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HomeMy WebLinkAbout02/26/2004 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D.ITHE GOVERNMENT CENTER 21865 E. Copley Drive FEBRUARY 26, 2004 CALL TO ORDER: Chairman Hull called the meeting to order at 7:04 p.m. in the SCAQMDIGovernment Center Building Hearing Board Room, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Torres led the Pledge of Allegiance. ROLL CALL: Present: Chairman Hull, Vice Chairman Grundy and Commissioners Lyons and Torres. Commissioner Lui and was excused. Staff: Bob Rose, Director of Community Services; Anthony Jordan, Parks and Maintenance Supervisor; Teresa Arevalo, Senior Management Analyst; Ryan Wright, Recreation Supervisor and Marisa Somenzi, Administrative Assistant. PRESENTATION OF RECOGNITION PLAQUE. To Don Hensley, Parks & Maintenance Superintendent — Retired — for 14 years of service to the Diamond Bar Community - presented by Mayor Zirbes and Chairman Hull. Chair/Hull introduced Ling Ling Chang, Vice Chairperson of the Diamond Bar Community Foundation and his replacement on the Commission. Chair/Hull welcomed Benny Liang, incoming Commissioner. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda and amended by CSD/Rose to include the Friday, March 26 evening Gala Reception for the Diamond Bar Grand Opening. At the request of Chair/Hull, CSD/Rose explained the timeline for reopening Summitridge Park. FEBRUARY 2E, 2004 PAGE 2 P&R COMMISSION 1. CONSENT CALENDAR 1.1 Regular Meeting Minutes for January 22, 2004. Chair/Hull asked that his comments regarding the Snowfest Foundation Booth be corrected to read, "that after Ernie Delgadillo left, had it not been for Ling Ling Chang and Andrew Wong he likely would have been there by himself the rest of the day." C/Torres moved, VC/Grundy seconded, to approve the minutes of January 22, 2004 regular meeting as amended. Without objection, the motion was so ordered with C/Lyons abstaining and C/Lui being absent. 1.2 Transmittal of information about CPRS Conference in Anaheim, California — Received and filed. VC/Grundy asked if staff was more involved in this year's conference. CSD/Rose said that staff is involved in the planning of the opening general session. Due to the incredible amount of work in getting the new Diamond Bar Center prepared for its opening staff does not have the time to participate any further this year. C/Lyons asked for staff's recommendation of the top five sessions. CSD/Rose responded that he would forward his recommendations via email to the Commissioners. CSD/Rose explained the CPRS Conference breakout agenda and commented on some sessions and speakers. 2. INFORMATIONAL ITEMS 2.1 Introduction of Anthony Jordan, Parks and Maintenance Supervisor. 2.2 Youth Master Plan update — CSD/Rose VC/Grundy reiterated his concern about the quality of the survey and whether the length of the survey deterred respondents from providing good answers. ClLyons felt it would be interesting to know how many people started the survey and abandoned the process before its completion. VC/Grundy asked for a report on the results at the next meeting. Commissioners concurred that they would like a copy of the survey to study prior to the next meeting. Chair/Hull spoke about Pomona's grant program for field repair. The grant FEBRUARY 26, 2004 PAGE 3 P&R COMMISSION involved millions of dollars. When information becomes available, he would pass it along to the Commission. ' 2.3 Recreation Program Report — RS/Wright ht 9 p g ClLyons asked if the City Council directed staff to provide only six Concerts in the Park in 2004. CSD/Rose responded that staff anticipates Council will stay within the same budget and provide six concerts this coming summer. The Foundation paid for one last year for a total of seven. ClLyons said it was a shame the City had to cut back on the number of concerts because she felt the Concerts were the best dollar value entertainment for residents. CSDIRose explained that because the City had added other events such as the Winterfest, Veterans Day, Arbor Day, etc. the offset would be to cut back on the Concerts in the Park. C/Lyons felt that $2,000 per event was a small price per resident. CSD/Rose explained the City's budget situation and long-term concerns. C/Lyons moved, that the Parks and Recreation Commission requestthatthe City Council consider adding one Concert in the Park for a total of seven regular Wednesday concerts. CSD/Rose reminded the Commissioners that before they move to vote, this matter should be placed on a future agenda for consideration to comply with the Brown Act. ClLyons withdrew her motion. RS/Wright responded to Chair/Hull that children ages 4 through 9 are able to participate in the City's Youth Soccer program. Chair/Hull announced that AYSO recently created an "Under Five" program. 2.4 Diamond Bar Community Foundation Oral Report — Chair/Hull Chair/Hull reported that the last two months the Foundation has not had a quorum. However, they have a quorum for tonight's meeting. Thus, there is no further report. 2.5 C.I.P. Program Report — CSD/Rose a. Diamond Bar Center— Under construction. Anticipated completion for the March 20 Grand Opening. VC/Grundy asked if the City had made arrangements for off-site parking. CSD/Rose said he would check with the City's marketing department. FEBRUARY 26, 2004, PAGE 4 P&R COMMISSION b. Trail Development at Sycamore Canyon Park CSD/Rose reported that the project consultants are near completion with the plans and specifications and waiting for staff to provide final details of City standards for certain parts of the plan. C. Summitridge Park CSD/Rose reported that the plans for the Tot Lot and Restroom portion of the project are at about 75 percent completion awaiting additional information from staff. The project should be out -to -bid in about 30 days following plan check. d. Starshine Park Improvements — construction documents are near completion. e. Sycamore Canyon Park Improvements — Phase it -- construction documents are near completion. CSD/Rose responded to C/Lyons that the City expected Phase 11 to be completed priorto June. With respectto Phase III, this item will be discussed during Fiscal Year Budget considerations for 2004/05 during March and April. VC/Grundy suggested the City consider doing this project in four phases with the third phase including everything except the building. CSD/Rose stated that in order to finish Phase III the portable building must be moved. The consideration is whether the City moves the current building to the back or replaces that building with a triple wide to include an ADA accessible restroom. VC/Grundy felt it would benefit the Council for the Commission to offer alternatives to assist in moving the project forward. CSD/Rose affirmed that there is a tremendous amount of interest in the Diamond Bar Center and that could affect the time line for the Sycamore Canyon Park project. VC/Grundy and C/Lyons offered that the ad-hoc committee could meet to discuss possible alternatives. 2.6 Sports Complex Task Force update — C/Torres and VC/Grundy VC/Grundy reported that during the last task force meeting, the group looked at how to best use what the City has available in terms of amenities and venues. He again stated that Mayor Zirbes has skillfully managed the meetings and a great deal of progress has been made. The group is very focused on the task at hand. The next meeting the task force will look at recommendations for meeting the City's needs within the current budget FEBRUARY 26, 2004 PAGE 5 ` P&R COMMISSION constraints leading to a recommendation to the City Council. ' C/Torres concurred with VC/Grundy. The task force has moved from the ultimate "wish list" to reality. The meetings have been very positive. 2.7 City Birthday Party Committee update — C/Lyons. C/Lyons reported that the committee met today and plans are on schedule. She complimented staff members Sara West and Ryan Wright for their excellent presentations and organization. Commissioners will have an opportunity to acquire birthday celebration T-shirts. 3. OLD BUSINESS - None 4. NEW BUSINESS: 4.1 Selection of Commission Representative to the Diamond Bar Community Foundation: C/Torres volunteered to represent the Parks & Recreation Commission as a member of the Diamond Bar Community Foundation. There was no objection. 4.2 Schedule next series of park walkthroughs — continued to the regular March 25, 2004 meeting. CSD/Rose complimented the representatives of Tru -Green and Valley Crest. Both companies are very responsive and the appearance of the City's parks has greatly improved. 4.3 Future agenda items for the Parks and Recreation Commission: Selection of Chairperson and Vice Chairperson far Commission forthe next year --March 25, 2004 meeting. 5. ANNOUNCEMENTS: C/Lyons reminded everyone that the "Friends of the Library" Wine Soiree would be the first event held in the Diamond Bar Center. Tickets are $10 less if purchased this weekend. She asked CSD/Rose to elaborate on the budget process because she is very concerned about the appearance of the Sycamore Canyon Park trailer. CSD/Rose responded that during the March 25 meeting the Commission would be asked to prioritize a list of proposed projects for recommendation for t he C ity Council to consider during the upcoming budget process. C/Lyons asked for staff to let the City Council know that she would like to see an ' additional summer concert scheduled, possibly on Wednesday, June 23. CSD/Rose stated he would place this request in the City Council "Weekly" report. FEBRUARY 26, 2004 PAGE 6 P&R COMMISSION C/Lyons said she has enjoyed getting to know Chair/Hull during their two years of service on the Commission. She wished him well in the pursuit of his future endeavors. — VC/Gru.ndy stated that he has also enjoyed working with Chair/Hull during the past two years and is sorry to see him leave. He has also enjoyed working with C/Lui and wished him well. C/Torres welcomed PMS/Jordan and looked forward to working with him. He reminded everyone that Brahma Bingo continues every Saturday night. He requested that staff provide field closure information during the Recreation Program Report. C/Torres has known Chair/Hull for more than 10 years. When C/Torres became involved in soccer, Jeff Hull was AYSO Regional Commissioner. Mr. Hull says what's on his mind and you always know where he stands. There are very few volunteers who do not seek personal gain and Jeff still has time with his busy schedule with AYSO, this Commission and the Diamond Bar Community Foundation to selflessly volunteer. He is an excellent roll model for other volunteers. C/Torres thanked Mr. Hull for his contributions to the City. Chair/Hull said he appreciated the kind words from his fellow Commissioners. Volunteering his time within the community and to the youth of the community has been his passion for 19 years and finds great joy in this pursuit. He has had a lot of fun on this Commission and enjoyed the association. He thanked staff for their contributions and assistance. He was sorry to leave the Commission but would continue to provide input as a concerned citizen. ADJOURNMENT: Upon motion of C/Lyons, seconded by C/Torres and there being no further business to come before the Parks and Recreation Commission, Chairman Hull adjourned the meeting at 8:40 p.m. 7Re:spec ull Su muted, s Bo se, Secretary Attest: Wnpg'n�Jeff Hull CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION TEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER 21865 E. Copiey Drive EBRUARY 26, 2004 CALL TO Chairman Hull called the meeting to order at 7:04 p.m. in the SCAQMD/Government Center Building Hearing Board Room, 21865 E. Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Torres led the Pledge of Allegiance. ROLL CALL: Present: Chairman Hull, Vice Chairman Grundy and Commissioners Lyons and Torres. Commissioner Lui and was excused. Staff: Bob Rose, Director of Community Services; Anthony Jordan, Parks and Maintenance Supervisor; Teresa Arevalo, Senior Management Analyst; Ryan Wright, Recreation Supervisor and Marisa Somenzi, Administrative Assistant. PRESENTATION OF RECOGNITION PLAQUE: To Don Hensiey, Parks & Maintenance Superintendent - Retired - for 14 years of service to the Diamond Bar Community - presented by Mayor Zirbes and Chairman Hull. Chair/Hull introduced Ling Ling Chang, Vice Chairperson of the Diamond Bar Community Foundation and his replacement on the Commission. Chair/Hull welcomed Benny Liang, incoming Commissioner. MATTERS FROM THE AUDIENCE: None Offered. 'ALENDAR OF EVENTS: As presented in the agenda and amended by CSD/Rose :) include the Friday, March 26 evening Gala Reception for the Diamond Bar Grand Opening. �t the request of Chair/Hull, CSD/Rose explained the timeline for reopening Summitridge Park. FEBRUARY 26, 2004 PAGE 2 P&R CONSENT CALENDAR 1.1 Regular Meeting Minutes for January 22, 2004. Chair/Hull a sked that h is comments regarding the Snowfest Foundation Booth be corrected to read, "that after Ernie Delgadillo left, had it not been for Ling Ling Chang and Andrew Wong he likely would have been there by himself the rest of the day." C/Torres moved, VC/Grundy seconded, to approve the minutes of January 22, 2004 regular meeting as amended. Without objection, the motion was so ordered with C/Lyons abstaining and C/Lul being absent. 1.2 Transmittal of information about CPRS Conference in Anaheim, California Received and filed. VC/Grundy asked if staff was more involved in this year's conference. CSD/Rose said that staff is involved in the planning of the opening general session. Due to the incredible amount of work in getting the new Diamond Bar Center prepared for its opening staff does not have the time to participate any further this year. C/Lyons asked for staffs recommendation of the top five sessions. CSD/Rose responded that he would forward his recommendations via email to the Commissioners. CSD/Rose explained the CPRS Conference breakout agenda and commented on some sessions and speakers. 2. INFORMATIONAL ITEMS 2.1 Introduction of Anthony Jordan, Parks and Maintenance Supervisor. 2.2 Youth Master Plan update - CSD/Rose VC/Grundy reiterated his concern about the quality of the survey and whether the length of the survey deterred respondents from providing good answers. C/Lyons felt it would be interesting to know how many people started the survey and abandoned the process before its completion. VC/Grundy asked for a report on the results at the next meeting. Commissioners concurred that they would like a copy of the survey to study prior to the next meeting. Chair/Hull spoke about Pomona's grant program for field repair. The grant FEBRUARY 26, 2004 PAGE 3 P&R COMMISSION nvolved millions of dollars. When information becomes available, he would pass it along to the ;ommission. 2.3 Recreation Program Report-RS/Wright C/Lyons asked if the City Council directed staff to provide only six Concerts in the Park in 2004. CSD/Rose responded that staff anticipates Council will stay within the same budget and provide six concerts this coming summer. The Foundation paid for one last year for a total of seven. C/Lyons said it was a shame the City had to cut back on the number of concerts because she felt the Concerts were the best dollar value entertainment for residents. CSD/Rose explained that because the City had added other events such as the Winterfest, Veterans Day, Arbor Day, etc. the offset would be to cut back on the Concerts in the Park. C/Lyons felt that $2,000 per event was a small price per resident. CSD/Rose explained the City's budget situation and long-term concerns. C/Lyons moved, thatthe Parks and Recreation Commission requestthatthe City Council consider adding one Concert in the Park for a total of seven regular Wednesday concerts. CSD/Rose reminded the Commissioners that before they move to vote, this matter should be placed on a future agenda for consideration to comply with the Brown Act. C/Lyons withdrew her motion. RSfWright responded to Chair/Hull that children ages 4 through 9 are able to participate in the City's Youth Soccer program. Chair/Hull announced that AYSO recently created an "Under Five" program. 2.4 Diamond Bar Community Foundation Oral Report - Chair/Hull Chair/Hull reported that the last two months the Foundation has not had a quorum. However, they have a quorum for tonight's meeting. Thus, there is no further report. 2.5 C.I.P. Program Report -CSD/Rose a. Diamond Bar Center- Under construction. Anticipated completion for the March 20 Grand Opening. VC/Grundy asked if the City had made arrangements for off-site parking. CSD/Rose said he would check with the City's marketing department. FEBRUARY 26, 2004 PAGE 4 P&R b. Trail Development at Sycamore Canyon Park CSD/Rose reported that the project consultants are near completion with the plans and specifications and waiting for staff to provide final details of City standards for certain parts of the plan. c. Summitridge Park CSD/Rose reported that the plans for the Tot Lot and Restroom portion of the project are at about 75 percent completion awaiting additional information from staff. The project should be out -to -bid in about 30 days following plan check. d. Starshine Park Improvements - construction documents are near completion. Sycamore Canyon Park Improvements - Phase II -construction documents are near completion. CSD/Rose responded to C/Lyons that the City expected Phase II to be completed priorto June. With respect to Phase III, this item will be discussed during Fiscal Year Budget considerations for 2004/05 during March and April. VC/Grundy suggested the City consider doing this project in four phases with the third phase including everything except the building. CSD/Rose stated that in order to finish Phase III the portable building must be moved. The consideration is whether the City moves the current building to the back or replaces that building with a triple wide to include an ADA accessible restroom. VC/Grundy felt it would benefit the Council for the Commission to offer alternatives to assist in moving the project forward. CSD/Rose affirmed that there is a tremendous amount of interest in the Diamond Bar Center and that could affect the time line for the Sycamore Canyon Park project. VC/Grundy and C/Lyons offered that the ad-hoc committee could meet to discuss possible alternatives. 2.6 Sports Complex Task Force update - C/Torres and VC/Grundy VC/Grundy reported that during the last task force meeting, the group looked at how to best use what the City has available in terms of amenities and venues. He again stated that Mayor Zirbes has skillfully managed the meetings and a great deal of progress has been made. The group is very focused on the task at hand. The next meeting the task force will look at recommendations for meeting the City's needs within the current budget FEBRUARY 26, 2004 PAGE 5 - P&R COMMISSION constraints leading to a recommendation to the City Council. ',/Torres concurred with VC/Grundy. The task force has moved from the ultimate "wish list" to eality. The meetings have been very positive. ?.7 City Birthday Party Committee update - C/Lyons. C/Lyons reported that the committee met today and plans are on schedule. She complimented staff members Sara West and Ryan Wright for their excellent presentations and organization. Commissioners will have an opportunity to acquire birthday celebration T-shirts. 3. OLD BUSINESS - None 4. NEW BUSINESS: 4.1 Selection of Commission Representative to the Diamond Bar Community Foundation: ClTorres volunteered to represent the Parks & Recreation Commission as a member of the Diamond Bar Community Foundation. There was no objection. 4.2 Schedule next series of park walkthroughs-continued to the regular March 25, 2004 meeting. CSD/Rose complimented the representatives of Tru -Green and Valley Crest. Both companies are very responsive and the appearance of the City's parks has greatly improved. 4.3 Future agenda items for the Parks and Recreation Commission: Selection of Chairperson and Vice Chairperson for Commission forthe next year -March 25, 2004 meeting. 5. ANNOUNCEMENTS: C/Lyons reminded everyone that the "Friends of the Library" Wine Soiree would be the first event held in the Diamond Bar Center. Tickets are $10 less if purchased this weekend. She asked CSD/Rose to elaborate on the budget process because she is very concerned about the appearance of the Sycamore Canyon Park trailer. CSD/Rose responded that during the March 25 meeting the Commission would be asked to prioritize a list of proposed projects for recommendation fort he City Council to consider during the upcoming budget process. C/Lyons asked for staff to let the City Council know that she Would like to see an additional summer concert scheduled, possibly on Wednesday, June 23. CSD/Rose stated he would place this request in the City Council "Weekly" report. FEBRUARY 26, 2004 PAGE 6 P&R COMMISSION C/Lyons said she has enjoyed getting to know Chair/Hull during their two years of service on the Commission. She wished him well in the pursuit of his future endeavors. VC/Grundy stated that he has also enjoyed working with Chair/Hull during the past two years and is sorry to see him leave. He has also enjoyed working with C/Lui and wished him well. C/Torres welcomed PMS/Jordan and looked forward to working with him. He reminded everyone that Brahma Bingo continues every Saturday night. He requested that staff provide field closure information during the Recreation Program Report. C/Torres has known Chair/Hull for more than 10 years. When C/Torres became involved in soccer, Jeff Hull was AYSO Regional Commissioner. Mr. Hull says what's on his mind and you always know where he stands. There are very few volunteers who do not seek personal gain and Jeff still has time with his busy schedule with AYSO, this Commission and the Diamond Bar Community Foundation to selflessly volunteer. He is an excellent roll model for other volunteers. C/Torres thanked Mr. Hull for his contributions to the City. Chair/Hull said h e appreciated the kind words from his fellow Commissioners. Volunteering his time within the community and to the youth of the community has been his passion for 19 years and finds greatjoy in this pursuit. He has had a lot of fun on this Commission and enjoyed the association. He thanked staff for their contributions and assistance. He was sorry to leave the Commission but would continue to provide input as a concerned citizen. ADJOURNMENT: Upon motion of C/Lyons, seconded by C/Torres and there being no further business to come before the Parks and Recreation Commission, Chairman Hull adjourned the meeting at 8:40 p.m. Attest: h—t'rr—n Jeff Hull