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HomeMy WebLinkAbout10/28/2004 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREA" 1N COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D.ITK— GOVERNMENT CENTER 21865 Copley Drive OCTOBER 28, 2004 CALL TO ORDER: Chairman Grundy called the Parks and Recreation Commission 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: Vice Chairman Lyons led the Pledge of Allegiance. 1. ROLL CALL: Present: Chairman Dave Grundy, Vice Chairman Nancy Lyons and Commissioner Benny Liang Commissioners Ling -Ling Chang and Marty Torres were excused. Staff: Bob Rose, Director of Community Services; Teresa Ilasin, Senior Management Analyst; Bryan Petroff, Parks and Maintenance Supervisor (DBC); Ryan Wright, Recreation Supervisor and Marisa Somenzi, Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR 1.1 Minutes for the September 23, 2004 Regular Meeting. C/Liang moved, VC/Lyons seconded to approve the September 23, 2004 minutes as presented. Without objection, the motion was so ordered with C/Chang and C/Torres being absent. 2. INFORMATIONAL ITEMS 2.1 Youth Master Plan update — CSD/Rose 2.2 Recreation Program Report — RS/Wright OCTOBER 28, 2004 PAGE 2 P&R COMMISSION Chair/Grundy asked if the Aqua Caliente Casino trips were revenue neutral or subsidized. CSD/Rose responded that the City pays for transportation from County Prop A Funds and the fee collected reimburses the General Fund. Chair/Grundy felt that a monthly excursion would probably sell out. He suggested that seniors be approached to pay a little more to eliminate any costs borne by the City. CSD/Rose said he believed that for some trips the casino would most likely pay for the transportation. VC/Lyons thanked staff for her VIP pass and said she looked forward to visiting the Haunted House. When she visited Glendora High School recently she discovered that the City holds an "in the sand" volleyball tournament for which the school brings in sand for six courts of play. She thought it would be a fun event for D.B. to consider because volleyball is a popular sport. 2.3 Diamond Bar Community Foundation Oral Report. CSD/Rose reported that the Foundation will be holding a fundraising gala event at the Diamond Bar Center on November 13, 2004. Tickets are available for sale at $100 per ticket for individuals and $175 per couple. 2.4 C.I.P. Program Report .- CSD/Rose a. Diamond Bar Center CSD/Rose reported that a number of improvements were slated for the Center: Add security cameras, install electric doors at the entry, install gates above the lower parking lot, add lights on the west patio behind the stage, install window shades to prevent sunlight intrusion and install and maintain landscape materials at Summitridge Park and Summitridge mini -park (work in progress by Valley Crest). PMS/Petroff responded to VC/Lyons that the weeds in the parking lot were in the process of being removed. In f act, work at t his a rea started last Saturday afternoon. b. Trail & Trail Head Development at Sycamore Canyon Park CSD/Rose reported that the plans and specifications came back from plan check today and were ready to go out to the Rivers and Mountains Conservancy early next week. Once the plans and specs were approved the project would go out to bid. C. Summitridge Park Restroom and Tot Lot Development CSD/Rose reported that plans and specs were 99% complete and the - project was proposed to go out to bid within the next 30 days. d. Picnic Shelter at Pantera Park OCTOBER 28, 2004 PAGE 3 P&R COMMISSION CSD/Rose explained that once the roof tiles had been selected the project would go out to bid. e. Sycamore Canyon Park ADA Retrofit — Phases I I and II I CSD/Rose stated that Hirsch and Associates was finalizing the plans and specs for Phase II and the project should be out to bid within the next 30 days. Hirsch was also working on the plans and specs for Phase III. Chair/Grundy and VC/Lyons requested to be included in the Phase III discussion. CSD/Rose agreed and stated that the Phase III plans were unchanged except that the building has been pulled out. Staff was considering the possibility of moving the Day Camp program to Heritage Park next summer. CSD/Rose indicated to VC/Lyons that the City looks for grants and then assigns the writing thereof to grant writers. f. Starshine Park ADA Retrofit CSD/Rose reported that the plans were checked by the City's Building and Safety Department and when a replacement copy of the electrical plans is received, the project will go out to bid. g. Lorbeer Ball Field — Artificial Turf (See Grant Request for Sports Complex) 2.5 Grant Request for Sports Complex CSD/Rose explained that the grant application was due on Thursday, November 5. The City planned to fund artificial turf for the football field and use those funds as matching funds for the $1 million state grant. The grant would fund artificial turf for the upper field as well as the extension of the parking lot along Diamond Bar Boulevard. 2.6 Report on AB 2404 — Youth sports RSIWright explained that AB 2404 was an extension of Title IX to cities requiring cities to offer equal space and opportunities for both males and females. He indicated that staff was working with the City Attorney and the California Parks and Recreation Society to make certain that D.B. was in compliance with AB 2404. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Schedule of Commission meeting for November and December 2004. The Commission concurred to schedule the November meeting on November 18 and to go dark in December due to an anticipated lack of quorum. OCTOBER 28, 2004 PAGE 4 P&R COMMISSION 4.2 AYSO request for Storage Facility at Pantera Park. CSD/Rose presented staffs report and explained AYSO's proposal. He asked for Commission action as deemed appropriate. Chair/Grundy asked if staff recommended a certain site and CSD/Rose responded that he would prefer to locate the facility behind the Tot Lot. VC/Lyons asked for a visual to show the proposed location. Darrell May said that AYSO had saved money overtime and felt that to bring the Diamond Bar organization in line with surrounding regions a building to store a Cushman cart or small electrical vehicle for transportation of equipment across the field would be in order. The reason for requesting electrical was that AYSO preferred to purchase an electrical vehicle that would produce less noise and would travel at a slower rate of speed. Since Pantera Park was a principal location for AYSO that is where they would prefer to locate the building. The $35,000 budget amount was a "ballpark" figure and AYSO would need to coordinate with the City to determine the actual cost. In addition, he proposed that the building be aesthetically integrated with the surrounding buildings and include appropriate landscaping. He stated that AYSO was very willing to work with other organizations to coordinate the use of the building. However, AYSO's needs would be satisfied by a 200 square foot building with a roll up door. Chair/Grundy asked who would have ownership of the building. CSD/Rose stated that the City would own the building if constructed in a park. Mr. May agreed and said that AYSO was seeking a long-term lease/easement for use only. CSD/Rose suggested a joint powers agreement to allocate multi -use by AYSO and possibly girls softball and the City. Mr. May indicated to VC/Lyons that AYSO would need to make a final decision based on cost. If for instance the building cost was $70,000 AYSO would most likely opt for a smaller storage container in order to stay within the $35,000 budget amount..He further stated that AYSO's first choice for location would be above the picnic area because it offered a great location for watching the games. VC/Lyons moved, C/Liang seconded to recommend consideration of conceptual plan for AYSO's proposal in order to allow for easier access by volunteers. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Liang, VC/Lyons, Chair/Grundy NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: Chang, Torres Chair/Grundy recommended that during the next field allocation meeting this matter be discussed to determine whether any of the other athletic groups were interested in partnering on this type of venture. OCTOBER 28, 2004 PAGE 5 P&R COMMISSION 5. ANNOUNCEMENTS: C/Liang asked if any of the City's parks had suffered damage from the excessive rainfall. CSD/Rose responded that the only damage was caused by four -wheelers whose drivers decided to run over the fields in Pantera and Peterson parks when the fields were wet. He said that based on information provided about the four -wheelers the Sheriffs Department was investigating the matter. VC/Lyons asked that the City Birthday Party be added to the agenda each month from this point forward. She reported that the committee held its first meeting last week. VC/Lyons asked what happened to the sportsmanship photographs. CSD/Rose said that like the photos taken during City Council meetings the items go into archives for the City's record. VC/Lyons felt the Commission should begin the park walkthroughs in the near future and most especially Summitridge Park. VC/Lyons reported that CSD/Rose completed the D.B. 5K run. She complimented RS/Wright for his hard work and good demeanor during the 5K run and she also thanked Scott and Roger for their assistance. Chair/Grundy asked if the City had received word on the library grant. CSD/Rose responded that the City would be notified around November 29. VC/Lyons reported that on Tuesday, she, M/Zirbes, DCM/Doyle and LA/Clarke traveled to Sacramento to discuss the library grant proposal. The group transported six sets of 2000 individually written letters requesting grant funds for a new library. At each of the five offices they visited they dropped off a bound set of letters and spoke with the officials about the City's proposal. The State Treasurer was very impressed that the Trail went from Sycamore Canyon Park up to the proposed library site. CSD/Rose said that, in response to this observation, staff has sent the state a copy of the City's Trails Master Plan. ADJOURNMENT: Upon motion by VC/Lyons, seconded by C/Liang and there being no further business before the Parks & Recreation Commission, Chair/Grundy adjourned the meeting at 7:57p.m. Respe tfull. S bmitted, Bo sb, geNetary CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREP-'-)N COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D./Th GOVERNMENT CENTER 21865 Copley Drive OCTOBER 28, 2004 CALL TO Chairman Grundy called the Parks and Recreation Commission 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: Vice Chairman Lyons led the Pledge of Allegiance. 1. ROLL CALL: Present: Chairman Dave Grundy, Vice Chairman Nancy Lyons and Commissioner Benny Liang Commissioners Ling -Ling Chang and Marty Torres were excused. Staff: Bob Rose, Director of Community Services; Teresa Ilasin, Senior Management Analyst; Bryan Petroff, Parks and Maintenance Supervisor (DBC); Ryan Wright, Recreation Supervisor and Marisa Somenzi, Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. 2. INFORMATIONAL ITEMS minutes as presented. Without objection, the motion was so ordered with C/Chang and C/Torres being absent. 2.1 Youth Master Plan update - CSD/Rose 2.2 OCTOBER 28, 2004 PAGE 2 P&R COMMISSION Chair/Grundy asked if the Aqua Caliente Casino trips were revenue neutral or subsidized. CSD/Rose responded that the City pays for transportation from County Prop A Funds and the fee collected reimburses the General Fund. Chair/Grundy felt that a monthly excursion would probably sell out. He suggested that seniors be approached to pay a little more to eliminate any costs borne by the City. CSD/Rose said he believed that for some trips the casino would most likely pay for the transportation. VC/Lyons thanked staff for her VIP pass and said she looked forward to visiting the Haunted House. When she visited Glendora High School recently she discovered that the City holds an "in the sand" volleyball tournament for which the school brings in sand for six courts of play. She thought it would be a fun event for D.B. to consider because volleyball is a 2.3 Diamond Bar Community Foundation Oral Report. CSD/Rose reported that the Foundation will be holding a fundraising gala event at the Diamond Bar Center on November 13, 2004. Tickets are available for sale at $100 per ticket for individuals and $175 per couple. 2.4 C.I.P. Program Report •- CSD/Rose a. Diamond Bar Center CSD/Rose reported that a number of improvements were slated for the Center: Add security cameras, install electric doors at the entry, install gates above the lower parking lot, add lights on the west patio behind the stage, install window shades to prevent sunlight intrusion and install and maintain landscape materials at Summitridge Park and Summitridge mini -park (work in progress by PMS/Petroff responded to VC/Lyons that the weeds in the parking lot were in the process of being removed. In f act, work a t t his area started last Saturday afternoon. b. Trail & Trail Head Development at Sycamore Canyon Park CSD/Rose reported that the plans and specifications came back from plan check today and were ready to go out to the Rivers and Mountains Conservancy early next week. Once the plans and specs were approved the project would go out to bid. c. Summitridge Park Restroom and Tot Lot Development CSD/Rose reported that plans and specs were 99% complete and the project was proposed to go out to bid within the next 30 days. d. Picnic Shelter at Pantera Park OCTOBER 28, 2004 PAGE 3 P&R COMMISSION CSD/Rose explained that once the roof tiles had been selected the project would go out to bid. e. Sycamore Canyon Park ADA Retrofit - Phases II and III CSD/Rose stated that Hirsch and Associates was finalizing the plans and specs for Phase II and the project should be out to bid within the next 30 days. Hirsch was also working on the plans and specs for Phase III. Chair/Grundy and VC/Lyons requested to be included in the Phase III discussion. CSD/Rose agreed and stated that the Phase III plans were unchanged except that the building has been pulled out. Staff was considering the possibility of moving the Day Camp program to Heritage Park next summer. CSD/Rose indicated to VC/Lyons that the City looks for grants and then assigns the writing thereof to grant writers. f. Starshine Park ADA Retrofit CSD/Rose reported that the plans were checked by the City's Building and Safety Department and when a replacement copy of the electrical plans is received, the project will go out to bid. 9 Lorbeer Ball Field - Artificial Turf (See Grant Request for Sports Complex) 2.5 Grant Request for Sports Complex CSD/Rose explained that the grant application was due on Thursday, November 5. The City planned to fund artificial turf for the football field and use those funds as matching funds for the $1 million state grant. The grant would fund artificial turf for the upper field as well as the extension of the parking lot along Diamond Bar Boulevard. 2.6 Report on AB 2404 - Youth sports RS/Wright explained that AB 2404 was an extension of Title IX to cities requiring cities to offer equal space and opportunities for both males and females. He indicated that staff was working with the City Attorney and the California Parks and Recreation Society to make certain that D.B. was in compliance with AB 2404. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Schedule of Commission meeting for November and December 2004. The Commission concurred to schedule the November meeting on November 18 and to go dark in December due to an anticipated lack of quorum. OCTOBER 28, 2004 PAGE 4 P&R COMMISSION 4.2 AYSO request for Storage Facility at Pantera Park. CSD/Rose presented staffs report and explained AYSO's proposal. He asked for Commission action as deemed appropriate. Chair/Grundy asked i f staff recommended a certain site and CSD/Rose responded that he would prefer to locate the facility behind the Tot Lot. VC/Lyons asked for a visual to show the proposed Darrell May said that AYSO had saved money overtime and felt that to bring the Diamond Bar organization in line with surrounding regions a building to store a Cushman cart or small electrical vehicle for transportation of equipment across the field would be in order. The reason for requesting electrical was that AYSO preferred to purchase an electrical vehicle that would produce less noise and would travel at a slower rate of speed. Since Pantera Park was a principal location for AYSO that is where they would prefer to locate the building. The $35,000 budget amount was a "ballpark" figure and AYSO would need to coordinate with the City to determine the actual cost. In addition, he proposed that the building be aesthetically integrated with the surrounding buildings and include appropriate landscaping. He stated that AYSO was very willing to work with other organizations to coordinate the use of the building. However, AYSO's needs would be Chair/Grundy asked who would have ownership of the building. CSD/Rose stated that the City would own the building if constructed in a park. Mr. May agreed and said that AYSO was seeking a long-term lease/easement for use only. CSD/Rose suggested a joint powers agreement to allocate multi -use by AYSO and possibly girls softball and the City. Mr. May indicated to VC/Lyons that AYSO would need to make a final decision based on cost. If for instance the building cost was $70,000 AYSO would most likely opt for a smaller storage container in order to stay within the $35,000 budget amount. He further stated that AYSO's first choice for location would be above the picnic area because it offered a great location for watching the games. VC/Lyons moved, C/Liang seconded to recommend consideration of conceptual plan for AYSO's proposal in order to allow for easier access by volunteers. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Liang, VC/Lyons, Chair/Grundy NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: Chang, Torres Chair/Grundy recommended that during the next field allocation meeting this matter be discussed to determine whether any of the other athletic groups were interested in partnering on this type of venture. OCTOBER 28, 2004 PAGE 5 P&R COMMISSION 5. ANNOUNCEMENTS: C/Liang asked if any of the City's parks had suffered damage from the excessive rainfall. CSD/Rose responded that the only damage was caused by four -wheelers whose drivers decided to run over the fields in Pantera and Peterson parks when the fields were wet. He said that based on information provided about the four -wheelers the Sheriffs Department was investigating the matter. VC/Lyons asked that the City Birthday Party be added to the agenda each month from this point forward. She reported that the committee held its first meeting last week. VC/Lyons asked what happened to the sportsmanship photographs. CSD/Rose said that like the photos taken during City Council meetings the items go into archives for the City's record. VC/Lyons felt the Commission should begin the park walkthroughs in the near future and most especially Summitridge Park. VC/Lyons reported that CSD/Rose completed the D.B. 5K run. She complimented RS/Wright for his hard work and good demeanor during the 5K run and she also thanked Scott and Roger for their assistance. Chair/Grundy asked if the City had received word on the library grant. CSD/Rose responded that the City would be notified around November 29. VC/Lyons reported that on Tuesday, she, M/Zirbes, DCM/Doyle and LA/Clarke traveled to Sacramento to discuss the library grant proposal. The group transported six sets of 2000 individually written letters requesting grant funds for a new library. At each of the five offices they visited they dropped off a bound set of letters and spoke with the officials about the City's proposal. The State Treasurer was very impressed that the Trail went from Sycamore Canyon Park up to the proposed library site. CSD/Rose said that, in response to this observation, staff has sent the state a copy of the City's Trails Master Plan. ADJOURNMENT: Upon motion by VC/Lyons, seconded by C/Liang and there being no further business before the Parks & Recreation Commission, Chair/Grundy adjourned the meeting at 7:57p.m. Respe?tfully S/Jbmitted, H If B `4 0