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HomeMy WebLinkAbout03/25/2004 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS 8, RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D.ITHE GOVERNMENT CENTER 21865 Copley Drive MARCH 25, 2004 CALL TO ORDER: Vice Chairman Grundy called the meeting to order at 7:00 p.m. in the SCAQMD/Government Center Building Hearing Board Room, 21865 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Chang led the Pledge of Allegiance. 1. ADMINISTRATION O F O ATH O F O FFICE FOR PARKS AND RECREATION COMMISSIONERS — ADMINISTERED BY LYNDA BURGESS, CITY CLERK. 2. SELECTION OF CHAIRPERSON AND VICE CHAIRPERSON FOR COMMISSION. C/Lyons nominated Commissioner Dave Grundy to serve as Chairperson for the Parks and Recreation Commission. There were no other nominations offered. Nominations were closed. Without objection, Commissioner Grundy was unanimously elected to serve as Chairperson of the Parks and Recreation Commission. Chair/Grundy nominated Commissioner Nancy Lyons to serve as Vice Chairperson of the Parks and Recreation Commission. There were no other nominations offered. Nominations were closed. Without objection, Commissioner Nancy Lyons was unanimously elected to serve as Vice Chairperson of the Parks and Recreation Commission. 3. ROLL CALL: Present: Chairman Dave Grundy, Vice Chairman Nancy Lyons, and Commissioners Ling -Ling Chang and Benny Liang and Marty'Torres. Staff: Bob Rose, Director of Community Services; Anthony Jordan, Parks and Maintenance Supervisor; Teresa Arevalo, Senior Management Analyst; Ryan Wright, Recreation Supervisor; Ryan McLean, Recreation Coordinator and Marisa Somenzi, Administrative Assistant. MARCH 25, 2004 PAGE 2 P&R COMMISSION PRESENTATION OF YOUTH BASKETBALL SPORTSMANSHIP AWARDS: Presentation by RS/Wright. RECESS: Chair/Grundy recessed the meeting at 7:15 p.m. RECONVENE: Chair/Grundy reconvened the meeting at 7:22 p.m. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 3. CONSENT CALENDAR 3.1 Regular Meeting Minutes for February 26, 2004. VC/Lyons moved, Chair/Grundy seconded, to approve the minutes as presented. Without objection, the minutes of the February 26, 2004 regular meeting were approved as presented with C/Liang and C/Chang abstaining. 3.2 Transmittal of Telephone Survey Results for Youth Master Plan. VC/Lyons asked how many of the 450 interviews were completed and how many were not. CSD/Rose explained that no such statistics were compiled. if a survey was -- not completed it was completely disregarded and the surveyor merely moved on to the next survey. Chair/Grundy asked if the survey was now providing direction for the Youth Master Plan? CSD/Rose indicated that this survey is one piece of data in the process. Staff is currently verifying the telephone survey information with student participation surveys. VC/Lyons and CSD/Rose discussed the lack of participation at DBHS. VC/Lyons offered to intercede with school officials on behalf of the City. C/Torres agreed with VC/Lyons about the lack of data regarding the quality of the survey. CSDIRose offered to bring the survey company's representative to the next meeting to discuss the survey process. 3.3 Transmittal of Parks and Recreation Commission Handbook. 4. INFORMATIONAL ITEMS 4.1 Youth Master Plan — CSD/Rose MARCH 25, 2004 PAGE 3 P&R COMMISSION 4.2 Recreation Program Report — RS/Wright VC/Lyons suggested that Round Table Pizza be recognized for donating pizza parties. CSD/Rose said he would forward the recommendation to the City Council for recognition of Round Table Pizza as Business of the Month. 4.3 Diamond Bar Community Foundation Oral Report — C/Torres. C/Torres reported, that for the portion of the meeting he attended he observed the members to be enthusiastic and energetic under the capable Chairmanship of Ling -Ling Chang. He said he looked forward to participating in the group and learning more about the Foundation. Most of the discussion centered on the Foundation's participation in the grand opening ceremonies for the Diamond Bar Center. 4.4 C.I.P. Program Report — CSD/Rose a. Diamond Bar Center CSD/Rose congratulated the Diamond Bar Community Foundation for their sirjnifcant effort in creating the tile walkway, a very moving display. In preparation for tomorrow night's dinner celebration staff members and the building contractor are attending to last minute details. b. Trail Development at Sycamore Canyon Park C. Summitridge Park d. Starshine Park Improvements e. Sycamore Canyon Park Improvements — Phase 11 Chair/Grundy asked about consideration of reconvening the Phase III Ad Hoc Committee. (See New Business Item 6.2 — 3.) 4.5 Sports Complex Task Force update — C/Torres and Chair/Grundy C/Torres reported that the Task Force held its final meeting and reviewed the final report for its recommendation to the City Council. 4.6 City Birthday Party Committee update — VC/Lyons. 4.7 Field Closure Policy — C/Torres. C/Torres reported that the guidelines are designed to preclude improper field use and outline procedures for notification by staff about whether the fields are determined to be suitable for use under current conditions. Users are MARCH 25, 2004 PAGE 4 P&R COMMISSION advised to contact the City after 2:00 p.m. Monday through Friday to receive the City's assessment of field play availability. On weekends, the City is responsible for deciding whether the fields are usable by 9:00 a.m. If fields were unusable, temporary signs would be placed advising conditions. C/Torres asked if the procedure could be tightened up to ensure proper field use and minimal damage. CSD/Rose reported that staff was including a budget request for an automatic lighting system that would allow staff to remotely control field access. C/Torres asked if the document should be revised. C/Torres and Chair/Grundy offered to serve on a subcommittee to review the document. CSD/Rose stated the matter would be placed on April 22 agenda for consideration. 5. OLD BUSINESS: 5.1 Schedule Park Walkthroughs. PARK COMMISSIONER TIME DATE Pantera Chair/Grundy TBD Sycamore VC/Lyons. 8:30 4/27 Maple Hill C/Liang TBD Ronald Reagan C/Chang TBD Peterson C/Torres, TBD Additional park visits will be schedule after completion and discussion of the above scheduled park visits. 6. NEW BUSINESS: 6.1 Consideration for Additional Concert for Summer Series. VC/Lyons stated that during the February 26 meeting she requested this matter be discussed. In 2002 the City had 10 Concerts in the Park. She believed the program was highly utilized and valued by community members. The program was cut back to six concerts and remains at six this year. She suggested that the Commission consider asking the City Council to reconsiderthe program with respect to incorporating one additional concert. Someone reported to her that the cost of each concert is approximately $2,300 including the band with the net cost to the City after Prop A Funds application of about $2,000.. C/Torres supported VC/Lyons' request for an additional concert. He felt it would be great for the community. C/Liang and C/Chang also offered their support for an additional concert. MARCH 25, 2004 PAGE 5 P&R COMMISSION VC/Lyons moved, Chair/Grundy seconded, to recommend that the City Council add one concert to the Concert in the Park series at a cost of about $2,300. Without objection, the motion was so ordered. 6.2 Recommended Park Improvements for the 2004/05 Fiscal Year Budget. a. Renovation of Summitridge Park softball field and other necessary park improvements. b. Phase I Improvements to Lorbeer Athletic Facilities — Interim Sports Complex. C. Phase III Improvements to Sycamore Canyon Park ADA Retrofit Project e. Peterson and Pantera Park Improvements per Valley Crest recommendations. f. Maple Hill Park replacement pre-school play equipment for tot lot. g. Design ADA retrofit of Paul C. Grow Park. Discussion ensued. Chair/Grundy found it difficult to assimilate the information and felt it may be premature to attempt to prioritize these items tonight. C/Torres agreed. He felt the Commission should have a brainstorming session to discuss these items. At this point, he was most familiar with the Sycamore Canyon project and would have to place it as the number one priority. Chair/Grundy said he would not want to see this list come back during a regularly scheduled meeting. He would prefer to have the list prioritized by site and include the various recommendations made overthe years including updated numbers. In addition, he would prefer more detail with each recommendation. C/ T orres agreed and suggested that the completed items by listed separately. VC/Lyons suggested the items be listed by site with improvements and raw cost numbers. If items became obsolete they should be included with the list of completed items. Chair/Grundy recommended that a special work session be scheduled to deal with this matter. CSD/Rose proposed the Commission meet on Thursday, April 8 for that purpose. The Commissioners concurred. 6.3 Consideration for Policy Regarding Use of City Equipment by Community Groups and Private Organizations — SMA/Arevalo CSD/Rose explained the history of the City lending out equipment to organizations with and without charging fees depending on the purpose of MARCH 25, 2004 PAGE 6 P&R COMMISSION rental. Staff has been approached by individual Council Members requesting staff to put together a policy which allows the City to lend out equipment and states what fees to charge. Staff has reviewed other City policies. Some City policies do not include renting equipment out. They keep their equipment for City use only which reduces damage. Then there are other Cities that rent out equipment for high fee amounts. Staff is requesting from the Commission which direction to proceed in regards to where the Diamond Bar sense of propriety towards City equipment lies. C/Grundy mentioned that his point of view refers to the Diamond Bar Center use policy which is tiered based on various factors. The non-profit organizations from Diamond Bar would have a lower price. Also, no matter which organization rents equipment, we should require a deposit. VC/Lyons wanted to make sure the City is not making a profit from any organization. She liked the idea of a deposit. It is the City's responsibility to check all equipment for damage when it is returned. CSD/Rose mentioned it is a tremendous effort for staff to check all equipment. It takes a least two staff members to complete a thorough inspection. C/Torres mentioned as far as establishing fees, renting equipment should pay the costs borne by the City. Sharing the City's equipment with organizations that bring in revenue to the City will benefit the City. Although, fees that are charged to recover wear and tear are apprapdat. Private users are a category he would not pursue because private rental companies may accommodate their needs. C/Chang agreed with C/Torres. She suggested that all equipment stay in Diamond Bar and that the City should not make a profit. However, she feels the City should be compensated for its costs. C/Liang agreed with C/Torres and C/Chang. CSD/Rose reported that Staff has sufficient information to bring this item back to the next meeting with a more refined recommended policy that reflects what the Commission suggests. 7. ANNOUNCEMENTS: C/Liang said that this was his first meeting and he learned a lot from the Commissioners and Staff. It is a wonderful experience and hopes to do better at his next meeting. C/Chang said it is her first meeting also and she is excited. She has a lot to learn from everybody. C/Torres hada great time at the CPRS Conference in Anaheim. He wanted to thank the City for the dinner and the opportunity to attend. It was very MARCH 25,'2004 PAGE 7 P&R COMMISSION educational. He attended an interesting session on "The Aging of calitornia and Providing Adult Programming" for seniors. Those who worked on the Diamond Bar Center Grand Opening did a fantastic job and the facility makes me proud to be a part of this City. The Staff at our City work really hard and the opening of the Center is a historic moment for the City. Thank you. AYSO has a boys under 12 team going to section tournament which means they are one of the top teams. Cottontail Classic is a 3 day tournament. Potential agenda item for next meeting. When does the Commission reorganize its sub -committees and task force members? CSD/Rose responded to C/Torres' request that the item would be held at the next meeting. VC/Lyons welcomed the new Commissioners. She enjoyed the Diamond Bar Center Grand Opening. Staff did an excellent job providing many things to the residents. It exceeded her expectations. She enjoyed the CPRS Conference in Anaheim. She went to a session on "Destination Parks." She thought of Sycamore Canyon Park. Since we have the Cotton Tail Classic in the City, she hopes that the parks all look really good including the restrooms. Please have them checked during the day. CSD/Rose responded to VC/Lyons request to have restrooms checked during day. It is a cost issue since we do not have staff that work on weekend. The City's Maintenance Company provides maintenance in the morning and we do not charge for the use of the fields so there is no revenue coming in. C/Torres mentioned as a member of the tournament committee, he is aware there are site coordinators at eachrfacifitythat have responsibility for field set up and latrine detail. The volunteers that nun the committee have maintenance supplies. What time are the restrooms normally opened? CSD/Rose said the restrooms normally open between 7-8am. C/Grundy expressed admiration and congratulations to the City for a wonderful community center that is quite an accomplishment. It provides a focal center for the City. Diamond Bar has a lot of spirit in the people and in the community. We have a gorgeous looking building in our City which represents the City well. Everyone involved in the community center from start to finish and those who continue to be involved should be very proud. MARCH 25, 2004 PAGE 8 PSBR COMMISSION ADJOURNMENT: Upon motion of Chair/Grundy, seconded by C/Torres and there being no further business to come before the Parks and Recreation Commission, Chairman Grundy adjourned the meeting at 9:04 p.m. Res,pectfjXy Submitted, "etary Attest: CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER 21865 Copley Drive CALL TO Vice Chairman Grundy called the meeting to order at 7:00 p.m. in the SCAQMD/Govemment Center Building Hearing Board Room, 21865 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Chang led the Pledge of 1. ADMINISTRATION O F OATH O F OFFICE FOR PARKS AND RECREATION COMMISSIONERS - ADMINISTERED BY LYNDA BURGESS, CITY CLERK. 2. SELECTION OF CHAIRPERSON AND VICE CHAIRPERSON FOR COMMISSION. C/Lyons nominated Commissioner Dave Grundy to serve as Chairperson for the Parks and Recreation Commission. There were no other nominations offered. Nominations were closed. Without objection, Commissioner Grundy was unanimously elected to serve as Chairperson of the Parks and Recreation Commission. Chair/Grundy nominated Commissioner Nancy Lyons to serve as Vice Chairperson of the Parks and Recreation Commission. There were no other nominations offered. Nominations were closed. Without objection, Commissioner Nancy Lyons was unanimously elected to serve as Vice Chairperson of the Parks and Recreation Commission. 3. ROLL CALL: Present: Chairman Dave Grundy, Vice Chairman Nancy Lyons, and Commissioners Ling -Ling Chang and Benny Liang and Marty Torres. Staff: Bob Rose, Director of Community Services; Anthony Jordan, Parks and Maintenance Supervisor; Teresa Arevalo, Senior Management Analyst; Ryan Wright, Recreation Supervisor; Ryan McLean, Recreation Coordinator and Marisa Somenzi, Administrative Assistant. MARCH 25, 2004 PAGE 2 P&R COMMISSION PRESENTATION OF YOUTH BASKETBALL SPORTSMANSHIP AWARDS: Presentation by RS/Wright. RECESS: Chair/Grundy recessed the meeting at 7:15 p.m. RECONVENE: Chair/Grundy reconvened the meeting at 7:22 p.m. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 3. CONSENT CALENDAR 3.1 Regular Meeting Minutes for February 26, 2004. VC/Lyons moved, Chair/Grundy seconded, to approve the minutes as VC/Lyons asked how many of the 450 interviews were completed and how many were not. CSD/Rose explained that no such statistics were compiled. If a survey was. not completed it was completely disregarded and the surveyor merely moved on to the next survey. Chair/Grundy asked if the survey was now providing direction for the Youth Master Plan? CSD/Rose indicated that this survey is one piece of data in the process. Staff is currently verifying the telephone survey information with student participation surveys. VC/Lyons and CSD/Rose discussed the lack of participation at DBHS. VC/Lyons offered to intercede with school officials on behalf of the City. C/Torres agreed with VC/Lyons about the lack of data regarding the quality of the survey. CSD/Rose offered to bring the survey company's representative to the next meeting to discuss the survey process. 3.3 Transmittal of Parks and Recreation Commission Handbook. 4. INFORMATIONAL ITEMS MARCH 25, 2004 PAGE 3 P&R COMMISSION 4.2 Recreation Program Report -RS/Wright VC/Lyons suggested that Round Table Pizza be recognized for donating pizza parties. CSD/Rose said he would forward the recommendation to the City Council for recognition of Round Table Pizza as Business of the Month. 4.3 Diamond Bar Community Foundation Oral Report - C/Torres. C/Torres reported, that for the portion of the meeting he attended he observed the members to be enthusiastic and energetic under the capable Chairmanship of Ling -Ling Chang. He said he looked forward to participating in the group and learning more about the Foundation. Most of the discussion centered on the Foundation's participation in the grand opening ceremonies for the Diamond Bar 4.4 C.I.P. Program Report - CSD/Rose a. Diamond Bar Center CSD/Rose congratulated the Diamond Bar Community Foundation for their sirjnificant effort in creating the the walkway, a very moving display. In preparation for tomorrow night's dinner celebration staff members and the building contractor are attending to last minute details. b. Trail Development at Sycamore Canyon Park c. Summitridge Park d. Starshine Park Improvements e. Sycamore Canyon Park Improvements - Phase II Chair/Grundy asked about consideration of reconvening the Phase III Ad Hoc Committee. (See New Business Item 6.2 - 3.) 4.5 Sports Complex Task Force update - C/Torres and Chair/Grundy C/Torres reported that the Task Force held its final meeting and reviewed the final report for its recommendation to the City Council. C/Torres reported that the guidelines are designed to preclude improper field use and outline procedures for notification by staff about whether the fields are determined to be suitable for use under MARCH 25, 2004 PAGE 4 P&R COMMISSION advised to contact the City after 2:00 p.m. Monday through Friday to receive the City's assessment of field play availability. On weekends, the City is responsible for deciding whether the fields are usable by 9:00 a.m. If fields were unusable, temporary signs would be placed advising conditions. C/Torres asked if the procedure could be tightened up to ensure proper field use and minimal damage. CSD/Rose reported that staff was including a budget request for an automatic lighting system that would allow staff to remotely control field access. C/Torres asked if the document should be C/Torres and Chair/Grundy offered to serve on a subcommittee to review the document. CSD/Rose stated the matter would be placed on April 22 agenda for consideration. Peterson C/Torres. TBD Ma le Hill C/Liang TBD Ronald Reagan C/Chan TBD Additional park visits will be schedule after completion and discussion of the above scheduled park visits. 6. NEW BUSINESS: 6.1 Consideration for Additional Concert for Summer Series. VC/Lyons stated that during the February 26 meeting she requested this matter be discussed. In 2002 the City had 10 Concerts in the Park. She believed the program was highly utilized and valued by community members. The program was cut back to six concerts and remains at six this year. She suggested that the Commission consider asking the City Council to reconsider the program with respect to incorporating one additional concert. Someone reported to her that the cost of each concert is approximately $2,300 including the band with the net cost to the City after Prop A Funds application of about $2,000. C/Torres supported VC/Lyons' request for an additional concert. He felt it would be great for the community. C/Liang and C/Chang also offered their support for an additional concert. MARCH 25, 2004 PAGE 5 P&R COMMISSION VC/Lyons moved, Chair/Grundy seconded, to recommend that the City Council add one concert to the Concert in the Park series at a cost of about $2,300. Without objection, the motion was so ordered. 6.2 Recommended Park Improvements for the 2004/05 Fiscal Year Budget. a. Renovation of Summitridge Park softball field and other necessary park improvements. b. Phase I Improvements to Lorbeer Athletic Facilities - Interim Sports Complex. c. Phase III Improvements to Sycamore Canyon Park ADA Retrofit Project e. Peterson and Pantera Park Improvements per Valley Crest recommendations. f. Maple Hill Park replacement pre-school play equipment for tot lot. g. Design ADA retrofit of Paul C. Grow Park. Discussion Chair/Grundy found it difficult to assimilate the information and felt it may be premature to attempt to prioritize these items tonight. C/Torres agreed. He felt the Commission should have a brainstorming session to discuss these items. At this point, he was most familiar with the Sycamore Canyon project and would have to place it as the number one priority. Chair/Grundy said he would not want to see this list come back during a regularly scheduled meeting. He would prefer to have the list prioritized by site and include the various recommendations made over the years including updated numbers. In addition, he would prefer more detail with each recommendation. CT orres agreed and suggested that the completed items by listed separately. VC/Lyons suggested the items be listed by site with improvements and raw cost numbers. If items became obsolete they should be included with the list of completed items. Chair/Grundy recommended that a special work session be scheduled to deal with this matter. CSD/Rose proposed the Commission meet on Thursday, April 8 for that purpose. The Commissioners concurred. 6.3 Consideration for Policy Regarding Use of City Equipment by CSD/Rose explained the history of the City lending out equipment to organizations with and without charging fees depending on the MARCH 25, 2004 PAGE 6 P&R COMMISSION rental. Staff has been approached by individual Council Members requesting staff to put together a policy which allows the City to lend out equipment and states what fees to charge. Staff has reviewed other City policies. Some City policies do not include renting equipment out. They keep their equipment for City use only which reduces damage. Then there are other Cities that rent out equipment for high fee amounts. Staff is requesting from the Commission which direction to proceed in regards to where the Diamond Bar sense of propriety towards City equipment lies. C/Grundy mentioned that his point of view refers to the Diamond Bar Center use policy which is tiered based on various factors. The non- profit organizations from Diamond Bar would have a lower price. Also, no matter which organization rents equipment, we should require a deposit. VC/Lyons wanted to make sure the City is not making a profit from any organization. She liked the idea of a CSD/Rose mentioned it is a tremendous effort for staff to check all equipment. It takes a least two staff members to complete a thorough inspection. C/Torres mentioned as far as establishing fees, renting equipment should pay the costs borne by the City. Sharing the City's equipment with organizations that bring in revenue to the City will benefit the City. Although, fees that are charged to recover wear and tearare approprlatw. Private users are a category he would not pursue because private rental companies may accommodate their needs. C/Chang agreed with C/Torres. She suggested that all equipment stay in Diamond Bar and that the City should not make a profit. However, she feels the City should be compensated for its costs. C/Liang agreed with C/Torres and C/Chang. CSD/Rose reported that Staff has sufficient information to bring this item back to the next meeting with a more refined recommended policy that 7. ANNOUNCEMENTS: C/Liang said that this was his first meeting and he learned a lot from the Commissioners and Staff. It is a wonderful experience and hopes to do better at his next meeting. C/Chang said it is her first meeting also and she is excited. She has a lot to learn from everybody. C/Torres had a great time at the CPRS Conference in Anaheim. He wanted to thank the City for the dinner and the opportunity to attend. It was very MARCH 25, 2004 PAGE 7 P&R COMMISSION educational. He attended an interesting session on "The Aging of California and Providing Adult Programming" for seniors. Those who worked on the Diamond Bar Center Grand Opening did a fantastic job and the facility makes me proud to be a part of this City. The Staff at our City work really hard and the opening of the Center is a historic moment for the City. Thank you. AYSO has a boys under 12 team going to section tournament which means they are one of the top teams. Cottontail Classic is a 3 day tournament. Potential agenda item for next meeting. When does the Commission reorganize its sub -committees and task force members? CSD/Rose responded to C/Torres' request that the item would be held at the next meeting. VC/Lyons welcomed the new Commissioners. She enjoyed the Diamond Bar Center Grand Opening. Staff did an excellent job providing many things to the residents. It exceeded her expectations. She enjoyed the CPRS Conference in Anaheim. She went to a session on "Destination Parks." She thought of Sycamore Canyon Park. Since we have the Cotton Tail Classic in the City, she hopes that the parks all look really good including the restrooms. Please have them checked during the day. CSD/Rose responded to VC/Lyons request to have restrooms checked during day. It is a cost issue since we do not have staff that work on weekend. The City's Maintenance Company provides maintenance in the morning and we do not charge for the use of the fields so there is no revenue coming in. C/Torres mentioned as a member of the tournament committee, he is aware there are site coordinators at eacttfacitity that have responsibility for field set up and latrine detail. The volunteers that run the committee have maintenance supplies. What time are the CSD/Rose said the restrooms normally open between 7-8am. C/Grundy expressed admiration and congratulations to the City for a wonderful community center that is quite an accomplishment. It provides a focal center for the City. Diamond Bar has a lot of spirit in the people and in the community. We have a gorgeous looking building in our City which represents the City well. Everyone involved in the community center from start to finish and those who continue to be involved should be very proud. MARCH 25, PAGE W": ADJOURNMENT: Upon motion of Chair/Grundy, seconded by C/Torres and there being no further business to come before the Parks and Recreation Commission, Chairman Grundy adjourned the meeting at 9:04 p.m. se Attest amittea,