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HomeMy WebLinkAbout11/15/2012 PRC MinutesCITY OF DIAMOND BAR NOVEMBERMINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 Chair/Herndon called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the City Hall Windmill Room,'21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, Dave Roberto, Vice Chairman Benny Liang, Chairman Lew Herndon Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Robin Crawford, Community Services Coordinator; Phil Williams, Facility Attendant II, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented 1. CONSENT CALENDAR: 1.1 Approved Minutes for the October 25, 2012 Regular Meeting. C/Owens moved, C/Liang seconded, to approve the Consent Calendar as presented. Without objection, the motion was so ordered with Chair/Herndon abstaining. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — CSC/Crawford C/Owens asked if the City offered a drop in program for adult basketball. CSC/Crawford responded that the numbers she presented were for youth basketball. There is no drop in program for adult basketball. C/Grundy asked how 243 dance participants compares to prior dance participation and CSC/Crawford said she observed the most recent dance participation was an improvement over the May dance participation. The dance usually attracts about 200 participants and said they were very pleasantly surprised with the outcome of the most recent event. NOVEMBER 15, 2012 PAGE 2 P&R COMMISSION C/Roberto said he understood that the Diamond Bar Community Foundation date was not held for next year and wondered why certain dates were not held open for future events at the Diamond Bar Center. CSD/Rose responded that there was no reservation made for next year's Diamond Bar Community Foundation's Fundraising event. The Board Members of the Foundation believed that staff automatically reserved the date. Over previous years there have been occasions when the Foundation contacted staff and staff notated the date. For whatever reason no date was reserved. Recently, a reservation was made for November 15 for 2013 and November 15 for 2014. The limit for booking is two years or 24 months. There is nothing that would prevent the City from booking further in advance should there be a policy change that was approved by either the City Manager or City Council. Technologically, it could be done but staff is working with current policy. Staff's preference is to be contacted with a specific date when an organization wants to set a date because the City has numerous organizations, both non-profit and business, that like to hold annual events and staff is never sure what dates the groups want to use the facility so it is always advisable for the group to contact the City to book the date. For whatever reason, this year was missed. In fact, it was CSC/Meyers who discovered the omission when she was entering the date for the dance. Chair/Herndon asked if staff could calendar a reminder and CSC/Crawford said staff has rnade plans to do that with a notation on November 1 of every year to contact the Foundation about the dates two years out. C/Owens asked how a 2013 336 registration number for youth basketball compares to the 2012 program and CSD/Rose responded that there were just over 400 last year. There are a few more weeks left this year for people to register for the 2013 program. C/Owens wanted to know the ratio of male/female and staff said they would look into the matter and get the information to C/Owens. Chair/Herndon said he noticed rents were up this year and wanted to know if that reflected an improvement in the economy. CSD/Rose said he felt it was not a significant increase and felt it was market coincidence. This year to date is statistically close to last year to date. 2.1.1 PowerPoint Presentation on Picnic Reservations — CSC/Crawford Chair/Herndon asked how staff handles unusual requests. CSC/Crawford said she asks a series of questions to determine whether it will negatively impact the park and surrounding residential neighborhoods to determine whether the request will be granted. Chair/Herndon asked if staff had good overview shots of the parks and asked if that would be helpful to the process. CSC/Crawford said staff has aerial shots of the parks that are provided with the map so that the person seeking the reservation NOVEMBER 15, 2012 PAGE 3 P&R COMMISSION can circle the tables they will be using to let the field attendant know the location of use. 2.2 Parks Report — PMS/Jordan C/Roberto asked if the City attempted to subrogate for the damaged wall. PMS/Jordan responded that if a police report was taken it is typical for the offender's insurance company to contact the City in which case the City provides receipts for compensation. C/Liang asked when staff felt it would be able to contract out the lighting system repair and CSD/Rose responded that in the staff meeting yesterday the City Manager mentioned this item would go to the City Council the first week in December to get appropriation of funds which starts the formal process. Stage lighting, and other technology upgrades are planned for the Diamond Bar Center as well as office space, front counter and front door conversions/improvements. Chair/Herndon asked if the bees were Africanized Bees and PMS/Jordan responded that he treats all bees as if they were Africanized and lets the handlers remove the swarms to another site. Chair/Herndon said that when he attended the league games a swarm of bees flew over the field. PMS/Jordan said that typically, when bees swarm they are not as aggressive or defensive. When one encounters a hive it is the time one is most likely to encounter problems because the bees are protecting their home. C/Owens suggested that a thank -you letter be sent to the Scout Troop that painted the fence. 2.2.1 Power Point Presentation on "Bark Park" Dog Park — CSD/Rose C/Owens asked if the rules of use will be posted and CSD/Rose responded that all signage was professionally done and will be posted tomorrow. There are some benches available to be installed and staff will need to determine the best locations by asking grand opening attendees for some feedback. C/Grundy asked if there were any plans for monitoring or policing the use to which CSD/Rose responded that it is pretty much open to user self- monitoring. The signage will include telephone numbers for such services. C/Grundy asked about periodic cleanup of the dog park and CSD/Rose said that in addition to owners being asked to pick up after their dogs staff will provide ongoing maintenance. PMS/Jordan said that Valley Crest, the City's contractor, will monitor the park on a daily basis. For the most part, individuals will pick up after their dogs. NOVEMBER 15, 2012 PAGE 4 P&R COMMISSION Chair/Herndon asked if the City budgeted additional maintenance for the dog park. CSD/Rose responded that there is a little bit in the budget. Three new amenities were added to the maintenance budget this year including the Dog Park, Washington and the new trail at Sycamore which is well used. 2.3 CIP Projects — CSD/Rose 2.3.1 Trails Free Standing Interpretive Exhibits — CSD/Rose reported that Ace Construction has received the panels and, have been installing the panels up at the mesa of Sycamore Canyon Park. The installation should be complete within two to three weeks. 2.3.2 Dog Park atPantera Meadow— CSD/Rose (previously discussed) 2.3.3 Grandview Trail and Grandview Trail Link — CSD/Rose stated that City Council approved the contract with TKE Engineering and Planning. The contract was mailed to TKE and once executed and signed by the Mayor and once all documents are received staff will schedule the kickoff meeting for design of the trail link. Once completed, there will be a trail linking the open space from the east parking lot of the Diamond Bar Center around to the west parking lot. 2.3.4 ADA Improvements at Longview South and Stardust Mini Parks — Staff will commence installation of the handicap ramp in the right of way at each of the parks next year. The park improvements are budgeted for 2014-2015 for Longview and 2015- 2016 for Stardust. Currently there is CDBG money available to move forward with the handicap ramps. 2.4 List of Pending Commission Requests — CSD/Rose 2.4.1 Improvements at the Diamond Bar Center — as previously discussed. Update will be provided at the January 2013 meeting. 2.4.2 Site D — no new information available. If a meeting is scheduled before the next Commission meeting staff will notify the Commissioner's via email. 2.4.3 Resident seeking swings in parks — the resident attended the Diamond Bar Foundation meetings and one of the Foundation members will meet with the resident to talk about the request. 2.4.4 MOU with the School District — CSD/Rose met with CM/DeStefano today who is ready to begin moving forward NOVEMBER 15, 2012 PAGE 5 P&R COMMISSION on this matter. CM/DeStefano asked CSD/Rose to work up some talking points to move forward with school district meetings in the new two to three weeks. Chair/Herndon offered to assist with MOU process. 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Roberto said he has been enjoying the parks and is surprised how fast the dog park has come together and appears to be sufficiently large enough. He noticed construction at Silver Tip Park and asked what the Helipad was intended for. CSD/Rose responded that the LA County Fire Department uses the Helipad to bring water to the site to fight fires. C/Roberto said he and his nephews visited Sycamore Canyon Park. Their boys really enjoyed the creek. He thanked staff for their reports and wished everyone Happy Holidays. C/Grundy said he would not be able to attend the CPRS Conference in San Jose. He said he looked forward to having the dog park open. He too thanked staff for their reports and wished everyone Happy Holidays. C/Owens thanked staff for their fine reports. He said that staff did a fine job on the Veterans Recognition Program last week. C/Liang thanked staff for their reports and PowerPoint presentations which he really enjoys. C/Liang said he would not be able to attend the CPRS Conference in San Jose. Happy Holidays to all. Chair/Herndon said he would not be attending the CPRS Conference. He attended the Veterans Recognition Ceremony which was well done and felt those who were honored were very pleased with the event. The Fundraising Gala was held last Saturday during which the Diamond Bar Community Foundation announced that the raffle tickets are being sold which will raise funds for the "Kids for Field's" project. Anyone interested can purchase tickets from him. Staff does a great job and he hopes they have a wonderful Holiday Season. ADJOURNMENT: C/Grundy moved, C/Owens seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Herndon adjourned the meeting at 7:55 p.m. NOVEMBER 15, 2012 PAGE 6 P&R COMMISSION The foregoing minutes are hereby approved this 4thday Of February 12013. W M I C{ IC OA10,15 Attest: LEW HERRIDON, CHAIRMAN