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HomeMy WebLinkAbout07/24/2003 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISS1014 HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CfENTE 21865 E. Copley Drive JULY 24, 2003 CALL TO ORDER: Chairman Hull called the meeting to order at 7:11 p.m. in the SCAQM /Govern ent Center. Building Hearing Board Room, 21865 E. Copley Drive, Diamond ar, Calif rnia 91765. PLEDGE OF ALLEGIANCE: Chairman Hull led the Pledge of Allegiance. ROLL CALL: Present: Chairman Hull, Vice Chairman Grundy and C mmissio ers Lui, Lyons and Torres Staff: Bob Rose, Director of Community Services; Kim Crews, Senior Management Analyst; Sara West, Recreation SL pervisor, and Debbie Gonzales, Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented. 1. CONSENT CALENDAR 1.1 Regular Meeting Minutes for June 26, 2043. VC/Grundy moved, C/Lyons seconded, to approve the minutes of June 26, 2003 regular meeting as presented. Without objection, them tion was so ordered with Chair/Hull abstaining. RECOGNITION OF DAY CAMP STAFF AND VOLUNTEENS WHO PROVID EXTRAORDINARY SERVICE AND SUPPORT TO DAY CAMP PARTICIPANTS DURII AND AFTER THE BUS INCIDENT ON JULY 9, 2003. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Report — by RS/West. 2.2 Diamond Bar Community Foundation Oral Report — Chair/Hull. Chair/Hull reported that the Diamond Bar Community Foundation soldlin JULY 24, 2003 PAGE 2 P&R COMMISSION excess of $60,000 of brick tiles for placement at the new Community/Senior Center. The initial order was placed and sales will continue for another year. The Foundation made about $600 profit from the sale of glow necklaces, glow sticks and bracelets at the 4'h of July celebration. The foundation is looking to sell or giveaway the leftover bracelets and glow sticks. CSD/Rose said staff felt the glow items would be good to offer at the haunted house festivities. 2.3 C.I.P. Program Report — Oral Report by Bob Rose, Community Services Director a. Sycamore Canyon ADA Retrofit CSD/Rose reported that Phase II will be constructed during the Fall of 2003. Phase III will be presented during the 2004/05 FY Budget process for Council consideration. b. Starshine Park ADA Retrofit CSD/Rose reported that the City Council decided to delay work on Starshine Park until the next fiscal year. c. Trail Development at Sycamore Canyon Park CSD/Rose reported that the RMC indicated that the Sycamore Canyon Park trail as their highest rated project for Proposition 40 funds. The RMC has a "common ground" document that covers a number of cities. D.B. was the only city that voted against the "common ground" document because it is in conflict with the D.B. General Plan. RMC was ready to award the $124,000 on the condition that Council revise its position on the "common ground" document. There is nothing in the grant document that states the city must support the "common ground" document and Council believes D.B. is entitled to the funds regardless of its position. SMA/Crews stated that MPT/Huff reported to her that the report he presented to the RMC was well received and he awaits their response. She further stated that this is a very worthwhile project and other grant monies would likely be available. She felt comfortable that D.B. would be able to obtain grant money to proceed with the project. CSD/Rose explained that the Council is more willing to allocate the $124,000 from the general fund than to reverse their position on the "common ground" document. 3. OLD BUSINESS 3.1 Review of Draft Facility Use Policies for new Community/Senior Center. PI 1 1 JULY 24, 2003 PAGE 3 P&R OMMI ION VC/Grundy said he reviewed the document and received answersto his questions. He felt comfortable moving forward to adopt the Facilities Use Policy. SMA/Crews responded to C/Lyons that the proposed fees ar� similar tc� what other cities charge. SMA/Crews indicated that CA/Jenkins submitted his comment s regarding the document, most of which were related to clarification and nol content. More revisions were slated and the document would be returned to thE City Attorney for his final blessing before the document is submitted to the City Council. Staff would like to submit the document to the City Council t the August 5 Study Session. She thanked VC/Grundy for his in ut. CSD/Rose said that CA/Jenkins suggested omitting "no red wi e" until carpet samples were obtained and a determination made abou whether the language was needed. His other comment (Page 12) waE that wit i the variance being so broadly written it puts the staff and Council in a very difficult position re consistency and opens the door to discrim nation cl ims. He recommended that types of variances be listed such as ho irs of use, etc. Lastly, he recommended that the document definitively state the policy on fees. Staff is inclined to recommend that the document read ff iat fee w ivers would not be considered. However, there may be a reimburement f e for D.B. based non-profit organizations. CSD/Rose explained to C/Lui when security would be p VC/Grundy moved, C/Lyons seconded, that the Parks ar d Recreation Commission recommend City Council adoption of the corrected Facilit Use Policies for the new Community/Senior Center. Without object n, them otion was so ordered. 4. NEW BUSINESS 4.1 2004 CPRS Conference Early Registration. CSD/Rose stated that all Commissioners are registeredf o atteO the Conference. If any Commissioner is unable to attend, pleas advise staff. VC/Grundy said he had not yet decided whether he would atte d the re ular sessions. He may, however, want to attend the exhibits He fel the educational opportunities were varied and some were poor. CSD/Rose suggested that VC/Grundy be registered. If hedecided nt to attend, a staff member could attend in his stead. VC/Grundy felt D.B. should be a presenter at the conferencel becaus this City could do a better job and that other cities would benefit fr m things B. has done. JULY 24, 2003 PAGE 4 P&R COMMISSION RS/West stated that she and CSD/Rose are participating on the opening session committee this year. Chair/Hull said he would not be available to attend the conference due to a conflict with AYSO duties. 5. ANNOUNCEMENTS: C/Lui said he was very impressed with the design and construction of the new Community/Senior Center. He felt the senior groups would want to schedule their activities at the new center and would recommend that his group move there. C/Lyons said she really enjoyed the'41h of July celebration. It was excellent and everyone seemed to enjoy the festivities. She stated she would not be in attendance at the August meeting. The Friends of the Library is moving forward with the October "Read Together Diamond Bar" and a 5K run. C/Torres was impressed with the Volunteens reaction during the bus incident on July 9. He heard concerns from community members that there was not a high-ranking staff member on the bus. He heard that the lead car was nowhere to be found when the incident occurred and that the Community Services Leader I's and II's were on their own with the Volunteens. RS/West explained that Arthur was in the car that was behind the bus. Both drivers were corresponding via cell phones. As a result, Arthur was able to get to the accident shortly after the bus was able to pull to the side of the road. There were several Community Service Leader II's in attendance, well-qualified paid staff members. VC/Grundy thanked staff and DCM/Doyle for the tour of the Community/Senior Center. He was very impressed with what he saw in person. Thanks to staff for the great 4'h of July celebration — great fireworks and excellent entertainment. Chair/Hull thanked DCM/Doyle and DCM/DeStefano for taking time from their busy schedules to give the Commission a guided tour of the new Community/Senior Center. Thanks to the SMA/Crews, RS/West and CSD/Rose for supplying much needed nourishment. He thanked RS/West for her idea about the Diamond Bar Community Foundation providing bracelets for the haunted house event. He agreed that the 4t' of July celebration was great and staff did a super job. He asked that the matter of park walkthroughs be placed on the August agenda. JULY 24, 2003 PAGE 5 P&R COM ADJOURNMENT: Upon motion by VC/Grundy, seconded by C/Lui and there be ng no further business to come before the Parks and Recreation Commission, Chairma adjourned the meeting at 8:48 p.m. Hu!! Attest: 1 1 Respectful! _.Submitted, Secretary