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HomeMy WebLinkAbout08/26/1999 PRC Minutes— .— —, "I i _ _ I — ---- — e—ka�.dWau44:ewu4 .. _ — _ —,— —_-- CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M:D. 21865 Copley Drive AUGUST 26, 1999 CALL TO ORDER: Chairman Nolan called the meeting to order at 7:10 p.m. PLEDGE OF ALLEGIANCE: The audience was led in the Pledge of Allegiance by Commissioner Finnerty. ROLL CALL: Present: Chairman Dan Nolan and Commissioners Fatty Anis, Annette Finnerty and Karen Holder. 6 Vice Chairman Pruitt arrived at 7:16 p.m. Staff: Gary Olivas, Community Services Coordinator; Wendy Bowman, Recreation Supervisor and Marsha Roa, Community Services Assistant. MATTERS FROM THE AUDIENCE: None 1. CONSENT CALENDAR: 1.1 Approval of Minutes of July 22, 1999 Regular Meeting. C/Holder moved, C/Anis seconded, to approve the minutes of July 22, 1999 as presented. Motion carried 3-0-1 with C/Finnerty abstaining. 2. INFORMATIONAL ITEMS: Yr -:Fl{ 2.1 Recreation Update: AUGUST 26, 1999 PAGE 2 PARKS & RECREATION COMMISSION ;';';+I'r' RS/Bowman presented the recreation update for a. Athletics b. Tiny Tots ! C. Youth Excursions d.Day Camp e. Contract Classes f. Marketing 2.2 Senior Program Report CSC/Olivas presented staff's report. CSC/Olivas responded to C/Finnerty that the program is financially self-sustaining. C/Holder asked if there is a conflict with the Halloween events at Heritage Park. CSC/Olivas responded that the Senior's event will be held during the Iday on October 29. The Haunted House event will takelace late afternoon early Y evening. 2.3 Millennium Eve Celebration Update. CSC/Olivas presented staff's report. The next committee meeting is scheduled for 9:00 a.m. on September 8. VC/Pruitt and C/Finnerty serve on the Millennium Subcommittee. VC/Pruitt asked who was present at the August 10 meeting. RS/Bowman indicated that Council Member Ansari, Mayor Pro Tem O'Connor, Allison from the YMCA and Deputy Perkins attended the meeting. 2.4 Skateboard Park Status Update. CSC/Olivas reported on the August 10 meeting to which the public was invited. Approximately 40 people attended, 30 of whom were skateboarders. Steve Rose, Landscape Architect with Purkiss-Rose gave the orientation and purpose of the meeting. The next meeting is scheduled for 7:00 p.m. on Wednesday, September 15 at the SCAQMD. The event will be well publicized. In addition, all of those individuals who were present at the August 10 meeting will receive personal R . .. .. F AUGUST 26, 1999 invitations. PAGE 3 PARKS & RECREATION COMMISSION C/Anis reported that Steve Rose gave a very good presentation of an overall view of what needs to be considered and showed videos of existing facilities. Frank Garcia, a professional skateboarder attended the meeting. About 40 people were present including pre -teens and parents. The group discussed possible sites and staff responded to parents' concerns regarding safety. The owner of Trinity Board Shop attended the meeting and was accompanied by about 10 - 15 youth. Chair/Nolan suggested that staff post notice of the September 15 meeting at the schools. CSC/Olivas stated that Steve Rose has experience in building skateboard parks and he is very familiar with the concept with respect to involving the young people who will utilize the facility. VC/Pruitt asked if a potential site is under consideration. r CSC/Olivas responded that a map of the City's existing park locations will be sent out to the participants. In addition, skateboarders submitted private locations that they thought should be considered as possibilities. C/Finnerty asked if the group indicated a preference for the type of location they would like. CSC/Olivas indicated that one skateboarder emphasized the importance of locating a skateboard facility near fast food establishments. Once two or three possible locations are under consideration there will be public meetings for residents of that area in order to hear their concerns. C/Anis stated that the possibility of one large and two smaller skateboard facilities was discussed during the meeting. She said she is concerned that if the facility is called a skateboard park that roller bladers and others might feel left out. She would prefer to call it a skate park and include in-line skaters in the discussions. 2.5 Haunted House Update. C/Holder stated that the committee has twice met with students. The Haunted House will encompass the entire Heritage Park facility. The biggest concern is determining what materials can be used safely in order to mitigate fire hazard AUGUST 26, 1999 PAGE 4 PARKS & RECREATION COMMISSION 2.6 concerns. It is likely that flame-retardant materials will be used and CSC/Olivas is researching outlets for this type of product. The next concern is to determine how much material will be required to divide the rooms. She is having a large map of the facility made in order to determine where items and rooms will be placed. She is working on the children's section which will be an outside Autumn Festival in the maple trees with orange lights, games and a craft area. In lieu of a contest, she recommended a fashion show which will be called A Costume Show and Creature Feature. She suggested that parents work in the children's festival and that teenagers and adults work in the Haunted House. She asked if recreation personnel could help with the fashion show and invite Century Communications to record the event so that the participants can later view the event on television. The charge for each of the two events will be $3.00 with $1.00 off coupons available to Diamond Bar residents. CSC/Olivas stated that flyers containing the coupons will be circulated throughout the City and school districts. C/Holder responded to Chair/Nolan that hours of operation under consideration are 3:00 p.m. or 3:30 p.m. for the fashion show and 4:30 p.m. to 8:30 p.mJ for the Autumn Festival and 6:00 p.m. or 7:00 p.m. to 10:00 p.m. for the Haunted House. C/Holder said she knows a person who belongs to a hearst racing club and might be available to station his vehicle outside the Haunted House. She has a source that will provide props and she asked that if anyone knows a source for fog machines and black lights she would appreciate their participation. VC/Pruitt asked C/Holder to call her at home. She has a number for awoman called Nana who lives close to Quail Summit Elementary School. Each year she provides a Haunted House for the school children. She has a lot of supplies and ideas and may have the necessary contacts. Concerts In The Park Oral Report by CSC/Olivas. C/Holder said she heard many comments who thought the video showing of Toy Story was wonderful for the children and they would like to have more movies for the children. A couple of people left early because it was getting cold. It reminded the parents of the drive-in movies they used to attend. VC/Pruitt said she attended all but the last two Concerts In The Park. The series was very well attended. The variety of music was good and the series just keeps If AUGUST 26, 1999 PAGE 5 PARKS & RECREATION COMMISSION getting better. 3. OLD BUSINESS - None 4. NEW BUSINESS 4.1 Status of Recreation Contract with the City of Brea - On August 17, the City Council reviewed the City of Brea's proposal to provide recreation services for the period of September 1, 1999 through August 31, 2000. The City Council also reviewed a competing in-house proposal from Diamond Bar's staff. The City Council voted 5-0 to direct staff to forward a letter to the City of Brea to terminate the recreation services contract, effective midnight on December 31, 1999. It was further approved to conceptually approve the proposed in-house program and to have staff formalize the in-house recreation program budget and present it at a future City Council meeting for approval. j CSC/Olivas presented staff's report. C/Holder said she expected that the City Council would vote to bring the program in-house. She said she hopes the City will retain a lot of the staff that is already in place and continue with the momentum that is in place. C/Anis concurred with C/Holder. The City of Brea has put on a wonderful program these last few years and the City has done well under their guidance. She hopes that RS/Bowman can remain in Diamond Bar. She thanked RS/Bowman and her staff for all of their hard work. C/Finnerty said that this possibility has been in the works for a long time. She thinks a lot of residents want an in-house program. Brea has done us a large favor. Without Brea the City would not have RS/Bowman. She is excited about the City having its own program. She doesn't know how the City could be more responsive to the community than RS/Bowman has been. She hopes that the City will hold the same standards that RS/Bowman has set. VC/Pruitt echoed C/Finnerty's comments with added impact. Diamond Bar's program would not have progressed to the point that it has without the leadership w of-RS/Bowman and the handpicking of the people to run the programs in which the youth participate as well as, guiding the Parks and Recreation Commissioners during meetings as to what the needs might be for the kids and the programs, etc. She believes the consensus in the field is that she (RS/Bowman) should step up to AUGUST 26, 1999 PAGE 6 PARKS & RECREATION COMMISSION the plate and come in-house which would only make the program better than it is. Chair/Nolan said that the only way the City can progress and move forward is by bring the program in-house. When he first became a member of the Commission someone he knows who is in the recreation field said that the waycities progress and move forward is to get the program in-house and get your arms around it. In a statement directed to RS/Bowman he said: "You are truly a friend of the City of Diamond Bar. This really speaks to what you have been able to put together, just tremendous programs. I'm blown away every time the newsletter is published that shows what the Recreation staff do and how you have really ingrained yourselves in this community, knowing what people want, trying new things - if they succeed, great, if the don't having the courage to do it again and moving forward with something else. You are an extremely classy person and you were extremely eloquent the evening of the Council meeting. I really appreciated your comments and the way you handled it. I know it is a tough thing professionally as well as, personally, and I hope that a year from now we're high fiving each other and seeing you around the City of Diamond Bar. I truly hope that and I know that's a personal consideration. I would like to speak for the Commission in saying we all consider you a friend. You've been tremendous for us". 4.2 Selection of Commission Representative for the Diamond Bar Community Foundation - At its meeting on August 3, 1999, the City Council approved the revised Articles of Incorporation and By-laws for the Diamond Bar Community Foundation. The City Council also announced the availability of openings on the foundation Board of Directors. One of the seats on the Board is reserved for a Parks and Recreation Commission representative. The Parks and Recreation Commission now has the opportunity to determine which Commissioner will serve on the Foundation Board. The date of the first meeting of the Board has not yet been determined. However, Foundation Board meetings will be held at 7:00 p.m. on the third Thursday of each month. Staff recommends that the Parks and Recreation Commission utilize a no�nination and majority vote process to select the Parks and Recreation Commission representative for Diamond Bar Community Foundation Board of Directors. VC/Pruitt nominated C/Finnerty to serve as the Parks and Recreation Commission member on the Foundation Board. C/Anis seconded the nomination. There were no other nominations. i C/Finnerty was unanimously elected to serve as the Foundation Board member r �. _ � r_.:aret i"i4.l' 14o -H& ..ii,NYY�Ww.ul..xuHMIJFIWrtax61+ry4wNYWxM�___— _._.�_ AUGUST 26, 1999 PAGE 7 PARKS & RECREATION COMMISSION representing the Parks and Recreation Commission. C/Finnerty recommended that each Commissioner search their file of contacts in this community who are not necessarily governmentally or organizationally involved that may have contacts in the business community who could help the foundation. Once you have determined that these people are willing to serve on a non-profit foundation, please give their names to a Council Representatives. ANNOUNCEMENTS: C/Holder said she is consumed with preparing for her new job and the Haunted House. C/Anis is looking forward to the next skate park meeting. She really enjoyed the Concerts In The park series. She met a lot of new people and got a lot of good feedback. She went on the City excursion to last night's Quake game and met people who spoke favorably about the Concerts and other City events. She again signed up for the tennis classes. Although she has taken other tennis classes, she has learned a great deal more through the Tennis Anyone classes. She commended the instructor and his organization. RS/Bowman said she would pass C/Anis' comments along to Tennis Anyone. They are a very professional organization and have responded favorably to all of the City's requests for services and time and location changes. It is evident by the numbers participating in the classes and the revenue generated by his organization that the classes are popular. C/Finnerty asked CSC/Olivas for an update of the Civic Center project response cards that were placed in the Windmill. CSC/Olivas responded that the cards were forwarded to the consultant for compilation. AS/Roa said she believes about 700 responses have been received. C/Finnerty pointed out that of the four water vales at Pantera Park, the uppermost valve going down toward the county drain is leaking. She pointed this out to staff more than a month ago and the problem has not been cured. VC/Pruitt said she has also noticed the leak at Pantera Park and pointed it out to staff. Some of the grass is brown. Regarding the flyers for the Haunted House, she suggested that they also be ig 'm distributed to youth organizations. It is nice to see the City parks being used for soccer and football. She is overwhelmed with football and preparing for the school session. She is anxious to work on pursuing the schools forjoint use programs. The Lorbeer Middle School lighting is AUGUST 26, 1999 PAGE 8 PARKS & RECREATION COMMISSION under construction. Pop Warner's Kick -Off Bowl will take place on Labor Day Weekend. Chair/Nolan stated that he and VC/Pruitt worked on the subcommittee for the Facility Use r� Group with CSC/Olivas and updated a document that had not been reviewed since 1994. The document will be presented to the Commission for review and comments at its September 23 meeting. He reminded the Commission that park visits have been completed and that the next round of park visits will be scheduled during the September meeting. ADJOURNMENT: C/Finnerty moved, C/Holder seconded, to adjourn the meeting. There being no other business to come before the Commission, Chairman Nolan adjourned the meeting at 8:15 p.m. Respectfully ubmitted, Bob Rose Secretary Attest - Dan Nolan - Chairman