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HomeMy WebLinkAbout01/26/2006 PRC MinutesCITY 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 JANUARY 26, 2006 CALL TO ORDER: Chairman Nancy Lyons called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the SCAQMD/Government Center Building Hearing Board Room, 21865 Copley Drive, Diamond Bar, California 91765. PLEDGE OF ALLEGIANCE: Commissioner Owens led the Pledge of Allegiance. 1. ROLL CALL: Present: Chairman Nancy Lyons, Vice Chairman Dave Grundy and CommissionerTed Owens. Commissioners Ling -Ling Chang and Benny Liang were excused. Staff Present: Bob Rose, Director of Community Services; Anthony Jordan, Parks and Maintenance Superintendent; Ryan Wright, Recreation Supervisor; Alison Meyers, Recreation Specialist and Marisa Somenzi, Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As Listed in the Agenda and reported by CSD/Rose. 1. CONSENT CALENDAR 1.1 Approval of Minutes of November 17, 2005 Regular Meeting. VC/Grundy moved, C/Owens seconded to approve the Minutes of the Regular Meeting of November 17, 2005. Without objection, the motion was so ordered with C/Chang and C/Liang being absent. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Report — RS/Wright VC/Grundy asked what is "Yes, It's Ceiling Tile Art" and who comes up with these types of events. RS/Wright said he would have to check with RS/Murphy. VC/Grundy said he loved off-the-wall humor and would love to know who came up with the idea. VC/Grundy said the USS Midway tourwas great and he would highly recommend it. VC/Grundy asked if staff kept stats on how many individuals were turned away from programs due to overbooking. RS/Wright explained that staff maintains a "wait" list and JANUARY 26, 2006 PAGE 2 P&R COMMISSION contacts individuals when a spot becomes available during the season as well as modifies the numbers for the next season based on last year's interest. C/Owens asked what time the Easter Egg Hunt would take place and RS/Wright responded that the hunt takes place at 10:00 a.m. A Pancake Breakfast is served beginning at 8:30 a.m. and pictures of kids with the Easter Bunny are taken throughout the day. C/Owens asked what time the youth basketball games start on Saturday. RS/Wright responded that there are two sites and both begin their games at 8:30 with the last game at 4:30 p.m. with games played every hour. CSD/Rose explained to C/Owens that the senior groups are open membership and have their own rules and regulations. The groups run their own programs and the City runs a program that includes all seniors. In fact, groups outside of the City are looking at changing their incorporation papers so they can be D.B. based. CSD/Rose responded to Chair/Lyons that there is enough time available to accommodate additional groups. If the senior program is D.B. based and incorporated the group can sign up to use the facility. If there is a time conflict the group that has more participants takes priority. Chair/Lyons stated that a senior class instructor failed to show. CSD/Rose responded to Chair/Lyons that the Summer Day Camp program would be held at Heritage Park. RS/Wright read the description of the "Yes, It's Ceiling Tile Art" program. CSD/Rose indicated to VC/Grundy that it is usually the instructor that comes to the City with the idea for a program. Chair/Lyons said she had been watching the rapid forward movement of Pomona's Youth Master Plan. She felt it would be good to have the July 4th Fireworks show at D.B.H.S. Chair/Lyons wondered if itwould be a good idea to add a second night per week for the adult volleyball program. RS/Wright said staff would like to add another night but that the facility was not available. Chair/Lyons said the Winter Snow Fest was excellent and felt that Santa Claus and Mrs. Claus did a very good job and should receive a thank - you note from the Commission. Chair/Lyons also wanted to know if thank - you notes were sent to event sponsors as recommended by C/Owens. 2.2 Diamond Bar Community Foundation Oral Report — None Offered. 2.3 Youth Master Plan Oral Report — RS/Meyers reported the collaborative met on four occasions and named the group "D.B. 4 Youth." The 4 stands for Activity, Opportunity, Community and Diversity. Last Monday the youth met and names themselves "DB 4 Youth In Action." The first thing the youth wanted to do was a middle school dance and decided to do the dance in September so that they could start the events with a high school dance in May. The proms and other high school events are very expensive and the youth decided they would like to have a more casual and less expensive JANUARY 26, 2006 PAGE 3 P&R COMMISSION event while bringing together both of the high schools. The discussion included how the group might be able to incorporate youth from the private schools as well. The one night the group selected was by chance available at the Diamond Bar Center so the event is penciled in and plans are moving forward. In addition, the National League of Cities has asked the City hold monthly conference calls with them. She asked for participation by the Commissioners and thanked VC/Grundy for his participation with the collaborative. The National League of Cities will be in D.B. on April 3 and 4 and have asked to participate in the City Council meeting. In addition, they will be performing their site visit on April 5 and 6 and staff intends to schedule a meeting with the collaborative at that time. The National League of Cities uses the D.B. Youth Master Plan as an example for all of the cities with which they are working. RS/Meyers said that she had shared some of her concerns with the National League of Cities such as the fact that staff and the Commissioners were concerned about how to initially move forward and that the Walnut Unified School District had not adopted the plan. They said they would offer suggestions as to how to overcome those obstacles. Any input from the Commissioners would be greatly appreciated. RS/Meyers responded to Chair/Lyons that staff requested a study session with Walnut Unified School District. Chair/Lyons said that Dean Conklin left and she offered to send an email to see who was assuming this project. CSD/Rose said it was possible that other board members felt there was no need to get back to D.B. staff until March when the new board was settled in. RS/Meyers stated that the youth collaborative would be making a presentation about the dance to the adult collaborative on Monday at 4:30 in Room CC -3. Chair/Lyons asked if the City had money set aside for the dance. CSD/Rose explained that the U.S. Department of Education grantwould be considered. RS/Meyers said that the group discussed how they would pay for events and thought about running a game booth or ride at the City's Birthday Celebration to raise funds. 2.4 Parks Report — PMS/Jordan recapped recent projects and invited the Commissioners to schedule park walk-throughs. Chair/Lyons asked that AA/Somenzi communicate on this matter with all Commissioners via email. 2.5 CIP Program Report — CSD/Rose a. Trail and Trail Head Development at Sycamore Canyon Park—RS/Wright reported that the project was finished. CSD/Rose stated that a dedication ceremony was tentatively slated for Saturday, February 25 at 10:00 a.m. b. Picnic Shelters at Pantera Park — AA/Somenzi reported that the project was completed at the beginning of December and there were now two JANUARY 26, 2006 PAGE 4 P&R COMMISSION beautiful sheltered picnic tables at the back of the park and that they were available by reservation. c. Sycamore Canyon Park ADA Retrofit — Phase III — Staff presented a conceptual plan exhibit to the Commission. In addition to the two completed phases, the retaining wall must be replaced and new equipment and patio area installed. The City budgeted about $1 million for the project and construction should commence within two to three months. d. Lorbeer Ball Field — Artificial Turf/Restrooms — Still awaiting response from the Pomona Unified School District and staff were looking at various alternatives. e. Paul C. Grow Park — Staff is meeting with Purkiss-Rose next week to discuss their conceptual plan. At its last meeting the City Council allocated about $100,000 of CDBG funds for the ADA portion of the project and staff will request additional funds from the City's General Fund for park improvements. f. Design of Restroom/Storage Building at Pantera Park — RJM Design Group is working on the conceptual plans for the February Commission meeting. g. Design of Trail Access Points — Group Delta is designing the trail access points at Clear Creek Canyon and at Steep Canyon up to the Diamond Bar Center at Summitridge Mini -Park. Staff intends to update the Commission on the progress of the project at its February 23 meeting. 3. OLD BUSINESS: 3.1 Review of Athletic Facilities Use and Allocation Process. VC/Grundy and C/Owens met with staff to review the existing policy and recommend a simple change to add text that differentiates the participants of D.B. residents to wit: The groups that have 60 percent or greater D.B. resident participation will be included in the first tier selection. Groups with less than 60 percent would be included in the second tier. RS/Wright presented staff's report and recommended that after review of the proposed language for qualifying user groups the Commission set a March date for consideration for approval to allow time for the D.B. based organizations to be invited to participate. Chair/Lyons asked for clarification of Page 6, Item 1.a. 2) and CSD/Rose responded that the first priority for allocation was whether the group had 60 percent D. B. residents and then staff would consider the number of participants. C/Owens asked if the document needed to define "resident." VC/Grundy felt that a "resident" must live in D.B. C/Owens felt the document should include the definition and RS/Wright agreed. Chair/Lyons thanked the subcommittee and staff for their work on this item JANUARY 26, 2006 PAGE 5 P&R COMMISSION CSD/Rose said the document will be presented for public input at the March 23 Commission meeting, with the Commission's concurrence. The Commission concurred to receive staff's report in February and then to schedule the item for public discussion at the March 23, 2006 Commission meeting. 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: Chair/Lyons congratulated RS/Meyers for her perseverance. She congratulated CSD/Rose on his recognition by the Diamond Bar Community Foundation as "Community Hero" at their December gala. CSD/Rose announced that at the CPRS Conference in March D.B. would receive the Award of Excellence for the Diamond Bar Center design. Reservations are being accepted for the Saturday night March 18 dinner at the Doubletree Inn in Ontario. All commissioners are invited to attend and should notify AA/Somenzi of their intent. VC/Grundy said he would like to attend. ADJOURNMENT: Upon motion by VC/Grundy, seconded by C/Owens and with no further business before the Parks & Recreation Commission, Chair/Lyons adjourned the meeting at 8:20 p.m. Respec full mitted, B b o e, Secretary Attest: 6 1 ' 1 Nancy L o s, Chair an