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Home My WebLink About11/17/2011 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION CITY HALL CONFERENCE ROOM B DIAMOND BAR, CA 91765 NOVEMBER 17, 2011 CALL TO ORDER: Chairman Roberto called the Parks and Recreation Commission meeting to order at 7:02 p.m. in the Diamond Bar City Hall Conference Room B, 21825 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Chair Roberto led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, Vice Chairman Lew Herndon and Chairman Dave Roberto. Absent: Commissioner Benny Liang was excused. Staff taff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent and Crystal Knox, Community Services Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented in the agenda. C/Owens asked if there was an open house planned for the new City Hall. CSD/Rose responded not at this time. It will not be scheduled until the library is completed about the last quarter of 2012. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the October 27, 2011 Regular Meeting. C/Grundy moved, C/Owens seconded, to approve the October 27, 2011 Meeting Minutes as corrected. Without objection, the motion was so ordered with C/Liang being absent. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Update — CSC/Knox 2.1.1 PowerPoint presentation — Picnic Reservations 2009/10 and 2010/11 — CSC/Knox NOVEMBER 17, 2011 PAGE 2 P&R COMMISSION C/Grundy asked if the City provided insurance and CSC/Knox responded yes. They can provide a Certificate of Insurance via their Homeowners Insurance. Vendors can provide the coverage or they can purchase insurance from the City. Chair Roberto asked about the events scheduled. CSC/Knox responded that most park rentals are for birthday parties and family picnics. C/Grundy asked if the non-resident reservations had a negative impact on the resident reservations. CSC/Knox and CSD/Rose said they did not believe so. C/Owens asked if there was a difference in the resident and non- resident fees. CSC/Knox reiterated that the resident fees are $25 and the non-resident fees are $50. VC/Herndon asked what percentage staff would guess were return reservations. CSC/Knox guessed it would be about 25%. VC/Herndon asked if renters generally do a good job cleaning up after their events. CSC/Knox responded affirmatively. Since they pay a refundable deposit, most individuals are eager to get that money back. C/Owens asked if the City furnished trash bags. CSC/Knox said the City offers trash bags but most people bring their own. VC/Herndon asked if anyone had looked at whether the City was recovering costs. CSD/Rose responded no, the City does not cover its expenses. This is because there is a staff member overseeing the parks and when staff discussed the matter with the City Council, Council Members were not interested in raising the fees. C/Grundy asked for an explanation of staff time. CSD/Rose explained that facilities attendants work seven days a week. During the week their hours are from 4:00 to 10:00 p.m. and on weekends their hours are from 8:00 a.m. until 10:00 p.m. These staff members inspect athletic fields, check to see who has picnic reservations and, in general, keep an eye on what goes on in the parks. On weekends these staff members drive around the City to make sure that lights are on and working, whether street lights are out, whether lights in the bus shelters are working and check the general condition of the parks. Because of all of the issues that have been resolved due to a pro -active presence, administration believes the staff time has ultimately benefited the City. C/Grundy asked how long the facilities -use program has been in NOVEMBER 17, 2011 PAGE 3 P&R COMMISSION effect and CSD/Rose responded about five years. VC/Herndon asked how many staff members are present at any one time and CSD/Rose responded one. Chair/Roberto asked what the user has to prove that they have a reservation. CSC/Knox responded that the City gives the renter a permit, copies of which are placed on site. In addition, the field attendant has a copy of the permit to make sure they are set up. CSD/Rose shared that when he first started, Sycamore Canyon Park was the most popular park. However, as the City built new tot lots, the picnic use has increased at other parks. After the new tot lot was constructed at Sycamore, it has returned as the most popular park for picnics. 2.2 Parks Report — PMS/Jordan 2.2.1 Power Point presentation and discussion on Peterson Park Walkthrough VC/Herndon asked if the batting cages were being well used. PMS/Jordan responded that although he did not personally observe their use during his working hours, by the appearance of the batting cages, they seem to be getting a lot of use. 2.3 Status of CIP Projects — CSD/Rose 2.3.1 Washington Park — CSD/Rose reported that construction of the park commenced November 7 and is scheduled to take about six and a half months to complete, including the landscaping establishment period. 2.3.2 Silver Tip Mini -Park — CSD/Rose stated that construction is under way. 2.3.3 Sycamore Canyon Park Trail — Phase IV — CSD/Rose indicated that this project is under construction and scheduled to take three months to complete. The resident who has the easement that goes from Rio Lobos into the trail area has agreed to allow access. 2.3.4 Parks Master Plan Update — Transmittal of hard copy 2.3.5 Design of Longview South and Stardust Mini Parks — CSD/Rose reported that staff is beginning the design process for the two parks. The City has now secured ownership of the properties via legal means. Longview South will be the first property improved during the upcoming fiscal year and Stardust Park will be improved NOVEMBER 17, 2011 PAGE 4 P&R COMMISSION 3. 9 in the next fiscal year. The design will include new tot lots, new park benches, rubberized surfacing, new drinking fountains as well as, ADA accessible walk -ways as recommended in the Parks Master Plan. Since there is not a lot of funding available for construction of these parks, there are picnic shelters that will be installed in the future as potential improvements. The design concepts will be brought to the Commission in the next couple of months before construction begins. CSD/Rose responded to Commissioners that construction of the new City Hall is being monitored on a daily basis and the project is on time. Construction is scheduled to be completed in about two weeks, at which time furniture will be moved in (starting about December 12) with staff moving to the new location by December 29. • k1rom NEW BUSINESS: December 2011 Commission Meeting. VC/Herndon moved, C/Owens seconded, to cancel the December 2011 Parks and Recreation Commission meeting. Without objection, the motion was so ordered with C/Liang being absent. CSD/Rose stated that the meeting place for the January Commission meeting will be announced. 5. ANNOUNCEMENTS: C/Grundy spoke about the very productive year and how staff has been successful in keeping the City's parks beautiful and getting other projects underway. He wished everyone a great holiday season. C/Owens attended the Veterans program and was impressed with the program. Staff did a wonderful job and the South Point Orchestra was very impressive. VC/Herndon attended the Diamond Bar Community Foundation Gala. He said he was getting more involved with the Foundation which has started a fund to raise money toward construction of a sports park. As the Master Plan indicates, a self-sufficient sports facility is probably not in the works; however, it is his goal to establish a committee with the sports groups to work with the foundation on its fundraising. As recommended in the Master Plan, the foundation was recommended to raise funds toward alleviating the sports facilities shortage in the City and he is excited about working toward a solution. He stated that he is working with the foundation as an individual and not as a Parks and Recreation Commissioner. Chair/Roberto congratulated staff on their work during the year. He attended the NOVEMBER 17, 2011 PAGE 5 P&R COMMISSION D134 -Youth Dance which was well attended and received. This is a great program, the kids have a good time and he believes that parents feel comfortable that their kids are safe and out of trouble. He wished everyone Happy Holidays. ADJOURNMENT: VC/Herndon moved, C/Owens seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 8:09 p.m. The foregoing minutes are hereby approved this 23 day of February 2012. Respectfully,Spbmitted, `SECRETARY Attest: DAVE ROBERTO, CHAIRMAN