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HomeMy WebLinkAbout05/27/2003 PRC Minutes - Study SessionCITY OF DIAMOND BAR JOINT MEETING OF THE CITY COUNCIL AND PARKS & RECREATION COMMISSION STUDY SESSION MINUTES TUESDAY, MAY 27, 2003 Call to Order: Mayor Herrera called the City Council to order at 6 08 p.m. Chair Hull called the Parks & Recreation Commission to order at 6 09 p.m. Roll Call: Present: Council Members Chang, O'Connor, Zirbes, Mayor Pr Tem Huff, and Mayor Herrera; and Parks and Recreation Commissioners Lyons, T rres, Vice Chairman Grundy, Chairman Hull. Absent: Commissioner Lui was excused. Staff Present. Linda Lowry, City Manager; James DeStefano, Deputy City M Bob Rose, Community Services Director; Kim Crews, Senior Management, Lynda Burgess, City Clerk; Nancy Whitehouse, Executive Assista t; and Somenzi, Administrative Assistant. Topics for Discussion: lBud et Im acts for 2003/04 - Report by CM/Lowry M/Herrera explained that it is difficult to proceed with the budget without kn ing how much money the State of California is going to give to the cities.. Counci and staff have been considering different scenarios — a rollover budget, a $1 - Ilion reduced budget, and a $2 million reduced budget, in order to be preared for hat may befall the City. CM/Lowry presented the Council and Commission with an enc, breakdown reviewing the use of the City's General Fund and the deliberate use of the City's reserves. In addition, the City Council is investigating the building of and ongoinc a library. Despite potential funding mechanisms and resources, start the library could equal $3,000,000. CM/Lowry stated that as every there are a series of expectations in the parks' projects. Counci approved the creation of the Youth Master Plan, and the Trails Ma: Parks Master Plan are on the horizon. In addition, the Council numerous requests for soccer fields, an aquatic center, and a sports Further, the County has decided that responsibility for long-term mail reinvestment of sewers may now fall to cities. The same would be trus liabilities there are with regard to the continuance of Diamond Bar's permit through LA County. to )peratio s of P fundin for ne is a re, has alr ady er Plan nd MAY 27, 2003 PAGE 2 JOINT CC/P&R COMM STUDY SESSION In accordance with Diamond Bar's goals and General Plan, the City is continuing to make investments in ways that traffic management responsibilities for its signal timing can be assumed, as well as improvements to neighborhoods and main arterials. The final consideration is whether, at the end of the 10 -year period, the City would want to repurchase the bonds, estimating the balance to be close to $8,500,000. 2. Facilities (implementation of the Parks Master Plan a. Site D Status and Plans M/Herrera stated that she and MPT/Huff serve on. he Walnut Valley School District's liaison committee. The school district is considering the sale of Site D in order to generate income to build their academy at the South Pointe Middle School 70 -acre site. The school district is seeking $20 to $30 (million for Site D. School district officials have spoken with developers about development at the site. MlHerrera reiterated that an additional $1,000,00 is necessary to consider projects such as the Community/Senior Center; she cited hat there are not many properties left within the City. M/Herrera responded to Ch:,/Hull that the San Gabriel Valley Rivers and Mountains Conservancy has first right of refusal on Site D. VChair/Grundy stated that if Site D becomes economically unfeasible for use, the Commission still feels there is a very strong desire from the community to have an athletic or multi -use youth facility somewhere. He wondered what alternatives might be available. MlHerrera said the Council was aware of the community's desire for such a facility, however, it may not be at Site D. it is important for the Commission to be apprised of the school district's plans an� other possibilities the City could consider. i VChair/Grundy said it was the Commission's preference to find a location that could be developed into an athletic facility. He said, he was aware that there was a contingency pushing for soccer fields, but the Commission envisions a separate multi -use facility with soccer being a component. If it is economically unfeasible, a joint -use agreement should be pursued with he school district for their fields although that is not a solution the Commission avors. There was a brief exchange as to the City's current joint -use agreement with the school districts and user fees by the City, as well as other organizations. MPT/Huff said that the City has entitlements in accordance with its General Plan regarding development of property. M/Herrer'a explained that the school district could build a school on the site without asking anybody's permission. They only need permission from the State. if they want to do anything other than build a school, they must come to the City for approval. MAY 27, 2003 PAGE 3 JOINT CC/P&R COM STUDY SESSION C/O'Connor questioned the appraised value of Site D. DCM/DeSte ano responded that the City is appraising the property at this time. Two years ago, the school district obtained an appraisal amount of $12,900,000. He has heard amourits varying from $7,000,000 to $17,000,000. He responded that it depends on t e zonin . The school district's appraisal anticipated residential use and the ity's ap raisal anticipates residential and retail use. b. Joint Use Agreements with School Districts CSD/Rose said that staff has been working with the Pomona Unified School District on a joint -use agreement for Lorbeer Middle School. Staff just received a response from the district's attorney, which was forwarded to the City's Attomey, Mike Jenkins. When the original document was authored, the City had polential redevelopment funding sources. From staff's point of view, this is a new dOCL ment citing the differences between the City and School District being the functional use of the fields. Now, due to the poor condition of the fields, even AYSO did not we the facility during its recent tournament. At the request of M/Herrera, CSD/Rose explained that the City's contract with oca- Cola reaches renewal date the end of July. Coca-Cola asked to place a pow r -aid and water machine at Paul C. Grow Park. Staff met with the Quail S mit Elementary School Principal and she has no problem with placement o the machine. However, the City's agreement with Walnut Valley Unified Sochool District for the Paul C. Grow Park site calls out that any changes to the site riot spelled out in the joint -use agreement would require an amendment and would go to the school district and City Council for approval. Brief discussion ensued as to problems and difficulties experience J with shared facilities and each organization focusing on its own needs. b. Programming of Herita a Park Communily C nter after the Comm unit /Senior Center o ens — Multi -Use 1. Teens - Next P & R A enda should include defining "at- [sk- oath' for ossible CDBG funding. CSD/Rose said that when the new Community/Senior Center opens, I will have somewhat of a void in programs as they move to the new eritage facility. ark tall anticipates there will still be senior programs at Heritage. The ity needl to encourage a certain amount of programming in that area because Her age was uilt using CDBG funds. Classes and meetings likely will be split between the two facilities. Fu her, thal the Commission has discussed teen programs for the Comm unity/S Discussion continued concerning the completion of the Youth Master nior Ce ter. Plan and the direction to take with the location of the teen program, the convenience document nd MAY 27, 2003 PAGE 4 JOINT CC/P&R COMM STUDY SESSION location of using Heritage, and the likelihood of summer teen programs. CSD/Rose explained that the senior programs are ostly funded through CDBG and that process takes lace in December and Januari By the time the budget process t p F begins, staff knows what CDBG funding is available for planning. There is no such process for teen summer programming because bpi the time budget planning begins it is too late for that summer program planning. M/Herrera said that at this point, the Youth Master Plan has not been completed so it is difficult to determine a budget for unknown programming. At this time particularly, it would be difficult to make a commitment to the Youth Master Plan as budget prospects are unknown and potentially damaging. Commissioner Torres said Diamond Bar has been very successful obtaining funding for senior programs and questioned similar funding sources for teens. CSD/Rose said that there are certain types of programs that qualify for funding. In fact, staff would be bringing a proposal for At -Risk Youth programs and there are specific funds available through the L. A. County State Parks Act — Prop A. Currently, there is about $80,000 to $90,000 in that category. Explanation was provided about the use of Prop A funding, that City Council determines at -risk youth, and that the funding is available on an annual basis for 20 years. Chair/Hull asked if this item could be placed on the Parks and Recreation Commission agenda for discussion, and M/Herrera agreed that there was a lot of potential available. 2. Tiny Tots CSD/Rose stated that the Tiny Tots program woOld continue to be held at Heritage Park. 3. Senior Grou s It was determined that some senior programming must continue at Heritage because of use of CDBG funds to build the facility. Staff would look into whether there is an expiration date on CDBG funding restrictions. - 4. Communi Meetin s d. Sycamore Canyon Park ADA Retrofit - Statf to look into replacingthe portable buildin . Chair/Hull explained that the Commissioners realize they are advisors to Council and that they were presenting a "wish" list. When the Commissioners put this agenda list together, there was already an ad hoc committee in place considering the design. It was his understanding that some,of the planning was put on hold at MAY 27, 2003 PAGE 5 JOINT CC/P&R COMI STUDY SESSION the last Council Study Session. Commissioners Lyons and Grundy have spent a great deal of time o i this issL a and would appreciate the Council's consideration. CSD/Rose referenced the handout containing a rendering of the proposed building and ancillary facilities. VChair/Grundy explained the proposal and that the City should p esent a much better facility to the community than the portable building now stand ng at the park:. The ad hoc committee wanted to look at the entire park and address all pol antial uses. They looked at the use of the building and the current state of the bui ding, and considered what could be done to provide a better facility, playground, EtC. In reality, this is an extension of what was planned for the ADA retrofit. Commissioner Lyons took pictures of the facility so the Council could see what the public saw when entering the building. It is literally falling apart and a very unwelcoming site for any child attending day camp program. VChair/Grundy said that the Commission recognizes the City's current economic position. Although this is a wish list, they are quite serious about the vision The Commission would not recommend continued use of that facility.ommiss oner Lyons cited the excellence of the day camp program and that it hould re available to the community. However, to continue to hold the event in the current iain facility is shameful. VChair/Grundy said that some things are beyond just an ADA Commission would propose a multi -use building that would be light, retrofit. The In addition, attached to the other end is a patio area that exten ry, and o s out o en. o a platform that becomes a very easy platform for band shells and then typ s of entertainment that projects out onto the ball field. For the playground, a comm ttee started with a set of drawings that showed a utilitarian ADA grant strut ure. Wha the committee attempted to do was to define more of a ramp and way oi doing th tot lots that molded into the contour of the park. The City's parks are very hice but s me are more developed. Sycamore remains one of the last parks that prof acts a na ural feel and the committee wanted to retain that feel. Discussion progre 3sed witt the varied features, contours and design of the park, as well as the p posed DA walkway. The permanency of the building replacing the portable building wa3 discus ed, including the cost amount for the retrofit totaling $2,048,581. C/O'Co nor asked if the existing permanent building would be retained. Commissioner Lyor s responded affirmativeiy and added that there would not be a lot of changes to th CSD/Rose said that the amount t facility. available from proposition monies is $ 47,500.!an B is to split the project into a Phase III and Phase IV. With Phase III projecte to complete the ADA retrofit work, that takes care of the park needs, including he building in a Phase IV. In that scenario, Phase Ill would be about a $773.000 DMI MAY 27, 2003 PAGE 6 JOINT CCIP&R COMM STUDY SESSION with some of the Prop A and LA County Safe Parks Money to make up the difference. If the new building was excluded, the current portable building would have to be moved to the future building location. Another option is to put in a different portable building. M/Herrera said that the school district just completed installation of a two-story portable and stucco'd the outside because it was a lot less expensive. CSD/Rose said that staff is investigating that option. A lot of the cost is for deliver and setup, as well as removal of the old facility and size of the new portable. i CSD/Rose responded to ClZirbes that the quote to move the portable building is $3,500. C/Zirbes asked if there was a provision in the lease contract for trade-in and CSD/Rose responded that the City could purchase the building. He stated that staff would pursue several options. At one time, there was even consideration given to getting a triple -wide and ADA retrofit the existing building. When evaluated by the architect, it was not probable that the building cold be retrofitted to conform to the proper size of stalls, etc. Brief conversation conti ued regarding maintenance costs, possibilities with retrofitting, and CDBG fundingwithin Phase II of the project. M/Herrera questioned if the $1.6 million in the pafund was part of the $8,500,000. CM/Lowry responded "no." C/Chang agreed that the Sycamore Canyon Park facility was rundown and deteriorated but he did not feel that a new building was high on the City's priority list at this time. The City has a responsibility to maintaining its, suggesting a checklist for repairs. In the meantime, special funds should be utilized to fix the building. ClZirbes liked the conceptual plan presented by lithe ad hoc committee. CSD/Rose continued that it the City renovated the existing bathrooms to meet ADA standards, the restrooms would be lost. ADA retrofit monies could not be used for that renovating existing restrooms. C/O'Connor would like for the City to use park development funds as they were intended and improve the park to the greatest extent possible. ClZirbes would like to improve the park but the pint was made during the last study session that the City is coming on-line with a to of floor space at Summitridge. It would be premature to begin planning additional) space. Dialogue continued for the best possibilities in usage, portable versus )permanent, location, repair, and programming. M/Herrera indicated more information is needed to fully consider this matter. ClZirbes favored moving forward with a new portable for the location no matter what but definitely moving it to the back area as planned. If the City does not need to ADA the restrooms, then maybe some of the 1.6 0ould be used to bring the current restrooms up to a higher standard. Chair/Hull said that from the Commissioner's standpoint, they would like the Council MAY 27, 2003 PAGE 7 _. JOINT CC/P&R COM161 STUDY SESSION to keep an open mind about the possibilities, study the matter further, and see, what can be done in the current economic climate. He thanked Commissi ner Lyoi is and VC/Grundy for their excellent presentation. e. Starshine Park ADA Retrofit CSD/Rose stated that design funding is included in this year's fisc al year bt idget. During a recent neighborhood meeting, residents suggested enlar ing the t lot, adding elementary -age play equipment, tot bucket swings, and nc picnic st elter. The residents also requested to have a perimeter -walk on the north rn bound ry of the lot, adjacent to the houses and security lights. Following di cession bout whether a drinking fountain would change the character of the par , the resi ents agreed it would be okay. CSD/Rose responded to M/Herrera that Starshine is a two -acre park - greenbelt. C/O'Connor questioned why picnic shelters were not wanted. CSD/ Rose rep reed that residents imagined people would come from outside the neighbor ood wit their families to picnic. They don't mind picnic tables but do not want t arbecue . In response to MPT/Huff, CSD/Rose said that about 15 residents attended the meeting. f. Tennis Courts — U date on New Rules CSD/Rose reported that no one has contacted the City about tenni court is ues since December 2001. There are six permitted instructors working u der the ity's rules and he personally observed people self -policing the courts. 3. Strategic and Master Planning a. Youth Master Plan MSA/Crews stated that she and CSD/Rose met with the consultants I st week I or a kick-off meeting. The first order of business was to develop a tirneline for the activities in order to achieve the goals of the plan. Bottom line is that staff plar s to bring a draft copy of the final document to the City Council next spring. One of the first tasks is to identify a stakeholder group and a steering committee, by the middle of June. Included in the packet is a definition of each group. A stakeholder group is a group of individuals interested in working with youth, and programming for youth and families. There is no limit to the membership in the stakeholder group. These people will provide input on the process. Ptaff and the consultant intend to meet with the stakeholder group three times durind the proc ss. MAY 27, 2003 PAGE 8 JOINT CC/P&R COMM STUDY SESSION The steering committee is much more restricted in numbers — no less than 12 and no more than 20. They would be charged with a lot of responsibility as outlined. The steering committee would meet six times and take a leadership role in helping develop the document and building the telephone survey. Staff would like to meet with the Mayor to discuss Council's role in developing a steering committee. b. Teen Programming i VChair/Grundy said he would encourage Commissioner Torres and Chair/Hull to become involved. The teen program has a way to go, that there are under developed programs for teens, and wanted the Council to understand the Commission's concerns in this area. Commissioner Torres said he does not have a good sense about how robust the community is with respect to teen programs. He expressed his willingness to do whatever is necessary to assist the City in its pu�suit of funding. M/Herrera commented that CSD/Rose was very aggressive about applying for funding from many different sources, and for they most part, he is very successful. Sports Complex MlHerrera asked if the group would like to discuss the possibility of a sports complex and a likely location. MPT/Huff talked about the possibility of using Lanterman land. In addition, the City of Industry has a lot of property. Just as we hold development rights for Site D, we hold some discretionary ability on some of the land that Industry owns. In that we're trying to be good neighbors and that we have different interests, it is on the radar screen. They know we want sports facilities and it is not unlike them to trade, that option is being explored. Chair/Hull asked if D.B. had anything in its inventory that might interest the City of Industry. MPT/Huff said there is no trade at this point but they have 700 acres in our City limits. Brief discussion continued relating to possible exchanges and ownership of properties and their locations. MPT/Huff said the Tres Hermanos portion is in Chino Hills, but there is 700 acres of it in Diamond Bar. Diamond Ranch High School is sitting on property that was formerly owned by the City of Industry and they worked a legislative trade. MPT/Huff continued that Industry owns the land behind Honda. Also, they own 5,000 acres between the Tres Hermanos and Boy Scout property, with another 600 acres in the hills. VChair/Grund questioned developers' reasoning to develop a new shopping center when the Country Hills Towne Center had so much unused space. MPT/Huff said that the flip side is if that is not a good retail location, why would you want to have stores locate there. MlHerrera said that businesses the Council Members visit want to know the income MAY 27, 2003 PAGE 9 JOINT CC/P&R COMI STUDY SESSION of the residents, what are the traffic counts, who are the shopping and what is the distance and visibility from the freeway. Various development concepts, motivations, identifying prim real estate, ownership, and public use for the Country Hills Towne Center a id Site C were shared. The Calvary Chapel property was then added to the discu sion, cite ig the impact of the displacement of the Farmer's Market and sales tax revenues. C/Chang suggested a sports complex should be a joint -venture bet% Diamond Bar and Walnut. Chair/Hull said he would agree except disputes over use of the facilities. M/Herrera said that is one of tl' with the Lanterman property, it is in Pomona and is State owned. Chair/Hull said a sports complex seems to be a priority in this City. that when the Walnut Valley Unified School District builds its acader include a swimming pool. There was some discussion about doing with them on the South Point 70 acres. C/O'Connor added that th also like to have a pool. Chair/Hull commented that having a one- or two -field complex would much. Walnut has a four -field complex that is tucked into the hills would encompass about 8 or 9 acres. He was very pleased to se4 soccer fields and sports complex added to the discussion. The Com seen much enthusiasm from the City about a sports complex. M/Herrera said that the Parks and Recreation Commission pros programs that most closely touch the residents. CM/Lowry said excited about the idea of looking outside of our vacant properti opportunities that have development potential. It may be possible goals of economic development and parks and recreation; our thoug has to broaden. She stated that when pians are made and there are no resources are stip opportunities for letting the community know what could be c resources. It may be enlisting support from the community to under real options are to have the programs and facilities desired. S Council's impact to create the vision, the Commissioners responsit picture", and staff's responsibility to implement. en the c les of rr the in erent complic tions /Herrer said /, they an to joint -v nture YMCA ould got accon iplish le. Four ields the subject of fission hE s not ems ar the 3t staff was . There are reach both procesp just e given t .nd what to "pairit the Chair/Hull commented that once M/Herrera and MPT/Huff explained the reality of investing and developing Site D at a cost of $20-$30 million, he had a better understanding. In his mind, Site D no longer represents an opportunity. M/He rera commented that Council Members explore all possibilities with neig boring cities and joint -ventures on a continuing basis. C/Zirbes noted that each member, Council and Commissioners, sh6re with #heir MAY 27, 2003 PAGE 10 JOINT CC/P&R COMM STUDY SESSION constituents and neighbors. The expectations are understood and work is progressing, individually as well as a group, to reach the goals. The two bodies may be charged with different levels of authority, however, everyone is working to that larger vision. In response to VChair/Grundy, C/Zirbes said that in his opinion, any "plan B" should be considered at the Commission level and brought to the Council for consideration. It may be a viable option, some very exciting possibilities were shared this evening. M/Herrera suggested that perhaps another joint meting should be scheduled for six or eight months. The Commissioners concurred that they would like to meet more frequently, especially during the months ahead when so many items were pending. M/Herrera asked staff to schedule a follow up joint meeting. 4. Trails (Implementation of the Trails Masted Plan) a. Trail and Trail Head at Sycamore Can on Park CSD/Rose reported that as everyone is aware, the City received a Land and Water Conservation Grant of $118,903. Late last week the City was notified that it was still in the running for the Rivers and Mountains Conservancy (RMC) Grant for a requested amount of $124,081. Staff has an onsite meeting with the RMC board members on Thursday, June 5, at 9:15, at Sycamore Canyon Park. Staff will give a five minute presentation and then conduct a tour of the site and what is proposed for the Trail and Trail Head. If the City is successfuli with the grant request and an in- kind donation from the Diamond Bar Community Foundation, the funding would be completed for the project. Additional questions/comments: Commissioner Lyons thanked Mayor Herrera and the Council for inviting them to participate in the joint meeting. It assisted in their understanding economic considerations to the benefit of Diamond Bar. Commissioner Torres also expressed appreciation for the Council's time this evening. He learned a lot and appreciated the Council's work on the City's behalf. Public Comments: Clyde Hennessee wanted solid answer as to why the City needed a sports complex. Adjournment: There being no further business to come before the City Council Mayor Herrera adjourned the joint study session at 8:22 p.m. Respectfully submitted, i Nancy i.B. itehouse, Acting City Clerk 1 1 1 MAY 27, 2003 PAGE 11 JOINT CC/P&R I STUDY SESSION The foregoing minutes are hereby approved this 15th day of 2003. IiAte- Carol Herrera, Mayor There being no further business to come before the Parks a Commission, Chairman Hull adjourned the study session at 8:22 p. subm Bob Rose, Thiegoing minutes are hereby approved this 3 o th day of s M on