Loading...
HomeMy WebLinkAbout05/22/2008 PRC MinutesJ CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION S.C.A.Q.M.D./THE GOVERNMENT CENTER HEARING BOARD ROOM 21865 Copley Drive Diamond Bar, CA 91765 May 22, 2008 CALL TO ORDER: Chairman Low called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the SCAOMD/Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, Vice Chairman Lew Herndon and Chairman Ruth Low. Commissioner Benny Liang arrived at 7:05 p.m. Staff Present: Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Supervisor II; Marcy Hilario, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As Listed in the agenda and reported by PMS/Jordan. 1. CONSENT CALENDAR Approval of Minutes for the April 24, 2008 Regular Meeting. VC/Herndon moved, C/Grundy seconded, to approve the Minutes of the April 24, 2008 Regular meeting as presented. Without objection, the motion was so ordered with C/Liang abstaining. 2. INFORMATIONAL ITEMS 2.1 RECREATION PROGRAM REPORT — RSII/Murphey C/Owens asked if the proposal for 2008 applied to existing or new contract instructors and RSII/Murphey responded that it applied to all instructors for existing and new classes. RSII/Murphey said she did not ' believe it had been a problem for residents with the City accepting non- resident registration. RSII/Murphey responded to C/Owens that adult basketball games are held on Sundays from noon to 9:00 p.m. Typically, there are six leagues. C/Grundy asked if Heritage rentals actually netted a profit and MAY 22, 2008 PAGE 2 P&R COMMISSION RSII/Murphey indicated no — that it should indicate "revenue" for all facilities. VC/Herndon asked how the revenue of $76,000 for the Spring Contract Classes compared with previous years. RSII/Murphey explained that there was about a 10 percent increase from year to year during the previous two years due to increased activities and more enrolment. C/Owens recommended the Commission regularly thank donors as a standard practice. Commissioners concurred as long as donors continued to be declared in the report. VC/Herndon asked if the City sent thank you letters and RSII/Murphey said she would have to check with appropriate staff to confirm and report back to the Commission at its June meeting. VC/Herndon said he was confused about the difference in the youth basketball revenues. Chair/Low suggested all reports be made uniform for ease of understanding. C/Owens wanted to see the subsidy amount and percentage paid by the City. C/Liang suggested showing it as "per participant net cost" to City. Commissioners concurred. 2.2 PARKS REPORT — PMS/Jordan C/Grundy asked if there was a particular weakness in the way the light standards are set up making it easier for thieves to pull copper wires. PMS/Anthony explained how the lighting boxes are installed to allow for maintenance and inspection. At Peterson Park where everything is in the ground the boxes were lowered two inches into the ground and covered by top soil and grass, and each location was GPS'd. C/Grundy asked if the boxes were locked and PMS/Jordan said that to some extent, they are tamper proof boxes because it takes a special key to unscrew the nuts. The vaults are made of concrete and can be cracked with a sledge hammer. C/Grundy asked if it was possible for staff to research the matter to determine if there were more tamper -proof boxes or vaults that could be used. PMS/Jordan responded to VC/Herndon that at Heritage Park Community Center condensation from the cooling unit and collection of leaves in the flashing have in the past caused leakage during rainstorms. Ongoing maintenance is conducted to make sure further problems are mitigated and do not result in damage to the ceiling tiles that were replaced. Chair/Low asked if the City had a policy of alerting residents in and around park areas to be more aware of what is going on in the parks due to the increase in vandalism. MAY 22, 2008 - PAGE 3 P&R COMMISSION 2.3 CIP PROGRAM AND SPECIAL PROJECTS REPORT — PMS/Jordan a. Batting Cages at Peterson and Pantera Parks — construction commenced May 21 and is scheduled to be completed by June 4. Council approved the batting cage use policy at the last meeting. b. Trail Access at Steep Canyon at Clear Creek Canyon and at the Diamond Bar Center — Plans and Specs were released for bid — bids are due on June 12. Engineer estimates the cost to be $190,000 and the approved budget is $250,000. Staff expects to award the bid at the June 17 City Council meeting with construction commencing four to six weeks hence with completion scheduled for October 10, 2008. C. Sycamore Canyon Park Trail — Phase III — Construction documents are in the design phase to be completed this summer with construction scheduled to commence in the fall. d. Sycamore Canyon Park Trail — Phase IV — Contract for the design was awarded to Architera Design Group by the City Council on May 20. Construction should commence before summer 2009. e. Sycamore Canyon Park ADA Retrofit Phase IV — Staff received seven proposals and contract was awarded to Matlock Associates on April 15. The firm has submitted a conceptual plan that adds an additional toilet in the women's restroom, a companion restroom for a total increase of two fixtures. f. Storage Container Pad at Pantera Park — Plans and specs have been released for bid with bids due June 11. The engineer's estimate for the project is $123,000 — approved budget is $256,000 — award of contract is scheduled for the June 17 City Council meeting. If completed on schedule the project should conclude by September 19. g. Emergency Generator at Diamond Bar Center — Plans and Specs were released with bids due on June 5. Estimate for the project is $173,000 — budget is $147,000 thus requiring City Council approval of an additional appropriation. Award of contract is scheduled for June 17. Construction schedule is 45 -days and is scheduled for completion by September 19. h. Parks Master Plan Update — An RFP to obtain a consultant to help staff and the Commission pursue the 10 -year update requirement is underway. The scope of work will involve public meetings and workshops as well as, the review of policy documents for the parks. In addition, staff would like to develop a Master Plan for Summitridge Park during this process. Responses are due June 5 with award of contract scheduled for the June 17 City Council meeting. The Commission may wish to consider establishing a two -member subcommittee to work with staff on the update of the Parks Master Plan. i. Trails Master Plan Update — Update of the Trails Master Plan has been placed on hold until Phase II and III of the Sycamore Canyon Trails are constructed to allow for time to test the phases prior to adding the details to the Master Plan. The subcommittee should MAY 22, 2008 PAGE 4 P&R COMMISSION begin meeting again in October. Chair/Low asked what the Parks Master Plan Update RFP was meant to accomplish and PMS/Jordan responded that as community needs change and facilities uses are reviewed the plan is updated accordingly. Chair/Low was concerned that the Commission and residents would not have sufficient time to provide input. VC/Herndon reiterated his prior request that the Commission be able to review the trails access plans and specs. He felt that the Commission had provided input early on in various projects that went on to City Council without being reviewed by the Commission. He wanted the Commission to be involved in a review process before items went to City Council for consideration. The Commission concurred. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: VC/Herndon stated that the Diamond Ranch baseball team went to CIF playoffs and won its first two playoff games and was one game away from being No. 1 in the league. The team beat Santa Monica (the No. 1 seed team) and on Friday beat San Dimas. Tomorrow, the team will play Santa Maria at home at 3:15 p.m. This is the first time in the school's history that the team has accomplished these statistics. C/Owens congratulated Diamond Ranch. He has attempted to find out whether the EIR for the proposed City of Industry NFL Stadium was ready for review. He asked if staff would provide the Commission with information about when this matter might go before City Council. PMS/Jordan said he would look into the matter. Chair/Low reminded everyone that Monday is Memorial Day and thanked all who have served their country. ADJOURNMENT: With no further business before the Parks & Recreation Commission, Chair/Low adjourned the meeting at 8:03 p.m. Res e;tf ly ub itted, - 'A B& -F&k, Se&etary Attest: hairman u Low