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HomeMy WebLinkAbout07/25/2013 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 J U LY 25, 2013 Vice Chairman Ted Owens 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 Roberto led the Pledge of Allegiance. Present: Commissioners Lew Herndon, Benny Liang, Dave Roberto, Vice Chairman Ted Owens Absent: Chairman Dave Grundy was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Robin Crawford, Community Services Coordinator, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by CSD/Rose. • 117-11 :; 1.1 Regular Meeting Minutes for May 23, 2013 C/Hemdon moved, VC/Owens seconded, to approve the May 23, 2013 regular meeting minutes as presented. Without objection, the motion was so ordered with C/Liang and C/Roberto abstaining, and Chair/Grundy being absent. 1.2 Regular Meeting minutes for June 27, 2013. C/Roberto moved, C/Herndon seconded, to approve the June 27, 2013 regular meeting minutes. Without objection, the motion was so ordered with C/Liang abstaining and Chair/Grundy being absent. JULY 25, 2013 PAGE 2 P&R COMMISSION 2.1 Recreation Program Update — RS/Murphey C/Roberto asked how the new women's fast pitch softball league was doing. CSD/Rose responded that there are seven teams in the league, two games have been played and all is going well. Games are at 5:30 and 7:30 p.m. at Peterson Park and the fall league tentatively begins Sunday, September 8 with eight teams anticipated to participate. In addition, a third league is contemplated for the spring. Currently, there is Council appropriation for two leagues and staff will go back to the City Council at mid -year to request another league with all fees paid by the league. VC/Owens asked how many teams are local. CSD/Rose explained that there are some residents in the league. Most are from Orange County, the Inland Empire, LA County including San Gabriel Valley, etc. VC/Owens asked about the level of competition and CSD/Rose said the team to watch is Monster, a team that has a pitcher from the University of Southern Mississippi that should be either be on the Olympics team or trying out for the Olympics. She is a very good pitcher with an intriguing change up and is undefeated at this point, so Monster is the league favorite to win. There are some very good players which makes it a very exciting event to watch. Most players are college students and the rest are high school students. C/Hemdon asked for clarification that twice the revenue at this point means that online registration is quickening the registration process and not doubling it. RS/Murphey responded that the amount of online registration has doubled. Registration is considerably above May, June and July and registration overall is above the number for the same period last year. VC/Owens asked if there would be facilities for adult basketball in the future and CSD/Rose said that adult basketball should be back in September. 2.1.1 Power Point Presentation on Improvements at the Diamond Bar Center — CSC/Crawford C/Hemdon asked if all of the controls were managed by staff or by the renters. CSC/Crawford responded that controls are managed by staff. Phones are located in the ballroom and before every event staff provides the renter with a "cheat sheet" which is a breakdown of times for their events with her extension. They can call her and she stands with them and does what they need. JULY 25, 2013 PAGE 3 P&R COMMISSION 2.2 , Parks Report — PMS/Jordan 2.2.1 Power Point Presentation on the Starshine Park inspection and vandalism at Pantera Park — PMS/Jordan VC/Owens asked if anyone had been able to gain access to the activity room at Pantera Park and PMS/Jordan responded "no" but in the past there have been break-ins at the snack bar where they have gained access. Staff put new locks on the windows to prevent vandals from prying them open. C/Hemdon asked if it would be feasible to consider security cameras at that location and PMS/Jordan responded absolutely and staff is looking into that at this time. 2.3 Cl P Projects — CSD/Rose; 2.3.1 Larkstone Park — CSD/Rose stated that Lewis Homes is still working on the redesign to mitigate the ancient landslides. Nothing will be constructed until the project is approved by various City departments, Commissions and the City Council. 2.3.2 Dog Park — CSD/Rose reported that construction documents for the concrete walkways and stairs that connect the gates to the dog play areas are out to bid to select a contractor to complete the work with bid opening August 22. 2.3.3 Grandview Trail and Grandview Trail Link — CSD/Rose stated that staff received the construction documents back from Building & Safety plan check this.week and comments have been submitted to TKE. Corrections are expected to be back for the second plan check by next Wednesday with construction to commence late September. 2.3.4 Diamond Bar Center Improvements — CSD/Rose indicated that in addition to CSC/Crawford's report regarding counter improvements at the Diamond Bar Center, the majority of the carpet is in the building and the Grandview Ballroom is scheduled for next week. The furniture is supposed to be onsite early August. 2.3.5 Site D Park Design — CSD/Rose reported that Lennar Homes is still working on the concept plan for the park and the biggest issue is the rain garden which is working its way through the Planning and Pu blic Works Departments. 2.4 List of Pending Commission Requests — None Offered. JULY 25, 2013 3.1 Pony Baseball Facility PAGE 4 P&R COMMISSION CSD/Rose provided a Power Point presentation on how the Pony League fields can be scheduled to benefit the Diamond Bar User Group. C/Roberto asked staff to provide Commissioners with the location of the July 30 meeting. C/Hemdon said until it is determined what type of sports can be held on those fields, RS/McKitrick cannot tell the Commission how much of a relief it would be for the users. CSD/Rose responded that originally staff discussed August as being the most valuable time if the fields are available. RS/McKitrick was looking at the fly ball capabilities of the facilities as being very valuable, which is more of an added benefit rather than taking pressure off of facilities. C/Herndon said that not having much experience with soccer, if the proposal is for August and September and use of those fields would have to be cut off, what kind of scheduling problem would that create for the later months of the year. CSD/Rose responded that last meeting Chair/Grundy said that high school teams stopped playing sometime in October so if younger kids can be moved over to the Pony League facility and when the high school kids are no longer using the fields the younger kids can move back to City facilities. I C/Hemdon asked if reduced use of City fields would reduce the maintenance costs and PMS/Jordan responded that Peterson, Pantera and Lorbeer fields are renovated annually and that cost is already included in the contract price the City pays. Included in the cost is repair of any damaged areas as well as, the cost of reseeding. If staff asked for sod rather than reseeding to expedite the repairs, it would result in an additional cost. PMS/Jordan said he did not believe it would adversely affect the cost of maintenance but it would alleviate some stress and reduce damage on the fields. VC/Owens asked how receptive the YMCA was to allowing others to use the facility. CSD/Rose responded that the YMCA is very interested in working with the community and it would take time for them to get up and running with that concept. As previously stated, the incoming director is very receptive to other uses. He indicated that he was very disappointed with the condition of the field and could imagine that as an area the community could enjoy if it were brought back to useable condition. In addition, the board of directors supported the concept of working with the City and user groups in order to earn some community relation points. JULY 25, 2013 PAGE 5 P&R COMMISSION VC/Owens said he believed that Pop Warner and AYSO require a certain number of practice hours in addition to regular play and that is why August and September is so valuable. He asked how often the YMCA uses the property and CSD/Rose responded that they do not use it. C/Hemdon asked if the YMCA would fund the improvements and CSD/Rose responded that the City would not be involved in funding improvements. The City is not the one operating the program of renting these facilities and some of the organizations could pay to use the facility. C/Roberto moved, Without objection, absent. 4. NEW BUSINESS: 5. ANNOUNCEMENTS: C/Hemdon seconded, to receive and file the report. the motion was so ordered with Chair/Grundy being None C/Roberto thanked staff for the reports and said he was pleased to see the technological improvements and online registration at the Diamond Bar Center. C/Hemdon thanked staff for their efforts and thanked CSD/Rose and RS/McKitrick for their evaluation of the Pony League Fields which he felt would ultimately benefit the City. C/Liang thanked staff for the reports and presentations and the improvements at the Diamond Bar Center. The new lighting is great and in August he will check out the new carpet, audio system and the Sycamore Room. VC/Owens thanked staff for the Power Point presentations which are very informative. He asked how many Commissioners could attend the Tuesday meeting and CSD/Rose said that technically, if the meeting is not posted two Commissioners is the maximum number that can attend. However, if more wish to attend he can post the agenda 72 hours in advance of the meeting. VC/Owens asked if the YMCA would have a presence at the meeting and CSD/Rose said this meeting is for staff and the Pony League representatives only. ADJOURNMENT: C/Hemdon moved, C/Roberto seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Vice Chair Owens adjourned the meeting at 8:16 p.m. JULY 25, 2013 PAGE 6 P&R COMMISSION The foregoing minutes -are hereby approved this 23 day of September_, Resp I u miffed, II rn CRETARY dSff,W BdIEB:K Attest: zo TED OWENS, VICE -CHAIR