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HomeMy WebLinkAbout01/30/2003 PRC Minutes - Study SessionCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION STUDY SESSION CONFERENCE ROOM A OF DIAMOND BAR CITY HALL 21865 E. Copley Drive JANUARY 30, 2003 CALL TO ORDER: Chairman Torres called the study session to order at 5:50 p.m. in Conference Room A e Diamond Bar City Hall, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance. ROLL CALL: f the Present: Chairman Torres, Vice Chairman Hull, and Commissioners Grund, Lui and Lyons Staff; Bob Rose, Director of Community Services; Don Hensley, Pa Recreation Superintendent; Kim Crews, Senior Management An Sara West, Recreation Supervisor; Ryan McLean, Recre Coordinator, and Marisa Somenzi, Administrative Assistant. Kim Crews introduced Ryan McLean, Recreation Coordinator MATTERS FROM THE AUDIENCE: None Offered MATTERS FOR DISCUSSION 1.1 Proposed Agenda for Joint Meeting with the City Council. :s & lyst; tion SMA/Crews recommended that the joint meeting with the City Council be scheduled in March following the next regular Parks and Recreation Commission meeting of February 27 so that the Commission would have an opportunity to fine tune he agenda details after tonight's discussion. The following two dates were offered for the joint study session: Tuesday, March 4 or March 18 prior to the regul rly scheduled City Council meeting. She and CSD/Rose proposed the following to ics for discussion. 1. Youth Master Plan 2. Teen Program 3. Implementation of Parks Master Plan JANUARY 30, 2003 PAGE 2 P&R COMM STUDY SESSION a) Phase 111 of Sycamore Canyon Park ADA Retrofit (New building, restroom facilities, tot lots, retaining wall, billboard) b) Sports Facilities 1. Lorbeer Middle School (Artificial turf, additional ball field lighting, restrooms with concession stand, outdoor basketball court improvements with lighting, gymnasium use, and ADA access from Golden Springs Drive. c) Starshine Park ADA Retrofit d) Community Center Programming e) Heritage Park Community Center 4. implementation of Trails master Plan a) Trailhead at Sycamore Canyon Park/Diamond Bar Boulevard b) Trail from parking lot to water fall in Sycamore Canyon Park C) Grant request from Rivers and Mountains Conservancy — Prop 40 5. Implementation of Recreation Registration Software (informational Item) 6. Budget Impacts for Fiscal Year 2003/2004 ClGrundy asked for explanation of the goal for the joint study session. ikes to meet SMA/Crews responded that objasis thCy ectives foethe curQentcalnld upcoming fiscal all Commissions to discussgoals and years and to identify priorities. Chair/Torres preferred to have the joint session be a persuasive argument on where the Commission believes the City needs to go. He felt that informational items could be obtained from staff at any point in time. He would rather answer Council's specific questions and discuss budget impacts rather than spend too much time on overview. VCIHuII was interested in the plan for Site D. C/Lyons concurred. Chair/Torres said that rather than preparing a meeting agenda he would prefer to see bullet points. For instance, under Youth Master Plan, include bullet points of discussion items that Council Members can look at prior to the meeting. ClGrundy felt it was very important to prioritize according to what the Commission felt was most important. JANUARY 30, 2003 PAGE 3 P&R COMM STUDY SE SIGN Chair/Torres asked for discussion of proposed agenda items indicating that at the end of tonight's meeting the items would be prioritized. YOUTH MASTER PLAN/ TEEN PROGRAM SMA/Crews explained that the $50,000 to develop the Youth Master Plan was approved by the City Council. When the City went out to bid, the preferred contractor came in with a bid of approximately $87,000. Staffs plan was to go back to City Council and ask for the additional $37,000. The contractor facilitates the p oject working with all stakeholders to develop the priorities for implementation of theYouth Master Plan. The bid includes the services of a professional research group that would conduct telephone surveys and produce physical data regarding perceived needs within the community. C/Grundy asked if there would be an increased probability of obtaining grants f this was contracted out. SMA/Crews said the opportunity for grants would be g eatly increased with the Youth Master Plan document. SMA/Crews responded to Chair/Torres that many grants are in the works as asuit of the Parks Master Plan document. She elaborated on the current and pe ding grants. The City's grant writer assists with the applications for grants. SMA/Crews explained to C/Grundy that not only does the document increas the chances of obtaining grants, it sets for a specific plan for implementatio of programs. C/Grundy asked if the consultant would be able to compile statistics countrywic e to confirm the success rate of certain programs? SMA/Crews responded yes and said that this practice is very common. Master P ans are created to determine needs within the community. VC/Hull asked if staff planned to go back to the Council with a request for an additional $37,000 or $50,000 to complete the Youth Master Plan. SMA/Crews said it would be up to the Commission if it felt the Youth Master F Ian was important enough to request the funding. Through the development of the p an, it may be determined that an entity other than staff would be called upon to fulf II a community need, such as AYSO or some other organization. The Youth Master F Ian helps to clearly identify such needs. It does not necessarily mean that the Ciy's Recreation Division would fill that need. C/Grundy said that if the Commission intended to ask the Council for an additional $37-50,000, he would like to see a quantifiable list of benefits such as, the docum nt would increase the City's probability of obtaining grants by 100 percent. SMA/Crews felt that the City was not successful with the teen programs because it lacked a clear strategy. Absent a plan that includes community feedback, the City is "shooting in the dark." The City did an informal survey of junior high stude is during orientation that outlined ideas for programs. When asked what kinds of JANUARY 30, 2003 PAGE 4 P&R COMM STUDY SESSION programs they would like to see the responses included dances, concerts and a teen center. C/Lyons felt the City should offer programs to the teens this summer such as, dances, concerts, bowling, volleyball, etc. SMA/Crews pointed out that staff would need to move forward with the program before the end of this school year in order to inform the teens. For instance, if the Commission recommended a "Concert in the Park" to take place at the end of the regular concert season just prior to commencement of fall classes, students should be informed prior to aline end o hould this t school eget confirmation onthe ommission from the Council so to pursue such a program, that staff could begin its work immediately. RSIWest said that she met with the YMCA last week. They asked her for a "battle of the bands" concert. They did not know how to organize the concert and asked for the City's help in holding the function at the YMCA. She asked them to submit their proposal in writing to staff. SMA/Crews explained the Volunteen Program. The Commission wanted to continue the program as it currently exists and add a couple of programs for the summer. SMA/Crews said that staff would put together a cost and benefits package regarding the Volunteen Program and additional summer events. Chair/Torres wondered if the City could rent the old L.A. Fitness building for a teen dance. SMA/Crews agreed to supply information on the Teen Action Committee as a bullet under Teen Programs as a goal; under Teen Programs list summary events and under those list things such as "battle of the bands," continue the Volunteen Program as it currently exists. These items would include why the Commission believes it is important to have teen programs such as reducing crime, etc. and a brief description of the program, benefits and goals of the program. C/Grundy wanted to know why certain items were important to the Council such as Site D, for instance. VC/Hull said the City needs parkland and it needs Site D for a recreation center. If the school district decides to build to build a shopping center on Site D the City is out of luck. C/Lui asked if it would be possible to build a swimming pool on Site D or a complex including a swimming pool. Chair/Torres asked that Site D be placed on the agenda as Item 3.a. JANUARY 30, 2003 PAGE 5 P&R COMM STUDY SE SION SYCAMORE CANYON PARK ADA RETROFIT SMA/Crews stated that C/Lyons and C/Grundy would make a presentation to the Council about this item. Staff intends to make the same presentation o the Commission at its February meeting. This is intended to be an informational L pdate to the Council. It is a priority item and the Commission wishes to move forward with the project. SPORTS FACILITIES SMA/Crews reported that this was identified in the Parks Master Plan. Even if the City could acquire Site D it would take a significant amount of money to impr ve it. The City has already spent a significant amount on additional fighting at Lorbeer Middle School. C/Grundy suggested that this item be eliminated from the agenda so that the ocus could be on Site D. If the Council told the Commission that Site D would not ha pen, then the Commission has an alternative. VC/Huff agreed. The focus on Site D is about sports facilities. Where the s orts facility is located can be discussed at a later time and the Commission should not give the Council an 'but." SMA/Crews pointed out that the Commission also needed to present all of the v able options. C/Grundy reiterated it should not be in the agenda. The Commission could speak to the matter later if the Council said Site D was not available. He agreed the Commission should have a backup plan but should not show it on the agenda VC/Huls agreed. He felt that Lorbeer Middle School was less than adequater a sports facility. SMA/Crews reminded the Commission that CSD/Rose explained that the school district wanted to construct a shopping center on Site D to generate revenue. If the City bought the property, it might proceed with its number one priority for econc mic development. The City would likely want to use Site D as revenue generating property. Chair/Torres asked C/Grundy what he thought about listing Sports f=acilities as a separate agenda item with the primary option as Site D. VC/Hull said the Commission should not back off of Site D. Commissioners concurred. The Commission needs to be unified with respect to its focus. Chair/Torres said that if Council suggests putting turf in at Lorbeer MiddleSch ol, the Commission should respond that it is an option but it does not want to ente in that option. JANUARY 30, 2003 PAGE 6 P&R COMM STUDY SESSION C/Grundy said, what the Commission should say is "that's second best. Is that what you want for the City"? ClLyons said she had not read the report but would not agree with putting money into Lorbeer Middle School because of the maintenance problems. RS/West pointed out that the City would install artificial turf that would not require watering. Chair/Torres felt management standpoint, condition e taken care of. AYSO will not schedule games school because of the poor of the field. The Commission concurred not to put Lorbeer on the agenda. STARSHINE — informational TRAILS MASTER PLAN COMMUNITY CENTER ACTIVITIES SMA/Crews asked if the Commission had ideas for activities at the new Community/Senior Center and what happens to Heritage Park when the new center is completed. Some activities of funlnue ds for tskconlace in thHeritagest uctione Staff has soark meuildeas in conjunction with use about how the Heritage Park building could be used. SMA/Crews felt that Heritage Park would make a great teen center with Seniors meeting in the morning. ClLyons said there were a lot of kids at the library when she visited there this afternoon. SMA/Crews said the teens need a place to go. Heritage Park building could be a dual -use building and include a tiny tots program. The downside is that the building is not centrally located. She would like to see a teen center closer to Lorbeer Middle School because it is centrally mobile and a lot of the City mayds go have into provide shuttlerserv� el. Teens are not necessarily SMA/Crews indicated to ClLyons that staff thought about renting retail space across Golden Springs Drive from Lorbeer ha a not been any othernot optio options option presented for the to lack of financing. There Heritage Park building. The Commission concurred to present the Heritage Park building as a dual -use facility to include a teen center. In response to Chair/Torres, SMAICrews explained that the Commission would become involved in the rental fee structure for the Community/Senior Center. JANUARY 30, 2003 PAGE 7 P&R COMM STUDY SE SION SMA/Crews elaborated that the Girl Scouts, Boy Scouts, Lions youth, etc. could meet at the Heritage Park building. TRAILS MASTER PLAN SMA/Crews suggested providing an update to the Council with respect to thE grant for the design work. The land and water conservation fund grant was funded. The City is still waiting to hear whether a second grant will be funded. Should the City be awarded both grants, it will receive about $250,000 to do the tra (head improvements. The Rivers and Mountains Conservancy has released some Prop 40 monies that are competitive. The City is planning to apply for funds to comple a trail improvements from the parking lot at the trailhead on Diamond Bar Boulevard down to the waterfall. Those applications are due March 3. Chair/Torres asked if the City had ever sponsored a "Walk Diamond Bar" dawith Park and Rec staff took kids on a supervised hike. RC/McLean explained that during summer camp the Sycamore trails were hik d all during the summer. That is the only trail he knows about. In fact, it is more of a path than a trail. SMA/Crews said that the trails are fairly rudimentary at this point in time. A recreation program for hiking the trails once improvements are completed would be a great way to showcase the improvements. VC/Hull showed the Commission a Trails Master Plan brochure from San Iluan Capistrano. The Diamond Bar Community Foundation is planning to fund a silnilar brochure for D.B. IMPLEMENTATION OF NEW RECREATION REGISTRATION informational SMA/Crews reported that this item is being done in three phases. Phase I shoul UP and running by March 1 and ready for use for the spring session. Phase II it telephone touch tone/voice registration and Phase III is the Web implementatioi on-line registration. *The Commission concurred to delete this item from the agenda. 1 E — I be the ifor JANUARY 30, 2003 PAGE 8 P&R COMM STUDY SESSION BUDGET IMPACTS FOR 103120" Informational item report by the City Council. SMA/Crews felt it would be important for the Commission to understand where Parks and Rec fits on the Council's priority list and where do the items fall within the list. ClGrundy asked if it would be appropriate for the Council to have advance warning about the proposed agenda. VC/Hull suggested the Council receive a list of items for discussion. Following were suggestions from Commissioners regarding their individual priority items: C1Lyons: a pool, a gymnasium and improvements to the Little League property. Chair/Torres felt the City should acquire the Little League property. ClGrundy said that the City has a Little League field. In order of need, it seems more effective to address new items rather than improving what already exists. Chair/Torres said that the gentlemen who spoke at the last Commission meeting wanted joint -use and support for the Little League property. C1Grundy didn't believe the little league had more of a need for space than any other group. All groups struggle for space. ClLyons said to omit "improvements for the Little League property." There was discussion regarding the lack of cooperation by the school district regarding the facilities joint use agreement. The Commission concurred that this matter should be discussed with Council. The Commissioners concurred to have the following general headings for the joint City Council/Commission agenda: FACILITIES TEEN PROGRAMS MASTER PLANS BUDGETIMPACTS ClGrundy felt all of the items he wished to discuss were included. Chair/Torres asked to have lighting of fields discussed. JANUARY 30, 2003 PAGE 9 P&R COMM STUDY SES�ION C/Lyons asked about replacing TruGreen. SMA/Crews recommended this matter not be agendized because staff is rea y to present its recommendation to Council next Tuesday for a contractor who would assume the maintenance of the flagship parks, Pantera and Peterson. St ff is optimistic about getting a new contractor. In CSD/Rose's absence, the matter was postponed until the February 18 Council meeting. Chair/Torres asked why the City is not using Diamond Ranch High School for s RS/West responded because they have no facilities available. ADJOURNMENT: Upon motion by VC/Hull, seconded by C/Lyons and there being no o�her business to come before the Commission, Chairman Torres adjourned the study session at :45 p.m Respectfu brnitted, Bob se, Secretary Attest: Chairman Mart orres 1