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HomeMy WebLinkAbout08/26/2010 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION THE GOVERNMENT CENTER HEARING BOARD ROOM DIAMOND BAR, CA 91765 AUGUST 26. 2010 CALL TO ORDER: Chair Grundy called the Parks and Recreation Commission meeting to order at 7:02 p.m. in the SCAQMD/Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: C/Roberto led the Pledge of Allegiance. ROLL CALL: Present: Commissioner Benny Liang, Dave Roberto, Vice Chairman Ted Owens and Chairman Dave Grundy. Absent: Commissioner Lew Herndon was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; April Batson, Community Services Coordinator, and Marcy Hilario, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: 1. CONSENT CALENDAR As presented in the agenda. 1.1 Approval of Minutes for July 22, 2010 Regular Meeting: Chair/Grundy expressed his concerns about Commissioners' comments not being included in the body of the minutes. He asked his colleagues if comments and questions outside of announcements needed to be recorded. All Commissioners agreed that they would like to see all dialogue. Chair/Grundy suggested that the minutes not be accepted and that they be revised to include Commissioners' comments and questions. There was concurrence from the Commissioners that the minutes be expanded. AUGUST 26, 2010 PAGE 2 P&R COMMISSION 2. INFORMATIONAL ITEMS 2.1 RECREATION PROGRAM UPDATE — RS/Murphey presented staff's report. C/Liang commented that he noticed an 11.45 percent drop in contract class participants from 2009 to 2010. However, classes have remained about the same and he wondered why the contract class participation had dropped so much. RS/Murphey responded that the numbers provided in the report are not the final numbers for summer and individuals are still being registered for 2010. The number for 2009 is a final number. C/Liang also asked about the Diamond Bar Center facilities rentals. He wondered if the same explanation would apply for the difference in numbers from 2009 to 2010. RS/Murphey stated that these numbers for 2010 are final, unlike the contract class numbers; however, it all depends on when the revenue is taken in as to how it reflects on the reporting. VC/Owens shared that he attended the youth baseball awards picnic and it seemed as though there were a lot more people in attendance compared to the previous year. RS/Murphey stated that there were actually less kids that participated than last year. It could have been that more family members and sibling showed up for the picnic this year. VC/Owned stated that the event was very well done. He also shared that his wife and daughter and teacher friend went on the Pageant of the Masters trip and really had a good time. In regard to the programs/events' financial summaries, VC/Owens again asked about the subsidy level for these programs. CSD/Rose responded that the majority of programs/events are subsidized 100 percent, in example, Concerts in the Park, 4th of July Blast. Most programs are anticipated to recover the direct costs as listed on the financial report. There is no official City policy that states what any particular subsidy is for a specific program/event. VC/Owens stated that he noticed that Pantera Park Tiny Tots take at least one excursion while the Heritage Park Tiny Tots take more excursions throughout the year. He asked who makes that call. RS/Murphey explained that it is at the teachers' discretion how excursions are planned. She also stated that they are working on encouraging more outside activities for the Pantera Park Tiny Tots. C/Owens asked if the people at Heritage Park pay additional fees for the excursions. RS/Murphy responded, no, it is all included in the budget. Chair/Grundy asked if there was a liability issue in terms of having to pay more for liability insurance for taking excursions. CSD/Rose responded that Pantera Park Tiny Tots staff plans more activities on-site rather than going off-site. It is a different instructor philosophy. VC/Owens asked if any issues have been raised about this. RS/Murphey responded "no." AUGUST 26, 2010 PAGE 3 P&R COMMISSION Chair/Grundy thought VC/Owens brought up a good point and asked if staff could recommend that Pantera Park Tiny Tots plan at least one excursion. RS/Murphey responded that this is a goal/recommendation this year. 2.1.1 PowerPoint Presentation — Adult Excursions — CSC/Batson presented staff's report. During the presentation, C/Herndon asked if there are usually the same people who participate in the excursions. CSC/Batson responded that there are some returning regulars who participate. In her experience, she has noted about 10 people who regularly go on the excursions. C/Herndon explained that he was curious to know if we were catering to the same crowd over and over or if we were getting a more diverse crowd spread across all excursions. CSC/Batson responded that they still get a good mix of repeaters and newcomers. C/Roberto asked how many staff members go on each excursion. CSC/Batson responded one staff member is assigned per bus and there is normally only one bus. C/Roberto said he understood from CSC/Batson it was not a problem managing that number of people. 2.2 Parks Report — PMS/Jordan PMS/Jordan supplemented his report by stating that the Pantera Park field renovation has been completed. Also, the City experienced a couple of vandalism incidents toward the end of August at Peterson Park. The first incident used the coke machine to gain access to the roof and vandalize some of the security lights. The light and lens were broken on one light and the other light was entirely broken from the mount. In a second incident, unknown vandals used a large rock to damage the toilet in the men's restroom. All repairs have been completed. On a final note, Lorbeer Middle School field is currently under renovation and is scheduled to be reopened by September 71n VC/Owens asked if the City has had any problem with the Sycamore Canyon Park restrooms. PMS/Jordan said that someone kicked in one of the toilet stall doors and broke one of the hinges. In another incident, an individual used a metal object to etch one of the stainless steel mirrors. VC/Owens said the reason he asked was because he noticed the restrooms were nicely done when he attended a Concerts in the Park and he was concerned about vandalism. PMS/Jordan said the current facilities seem to hold up better than the old facilities. 2.2.1 Power Point Presentation — Tree Maintenance — PMS/Jordan presented staff's report. AUGUST 26, 2010 PAGE 4 P&R COMMISSION Chair/Grundy asked how staff determined City tree ownership. PMS/Jordan responded that anything in the City's right-of-way is considered a City tree whether or not the City planted it or if a resident planted it. Chair/Grundy asked if the City could remove a tree that a resident planted in the City's right-of-way. PMS/Jordan responded, technically, yes, but the City would usually not do that. There are a few trees staff does not like to see in City right-of-ways such as Palm trees and other fruit trees. VC/Owens asked how staff handled special requests outside of the five-year maintenance cycle and PMS/Jordan responded staff handles those on a case by case basis. 2.3 Financial Report — Community Services — CSD/Rose presented staff's report. C/Liang asked what comprises "other taxes" on the last page of revenues. CSD/Rose said he would find out and report back to the Commission. C/Liang said if one looks at the budget number and year to date of receipt, they are fairly close; however, the property tax and sales tax are not that close so he is not sure what kind of taxes they are. CSD/Rose said that the City receives tax revenues during different cycles of the year and these revenues are used to budget for City programs and services. C/Liang asked if American Reinvestment and Recovery Act monies are reflected in this report and he also asked if Parks and Rec receive any allocation of these funds. CSD/Rose responded "yes" and it is not reflected in this report because those are "special funds". This report reflects General Fund dollars only. One of the special funds has to do with the CIP (Capital Improvement Projects) which is where most of the monies are allocated. Chair/Grundy asked if encumbrances were expenses incurred but not yet paid and CSD/Rose responded that those are purchase orders that are future (anticipated) expenses. C/Roberto said that basically the revenues were approved by the City Council and the City is operating in a deficit budget for this year. CSD/Rose responded "yes." C/Roberto asked if the City expected to see less revenue from property taxes and an increase in the deficit. CSD/Rose responded that whether it increases the deficit or not is questionable; however, he would expect the property tax revenue to decrease with reassessments. Before the City purchased the new City Hall building, it had $30 million in reserves; therefore, in many cases there are certain types of expenses the City Council determines will come from General Fund reserves. AUGUST 26, 2010 PAGE 5 P&R COMMISSION Chair/Grundy said it appeared the report answered the Commissioners' concerns. CSD/Rose said he would include the final year-end and then provide quarterly reports thereafter. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Liang shared he visited Hawaii about three weeks ago and visited a few small town parks. He found there was no comparison to City of D.B. parks. There has been no progress since he left the big island 24 years ago which broke his heart. There are a few "beach" parks that do not begin to compare to anything D.B. has and D.B. is the best place he has ever been. He used to think Hawaii was paradise but they have hardly made any progress for the past many years, C/Roberto thanked staff for the good reports. He went to the Hollywood Bowl on a bus this past weekend and it was very enjoyable to have someone else driving even though it was a little alarming to look at drivers who look like they are 18. He went on a walkthrough of Sycamore Canyon Park. He said he looked forward to the renovation of the mesa. VC/Owens said he would attend the D.B. Day at the Fair. With the Power Point presentations he learns something new at every meeting. He commended staff on a "good job". Chair/Grundy again asked about the Parks Master Plan. CSD/Rose said he received no response from CM/DeStefano. He wants to first obtain funding for improvements that are recommended in the plan before proceeding next Spring to get direction from City Council on ideas he has. Chair/Grundy asked if it would be worth having the ad-hoc committee contact CM/DeStefano and CSD/Rose said it might be a good idea. Chair/Grundy asked CSD/Rose to relay to CM/DeStefano that the Commission again asked about the plan and would be interested in meeting with him; either the full Commission or the ad-hoc committee, if it would help further whatever progress he needs to make on the plan. Chair/Grundy said he was able to attend only one Concert in the Park but that one was fun to attend and it appeared everyone was having a great time. AUGUST 26, 2010 PAGE 6 P&R COMMISSION ADJOURNMENT: VC/Owens moved, C/Liang seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Grundy adjourned the meeting at 8:15 p.m. The foregoing minutes are hereby approved this-�43fl� day of-EfH6ZL , 2010. Respectfully S itted, B06 469E, SECRETARY Attest: