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HomeMy WebLinkAbout06/26/2003 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSIO HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT 21865 E. Copley Drive JUNE 26, 2003 CALL TO ORDER: Vice Chairman Grundy called the meeting to order at 7:05 SCAOMD/Government Center Building Hearing Board Room, 21865 E. Diamond Bar, California 91765, PLEDGE OF ALLEGIANCE: Commissioner Torres led the Pledge of Allegiance. ROLL CALL: Present: Vice Chairman Grundy and Commissioners Torres Chairman Hull was excused. M. in the , Lyons end Staff: Bob Rose, Director of Community Services; Kim Crews, Se ljor Management Analyst; Ryan Wright, Recreation Supervisor; Ryan McLean, Recreation Coordinator, and Marisa Some izi, Administrative Assistant. COMMENDATION FOR THE DIAMOND BAR COMMUNITY SERVICES DEP Special Presentation by Jim Starkey representing Senator Bob Margett's off PRESENTATION OF 2003 CITY YOUTH SOCCER SPORTSMANSHIP AW MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR 1.1 Regular Meeting Minutes for May 22, 2003. C/Torres moved, C/Lyons seconded, to approve the minutes of 2003 regular meeting as presented. Without objection, the me ordered with C/Lui abstaining and Chair/Hull being absent. 2. INFORMATIONAL ITEMS May was JUNE 26, 2003 PAGE 2 P&R COMMISSION 2.1 Introduction of Sheryl Gonzales, owner PDG & Associates, Youth Master Plan Consultant. Ms. Gonzales presented her credentials and those of her team members. The plan has four phases: 1) getting organized and planning the plan, 2) identifying steering committee, stakeholder group members, and service providers, 3) data collection, trend analysis, focus groups surveys, identify service gaps and 4) develop the plan of action and complete the Youth Master Plan Document. C/Torres asked Ms. Gonzales to comment on the makeup of the stakeholder group versus the steering committee. Ms. Gonzales explained that the stakeholder group would be a broad representation of all individuals, organizations, agencies (hospitals, business and educational community). The steering committee would be partially identified by Council Members and list of possible stakeholders that would meet certain identified criteria. The criteria includes the ability commit to work on some of the steering committee actions; those having a good knowledge of youth and what is the best way to provide services, and members of the community that are perceived as leaders because they will champion the plan. In response to C/Lyons, Ms. Gonzales confirmed that both school districts would be surveyed. The Search Institute Model is for Grades 6 through 12. The "trends analysis" will assist the consultants in better understanding the issues for lower grades. C/Lyons felt there was a "hole" in the 6 to 12 grade ages. She asked if both high schools would be surveyed? Ms. Gonzales explained that first there must be a relationship created with the school districts. C/Lyons said it would be a bad situation not to include both high schools. rep Gonzales ssamplelibrary of households land the adult survey of he hwill ouseholdtwillll representation p respond. de Gonzales responded lsto randomly selected households Thearg nof t1rwouldC/Grundy that the survey m0 connected telephone cal error is 2.5-3 percent. CSD/Rose indicated to VC/Grundy that there are 17,000 households in D.B. 500 surveys gives a good balance and verifies information received from steering committee and stakeholder members. Responding to C/Lui, Ms. Gonzales confirmed that all calls would take place inside the city limits. The first final draft is slated for March 2004. 1 1 1 JUNE 26, 2003 PAGE 3 P&R 2.2 Recreation Program Report — by RS/Wright. 2.3 Diamond Bar Community Foundation Oral Report — Chair/H CSD/Rose reported his understanding that the purchases we include fast night's concert. 2.4 C.I.P. Program Report — Oral Report by CSD/Rose a. Community/Senior Center b. Sycamore Canyon ADA Retrofit C/Lyons asked CSD/Rose to advise the Commission( would be presenting the City Council with options f facility. A lot of kids signed up for day camp and Sycam better place to hold day camp than the Community/Seg C/Torres felt it would behoove the Commission to sched with the City Council at the facility. CSD/Rose pointed out that all five Council Members sho Friday's 4th of July celebration. C. Starshine Park ADA Retrofit A $25,000 grant request was submitted for playground Starshine Park as the applicant -park. d. Trail Development at Sycamore Canyon Park 4. NEW BUSINESS 4.1 Review of Draft Facility Use Policies for new Community/Seni report by MSA/Crews. ►i to •s when 3taff ,r a moc alar ►re is a rr uch for Center. ile a meeting ld be at r ext :over us ng Center) — MSA/Crews explained that staff would like to present a more refiried/reViSE c version of the Use Policies to the City Council on July 15. She asked tP e Commission to render its recommendation for adoption to the City Counc 1. VC/Grundy was concerned about the Commission of a document that they had not reviewed. C/Torres felt comfortable with staff's document. He felt the rates were consistent. C/Lyons was curious about why other governmental agencies get breaks than D.B. residents. JUNE 26, 2003 PAGE 4 P&R COMMISSION MSA/Crews explained that the rate applies to other governmental agencies within the community that serve D.B. residents such as the Sheriff's Department, SCAQMD, school districts, etc. C/Lyons asked why there was a difference in the rate for the Group C and Group D banquet room (Page 13). C/Lyons thanked staff for their work on this project. She said that the only item she completely disagreed with was on Page 7 — "no red wine is permitted." She felt that if the City was going to permit weddings and parties they could not expect compliance. MSA/Crews explained that the exclusion of red wine is very common — every city's document contains this exclusion. In fact, no red drinks are allowed because of their potential to cause permanent stains. C/Lulme on the mark felt that the document demand. would said he could not find anything about market for supply an seniors. MSA/Crews referred C/Lui to Page 4, Group B — senior groups. There are no fee schedules for the senior groups. Seniors could continue the current activities or add activities. Seniors could also continue to use Heritage Park. There is a lot of room and activity space for seniors and they would not be charged. VC/Grundy suggested that within the fee schedule the report should state there are no fees for certain groups. MSA/Crews said she would show groups A and B on the fee schedule at no charge. MSA/Crews explained that the City's marketing department would spiff up the fee schedule and included in packets given out to individuals or groups touring the facility. VC/Grundy said he was not prepared to suggest the document was ready to present to Council on July 15 for adoption. C/Torres disagreed. He felt that this was a moving document and that the Commission should not be a stumbling block to obtaining Council's approval. He felt comfortable approving the document so that staff could make the appropriate changes and present the document to the Council. C/Lyons felt that if substantial changes were made that the Commission would have approved a document it had not had an opportunity to peruse. The Commission could recommend the draft presented this evening along with comments. JUNE 26, 2003 PAGE 5 P&R 60MMIS ION C/Lui suggested that after the tour of the facility the Commissioners n inform fight have more comments about the document. n by the City MSA/Crews appreciated C/Lui's comment. She said she could send the document out to the Commissioners after the changes were inade. If a ny of the Commissioners had comments, they could call her to discuss them She stated that the document could be brought back to the Commission or July 24 and presented to the Council on August 4. VC/Grundy agreed that a lot of work had gone into the pre aration f the document and that it should be shared with the City Council. He doe not want it presented to the Council that the Commission pul its sta p of approval on it. resenta ion CSD/Rose explained that staff wants the document to conta n inform tion that the Commission is comfortable recommending for adopti n by the City Council. Staff is prepared to go forward with whatever process that req fres. C/Torres said that in re -thinking the matter that because this was a docur ient that affected the largest facility in D.B. a subcommittee should be assic ned to review the document with staff. VC/Grundy volunteered to participate on the subcommittee. C/Torres said he was out of town next week but would serve on the subcommittee when he returned. The subcommittee agreed to meet with staff during the week of July 7. 4.2 Definition of "Youth at Risk for Youth Employment Program" — resenta ion by MSA/Crews. MSA/Crews explained that according to the definition, all youtf� are "at youth. C/Lui moved, C/Torres seconded, to recommend City Council approval of the definition for "Youth at Risk" as defined in staff's report. Without objection, the motion was so ordered with Chair/Hull being absent. 4.3 Parks and Recreation Commission Tour of new Comm unity/S nior Ce ter Site. The Commissioners concurred to meet at the Community/Senio Centerite at 5:30 p.m. on July 24, 2003 prior to the regular Commission ineeting.1 5. ANNOUNCEMENTS: C/Lui thanked the Commissioners for sending flowers honoring his departed wife. His life has turned upside down. His wife da iced on the stage at the City Birthday Party on April 27. At that time, everything wa as normal as it could be. One week later she felt uncomfortable in her stomach. H took her to the doctor and he diagnosed that she had tumors on her liver. In spitt of starti g chemotherapy immediately, she continued to get worse. She was hos italized for JUNE 26, 2003 PAGE 6 P&R COMMISSION one month and passed away on June 10. Things progressea so rapiaiy mat n nas been difficult for him and his family to bear. He thanked everyone for his and her support. He considered resigning from the Commission but felt he should stay with it for a time to see how he felt. C/Lyons expressed her condolences to C/Lui. She said it is very touching to hear CILui speak about his wife. Life is very precious and it is difficult to imagine his loss. The Commission supports him in whatever decision he makes about remaining on the Commission. ClLyons complimented the Community Services Division on the most recent Recreation Guide. She thought the front cover photo of SYcamore Canyon Park was terrific. She asked staff for a parking pass for the 4' of July Celebration. The Friends of the Library plans to hold another "Read Together Diamond Bar" in October. In addition, the Friends of the Library is proposing to hold a 5K walk/run to benefit the library. C/Torres told CILui that it was great to have him back on the Commission. He wished C/Lui and his family the best during this difficult time. He offered his support. VC/Grundy echoed what ClLyons and CILui said. It is good to have C/Lui present tonight. He understands the difficulty for C/Lui and knows that he has to decide whether to remain on the Commission. He is glad that C/Lui decided to stay because VC/Grundy believes C/Lui's participation is important to the group. He offered his support as a Commission, as a friend and as a resident of D.B. VC/Grundy commended RS/Wright on his preparation and participation in the Tuesday night User Group meeting. ADJOURNMENT: Upon motion of C/Lyons, seconded by C/Lui and there being no further business to come before the Commission, Vice Chairman Grundy adjourned the meeting at 9:00 p.m. Respectfully Submitted, 4Bobobve Secretary