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HomeMy WebLinkAbout01/23/2003 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.DJTHE GOVERNMENT CENTS 21866 E. Copley Drive JANUARY 23, 2003 CALL TO ORDER: Chairman Torres called the meeting to order at 7:03 p.m. in the Hearing Board Room of the SCAOMD/Government Center Building, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Lyons led the Pledge of Allegiance. ROLL CALL: Present: Chairman Torres, Vice Chairman Hull, and Commissiners Grundy, Lui and Lyons Staff: Bob Rose, Director of Community Services; Don Hen fey, Parks & Maintenance Superintendent; Kim Crews, Senior Management Analyst; Ryan Wright, Recreation Supervisor, and Marisa Somenzi, Administrative Assistant. APPROVAL OF AGENDA: As Presented MATTERS FROM THE AUDIENCE: Tom Allan, Diamond Bar Little League, complained about the lack of practice fields. Space is at a premium for all sport in the ity. Diamond Bar Little League has been here for 35 or 36 years and for some reason the group does not have a good working relationship with the City and they would like to change that. He wondered if it was possible for the City to procure the field between their field and Lanterman. It is somewhat long and narrow but might be appropriate for so cer and football fields. Commissioner Grundy asked Mr. Allan to elaborate on his statement that the group did not have a good working relationship with the City. Mr. Allan said that the City had not given financial support to the Little League. The league could use assistance paying for lights for the fields and new asphalt for the on-site roads and parking lot. Chair/Torres said he believed the impression in the community was that the little league was a self-reliant entity. From the Commission's standpoint, staff looks at the numbeof participants even for groups that are not represented. Without a doubt, the City takes o re of the users that lag behind with requests. He believed it was purely a matter of numbers. Comparing last year with this year, this has been the most above -board process he as witnessed. All groups are pretty much in the same boat. He appreciated Mr. Al an participating in tonight's meeting. He felt that user group cooperation and trade-off of fi ds JANUARY 23, 2003 PAGE 2 P&R COMMISSION when not in use was essential to the success of the program. CALENDAR OF EVENTS: As presented in the agenda. CONSENT CALENDAR 1.1 Approval of Minutes of Regular Meeting of November 21, 2002. C/Grundy moved, C/Lyons seconded, to approve the minutes of the October 24, 2002 meeting as presented. Without objection, the motion was so ordered with VC/Hull abstaining. 1.2 Approval of Minutes of December 19, 2002 Adjourned Meeting. C/Grundy moved, ClLyons seconded, to approve the Minutes of the December 19, 2002 Adjourned Meeting as presented. Without objection, the motion was so ordered. 2. INFORMATIONAL ITEMS 2.1 Implications of Proposed 2003/04 State Budget— report by CSD/Rose. 2.2 Recreation Program Report — by Ryan Wright, Recreation Supervisor. VC/Hull asked if he could use the City's facts and figures when he discussed the AYSO "Kid Zone" program with California municipalities to which RS/Wright responded "absolutely." 2.3 Parks Report — by Don Hensley, Parks & Maintenance Superintendent 2.4 14" City Birthday Party — Report by Committee Members CSD/Rose reported that due to complaints by residents and in an effort to save money, the safety vehicle caravan was canceled. Letters are going out to service organizations to let them know the event is forthcoming to give them an opportunity to sign up for booths. C/Lui was amazed at the amount of work done by staff to prepare for this event. 2.5 C.I.P. Program Report — by Bob Rose, Community Services Director a. Community/Senior Center VC/Hull had a number of people inquire about when Summitridge Park would be reopened. CSD/Rose responded that the park would not be reopened until construction was completed. JANUARY 23, 2003 PAGE 3 P&R COMMISSION b. Sycamore Canyon ADA Retrofit C/Grundy reported that he was encouraged by the progress of this project. The focus is on spending available funds to complete Phase 11. Phase III includes significantly attractive features such as the building in place of a trailer. Several meetings were held to study different design options and utilization of space. The final cncept should be ready for presentation within the next few months. C/Lyons said the project seems to be gaining momentum The craftsman style building will incorporate the current bui ding. Individuals will be able to rent the building and patio area anJ the building will be available for general use. The playground ooks aesthetically pleasing. SMA/Crews stated that the subcommittee asked the architec and landscape architect to prepare conceptual drawings for the February .meeting. With few exceptions, the conceptual drawing present3d to the Commission this evening is a fair and accurate depiction of the proposed changes. The final conceptual drawings will be presnted to the City Council during the joint study session. CSD/Rose reported that Phase I was completed last year — the lower storage yard up to the pedestrian bridge that crosses to the lower parking lot; Phase 11 to be completed by June 30, 2003 from the pedestrian bridge to the next bridge just below the existing tot loi and will include a picnic shelter, tables, drainage, and additional pa king and Phase 111 beginning September 2003 with completion slate I for June 2004 that will include a new retaining wall, two tot lots, ramping from the lower to the upper portion of the park and the building. C. Starshine Park ADA Retrofit David Evans and Associates has completed topo work and are working on a conceptual plan. The City does not have funds budgeted for this project to be constructed this fiscal year. It may be another year before construction is completed. d. Pantera Park Picnic Shelters. Because there is a desire to spend additional CDBG funds be ore June 30, two shelters are to be constructed after all at Pantera Park. The architects believe that the additional $30,000 in CDBG funds will allow for construction of the two picnic shelters. The City's goal i3 to commence construction the first of May and have the pro ect completed by June 30. e. Trail Development at Sycamore Canyon Park The City is applying for another grant through the Rivers Ind JANUARY 23, 2003 PAGE 4 P&R COMMISSION Mountains Conservancy. If the outcome of the state grant application is positive, the Rivers and Mountains Conservancy grant would be used for the middle part of the trail from the waterfall to the trailhead. 2.6 Youth Master Plan CSD/Rose reported that this plan is on hold due to current budget constraints. Chair/Torres asked if something could be done to reintroduce the subject of a youth sports center. CSD/Rose responded that Site D, a Walnut Valley Unified School District 26 - acre parcel on Brea Canyon Road and Diamond Bar Boulevard was identified as a potential site for a sports park in the Parks Master Plan. The school district is moving toward using the site for development in order to create a revenue stream for the district. Staff believes that there is potential for upgrading Lorbeer Middle School fields for joint use. Responding to C/Grundy, CSD/Rose stated that Pomona Unified School District officials are excited about the prospect of improving Lorbeer.Middle School through a joint use agreement. The problem with school field utilization in the past is the lack of a formal joint use agreement for that facility. Chair/Torres offered that Calvary Chapel has a lot of unused land. CSD/Rose explained that sensitive negotiations are taking place and Calvary Chapel may relocate to another area. The property would likely be used for retail development. C/Lyons felt the former Alpha Beta site would make an excellent gymnasium. She wondered if Pomona Unified School District had successful joint use agreements in place. 2.7 Diamond Bar Community Foundation Report VC/Hull reported that the Foundation has sold about 200 tiles. The last day for tile sales is May 1, 2003. Foundation Members will canvas all businesses in Diamond Bar in an effort to procure tile sales. The Foundation has hired a grant writer on a month-to-month basis. On February 22 the Foundation will hold a Fund Development meeting to determine potential projects, costs, funding possibilities, etc. If there is anything the Commissioners would like to see added to the list, please present your items for consideration. Chair/Torres asked if the City could purchase Site D from the school district. CSD/Rose responded that if the school district lists Site D for sale, the City has first right of refusal. 1 JANUARY 23, 2003 PAGE 5 P&R COMMOSION VC/Hull said that Carolyn Eifelt told him the Walnut Valley School District is planning for a joint venture construction project that includes a sh pping center on Site D. 3. OLD BUSINESS: 3.1 Parks Maintenance Contract. CSD/Rose reported that at the recommendation of the Commission staff released an RFP to locate an alternative maintenance contractor for Peterson, Pantera and Summitridge Parks. Staff received six (6) proposals and interviewed the five most competitive vendors. Staff plans to pres nt its recommendation for a new landscape maintenance contractor for Pe;rs on, Pantera and Summitridge Parks at the February 4 City Council meeg. 3.2 Future of Commissioners Park Visits (Walkthroughs). CSD/Rose reported that during the November 21 Commission me ting, Commissioners expressed concern about the effectiveness of the park walkthroughs. Staff believes there is a lot of value to the park walkthro ghs. SMA/Crews said it is staff's belief that in order to live up to the motto of the parks that the City creates community through people, parks and programs, is that everyone has to participate to make that happen. She felt that staff might not have communicated to the Commissioners exactly what the walkthrough was supposed to accomplish. To that end, she presente the guidelines for the process and pointed out that the guidelines are a w rk in progress. C/Grundy thanked SMA/Crews for her efforts in putting togethei the guidelines. He found the guidelines to be very helpful and that give this perspective, the walkthroughs would be valuable. C/Lyons concurred with C/Grundy. She did not know what to expect walkthroughs and felt she was seeing only a small portion of what accomplished. C/Lui felt that the guidelines presented an entirely new perspective or walkthroughs and that the document would be very helpful. SMA/Crews asked for that Commissioners use the document and add thoughts and questions. VC/Hull asked his fellow Commissioners not to overlook the Obvious dL their walkthroughs. SMA/Crews agreed and emphasized that maintenance concerns essential to the walkthrough process, as well. the be the firing are JANUARY 23, 2003 PAGE 6 P&R COMMISSION 4. NEW BUSINESS: 4.1 Proposed Agenda for Joint Meeting with the City Council. C/Grundy agreed with the proposed agenda. He asked for a memory jogger as far as future park and billboard plans. He also suggested that the agenda include a discussion of budget impacts on Parks and Rec. Chair/Torres asked for a 5:00 p.m. start time to allow sufficient time to discuss all matters with the Council. CSD/Rose explained to C/Myons that the intent of the joint meeting is to present the Commission's goals. The timing of this meeting is in conjunction with the 2003/2004 Fiscal Year Budget planning. C/Lyons wanted an opportunity to discuss artificial turf and a sports center at Lorbeer Middle School. VC/Hull asked if the topics listed were in order or importance to which CSD/Rose responded "no." VC/Hull felt the Commission should prioritize the agenda from most important to least important. C/Lyons wanted an opportunity to prioritize the list and list other potential topics prior to formalizing the agenda. CSD/Rose suggested the Commission hold a study session to discuss this item only. The Commission concurred to schedule a study session to discuss the joint meeting agenda on Thursday, January 30 at 5:30 p.m. in Conference Room A. 4.2 Future agenda items for the Parks and Recreation Commission As listed in the agenda. 5. ANNOUNCEMENTS: C/Lui presented questions from the senior's group. When a couple wishes to join the senior's organization and one is 55 years of age and the other is younger than 55, can both be admitted? Would there be a problem because the organization is using a City facility? Do all members have to be Diamond Bar residents? Would it be okay with the City if the seniors engaged a volunteer assistant who was under age 55? CSD/Rose responded that under CDBG, to be counted as a member of the senior organization, the member must be 55 or older. The organization can allow members under the age of 55 and still get use of the facilities. When the City allocates use of a facility for senior use, just over half of the membership must meet the age criteria. Therefore, it would be feasible to engage a volunteer assistant who is under the age JANUARY 23, 2003 PAGE 7 P&R COMMISI ION of 55. If more of the people coming to events were under 55 it would become a problem. Also, non-residents of Diamond Bar are welcome. CDBG money is federal money. Proposition A funds are regional money. If the City restricted the use of facilities to residents it would be subject to loss of funds intended for regions use. Conversely, more than 50 percent of the attendees must be residents. C/Lyons asked SMA/Crews to consider sponsoring a couple of summer evenits for teenagers. SMA/Crews thought it would be a great idea and suggested the recreation staff ould come up with some ideas. C/Lyons suggested volleyball, bowling, movie or dance. SMA/Crews said that an idea she has had for some time is to schedulel one additional "Concerts in the Park" strictly for teens at the end of summer just pr or to the school year. CSD/Rose suggested this item be discussed at next week's study sessio for possible addition to the joint meeting agenda. If the Council supports the idea, staff could present a decision packet to the Council for budget consideration. Chair/Torres said he attended numerous user meetings in the past. The last Meting was the most organized and well-planned meeting he has attended, than s to RS/Wright. ADJOURNMENT. There being no other business to come before the Chairman Torres adjourned the meeting at 9:10 p.m. Attest: 14A1 ,1 J� i�� Chairman M qty Torres 1 NRespectf ubmited, Secretary