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Home My WebLink About11/20/2014 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 NOVEMBER 20, 2014 CALL TO ORDER: 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. ROLL CALL: Present: Commissioners Dave Grundy, Lew Herndon, Kim Hsieh, and Chairman Ted Owens Absent: Vice Chairman Benny Liang was excused Staff Present: Bob Rose, Community Services Director; Anthony .Jordan, Parks Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Cloris Vargas, Community Services Specialist, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented and amended by CSD/Rose 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the October 23, 2014 Regular Meeting. C/Grundy moved, C/Hsieh seconded, to approve the October 23, 2014 Minutes as corrected. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: NOES: COMMISSIONERS: ABSTAIN: COMMISSIONERS: ABSENT: COMMISSIONERS: 2. INFORMATIONAL ITEMS: Grundy, Hsieh, Chair/Owens None Herndon VC/Liang 2.1 Recreation Program Update — RS/Murphey C/Herndon asked if there is enough floor space in the available gyms to accommodate additional kids interested in joining the youth basketball program and RS/Murphey responded that currently there is sufficient space and not all of the age divisions are full or near full so it may mean that one will remain smaller and the 7 year old division will be able to NOVEMBER 20, 2014 PAGE 2 P&R COMMISSION increase. C/Herndon asked if it was near capacity and RS/Murphey responded that the program can grow by about one hundred additional participants. Chair/Owens said he noticed that non-resident participation is at about 62 percent and asked if residents were being eliminated from the youth basketball program and RS/Murphey responded that residents are given a one-week priority to register. It is not staffs intention to eliminate residents from the program. Chair/Owens asked about the revenue for the Haunted House and Fall Fun Festival. RS/Murphey responded that there were 222 game and craft cards sold at $5 each. On Halloween night 197 participated. RS/Murphey explained that CSC/Tarazon would have the figures for the next Commission meeting report. 2.1.1 Power Point Presentation on Senior Program Update - CSSNargas C/Hsieh asked the age requirement for the program and CSSNargas responded that it is for individuals aged 55 and older. 2.2 Parks Report — PMS/Jordan C/Grundy asked if the wiring is insured and PMS/Jordan responded that it is insured and there is a $5,000 per occurrence deductible. The cost for repairs at Pantera Park was just under $2,500 and fell within the deductible. The Peterson Park repairs were done in-house. C/Grundy asked if staff should be more proactive by filling in other boxes not currently filled with concrete and PMS/Jordan responded that staff will begin filling in those boxes with concrete and begin welding the hand holds shut on some of the steel poles. When repairs are needed, the welds will be grinded off for access. It will be much less expensive than paying $2,400-$2,500 for wire replacement. Chair/Owens asked if there had been any reports of Africanized bees in the City parks and PMS/Jordan responded that nearly every report of bees in parks involve Africanized bees. The most recent occurrence was on the Grandview Trail during the construction process. Authorities tell staff to assume all bee encounters involve Africanized bees. The City has bee removers come out on occasion to remove a colony of bees at a cost of about $125 for each visit. The bees are gone from the tree on Grandview Trail and the tree will be removed. C/Herndon asked what is happening next to City Hall and PMS/Jordan explained that construction is underway to build a permanent pad with enclosure for the emergency generator and changing out the transfer switch from manual to automatic in case of a power outage/emergency. NOVEMBER 20, 2014 PAGE 3 P&R COMMISSION 2.2.1 Power Point Presentation on Peterson Park walkthrough with C/Grundy — PMS/Jordan C/Grundy thanked PMS/Jordan for the report. When looking at the details there appeared to be a number of items that needed addressing but when looking at a photo he believed the overall appearance of the park was well presented. He does not want the impression to be that there were a lot of things wrong but there are items that need to be attended to but overall, the park is in pretty good shape. C/Herndon said he noticed the metal structure of the bleachers seems to be pretty rusty in places and asked if staff had plans to paint the structure. PMS/Jordan explained that it is galvanized steel and it is beginning to rust around the periphery. He does not believe it is painted but staff can paint it but he would have to look at it again to evaluate the condition. His preference would be to attempt to sand the affected areas and put on some type of rust inhibitor. Painting the structure is quite a task and once painted, it creates another recurring maintenance activity. C/Herndon said the photo of the swing appeared to show the bars across the top might be in need of remediation as well. PMS/Jordan said he had reported on this issue before. There is blue paint that is actually in pretty fair shape; however, in other areas the blue paint has been eroded away down to the primer and bare steel. The issue is that a bigger kid might want to swing and because that kid is taller will wrap the swing chains around the top to lift the seat higher. The chain is not on a bushing/clevis and the chain rubbing on the top obliterates the paint. Staff can paint those and within a week the paint is gone. While it.is aesthetically not pleasing, the structure is in good shape. C/Hsieh asked if powder coating protects better than painting. PMS/Jordan said that C/Hsieh is correct that powder coating is a much more durable coating and is typically something that is done by the manufacturer at time of construction. While it is more durable it is not absolutely impervious or resistant to rust. Under the powder coating is mild steel that has been welded similar to how other structures are welded and as time passes and children are swinging and playing or sitting on it, there is flex/expansion/contraction and the welded joints begin to crack the powder coating and water invades the area and the steel begins to rust from the inside out which leaves the powder coating intact but bubbles because it is rusting from within. While powder coating is very good it is not absolutely foolproof. If the City were to paint a park bench that had been powder coated, it would be a band-aid approach because it would continue to rust. To make it permanent, NOVEMBER 20, 2014 PAGE 4 P&R COMMISSION it would have to be removed and replaced with recycled plastic materials or have the bench sand blasted and re -powder coat it, the cost of which would be prohibitive. The City is better off replacing_ the bench with a new bench. C/Hsieh asked about the cost of recycled plastic versus metal and CSD/Rose responded that the costs are comparable depending on features. Benches with backrest and armrests are about $700-$800 for powder coated metal or recycled plastica Recycled plastic is used on the park trails and some of the material is guaranteed for 50 years. Recycled plastic is much more durable than metal. C/Hsieh felt recycled plastic would be more comfortable during both hot and cold weather and CSD/Rose agreed because recycled plastic does not retain heat and cold the same as metal. Chair/Owens asked if payphone vandalism was occurring in all parks or just in particular parks and PMS/Jordan said that this was the first such incident experienced in a long time. The payphone at Pantera Park was not in the best condition for some time and the phone company eventually replaced it. He is not sure that it was vandalized so much as it was very well used and worn out. The payphone at Peterson Park is the first occurrence of vandalism on a payphone that he has seen in quite a long time. Payphones are used frequently. CSD/Rose said that it costs about $100 a month to have the payphones in their locations but when they are working they provide free 911 calls in emergency situations. Because the City is built on hillsides there are areas where cell phones do not work and staff believes it is good to provide the pay phones for emergencies. He said that at one time or another over the years every payphone has been broken or vandalized but it does not happen very often. C/Hsieh asked if every park had a payphone and CSD/Rose explained that every park that has a restroom building and access for telephones has a payphone. The mini parks do not have payphones. PMS/Jordan spoke about Tipuana trees growing in front of the tiny tot and restroom area at Pantera Park that have invasive roots and grow to be very tall. Currently, the average tree diameter at the park is 10 to 12 inches and they will grow significantly larger. Over the years, the roots have infiltrated the concrete and have caused several displacements. The Public Works Department has been grinding the displacements but the sidewalk has been ground so much that the grinding operation must cease and the concrete will have to be replaced which will occur next week. In addition, the Tipuana.trees that provide a lovely canopy will need to be removed and replanted with a more suitable species for the five foot tree wells. NOVEMBER 20, 2014 PAGE 5 P&R COMMISSION C/Herndon asked if the newly planted mature trees would provide the same kind of canopy and PMS/Jordan said staff was not yet certain what species would be planted. One consideration is the Tristania laurina which has a nice canopy. PMS/Jordan said he will consult with the City's arborist to discuss options. C/Herndon asked if staff considered putting a raised platform around the trees rather than removing them and PMS/Jordan responded that the sidewalk is raised and displaced so that would have to be addressed. If there was an attempt to build up what currently exists, the existing roots would continue to create a displacement for whatever was constructed. C/Herndon said he was thinking about eliminating the concrete and constructing a raised deck which would allow the roots more flexibility. CSD/Rose explained that unfortunately, it has to be ADA accessible. C/Hsieh asked if the uprooted trees could be replanted at another location. PMS/Jordan responded that if the trees were replanted, all of the concrete would have to be removed and the existing trees would have to be "boxed" in. The problem with that is that it would have to be systematically done and it would involve a process that would take months or years. for the confined roots to become established within the box and the tree would have to be removed with a crane. That entire process would be cost -prohibitive and there would be no use of the building for months to come. 2.3 CIP Projects — CSD/Rose 2.3.1 Construction of Grandview Trail and Grandview Trail Link Project — CSD/Rose reported that these items are substantially completed and there is work yet to be done on the handicap parking stall which will be done after the grand opening and after the Thanksgiving Holiday. Staff is in the process of getting bids for the work that involves elevation issues that must be resolved by grinding down a portion of the parking lot to create a flat area. The grand opening ceremony will take place on Saturday beginning at 9:00 a.m. 2.3.2 Update on Status of Diamond Canyon Park — CSD/Rose said that staff has had several meetings with Lennar Homes. Staff received the construction documents which are in plan check at this time. Yesterday staff met with the consultant to plan check the irrigation and planting materials. The plan check process involves Community Services, Building and Safety, Planning Department and the Public Works Department. CSD/Rose said he verified that the amenities that were discussed by the Commission as well as all of the conditions are included in the plans. The only matter of difference was that the plan contained 10 benches rather than the 12 proposed and Lennar has been notified that two more benches NOVEMBER 20, 2014 PAGE 6 P&R will have to be included. All other conditions were included or intended to be included in the plan. Lennar met with the Public Works Department today on other issues. The site will be developed in two phases, the first of which is along Diamond Bar Boulevard and Cherrydale which should be completed in the March/April 2015 timeframe at which time work will commence on the Brea Canyon Road side (early- summer). The issue is that there are so many utilities and so many items within the infrastructure including the Brea Canyon Channel that logistics and approvals from Edison, Southern California Gas, telephone companies and cell site .that has to be moved will take time and must be completed prior to construction. Lennar hopes to have models ready for viewing next Spring and is disappointed the park will not be done before the model homes are opened. 2.3.3 Design of Heritage Park Improvements — CSD/Rose stated that staff held its kickoff meeting at Heritage Park with 16 people present representing a good cross-section of the community including kids, young adults, seniors, different nationalities, and staff received a lot of very good input. The input process will continue with focus groups with different users and groups including the Tiny Tot staff. There will be surveys including interviews conducted and whether it will be a scientific surrey or an online and paper survey is yet to be determined. There are meetings being scheduled with the school district regarding Castle Rock and possible use of that facility as part of the improvements. Staff was able to get very good input from the teacher who spoke to the Commission about ADA accessible projects. The public input process will continue over the next three or four months prior to drawings, etc. 2.3.4 Pantera Park Trail and Steep Canyon .Trail — CSD/Rose reported that the design RFP will be released next week. CSD/Rose said that he was told by a resident who lives adjacent to the Steep Canyon Trail that there are some individuals who are walking off the trail and using her driveway as a short cut to avoid walking up and down the stairs on Steep Canyon. He told the resident that there would be a fence built on her side of the trail between her property and the trail to make it more convenient for people to stay on the trail than climb over or through a fence. In addition, signs stating "no trespassing/stay on the trail' will be put up at the departure site and another sign down off of Steep Canyon for the people who also access the trail without going up the steps. The resident contacted the Sheriffs Department and when she learned staff is putting up fencing and signage she seemed very happy that the City was responding to her concerns. 2.3.4 Stardust/Longview Park South Retrofits — CSD/Rose said that staff met with Architerra Design Group today and the construction NOVEMBER 20, 2014 PAGE 7 P&R COMMISSION documents for the two parks will be submitted in two weeks for plan check. Staff requested $200,000 of CDBG Funds to help fund these projects. In addition, staff requested for next fiscal year some General Fund dollars to supplement the CDBG Funds to enable construction to take place next year, the last two ADA Park Retrofit projects. C/Herndon said he understood that staff received a copy of a letter sent to him by Ron Hagen, the key consultant on Parks and Recreation Plan . and lead consultant on the Heritage Park Improvements. Ron Hagen suggested a fundraiser to sell plaques or bricks or something with individual names engraved on them and wondered if as the monument for the City entrance is being considered at the Diamond Canyon Park there might be a possibility that such a fundraiser could be conducted. CSD/Rose said he would not recommend it in that location because the design, has been completed. However, there are still hundreds of bricks at the Diamond Bar Center that have not been etched and could perhaps be used for such a fundraising effort. The project was originally handled by the Diamond Bar Foundation and there remains an opportunity for the Foundation to continue selling the bricks. The City has a contractor who can etch the bricks in place so that they would not have to be removed. The City has sold a few of the bricks to people who contact staff for information and it is installed at the same time the Mayor's collage is updated. C/Herndon asked if the Foundation would need to make arrangements with the City or could the fundraising effort be. grandfathered back in. CSD/Rose said he believed it could be grandfathered back in. The only reason the City started selling the bricks because, as he was told, the Foundation was no longer doing so.. However, he did, not believe the City would have any issue with handing the responsibility back to the Foundation. C/Herndon said he would be interested .in getting the cost information for the bricks and tiles. 2.4 List of Pending Commission Requests — CSD/Rose reported that staff submitted a grant for the trail and trailhead at Silvertip Park. The special needs project at Heritage Park is being coordinated with input for improvements at Heritage Park. The stairs at the dog park will be part of the project included in the RFP. The request for production of video that would advertise and introduce the City's parks to the community was addressed and Commissioners Herndon and Hsieh saw JR in action today at the Dedication of The Windmill who is in the process of producing the video. JR was using his new drone camera to film the ceremony and after the dedication, staff was able to.review the result of that filming as well as, practice video of the Diamond Bar Center. JR plans.to get into the parks and onto the trails to get aerial views of all of the park facilities. NOVEMBER 20, 2014 PAGE 8 P&R COMMISSION As the Public Information Department updates the website these new videos will be included and CSD/Rose felt it would be exciting to see aerial views of the park and trail facilities. PMS/Jordan reported that the water running onto the sidewalk at Pantera Park was a result of a malfunctioning sprinkler head which was fixed by ValleyCrest the day following the meeting when C/Hsieh brought the matter to staffs attention. 2.5 Reservation and Program Participation Report for 2013/14 — RS/Murphey reported that the resident participation was at 65 percent for fiscal year 2012/13 and 63 percent for fiscal year 2013/14. The reservation numbers have remained similar over the past two fiscal years. Chair/Owens noted that many non-residents take advantage of the City's programs and services. He asked if residents receive priority and RS/Murphey responded that they do for most programs. Day Camp has not been giving priority to residents but when online registration began this year staff noticed that those who registered were mostly non-residents so staff will be making adjustments to that program and most likely give residents priority through online registration. Chair/Grundy thanked staff for responding to his request for this report. 3. OLD BUSINESS: 3.1 Proposed Parking Restrictions at City Parks CSD/Rose stated that staff is recommending that the Parks and Recreation Commission recommend City Council adoption of Ordinance No. OX (2014) to restrict parking in City Parks to park patrons only as proposed. The proposed resolution states that parking is for park patrons only and no person shall park any motor vehicle in a park unless using the park for its intended purposes. The report includes the October Commission discussion and acknowledges input and responses by Deputy Aaron Scheller. Enforcement would be by a Deputy witnessing improper use such as an individual parking the. vehicle and immediately entering a second vehicle that leaves the park. Upon witnessing this type of behavior the officer can immediately place a citation on the vehicle parked in the park parking lot illegally. The second method would be for the officer to mark the tire of the cars parked in the parking lot during early morning .hours and returning late morning to determine whether the cars are still parked in the same place at which time the Officer can determine whether there is anyone in the park and determine whether the visitors own the vehicle in question. If not, the vehicle can be cited. The purpose 'of the Ordinance is to respond to limited parking in public parks. The primary purpose for parking lots in the parks is to provide temporary parking for vehicles in order for their owners to access and enjoy the park. NOVEMBER 20, 2014 PAGE 9 P&R COMMISSION In establishing the number of parking spaces for the park the City uses a standard based on the types of amenities and expected number of users for those amenities. Parking spaces are not anticipated to be used for carpooling, park and ride and similar types of uses. The reason for the proposed ordinance at this time is that staff and Sheriffs Deputies have noticed that individuals are parking vehicles in the parks, especially Summitridge. There was an altercation between individuals in the Summitridge parking lot, neither of whom were attempting to park in the parking lot to use the park and the Sheriffs Department felt this would be a good time to start restricting use of the parking lot to park users only. Staff supports the Sheriffs Department's recommendation. For example, Diamond Canyon Park will be opened within the next year or so and when it opens it will have a small parking lot of 6-9 spaces and due to its proximity to the SR57/60 staff is concerned about the misuse of that parking lot by park and ride commuters. C/Grundy asked about the amount of fine that would be imposed and CSD/Rose responded that the penalty in the Diamond Bar Ordinance is an infraction, the first of which is $100, the second of which is $200 and the third and successive times within the same year is $500. C/Herndon asked where the fines are listed and CSD/Rose. explained that the fines are listed in the City's Municipal Code. C/Ordinance asked who the "Director' is that is mentioned in the ordinance and CSD/Rose responded that he is the Director. C/Herndon recommended that the City send a letter to The Country Estates Homeowners Association Board of Directors notifying them of City Council approval of the ordinance. Chair/Owens asked if the ordinance focused on weekday or weekend use and CSD/Rose responded "weekday use." The ordinance can be enforced anytime but enforcement emphasis will take place during the week (weekdays). C/Grundy asked what the difference would be between the current and proposed Section 12.00:240 and CSD/Rose responded that the current language would remain in place with the addition of c). C/Herndon moved, C/Grundy seconded, to recommend City Council adoption of Ordinance No. OX (2014) to restrict parking in City Parks to park patrons only. Without objection, the motion was, so ordered with VC/Liang being absent. 4. NEW BUSINESS: 4.1 Commission Meeting Schedule for December 2014. Following discussion, Commissioners concurred to cancel the regular December Parks and Recreation Commission meeting due to an NOVEMBER 20, 2014 PAGE 10 P&R COMMISSION anticipated lack of quorum. 5. ANNOUNCEMENTS: C/Hsieh thanked staff for the reports and for keeping the parks and recreational facilities in such good condition. C/Grundy thanked staff for the reports and for keeping the parks and facilities well-maintained. He thanked PMS/Jordan for the park walkthrough which was very informative and he appreciated the attention PMS/Jordan was giving to those items discovered during the walkthrough. C/Herndon thanked staff for the reports and for staffs great work on the City's parks and facilities. He attended the Heritage Park public input meeting and although it was disconcerting to see the small number of individuals who turned out for the meeting the quality of people and input was excellent. He also attended the Windmill dedication this morning and was pleased to know that the City finally had control of the maintenance of the windmill and that the new owners and future owners will not be able to raze the structure at any time in the future: It was very interesting to hear the history of the ranch and learn that at one time there were many windmills on the ranch. Chair/Owens thanked staff for the very informative and detailed reports and for keeping the quality of life in Diamond Bar good for the residents. He thanked C/Herndon for buying a table for the Diamond Bar Community Foundation Gala. As C/Herndon's guests, Chair/Owens enjoyed the evening at the well -attended event. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, upon motion by C/Grundy, seconded by C/Herndon, Chair/Owens adjourned the meeting at 8:35 p.m. The foregoing minutes are hereby approved this 4th day of February 2015. Respectful Submitted, OS _, ECRETARY Attest: TED WENS, CHAIRMAN