HomeMy WebLinkAbout02/24/2011 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION THE GOVERNMENT CENTER HEARING BOARD ROOM DIAMOND BAR, CA 91765 FEBRUARY 24, 2011 CALL TO ORDER: Chairman 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/Herndon led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Lew Herndon, Dave Roberto, Vice Chairman Ted Owens and Chairman Dave Grundy. Absent: Commissioner Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; David Doyle, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Andee Tarazon, Community Services Coordinator, and Marcy Hilario, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: None Chair/Grundy moved Item 2.1 from Informational Items prior to the Calendar of Events. 2. INFORMATIONAL ITEMS 2.1 LIBRARY UPDATE — ACM/Doyle presented staff's report. Following his PowerPoint presentation, ACM/Doyle reported that the current status of the Library is that it is in design and final cost estimates are expected to come back to staff by late March. Once staff has the cost estimates, the City will go to the Supervisor with the drawings and the budget for approval and announcement in early April. FEBRUARY 24, 2011 PAGE 2 P&R COMMISSION VC/Owens asked if there would be any meeting rooms included. ACM/Doyle explained that there is a very large meeting space that is not part of the library and will be owned and maintained by the City. This room will be available for library use. City staff asked for a list of all library meetings held in their existing community room, which they provided, and the City has committed to the library that they will be able to hold all of those existing meetings in this room. This meeting room will also be used to host Commission meetings. VC/Owens asked if the County would share in any of the costs for the improvements. ACM/Doyle explained that the County will fund the improvements. C/Herndon asked if he understood the library could possibly be reimbursing the City $1 million a year for use of the space. ACM/Doyle responded no, and went on to explain that the library uses the $1 million for salaries, administrative costs, maintenance costs, etc. and pays no rent. The size of the new library will be significantly larger and there will have to be an increase in staffing to off -set the increase in size and to off- set those additional operating costs. The grand total of rent the City will likely negotiate for the library space will be about $1 per year. What the City gets is an asset for this community. The residents paid for the current building and paid to maintain it so that revenue (the sale of the property) will go to the library. Assuming the County buys it or a private entity buys it, that money comes back to the library. What will be done with those proceeds is yet to be determined. Chair/Grundy asked if the outside seating area had a retractable shade awning and ACM/Doyle recalled that there was some shading available either from the building or an awning. C/Herndon said he was impressed with the progress so far. He asked if there were plans for the City Hall and asked if the Commission could receive that presentation. ACM/Doyle said that the design phase was complete and construction drawings will be completed following the Tuesday night City Council meeting. The library's budget for architectural design was $333,000 and his architectural budget for design of City Hall was $168,000. C/Herndon said he would like to see the plans for City Hall. Chair/Grundy said the Commission would appreciate seeing the plans for the City Hall space. CALENDAR OF EVENTS: As presented in the agenda and read by CSD/Rose. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the Regular Meeting of January 27, 2011 as submitted. FEBRUARY 24, 2011 PAGE 3 P&R COMMISSION Motion by C/Herndon seconded by C/Roberto, to approve the January 27, 2011 minutes - as submitted. Without objection, the motion was so ordered with C/Liang absent. 2. INFORMATIONAL ITEMS 2.2 Recreation Program Update — RS/Murphy 2.2.1 PowerPoint Presentation on Concert Share — CSC/Tarazon Commissioners stated that they appreciated the presentation. C/Herndon asked if there were other money -making events the City could provide. CSC/Tarazon responded that in order to bring in revenue for the City, staff takes advantage of any and all opportunities including utilizing the Diamond Bar Center whenever possible. CSD/Rose added that staff is looking at hosting a bridal fair, which can be a very successful event. CSC/Tarazon is being extremely modest because to have this event (Concert Share) year after year in D.B. is because of the organization and quality of the event and all of the detailed work that CSC/Tarazon and others put into the event. CSD/Rose and Chair/Grundy thanked CSC/Tarazon for doing such a great job. In regards to the Concert Share, VC/Owens asked if there was any discussion about getting permission from ASCAP and BMI. CSC/Tarazon said this is one of the main topics of discussion because cities pay royalties for the use of the songs performed by bands represented by these groups. 2.3 Parks Report — PMS/Jordan C/Herndon asked if, with respect to Heritage Park roof problems, there would be a way to install a motion light or alarm to startle vandals. PMS/Jordan responded that staff is looking into a product that is used to repel pigeons, a very greasy, sticky product that would be poured on the parapet caps to deter vandalism. Chair/Grundy wondered if such a product would cause vandals to fall off of the stand pipe. PMS/Jordan said he did not know because he was in the midst of researching the best solution. C/Herndon said he was in favor of anything that would not affect the City's liability. C/Herndon asked if there was a way to install drains at Ronald Reagan Park to get rid of the accumulated playground water. PMS/Jordan said there is an existing drain sump; however, when it gets full, it flows down the slope. CSD/Rose said the sump was replaced in 1998 and as time goes on, the sump gets layers of dirt that make it less efficient. The only way to fix it is to remove the sump and redo it which would require a FEBRUARY 24, 2011 PAGE 4 P&R COMMISSION complete renovation of the tot lot. C/Herndon asked if there were reasons to have certain items remain on the punch list and PMS/Jordan responded, for some, yes. D.B. has had trouble receiving bids for some of the work. Because of the age of the poured -in-place rubber, many vendors are afraid to execute repairs because they feel that they would buy liability if a child were hurt even if the accident occurred on an unrepaired portion. One company was willing to sell the City the product and teach staff how to apply it and that possibility is under consideration. Some of the other items will be completed as work projects by Scouts and Leos, for example. In addition, there are items that staff has not been able to complete as of this report. 2.3.1 Park Walkthroughs VC/Owens said he would coordinate with SAA/Hilario. C/Herndon said he was willing to walk through any of the parks and is usually available on Monday and Friday mornings. Chair/Grundy said he would like to do Ronald Reagan and Starshine Parks and would follow up with dates. C/Roberto said he would get back to staff. 2.3.2 Power Point Presentation on Dog Parks — CSD/Rose presented staff's Council Study Session report of February 21. CSD/Rose concluded his presentation by reporting that the City Council directed staff to study the feasibility of constructing the dog park at one of the Pantera Park sites with priority given to the undeveloped portion of the park. Currently, staff is engaged in obtaining pricing for fencing, cleanup, etc. and will provide an update to City Council in the near future. Chair/Grundy said he thought there was some interest in a dog park but that the interest was rather insignificant and asked what was driving this element of the Parks Plan in deference to the rest of the elements. CSD/Rose said this matter has gained momentum throughout the community. There were about 15-20 residents who attended the study session to indicate their support for a dog park which prompted the Council to direct staff to study the matter. Whether it will move forward or be constructed is yet to be determined. C/Herndon asked how the subject was broached and CSD/Rose responded that it was requested by a Council Member. FEBRUARY 24, 2011 PAGE 5 P&R COMMISSION Chair/Grundy said he was concerned about how this matter has progressed versus a sports park, an aquatic facility, etc. If it looks like all it takes to get something built is to mobilize a group of people it might set precedence or send a message that this could work for something that another group might want. He questioned whether this would be the right process that should be used to fund this particular element rather than all of the other things that were identified in the Parks Master Plan. CSD/Rose said this was not so unusual for a special facility which is very similar to the way in which the skate park listed in the original 1998 Parks Master Plan came to exist. A small specialty project is much more likely to be considered if Council believes it can meet a community need without a substantial expenditure that also involves a lot of ongoing expense. A dog park is very similar to that type of facility. Chair/Grundy asked if there were grants for dog parks. CSD/Rose said it might be possible to get a sponsorship of a dog park. There are grants that pay to improve a dog park but he is not aware of any grants to build a park. VC/Owens said he did not see any doggie pickup bag and waste dump facilities in the presentation. CSD/Rose said that in many cities, non-profit organizations are developed such as "Friends of the Dog Park" that would keep the park clean and in good condition. C/Herndon asked the size of the undeveloped Pantera Park site and CSD/Rose responded about 1.3 acres. C/Herndon commented that there were no dogs pictured in the Dog Fun Zones. He asked if there was any mention of this space being used for something else in the Parks Master Plan. CSD/Rose said there is a trail in the area and the City would have to keep the trail area available. There was an outdoor meadow proposed for the area as well. C/Herndon asked if there was a budget for this item and CSD/Rose reiterated that determining a budget is part of the current feasibility study. C/Herndon asked if staff was aware of what the on-going maintenance costs would be. CSD/Rose reiterated that it would depend on whether turf was involved or some other type of ground covering was used. It would also depend on how well folks clean up after their dogs and whether staff would have to maintain the park. VC/Owens asked who would enforce posted rules. CSD/Rose said it would depend on whether the Sheriff's Department would begin getting a significant number of calls. Self -enforcement and peer pressure is essential and that is why many non-profit organizations work with the City to enforce the rules. VC/Owens asked if FEBRUARY 24, 2011 PAGE 6 P&R COMMISSION neighbors had been surveyed to determine whether they had issues with this type of facility. CSD/Rose responded, no, and if there was an issue with neighbors it would most likely apply to the other side of Pantera Park. The proposed site is set down from the park and there are no adjacent neighbors so the site should be out of sight and sound of residences. C/Herndon said he would be open to the Commission presenting a resolution or petition to back off of this item. C/Roberto said the discussion during the Council Study Session was about many items in the Master Plan that the City could not fund but that this would be an item that could be funded. Chair/Grundy said he felt fine about a dog park but was concerned about how the City determines approving a dog park versus other things that were being considered. He was concerned that the City Council may not consider other projects listed in the Parks Master Plan before deciding to move forward. CSD/Rose said that it was likely this matter would go to the Commission for consideration and recommendation to the City Council for a final decision. Chair/Grundy strongly supported that notion because the Commission was an appropriate body to weigh all sides of the matter before rendering a consideration. In fact, any part of the Parks Master Plan should come to the Commission for further consideration in its role as an advisory body to the Council. VC/Owens agreed. 2.4 Steep Canyon Connector Trail Re -Route — CSD/Rose CSD/Rose reported that once the California Conservation Corp is ready to commence construction of the 500 foot re-route to solve the issue of the eroded area and move the trail away from the steep portion, it will likely be a couple of weeks to get the trail open again. C/Herndon asked if there would be any fencing to prevent climbers from leaving the trail to take a direct route up and down the hill. PMS/Anthony explained that there are a lot of shrubs and rock outcroppings the trail moves around; therefore, in some of the areas, due to the terrain, it might not be so enticing to take a shortcut or more direct route. At the request of the Commission during its last meeting, staff moved forward to solve the issue and this is, therefore, an information item only. Chair/Grundy felt this proposal was a very practical way to solve this issue. FEBRUARY 24, 2011 PAGE 7 P&R COMMISSION 2.5 Parks Master Plan Update — CSD/Rose CSD/Rose said that staff will request an assignment of contract from Matlock Associates to Jeff Scott and Ron Hagen of TKE Engineering who were the individuals that did the majority of the work on the Parks Master Plan. They will now take on the work to finish the Parks Master Plan and staff is already receiving updates from Jeff and Ron to move forward. Staff is requesting a $10,000 appropriation for a certain number of copies and for an update of the Trails Plan. Chair/Grundy requested that if the document is changed, he would appreciate seeing what the changes are. C/Herndon said he was still available to serve on the subcommittee and review the changes. VC/Owens said he would prefer a presentation to the entire Commission. C/Roberto said he would appreciate a CD of the document. Chair/Grundy asked that all Commissioners receive a CD. CSD/Rose said he would provide a CD of the document and e-mail the changes. He also offered to ask the consultant to give a presentation to the Commission in a session prior to the regular March 24 meeting to take place from 5:00 p.m. to 7:00 p.m., if the consultant is available. 2.6 City of Claremont Grant to Acquire Park Property — CSD/Rose In response to C/Herndon's inquiry, CSD/Rose explained that the City of Claremont used a couple of funding sources to acquire the 160 -acre property referred to as the Jose Cuervas property in the foothills adjacent to Claremont. One source was a grant from the Rivers and Mountains Conservancy for $2.43 million and another source was from a Trust for Public Lands, a non-profit organization that helps with the acquisition of properties. In order to apply for the grant, the grantee must provide evidence that it is dealing with a willing seller and that the price has been set. The Trust for Public Lands negotiated the price at $4.85 million so that the Rivers and Mountains Conservancy could consider the grant. D.B. has received grants on several occasions from the Rivers and Mountains Conservancy and has requested grant funds to acquire a particular piece of property on Clear Creek Canyon across from Cleghorn Drive. It would be of value to the trail route that goes from Sycamore Canyon Park trailhead to Steep Canyon to locate a trailhead or greenbelt. There are all sorts of issues with the land because the landowner is interested in developing the land which is not really suitable for development. The City has to be careful not to create a conflict of interest when trying to acquire land that the owner wants to develop. Claremont has a wilderness park immediately adjacent to the land they acquired and the City passed a bond measure in the $10-11 million range so that the FEBRUARY 24, 2011 PAGE 8 P&R COMMISSION residents ultimately pay for the property through annual property taxes. C/Herndon inquired about the possibility of getting a grant to purchase Site D. CSD/Rose responded that the owner has an approved plan for use of the land and he doubted that the City would consider making an offer to buy the land at this point. 2.7 CIP Projects — CSD/Rose a) Washington Street Mini Park - This project is still in plan check. VC/Owens asked what the problem was with this project and CSD/Rose responded that the consultant just received the Water District's approval for the water system. b) Sycamore Canyon Park Trail — Phase IV — Staff is putting plans and specs together to take this project out to bid. c) Silver Tip Mini Park — Staff is in the final phase of putting the construction documents together. Once staff has feedback on the electrical components, the documents will move into plan check. C/Herndon said it seemed to him there were some individuals at the community meeting who said they often use that park to walk their dogs and he asked if there were any studies that indicated how parks are being used for park exercise. CSD/Rose explained that all parks are used to walk dogs and exercise dogs and, as a result, doggie pick- up bags are provided in all parks. C/Herndon wanted to know if there was any Council discussion about how the parks are used during the dog park discussion. CSD/Rose responded that one Council Member talked about how she had seen lots of people walking dogs in parks throughout D.B. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Roberto thanked staff for their reports. He attended the City Council Study Session dog park discussion. Last night he attended the D134 -Youth meeting and was very pleasantly surprised about the number of kids, as young as 12, who turn out for this event and the amount of planning for activities throughout the summer. The meetings are very inclusive and all decisions are reached as a result of team effort. He is very impressed with the group. FEBRUARY 24, 2011 PAGE 9 P&R COMMISSION C/Herndon thanked staff for an excellent job. He is always impressed with the City's Teen Volunteers and to have 312 volunteers at the Snowfest is absolutely phenomenal. His hat is off to staff for being able to incentivize that amount of participation. VC/Owens thanked staff for the PowerPoint presentations. Chair/Grundy asked Commissioners to remember that the Commission reorganizes next month. ADJOURNMENT: VC/Owens moved, C/Herndon seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Grundy adjourned the meeting at 9:10 p.m. The foregoing minutes are hereby approved this day of Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE GRUNDY, CHAIRMAN .2011.