proposed for the recreation program e are based upon Brea's program for Diamond Bar. He explained the criteria under which an in-house program is being considered. Responding to VC/Nolan, CSD/Rose stated that the proposed costs involved in running a recreational program are about the same with Brea, Chino Hills and Diamond Bar. Other considerations involved with an in-house are the hiring of additional staff as well as, placing additional responsibilities on the current staff. CSS/Bowman explained that her staff will move into City Hall the weekend of June 26. She stated that her department will have a significant impact on the Copley location. Chair/Finnerty stated that although there may be additional synergy by bringing the program in-house, she believes that the current Brea program offers a significant amount of synergy. CSD/Rose stated he believes the department could be significantly enhanced and that other opportunities could be pursued through an in-house program. With the elimination of the motor vehicle license fees, Diamond Bar stands to lose about 25 percent of its annual operating budget which needs to be taken into consideration. �N, rllhl�. MAY 28, 1998 PAGE 4 PARKS & RECREATION COMMISSION Chair/Finnerty said she believes that an evaluation of an in-house program is beyond the scope of the responsibility of the Parks and Recreation Commission. CSD/Rose suggested that #2 be reworded to "Pursue an in-house recreation program". Chair/Finnerty said she believes an in-house program would be wonderful and beneficial to the city. Bringing the program in-house should be a means to a goal and not a goal in itself. The city's goal should be to continue to provide the type of recreational opportunities and facilities that the community wants provided to them. C/Anis concurred with Chair/Finnerty. She believes Diamond Bar needs'to grow as a city and that the city could move toward an in-house program orce a community center facility is in place. C/Pruitt said she agrees that it is difficult to determine whether an in -hoose program is feasible without being able to compare bottom line figures. She stated she doesn't know how the city can grow much more beyond its current needs for a recreational program and she believes an in-house program may be feasible. She said she believes that staff morale would improve with an in- house program. VC/Nolan concurred with Chair/Finnerty. He said he is concerned about the loss of in -lieu fees. He believes that a 501-C-3 non-profit foundation needs to be established with a community center facility in place in order to properly administer an in-house recreation program. Chair/Finnerty recommended that each Commissioner maintain communicatjon with specific community organizations. CSD/Rose stated the Commission has recommended as a policy statement that as a part of the Parks Master Plan a 501-C-3 non-profit foundation be established. Chair/Finnerty recommended that Items #1 and #5 be combined into one statement to indicate that a 501-C-3 non-profit foundation be established to f MAY 28, 1998 PAGE 5 PARKS & RECREATION COMMISSION assist with the implementation of the Parks Master Plan. Following discussion, the Commission concurred to agendize discussion of a 501-C-3 non-profit foundation for its June meeting. CSS/Bowman reminded the Commission that their Mission Statement is important to the success of the foundation. The Commission concurred to remove Goal #2. Chair/Finnerty asked staff to provide a list of groups and organizations for the outreach project in connection with Goal #3. C/Pruitt recommended that the Commission develop guidelines and objectives for the outreach program. Chair/Finnerty asked that C/Pruitt's suggestion be placed on the June agenda. NEW BUSINESS - None ANNOUNCEMENTS: C/Pruitt asked that the June agenda include discussion of a recommendation to City Council with respect to the issue of Spanner Banners. She stated that in May she attended the Evergreen Elementary School tree planting ceremony at Heritage Park. She stated that any youth group that is interested in participating in a fundraising event can participate in the Pop Warner Carnival. The basic cost for a booth for the weekend is $75. She reported that the 10th Anniversary Celebration subcommittee met and is formulating plans for the event. She reminded VC/Nolan that he is in charge of the 5K/10K Walk/Run. VC/Nolan reported his involvement with the AYSO Soccer Tournament held at Mt. SAC. Approximately 100 teams of 15 youths per team participated. AYSO sign up began this evening at Heritage Community Center. The goal is to increase membership by at least five percent to about 1500 participants. He commented that as a result of visiting a senior citizens residence complex he learned that the residents are very pleased with activities and support u provided by the city. He "stated he will play in the first annual Diamond Ranch High School Golf Tournament on Monday. He reported that he has spoken with a member of the Pomona Unified School District about the city's use of facilities. He suggested that a self-defense class could be offered to students through the recreation program. 'i;'h�lll�l��.. MAY 28, 1998 PAGE 6 PARKS & RECREATION COMMISSION'.{ CSD/Rose responded to VC/Nolan that the city has determined that at this time it is not necessary to hire additional personnel to work with the school districts. Communicatipn between the City Council and the school districts has improved dramatically.' CSS/Bowman said she is pleased with the cooperation between the school districts and her staff and programs. VC/Nolan thanked CSD/Rose for his presentation to the AYSO Board. He indicated that the organization would be making a revised proposal to the city. CJAnis reported that the Friends of the Library Soiree was successful and netted approximately $17,000 for library improvements. She said he.son is involved with the recreational program's bowling league. She pointed out how much the kids and parents like and appreciate Joy Yip. She stated that when she conducted her park visit, she suggested that youth groups might be willing to plant flowers around the park entrance signs. C/Pruitt reported that the Evergreen Elementary ENC field trip was a great event. She recommended that the city plan an excursion to the location. Chair/Finnerty stated that the city's landscape contractor volunteered to plant groundco er at Paul C. Grow Park on'the erosion damaged south slope at the park's entrance at�no additional charge if the city would provide the plants. She recommended honeysuckle. r 1, xC t'.4:.... .7 i., ^.,a FI �, e�L j" lcrl MAY 28, 1998 PAGE 7 PARKS & RECREATION COMMISSION ADJOURNMENT: C/Anis moved, C/Pruitt seconded, to adjourn the meeting. There being no other business to come before the Commission, Chair/Finnerty adjourned the meeting at 9:50 p.m. Respectful) ubmitted, Bob Rdse Secretary Attest: L Annet e Finnerty Chairman L-1