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HomeMy WebLinkAbout01/23/2014 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 JANUARY 23, 2014 Chairman Dave Grundy 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 Liang led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Lew Herndon, Benny Liang, Dave Roberto, Chairman Dave Grundy Absent: Vice Chairman Ted Owens Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Crystal Knox, Community Services Coordinator, ' and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented by CSD/Rose. . 1.1 Regular Meeting Minutes for November 21, 2013 — approved as submitted. C/Roberto moved, C/Herndon seconded, to approve the Minutes of the November 21, 2013 regular meeting as submitted. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Herndon, Roberto, Chair/Grundy NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: Liang 2.1 Recreation Program Update — RS/Murphey Chair/Grundy asked if anything was being done in response to concerns about the fields reported by the user group. PMS/Jordan said he would JANUARY 23, 2014 PAGE 2 P&R COMMISSION be providing the Commission with a Power Point presentation that addressed the concerns. C/Hemdon said when he attended the user group meeting he got the impression that several groups thought use of the Pony League fields would be advantageous. After visiting Lorbeer and the Pony League fields he observed the Pony League fields to be in better condition than Lorbeer. C/Hemdon asked for an update regarding use of the Pony Fields. CSD/Rose said he met with CM/DeStefano last week and that CM/DeStefano said he believed there was too great a liability risk for the City to be involved in the allocation of that facility. C/Hemdon reiterated his belief that the facility would be an asset to the user groups. Chair/Grundy asked for confirmation that the response was directly related to the Commission's request for further consideration and that no further action would be taken. CSD/Rose responded that was his understanding. There have been requests from Council Members in response to staff's November report and unless something happens at the Council level it is doubtful anything will occur at staff's level. C/Roberto suggested that Commissioners talk with their Council Members to find out their opinions. 2.1.1 Power Point Presentation on Office Improvements at the Diamond Bar Center — CSC/Knox 2.2 Parks Report -- PMS/Jordan Chair/Grundy asked if the City can take advantage of a discount if all playground resurfacing is done at the same time. PMS/Jordan responded affirmatively and stated that the City paid about $11,000 for all of the repairs, which represents a significant discount for the amount of work performed. C/Hemdon asked if he understood that the repair work included art and PMS/Jordan responded that it is difficult to blend in patch repairs so it is best to embrace the repair by making it into something creative for the kids such as paw prints, stars, etc. as has been done in some of the parks. 2.2.1 Power Point presentation on Sports Fields Walk-thru response to User Group Memorandum regarding field conditions — PMS/Jordan. C/Hemdon asked if the chains were long enough on the L -Screens to move them from a baseball position to a shorter softball position (10 feet) and PMS/Jordan responded no, that they are long enough to allow a change from left side to right side pitching only. C/Herndon said he believed several different age groups use the areas and if a coach is pitching to little kids they would want to be JANUARY 23, 2014 PAGE 3 P&R COMMISSION quite a bit closer than if they were throwing hardball pitches. PMS/Jordan said staff finds the screens outside of the batting cages which was the main reason for chaining the screens. Staff will look at increasing the length of the chain. C/Hemdon said that when he was coaching he would provide stiff - bristled push brooms to the kids so that they could broom the dirt back onto the field after games, which prevented the berm build-up and prevented the dirt from being thrown back onto the grass during machine brushing. C/Hemdon asked if the City maintained the upper field at Lorbeer and PMS/Jordan responded that staff does not maintain the upper field. Unfortunately, there are times that the grass is in excess of 8 to 10 inches high and when they mow it there is no way to get it at a proper mowing height. In addition, the mown grass/thatch/hay is left on top instead of picked up and properly discarded and needs to be incrementally cleaned to get the grass to the proper height. C/Hemdon said that one of the recommendations was to install signage to prohibit using the fences. PMS/Jordan said this has not yet been done but should be done. C/Hemdon asked if there were dummy video cams that could be used at fields. PMS/Jordan responded that one of the problems is that they give people a false sense of security and if something were to happen to a park patron the City might incur liability for not having an actual camera in place. 2.3 CIP Projects — CSD/Rose 2.3.1 Grandview Trail and Grandview Trail Link — CSD/Rose indicated that the City was awarded a $300,000 grant from LA County Safe Parks Fund which completed the necessary funding to construct this project. The project is out to bid and bids are due next Tuesday. Staff plans to award the contract at the first Council meeting in February and possibly begin construction sometime in March. 2.3.2 Site D Public Park — CSD/Rose reported that the Conditions of Approval were approved at the December 17 City Council meeting. The Council did not require a cover over the channel and Lennar Homes is developing the detailed plans for the park for approval. Staff met with Lennar's team today to learn that they are developing a detailed concept plan. The proposed plans are scheduled for Commission review and recommendation in March and if the proposal moves forward it will be presented to the City Council on April 15. If the time frame is met the park could be under construction by the fall and Lennar plans to have models JANUARY 23, 2014 PAGE 4 P&R COMMISSION 3. W constructed by next spring. 2.3.3 Diamond Bar Center Improvements — CSD/Rose stated that the project is substantially completed as reported by CSC/Knox this evening. There are a few punch list items that will take time to be completed due to the materials that have to be ordered. However, the project should be completed February/March. 2.3.4 Design of Heritage Park Improvements — CSD/Rose said that staff is restarting the RFP process (March/April) to expand the scope of work for this project. The earlier RFP was primarily for the community center and access to it and the revised scope of work will include recommended improvements for the entire park site. Staff will solicit public input as part of the process and the revised RFP will include looking at incorporating the outdoor restroom facilities as part of the main building which would provide an opportunity for re -grading entry areas around the park to conform to ADA requirements. 2.3.5 Larkstone Park Update — CSD/Rose reported that Lewis Homes is beginning to move forward with their project due to the improvement in the economy. Lewis has applied for a grading permit for the site and the Public Works Department is requiring that Lewis submit a revised park plan for approval which Lewis is working on at this time. Construction documents were written for the park; however, there is an ancient landslide in the middle of the site that Lewis Homes said they did not know about which led, to the revised park plan requirement. List of Pending Commission Requests — CSD/Rose CSD/Rose stated that during staffs meeting with Lennar Homes today staff stressed the fact that swings need to be a part of the tot lots. C/Herndon asked for an update on the Memorandum of Understanding with the school districts. CSD/Rose said the matter is overdue and staff intends to move forward. C/Herndon said that when the Parks Master Plan was formulated one of the fundraising ideas proposed by the consultant was "naming rights" of fields, etc. He presented the Commissioners and staff with a copy of a Portland Press Herald article Local -level sports programs selling naming rights dated September 23, 2013 and suggested that PUSD might want to adopt such a program in conjunction with the City with the proceeds going to Lorbeer fields. e a. 4. NEW BUSINESS: None JANUARY 23, 2014 PAGE 5 P&R COMMISSION C/Roberto thanked staff for the reports to the Commission and congratulated them for completing the work on the Diamond Bar Center. C/Hemdon said that staffs reports are always greatly appreciated. He attended the Snowfest and was very enthusiastic about the turnout. Staff does a great job with youth basketball. He appreciates what staff does for the City. C/Liang echoed his peers and said he was privileged to walk through the office at the Diamond Bar Center which is very nice and he especially enjoyed the sales office. A couple of his friends that used the restrooms at the park during the weekend had very positive comments about their appearance and upkeep. Chair/Grundy thanked staff for the information reports and the power point presentations, both of which are very valuable in providing greater understanding about the activities. He thanked PMS/Jordan for anticipating the Commissioner's questions regarding the memorandum with his prepared presentation. It was especially gratifying to have the questions and responses during the same meeting. He was unable to attend the Snowfest but was very glad that it went well. ADJOURNMENT: C/Roberto moved, C/Hemdon seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 8:07 p.m. The foregoing minutes are hereby approved this 4 day of March Resp9c, u Submitted, -A SECRETARY ,2014.