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Home My WebLink About07/22/2010 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION THE GOVERNMENT CENTER HEARING BOARD ROOM DIAMOND BAR, CA 91765 JULY 22. 2010 CALL TO ORDER: Chairman Grundy called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the SCAQMD/Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: ROLL CALL: Present: VC/Owens led the Pledge of Allegiance. Commissioner Lew Herndon, Benny Liang, Dave Roberto, Vice Chairman Ted Owens and Chairman Dave Grundy. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Crystal Knox, Community Services Coordinator, and Marcy Hilar io, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR 1.1 Approval of Minutes for June 24, 2010 Regular Meeting. C/Roberto moved, C/Herndon seconded, to approve the June 24, 2010 regular Meeting Minutes as presented. Motion carried by the following Roll Cali vote: AYES: COMMISSIONERS NOES: COMMISSIONERS ABSENT: COMMISSIONERS 2. INFORMATIONAL ITEMS Herndon, Liang, Roberto, VC/Owens, Chair/Grundy None None 2.1 RECREATION PROGRAM UPDATE — RS/Murphey presented staff's report. C/Herndon asked about the DB 4Youth in Action Teen Night Out at Sycamore Canyon Park. He wanted to know how it worked out. JULY 22, 2010 PAGE 2 P&R COMMISSION RS/Murphey responded that it was a very hot evening; however, it was well attended with about 200 kids. Everything went well. C/Herndon noted that the Volunteen Program ends August 20th and asked why the program does not run year-round. RS/Murphey explained that programs such as day camp are not running; therefore, the need is not as great during the year as it is in summer months. CSD/Rose added that the kids themselves are pretty busy during the school year. That being said, DB 4Youth in Action does have the opportunity for many kids to continue working with the City on different events, so some of the kids from the Volunteen program can move into this program if they have the time and interest in volunteering their time and services for other events. C/Roberto asked about Prop A expenditures. RS/Murphey explained these are L.A. County funds that can be used for transportation for recreation programs throughout four (4) different counties. CSD/Rose added that those funds are from sales tax. He went on to explain that L.A. County recently passed another sales tax increase. These funds have historically been used for transportation projects. In DB, we are also able to use those funds for excursions. They can be used for the cost of buses. For adult excursions, we are able to recover 70% of the Prop A money. VC/Owens asked about the golf course fees. He wanted to know if the money is paid directly to the golf course. RS/Murphey responded "yes" stating that the fees have been paid for the use of the golf course for participation and instructor fees; however, we are no longer going to be required to pay these fees. The golf course is under new management. C/Herndon asked if we turn a profit on the contract classes. CSD/Rose explained that the way we do the reporting does not completely show all the related expenses; therefore, it does not give the complete picture of everything involved. He mentioned that we do have budget reports that include goals, revenue and expenses for the whole department. CSD/Rose offered to provide the final fiscal year budget report at the next meeting. 2.1.1 Power Point Presentation — Facilities Use and Evaluation — CSC/Knox. C/Herndon asked about the "How Did We Do?" comment cards that are sent out to people who rented a City facility and what percentage are returned. RS/Murphey replied that roughly 10-20% are received. C/Herndon asked about the question of being a DB resident. He wanted to know if we were already supposed to know that before the facility was rented. CSC/Knox confirmed that we do; however, some of the cards may be returned anonymously. C/Herndon asked about how cleaning of the facility after use is JULY 22, 2010 PAGE 3 P&R COMMISSION 2.2 handled. CSC/Knox responded that cleaning is currently being handled by renters with staff being responsible for deep cleaning; however we are now looking into contracting with a cleaning service. This would be more out of convenience to staff as well as renters. C/Owens asked how security is handled at events. CSC/Knox responded that security is required whenever alcohol is being provided. The renter pays for security; however we contract with an outside company. C/Owens asked if we have had any problems with events. CSD/Rose responded that we have had to call the Sheriff's Department and Paramedics on a couple of occasions; mostly due to disorderly people who have had too much to drink. There have been no major incidents. The guards are unarmed at the events. Chair/Grundy asked if we retain part of the deposit for any damages. He also asked if we keep a list of the person who was disorderly or the renter and if they are prohibited from either renting again or entering the premises. One of the options is to close down the bar, which is a cost to the renter and if there is any damage to the facility, photos are taken and pricing is taken out of their deposit or insurance, if necessary. CSD/Rose added that we do have cameras throughout the DBC and we pick up on things that happen. C/Owens asked if the renter can choose the security company. CSC/Knox responded, no, the City has only one security company we contract with. Chair/Grundy asked how often the kitchens at DBC are used. CSC/Knox responded every weekend. The kitchen also gets used during the week for the seniors events. Chair/Grundy asked if we offer any contract cooking classes. RS/Murphey responded that it is really not conducive, especially if the ballroom is being rented. It has been tried before. She added that cooking classes have been offered in the Pine Room (chocolate making, etc.) Parks Report — PMS/Jordan 2.2.1 Power Point Presentation — Pantera Park — PMS/Jordan presented staff's report. C/Herndon asked how many people we have on our maintenance staff. PMS/Jordan responded that we have three (3) full-time employees including him and four (4) part-time employees. The Commission concurred to have SAA/Hilario contact each Commissioner to arrange for park walkthroughs. JULY 22, 2010 PAGE 4 P&R COMMISSION C/Roberto asked how often turf renovations are done. PMS/Jordan responded they are done once a year. 2.3 CIP Project — Silver Tip Park — CSD/Rose presented staff's report stating that the project was originally scheduled to go to Council on August 3 but has been pushed back to August 17. After the project is approved by City Council, construction documents will be prepared in anticipation of actual construction. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Liang commented that he had very positive experiences with renting the Diamond Bar Center. He thanked staff for a great job on setting up for events and for the courtesy of staff members. C/Roberto attended the 4th of July Celebration and said it was a very nice event for the City attended by many residents and a lot of non-residents as well. He attended the recent Concerts in the Park and appreciated that everyone enjoyed this and other programs sponsored by the City. He stopped by the DB4-Youth in Action event and will be attending the next meeting. He thanked staff for the financial report and thanked staff for comparing the current year to the most recent year and for the proposed budget. C/Herndon said he always appreciates staff's reports and input because it is very valuable and informative. He advised staff that he would be out of town and unable to attend next month's meeting. VC/Owens complimented staff on the Concerts in the Park events which are very community and family oriented. He asked the status of the Master Plan update. CSD/Rose said it was still on hold awaiting a funding source for the recommendations. Chair/Grundy asked that staff pass along to CM/DeStefano that the Commission is very anxious to have the Parks Master Plan and Trails Master Plan for review. Chair/Grundy said it was a great 4th of July Celebration and it seemed to him there were more in attendance than at any of the past 4th of JUly Celebrations. He wondered if there was an official or unofficial tally and CSD/Rose responded that unofficially the estimate was about 10,000. JULY 22, 2010 PAGE 5 P&R COMMISSION ADJOURNMENT: C/Herndon moved, VC/Owens seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Grundy adjourned the meeting at 7:59 p.m. r.5 The foregoing minutes are hereby approved this Z3 day of s��y��`IP11 Respectfully Sybnpitted, BOB'RlerSE; SECRETARY 2010_