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HomeMy WebLinkAbout05/24/2012 PRC MinutesCITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION, DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 MAY 24 2012 roy-11114k�M 013 Chairman Herndon called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance. Present: Commissioners Dave Grundy, Ted Owens, Dave Roberto and Chairman Lew Herndon Absent: Vice Chairman Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphy, Recreation Superintendent; Allison Meyers, Community Services Coordinator; Phil Williams, Facility Attendant 11; Robin Crawford, Community Services Coordinator, and Debbie Gonzales, Administrative Coordinator. D134YOUTH - RECOGNITION OF OUTGOING/INCOMING BOARD MEMBERS -- CSC/Meyers MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by CSD/Rose. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the April 26, 2012 Regular Meeting. C/Grundy moved, C/Owens seconded, to approve the April 26, 2012 Regular Meeting Minutes with the notation that the meeting recordation failed. Motion carried with C/Roberto and Chair/Herndon abstaining and VC/Liang being absent. 1.2 Received and Filed transmittal of July 2012 Parks and Recreation Month Proclamation. C/Owens moved, C/Roberto seconded, to receive and file the transmittal. Without objection, the motion was so ordered with VC/Liang being absent. MAY 24, 2012 PAGE 2 P&R COMMISSION W114M 2.1 Recreation Program Update — RS/Murphey C/Owens asked how many Volunteens were selected and RS/Murphey responded about a hundred. C/Roberto asked the difference between major and minor excursions for the Summer Day Camp. RS/Murphey responded that major excursions are to amusement parks and minor excursions include roller and ice skating. Each week participants take advantage of both. C/Roberto asked if staff knew why the Diamond Bar Center rentals were so low as compared to last year and RS/Murphey responded that it happens to be the way the revenue was collected. The City is actually ahead of where it was last year at this point with revenue. C/Grundy asked when figures would be available for the City Birthday Party and wondered whether staff had enough information to know how rnuch moving the date impacted the financial summary. CSD/Rose said staff knows that the revenue for the games and rides was lower by about $3000. Figures will be available for the entire event next month. C/Owens asked how many kids were registered for youth baseball last year and RS/Murphey thought about 150-200. C/Owens asked if notification went to all user groups and RS/Murphey said staff has an email list and notification is sent to all on the list including anyone who calls and inquires. 2.1.1 Power Point Presentation on the Diamond Bar Center Comment Cards — CSC/Crawford C/Grundy said he hoped that staff had the (Power Point Presentation) pictures in a photo album that prospective renters could look through because to him it would be a great way to sell folks on what could be done with the facility. CSC/Crawford responded that they have a picture book that staff gives out to prospective clients and she tries to keep it as up to date and diverse as possible, especially with newer events happening. C/Grundy said he had no idea that event planners were going to such length to decorate the facility. CSD/Rose stated that next year's budget contains about $150,000 to upgrade the technology at the Diamond Bar Center which will address some of the concerns addressed by renters on the comment cards. Chair/Herndon asked if the City would raise fees to compensate for the budget item and CSD/Rose said there would be no increase because the City is satisfied with the fees and the City Council supports a CPI increase as -needed. MAY 24, 2012 PAGE 3 P&R COMMISSION 2.2 Parks Report — PMS/Jordan C/Owens recommended the Commission- send a thank you letter to the LDS Church for their volunteer effort. C/Owens asked if the wall is painted on an annual or as -needed basis and PMS/Jordan responded "as needed." 2.2.1 Power Point Presentation on Summitridge Trail Maintenance — PMS/Jordan C/Roberto asked if the City compensates the Conservation Corp and PMS/Jordan responded yes. DB has funds available for "at - risk" youth and the California Conservation Corp qualifies for that funding. C/Roberto asked the cost per year and PMS/Jordan responded that he had not yet received a bill for the year but typically, DB pays about $35,000 per year for the CCC: Services. CSD/Rose explained that the Youth at Risk Funds are part of the Safe Parks Act and can only be used to pay a group or youth that qualify as "at -risk" youth and the California Conservation Corp qual-ifies by definition. The CCC also helps with graffiti removal and firebreaks in District 41. 2.3 CIP Projects -- CSD/Rose 2.3.1 Washington Park — CSD/Rose reported that the park has been completed and the Notice of Completion was recorded by the LA County Recorder's office. The contractor is finishing up their maintenance responsibilities. Dedication Ceremonies are scheduled for Saturday, June 2. Invitations have been sent to all residents in the neighborhood and a letter was sent to all of the individuals who completed tiles that are in the park. 2.3.2 Sycamore Canyon Park Trail -- Phase IV — CSD/Rose stated that this project was completed and Notice of Completion was recorded by the LA County Recorder's office. Work is complete except for installation of the interpretive panels which are on order and should be received about the end of June. Staff is still looking at the exercise station signs to see if they need to be more explicit with respect to use of the equipment. 2.3.3 Silver Tip Mini -Park — CSD/Rose indicated that the Notice of Completion has been recorded and the contractor is performing the landscape maintenance. Dedication ceremonies are scheduled for Saturday, June 16 at 10:00 a.m. Notices to the neighborhood will go out early next week. 2.3.4 Trails Free Standing Interpretive Exhibits — Design & Construction -- see Item 2.3.2 MAY 24, 2012 PAGE 4 P&R COMMISSION 2.3.5 Dog Park at Pantera Meadow — CSD/Rose reported that bid opening took place on Tuesday and the apparent low bidder is Kormx, Inc. with a low bid of $96,875. Six bids were submitted. This item will go to City Council on Tuesday, June 5 for award of contract. Construction is anticipated to commence early July with completion early to mid-August with opening late August. Chair/Herndon asked if the project came in at or under budget and CSD/Rose explained that the original budget for the sidewalk was about $25,000 but because of the elevations, existing drainage structures and ADA requirements, the cost increased significantly. The handrails added more than $41,000 to the cost. The original budget was about $131,600 and the current estimate is $235,000. 2.3.6 ADA Improvements at Longview South and Stardust Mini Parks — Design ­ CSD/Rose stated that these improvements are described in the CIP packet with tonight's agenda. These two projects have been delayed due to funding issues. The City has the CDGB funds but not the matching funds. Therefore, Longview South has been pushed out to FY2014-15 and Stardust has been pushed out to FY2015-16. 2.4 Presentation on Diamond Bar High School's new swimming pool. CSD/Rose presented staff's report and referred the Commissioners to the design drawings to explain the proposed layout and intended uses. Chair/Herndon asked if the City would charge for lessons or contract out the swimming lessons. CSD/Rose said that YMCA offers swim lessons at the Hills Club and it r -nay be left to the YMCA to work with the school to offer lessons. The other option would be for the City to hire instructors and to advertise the classes on a break-even basis. The school would like for the City to help subsidize the cost of operating the pool but there would have to be a community benefit for that to occur. C/Owens asked if the City was involved in the design to which CSD/Rose responded "no." 3. OLD BUSINESS: 3.1 Discussion of Updated 5 -year CIP Program — CSD/Rose C/Owens asked if the projects are consistent with the Parks Master Plan to which CSD/Rose responded "yes." CSD/Rose stated that two projects riot on the list are Larkstone Park and the Site D development park because they will be funded by developer fees. However, when those two parks are constructed the City will be MAY 24, 2012 PAGE 5 P&R COMMISSION responsible for ongoing maintenance costs. Chair/Herndon asked if the athletic improvements to Lorbeer and South Point costs were broken dox,%In by item in the Master Plan. CSD/Rose responded that within the Master Plan there is a breakdown of development costs for elements that are part of these projects which is not necessarily listed under each facility. C/Roberto asked if it was common for the City to miss the estimate by as much as it did on the Dog Park and CSD/Rose responded that when an estimate is done prior to getting engineers on site, anything can happen. In this case, the surprise was the fact that it was not feasible to dig out the ground sufficiently to eliminate the elevation differences due to the underground flood control system. ADA requires handrails once the grade exceeds five percent. In addition, the path width was measured at five feet. However, in order to accommodate maintenance vehicles hand rails reduce the width of the pathway so the path had to be widened to eight feet which required more concrete. 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Roberto attended the City Birthday Party which seemed to him to be quieter than usual, perhaps due to the fact that it took place during Mother's Day weekend. He also attended the DB4Youth Dance. He announced that he would be out of town on June 2 Washington Park opening. C/Roberto thanked staff for the very informative reports. C/Grundy agreed with C/Roberto that the City Birthday Party was a very nice event. The Mesa opening was a nice event and staff did a really great job with the opening and construction which serves as a nice addition to the trails system. C/Grundy commended staff on reports and most especially the Power Point presentations. C/Owens echoed his colleague's comments regarding the City Birthday Party. He thought the event was more spread out which may have given an appearance of fewer attendees. The event was well done and he enjoyed it. He too, enjoys the Power Point presentations and said he had not previously realized how elaborate some of the events at the Diamond Bar Center were until tonight's presentation. He thanked staff for the Power Point on the trails system. Chair/Herndon said if the Commissioners were intended to be recipients of shirts next year he would appreciate a little larger size. He was on vacation during the last meeting and visited parks in the Washington D.C. and New York/Ellis Island area along with all of the monuments and facilities. It is nice to be home and appreciate DB and its parks and all of staff's good work. MAY 24, 2012 PAGE 6 P&R COMMISSION ADJOURNMENT: C/Roberto meeting. With no further business Chair/Herndon adjourned the meeting moved, C/Owens seconded, to adjourn the before the Parks & Recreation Commission, at 8:40 p.m. The foregoing minutes are hereby approved this Attest: LEW HERNDON, CHAIRMAN 24tqayof May Respectfully Submitted, Bbg:Q§t",�ECRETARY ,2012.