HomeMy WebLinkAbout09/25/2014 PRC MinutesCITY OF DIAMOND BAR
MINUTES OF THE PARKS J. RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
SEPTEMBER 25, 2014
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Chairman Owens 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 Herndon led the Pledge of Allegiance.
Present: Commissioners Dave Grundy, Lew Herndon, Kim
Hsieh, and Chairman Ted Owens
Vice Chairman Benny Liang arrived at 7:23 p.m.
Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks
Maintenance Superintendent; Andee Tarazon, Community Services Coordinator; Alison
Meyers, Community Services Coordinator; Tatyana Warren, CS Leader; C.J. Kemble
Recreation Specialist, and Debbie Gonzales, Administrative Coordinator
PRESENTATION TO SUMMER VOLUNTEENS OF 2014 — CSC/Meyers
MATTERS FROM THE AUDIENCE: None
CALENDAR OF EVENTS: As presented by CSD/Rose
CONSENT CALENDAR:
1.1 Approval of Minutes for the August 28, 2014 Regular Meeting.
C/Grundy moved, VC/Liang seconded, to approve the August 28, 2014
Minutes as presented. Motion carried by the following Roll Call vote:
AYES: COMMISSIONERS:
NOES:
COMMISSIONERS:
ABSTAIN:
COMMISSIONERS:
ABSENT:
COMMISSIONERS:
2. INFORMATIONAL ITEMS:
Grundy, Hsieh, VC/Liang,
Chair/Owens
None
Herndon
None
2.1 Recreation Program Update — CSC/Tarazon
C/Grundy said he noticed that the majority of the senior club members are
non-residents and asked what surrounding cities they were coming from.
SEPTEMBER 25, 2014 PAGE 2 P&R COMMISSION
CSD/Rose responded that seniors come from Chino Hills, Walnut,
Pomona, Rowland Heights and Hacienda Heights. C/Grundy asked why
there is such a high number of participants from those cities and asked if
they had their own senior programs. CSD/Rose responded that Walnut
has a program but Diamond Bar still gets a lot of Walnut residents. Chino
Hills is beginning to have senior programs. He is not aware of any senior
centers in Rowland Heights or Hacienda Heights. CSC/Tarazon reported
that Diamond Bar programs are open to anyone and non-residents are not
excluded. Diamond Bar is a very diverse City and residents from other
cities seek to take advantage of these programs and want to maintain
their close ties to the City. For example, Patsy Wilson is a resident of
Chino Hills but is very dedicated to this City and is very active in Diamond
Bar, is a member of the Woman's Club, and has been the Diamond Bar
Senior Club President. After studying the numbers, her department is
planning to team with the Public Information Department to provide
resident outreach to boost resident numbers and participation. C/Grundy
said he was pleased that non-residents participated and hoped there
would be more participation by residents.
C/Hemdon said he felt that seniors visited alternate cities on various days
of the week and CSD/Rose said staff knows there is a circuit of different
senior centers that individuals visit to participate in lunch programs and
other programs of interest.
VC/Liang asked if there was dual membership and CSC/Tarazon said it
was a possibility; however, staff does not maintain those statistics. Many
clubs are ethnic specific. CSD/Rose said he is aware that many people
hold joint membership in more than one club. VC/Liang asked if the
Diamond Bar Center had a senior meal program and CSD/Rose
responded that the only senior meal program in Diamond Bar is "Meals on
Wheels" which is operated out of Rowland Heights.
C/Herndon asked if the City could coordinate with "Meals on Wheels" to
make sure that their clients were aware of the City's programs and
CSD/Rose responded affirmatively.
2.1.1 PowerPoint Presentation on Vol u nteens —Alison Meyers
2.2 Parks Report — PMS/Jordan
C/Hsieh asked if anything further was being done to prevent further
vandalism and PMS/Jordan responded that cages that are anchored to
the ground with concrete and locked are available to prevent access to the
back flow devices. With respect to this particular issue, the back flow
manifold is very large and staff is attempting to locate a cage that is big
enough to cover it. In some cases, plastic back flow devices can be
purchased instead of brass so that there is very little, if any, recycle value.
What drives this type of theft is the cost of scrap metal and when those
SEPTEMBER 25, 2014 PAGE 3 P&R COMMISSION
prices go up vandalism increases. C/Hsieh asked if this type of vandalism
has occurred in the past and PMS/Jordan responded affirmatively. This is
an epidemic that is hitting the City, other cities, HOA's, etc. C/Hsieh
asked if there is a way to secure all such devices in the City and
PMS/Jordan said that there are ways to secure the devices; however,
there is a significant cost involved in doing so, so staff tries to camouflage
the devices with paint, shrubs, etc. If the City experiences a theft it
proceeds with remediation. A back flow cage for a two-inch device runs in
excess of $1,000. As time passes staff is working to make sure all of the
City's devices are protected. C/Hsieh asked how long the devices work
and PMS/Jordan responded that they could last for decades. There is a
significant benefit to maintaining the devices and keeping them in the
ground.
C/Grundy reminded staff that C/Lyons brought to staff's attention that the
women's restroom was in need of cleaning and asked if staff was keeping
an eye on this issue. CSD/Rose responded yes and said there were a
couple of other issues. Staff noticed that the grout, although clean, looks
really bad and that the lighting levels were bad so the contractor is looking
at improving the lighting situation so that it has a bright appearance rather
than a gray appearance. Maintenance on stalls, the and throughout the
building in general has increased. In addition, staff members supplement
the contractor's time and attention.
2.2.1 Power Point Presentation on Pantera Park — PMS/Jordan
2.3 CIP Projects — CSD/Rose
2.3.1 Construction of Grandview Trail and Grandview Trail Link —
CSD/Rose reported that construction continues and staff reports
that the trail from the Canyon Loop Trail over to the ridge that
comes down from the parking lot is complete. The two shade
shelters are under construction which leaves about two-thirds of the
trail down the ridge to the parking lot plus the ADA parking lot
access to be done. Staff's goal is to have this completed within
about two weeks. The contractor has until October 13 to complete
construction. Once construction is completed there will be a
dedication ceremony.
2.3.2 Update on Status of Diamond Canyon Park — CSD/Rose said
that Lennar Homes is continuing design work on the project and
there has been considerable communication between the
developer and the City to make sure the project is following the
requirements for the park development feature. The developer is
seeking to enhance the pedestrian access on Diamond Bar
Boulevard adjacent to the City entrance monument.
SEPTEMBER 25, 2014 PAGE 4 P&R COMMISSION
2.3.3 Design of Heritage Park Improvements — CSD/Rose stated that
the City Council awarded the design contract to ICG. ICG is
proceeding with the contract work and necessary paperwork and
once executed, they will begin scheduling community meetings at
Heritage Park for public input. Staff plans to send out notices of the
meetings to the high school students who are very interested in the
accessible elements of the new park design.
C/Herndon said he noticed a tremendous amount of dirt movement across the
street from South Point Middle School and asked for an update. CSD/Rose
responded that the developer has landslide issues they are dealing with through
grading and at some point they will provide a park plan that meets all of the
conditions that were approved by the City Council for Larkstone Park. After the
mitigation work is completed the developer will provide a new plan based on
repair of the ancient landslide. In response to Chair/Owens, CSD/Rose said that
if there are significant changes to the plan it will come back to the Commission.
2.4 List of Pending Commission Requests:
a) Silver Tip Park to Pantera Park Trail — Staff is submitting a grant
request to improve the trailhead at Silver Tip Park. Part of the path
CCC put in actually spills onto the Water District property and staff will
need to move that portion of the trail which will require a bridge over a
bench drain. While staff is awaiting word about the grant funds CCC
will continue working on the trail.
b) CSD/Rose said he was informed that the City's website was being
redesigned and parks and trails will be promoted.
C/Herridon asked about the status of Proposition P. CSD/Rose responded that
Proposition A, the Safe Parks Act was a two part proposition, one of which was
approved in 1992 and one in 1996. Through Proposition A there is a parcel tax
on all parcels in LA County and the City of Diamond Bar gets a portion of that
money for Diamond Bar improvements. Several trails have been funded through
that proposition, Pantera Park was built with that money, Peterson Park lights
were installed using that money, and maintenance for those projects is paid for
with that money. The 1992 version of Prop A expires June 30, 2015 so LA
County is putting Proposition P on the November ballot as a replacement to the
1992 portion of Prop A which if approved, would result in a $23 per -year parcel
tax on every parcel in LA County from which Diamond Bar would be allocated a
certain amount; plus, funds will be set aside for grant application. There have
been no applications processed and no applications will be processed unless the
proposition passes. LA County contacted the City requesting a list of its "dream"
projects and CSD/Rose said he believes the County is using that information to
make a list of what cities could use Prop P monies for, if approved, as part of the
promotion to the voters. Diamond Bar sent "sports fields" as one of its five
dream projects. Others were a senior center, sports facilities, trail improvements,
etc.
SEPTEMBER 25, 2014 PAGE 5 P&R COMMISSION
2.5 Financial Summary for 2013/14 Fiscal Year — CSD/Rose
CSD/Rose presented the Community Services Division Financial
Summary showing a comparison between Fiscal Year 2013/14 and Fiscal
Year 2012/13 and explained expenditures versus appropriations and
revenues collected. Goals were revised downward for 2013/14 due to the
decrease in projected usage. However, revenues are at the appropriate
levels at the end of the 2013/14 Fiscal Year.
C/Grundy thanked CSD/Rose for the information. He noticed this report
showed a decline in usage and wondered if it was trend or timing.
CSD/Rose responded that the actual revenue for the Diamond Bar Center
for the previous fiscal year was $694,000 and was the most ever in any
given fiscal year but he would not be surprised if the revenue dropped in
this fiscal year due to natural variation. However, the City will be raising
fees shortly, the result of which may not be seen immediately because
rates are held for two years for reservations made during the current fee
schedule period. C/Grundy said it is great that revenues are up but when
compared to actual expenditures the percentages show that the
expenditures are increasing at a higher rate than revenues which will
result in a growing gap. CSD/Rose said the biggest costs are staff and
utility costs which continue to increase at a steady pace.
C/Grundy asked if staff was concerned that the actual number of
reservations had fallen off. CSD/Rose said C/Grundy's question would be
directed to RS/Murphy for response. Staff tracks the information at a
revenue level to help recover operations costs. C/Grundy said he would
like to know usage numbers to see if there was any kind of declining trend
in usage because if so, it should be determined whether there is an issue
that could be addressed. CSD/Rose said he would be surprised if usage
was declining. C/Grundy said he would like information for all of the
facilities and not just the Diamond Bar Center. CSD/Rose said that the
numbers indicated to him that contract classes had been dipping and are
now back up, a lot of which represents a cycle of instructors and a
recessionary period which did not hit early on but more so in recent years.
Demographics may have caused athletics to decline but educational
classes to increase.
Chair/Owens asked if the City had a subsidy level for the Community
Services Division and CSD/Rose responded "not specifically." The goal is
to collect the general fund contribution and apply it to, the direct cost which
is consumed by the program itself which includes part time staff but does
not include full time staff, utilities and maintenance costs. Supplies and
equipment costs are recovered.
C/Herndon said he noticed the City saved about $200,000 from
appropriations to actual expenses with an income of about $50,000 more
than anticipated and asked if there was any chance that $200,000 could
be put toward fields for kids. CSD/Rose responded that it is more likely
SEPTEMBER 25, 2014 PAGE 6 P&R COMMISSION
that the money would go toward funding additional CIP projects for the
next fiscal year. The routine maintenance budget increased substantially
which was a budget that dropped during the City's recessionary period.
C/Herndon said he noticed his property taxes increased by about three
percent this year and assumed the City would receive more revenue.
What is the City's position on unfunded pension funds and CSD/Rose
responded that his impression is that the City is in great financial shape.
C/Herndon said lie understands the City has a reserve but wanted to
know if that was before the pension program was funded. CSD/Rose
explained that a couple of years ago the finance department put a
sizeable amount in the retirement budget. A calculation was done based
on the number of years the money is in the system with a projected PERS
growth of 7.5 percent per year. By the system investing a substantial
amount of extra money the growth is added to the contribution so that the
City's future cost liability for the pension plan gets significantly reduced.
He said he would ask the Finance Director if the City was facing a liability
that could comb back to haunt it in the future but he guessed that the City
was in really good shape.
3. OLD BUSINESS: None
4. NEW BUSINESS: None
4 11 41 I'll [fill Z DI
C/Hsieh thanked staff for their great presentations. She was enjoying the park
today and wanted to say thank you.
C/Grundy thanked staff for their reports and the great job everyone does day in
and day out. It is great to see the "Volunteens" and it was fun to be a part of the
presentation this evening. Seeing the number of kids involved and staff's
enthusiasm is heartwarming. He thanked CSD/Rose for his report on the Fiscal
Year budget. He stated that when he was discussing the restroom issue with
Council Member Lyons, she asked if that is included in the park walk-throughs
and she is remembering when Commissioners scheduled physical walk-throughs
which has not been done for some years now. He asked if his colleagues were
interested in park walk-throughs. C/Herndon said that staffs reports are very
thorough and helpful. C/Hsieh said she randomly checks the parks and she
checked her (neighborhood) park this morning and found it to be very clean and
well -kept. VC/Liang said he would like to participate. Chair/Owens said he
would participate if his colleagues wanted to go back to the park walk-throughs.
He agrees with C/Herndon that PMS/Jordan's reports and power point
presentations are very thorough and detailed.
PMS/Jordan said that anytime Commissioners wish to visit the parks it can be
scheduled on a formal or informal basis.
SEPTEMBER 25, 2014 PAGE 7 P&R COMMISSION
C/Hsieh said that staff is so thorough and responsive she was not sure it was
necessary for the Commissioners to constantly be checking. Since she regularly
visits the parks if she finds something that is not right she will bring into the
Commission.
C/Grundy said that the Commissioners used to do park walk-throughs on a
quarterly basis and each would take a different park to walk with staff and come
back to the Commission with a report. He agrees that PMS/Jordan's reports and
PowerPoint presentations are wonderful and helpful so it is not to say that there
is a gap but more of an offer to assist staff.
C/Herndon proposed that park walk-throughs be done on a formal basis once a
year to keep Commissioners in touch with what is happening. He feels that with
PMS/Jordan's reports it does not need to be done frequently, so once a year
would be sufficient.
Commissioners concurred to formally conduct walk-throughs annually.
PMS/Jordan suggested that Commissioners select one or two parks to cover all
of the parks on an annual basis. CSD/Rose said he would put the matter on next
month's agenda to formalize the walk-throughs. In the meantime,
Commissioners can contact AC/Gonzales to schedule a date and park.
C/Hemdon said he would like to include the trails.
VC/Liang thanked CSD/Rose for his response to questions regarding usage.
C/Hemdon thanked staff for an awesome job and said he is thrilled to get reports
on all of the good work staff does. Every time the Volunteens are honored he is
thrilled to see the community youth involved in the City. It is very rewarding to
witness. He gave a special thanks to CSC/Meyers and her staff who do a great
job.
Chair/Owens thanked staff for the information. The "Volunteen" program has
come a long way since it began in 1991.
ADJOURNMENT: With no one objecting and no further business before the Parks and
Recreation Commission, upon motion by C/Hemdon seconded by VC/Liang,
Chair/Owens adjourned the meeting at 8:49 p.m.
SEPTEMBER 25, 2014 PAGE 8 P&R COMMISSION
The foregoing minutes are hereby approved this 23rday of October
2014.
Respec I bmitted,
Attest:
TED OWENS, CHAIRMAN
