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HomeMy WebLinkAbout05/28/2015 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 MAY 28, 2015 CALL TO ORDER: Vice Chairman Herndon 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 Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Benny Liang, Ted Owens, and Vice Chairman Lew Herndon Absent: Chairwoman Kim Hsieh 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 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the March 26, 2015 regular Meeting - as presented. C/Owens moved, VC/Herndon seconded, to approve the meeting minutes of March 26, 2015 as presented. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Grundy, Liang, Owens, VC/Herndon NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: Chair/Hsieh 1.2 Approval of Minutes for the April 23, 2015 regular Meeting — as presented. C/Grundy moved, C/Owens seconded, to approve the meeting minutes of April 23, 2015 as amended. Motion carried by the following Roll Call vote: May 28, 2015 PAGE 2 P&R COMMISSION P: AYES: COMMISSIONERS: Grundy, Liang, Owens NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: VC/Herndon ABSENT: COMMISSIONERS: Chair/Hsieh 1.3 Transmittal of 45 Certificates of Appreciation to the Retired Senior Volunteer Program participants by Chairwoman Hsieh on behalf of the Parks and Recreation Commission. Without objection, the Transmittal was accepted with the recommendation that in the future all Commissioners be advised in advance of such a presentation should they choose to participate in the event. 1.4 Transmittal of Thank -You Letter to Diamond Bar High School Instructor Bill Zylstra (continued to June 25, 2015 for revision). INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Owens asked how many volunteens the City has and RS/Murphey responded close to 100. VC/Herndon said he heard staff working in the Tiny Tot Program were being lost and wondered what happened. RS/Murphey responded that one of the part time benefited teachers, Karen Barnett, resigned her position about a month ago and staff has been filling the spot with part time recreation staff. The program at Pantera Park is closed for the summer. Staff is working on a staffing plan going forward. 2.1.1 Power Point Presentation on Bridal Show and Facilities Use Policy — CSC/Crawford VC/Herndon asked if the proceeds from the bridal show cover all costs and RS/Murphey responded that the actual General Fund expenditures this year were $13,768 and the revenue was $12,345 which does not include all of the indirect costs. Staff included as part of April's Financial Summary lost revenue from a Diamond Bar resident's event for rental of the entire ballroom at $3,480. The difference was about $5,000. VC/Herndon said he assumed the bridal show brings in a lot of rentals for the facility which is part of the City's philosophy and RS/Murphey responded that VC/Herndon was correct that the event brings in more rentals and also helps with vendors who operate best within the policies of the City which helps provide successful events at the Diamond Bar Center. May 28, 2015 PAGE 3 P&R COMMISSION CSD/Rose said this was a service to brides who were already scheduled to use the Diamond Bar Center which allowed them to meet the vendors that are successful at running events at the Center. To come into a community center like the Diamond Bar Center and run a successful event is a lot of work for the bride and her family to coordinate. A successful event requires picking the right people/vendors and to have an event like this where brides to be can find successful vendors provides a very good service to the people who are renting the facility. VC/Herndon said he kind of understands that but if the City is renting in advance, wondered why the City would lower the rates for this event and RS/Murphey explained that feedback to staff is that there are not enough vendors at the bridal show and that the Diamond Bar Center is one of the higher priced venues. There has been no final decision but staff talks about doing these kinds of events in order to get more vendors in order to give renters a broader choice and more exposure to different vendors. CSC/Crawford stated that as a person who works the front counter she feels it is beneficial because as she previously stated, the Center is only booked up for Fridays until February 2016 and people are able to come to the bridal show and do their tour of the Center while looking into venues and are able to consider the Friday or Sunday times. She has had individuals attend the bridal show and even though they had not booked their wedding, after attending the show they reserved one of the smaller rooms for their bridal shower and for a friend's baby shower. The event is a great way for people to become aware of the multiple uses the Diamond Bar Center offers. C/Grundy asked about the resident who booked the ballroom at a reduced rate (loss of revenue). CSD/Rose said that RS/Murphey was comparing the event to a resident renting the ballroom which would result in less revenue than,the bridal event. CSC/Crawford continued her report on the Facility Use Policy. CSD/Rose said that many cancellations are for financial reasons. The Diamond Bar Center does not come cheap and people will go out looking for other facilities after reserving the Diamond Bar Center and this policy will help them make their decision earlier which frees up the Diamond Bar Center for other reservations. C/Owens asked why the City Manager approved the policies, procedures and fees and not the City Council and CSD/Rose responded that the City Council approved that the City Manager has the authority to approve the policies, procedures and fees. C/Grundy asked if renters are required to have insurance if they serve alcohol and CSD/Rose responded "yes." VC/Herndon asked if that was required only if they serve alcohol and CSD/Rose responded "no." May 28, 2015 PAGE 4 P&R COMMISSION CSC/Crawford said that every rental renter must provide liability insurance whether they pay for it or provide it through their homeowners' insurance for every event whether or not they have alcohol. 2.2 Parks Report — PMS/Jordan C/Liang asked about the City's policy regarding the drought and the percentage requirement for decreasing watering. CSD/Rose responded that the State Water Board has mandated that each of the water districts reduce by a minimum of 25 percent. The supplemental report shows that some areas have to cut back more than 30 percent and others were slightly lower. Walnut Valley Water District was listed at 26 percent but the WMD is saying 25 percent. The City is reducing the number of water days which should accomplish a 40 percent cut in the use of water. That said, the State Water Board has mandated that turf on medians will not be watered with potable water which will specifically affects Diamond Bar Boulevard because the entire length of Diamond Bar Boulevard is turf and is irrigated with potable water. So beginning Monday, June 1 the water will be turned off on the turf. The City has $2 million worth of trees in the medians so the City is working with West Coast Arborist to have them go out with their water trucks to keep the trees watered. As a result, staff is working with Metropolitan Water District because they have a rebate program where cities can get $2 per square foot for turf that is removed and there is 300,000 square feet of turf on Diamond Bar Boulevard for which the City would receive $600,000. After the City submitted its application MWD sent Diamond Bar an email on Monday that said they were out of money and Diamond Bar would not get anything; however, on Tuesday MWD added $350 million into their turf removal budget so now they have $333 million worth of requests for turf removal rebate, $600,000 of which is for Diamond Bar and the City expects the median turf removal to be funded through MWD. When the funds are received, drought tolerant planting material will be planted at a cost of $2 per square foot. In theory, the City breaks even and less water will be used. Over time as the water situation improves the City will plant more materials similar to what is seen on the Grand Avenue medians. Parks and other turf areas must limit irrigation to two days a week which will be Tuesdays and Fridays with valves operating for a maximum of 15 minutes. While all of this is occurring, staff will be looking at all of the parks for "gratuitous" grass areas that are decorative for the possibility of applying to MWD for additional rebates. As a result of these new measures residents will see the grassy areas in the Diamond Bar Boulevard median begin to yellow and brown. While Golden Springs Drive and Lemon Avenue also have turf in the medians, recycled water is used for irrigation which is permissible. VC/Herndon asked CSD/Rose to repeat what will be done in the medians and CSD/Rose did so and said that VC/Herndon could look at Rolling Ridge just south of Chino Hills Parkway where Chino Hills has introduced this plan. It is a little stark but an improvement over brown dead grass. May 28, 2015 PAGE 5 P&R COMMISSION VC/Herndon asked if the City had a policy in effect to automatically send out a letter of appreciation to groups like the Latter Day Saints Church to tell them how much we appreciate them and CSD/Rose responded "yes." VC/Herndon said he was thrilled that the City is beginning to use cameras (in parks). Has the City installed signs saying offenders might be caught on tape and PMS/Jordan responded that to date, no such signage has been posted. It is not videotape, it is photographs. VC/Herndon said he is all for catching the bad guys but would. prefer to keep them from doing something bad in the first place. CSD/Rose said that at Sycamore Canyon Park there is a new chain gate that goes across the driveway at closing which allows people to go into the park and park next to the restroom building but vehicles are not permitted to go to the lower parking lot and the City yard. C/Owens asked if there had been discussion on artificial turf for athletic fields. CSD/Rose said that the City is not moving in that direction. There are at least two City Council Members who would like to see artificial turf at Lorbeer. This was the last communication CSD/Rose had with the PUSD Superintendent last August. For this year staff will be over seeding Lorbeer and reducing the number of teams using the field because the field gets worn out too fast. VC/Herndon asked what kind of relationship the City has with the school districts at the board level or Superintendent level. CSD/Rose responded that at the board level there are Council Members that serve as the liaison for the City with each of the school boards (WVUSD and PUSD). The relationship with the Superintendents' office is excellent. VC/Herndon said that even though he understands why, it sickens him to hear that the usage will have to be cut at Lorbeer. He would like to see artificial turf at Lorbeer and felt that with a concerted effort on the City's part it could convince the school district it would be an upgrade to their facility. CSD/Rose said the Superintendent was very much in favor of artificial turf and one of their school board members was promoting its use. At the time, the school was under the impression the City would pay the entire amount and during the meeting CSD/Rose said the City would be interested in partnering with the school district but that the City was not in a position to pay the entire amount and that is where it was left. C/Owens asked if their (PUSD) high schools had artificial turf and VC/Herndon said he was under the impression that if all of the high schools did not already have artificial turf they were going to put it in. 2.2.1 Power Point Presentation on Sycamore Canyon Park — PMS/Jordan 2.3 CIP Projects 2.3.1 Diamond Canyon Park— CSD/Rose stated that plan check is May 28, 2015 PAGE 6 P&R COMMISSION continuing on the Willow Heights Project park. Staff received the plans back from the developer with all of the requested corrections. Nearly 100 percent of the corrections have been included in the revised plans and staff is going back through the document to make sure it will be constructed as intended. There will be an entry sign just off of Diamond Bar Boulevard just north of the rain garden which is being considered an "entry" monument and will be in the style of the original Diamond Bar Ranch sign and there will be informational panels, a picnic area, picnic tables, etc. in that area which is being added to the plan. Lennar Homes believes the park will be completed by the end of fall. 2.3.2 Design of Heritage Park and Community Center Improvements — the design team has completed collection of the public input. Staff is reviewing the data that was collected and is working on the plans that will be presented to the City Council going forward. 2.3.3 Pantera Park Trail and Steep Canyon Trail — CSD/Rose reported that the design team continues to work on the construction documents. After the documents are completed the project will go out to bid and as previously stated, the Steep Canyon Trail will provide a trail from the top of the stairs and connect to the Canyon Loop. The Pantera Park Trail will result in a trail going up the steep slope above the dog park and include a set of concrete stairs leading down from Pantera Drive to the dog park. Staff proposed to have both of these projects completed by the end of the calendar year. 2.3.4 Design of Longview Park South & Star Dust Park — CSD/Rose stated that the Architera Design Team has responded to staff's plan check comments. This project is included in the 2015-16 FY budget and staff expects to start construction on these two sites this fall. 2.3.5 Longview Park North - New Swing and Rubber Surfacing — CSD/Rose reported that a concept plan has been put together, the cost for which will be compared to the budget and will include an accessible play area and change of the rubber surfacing in the tot lot at the same time the swing installation takes place. 2.3.6 Dog Park Improvements — CSD/Rose explained that Valley Crest is installing irrigation laterals and once completed 50 trees will be planted in the dog park area. PMS/Jordan stated that installation of the irrigation laterals is substantially completed along with the individual bubblers for the trees. Today ValleyCrest sent him an image of the controllers being installed. The only thing left is to connect the wires to the controllers and get the trees planted so he will be sending a list to West Coast Arborist on Monday to order 50 trees and get them planted which will most likely take until the May 28, 2015 PAGE 7 P&R COMMISSION second or third week of June to complete. VC/Herndon asked if there would be enough water for the new trees and CSD/Rose said that Governor Brown is very strongly in favor of continuing to irrigate trees because there are so many benefits to the environment that trees provide and the State does not want to mislead anyone into thinking that when the State. turns down irrigation it should affect the trees. So, planting and irrigation of trees is not seen as an issue. 2.4 Pending Commission Requests — CSD/Rose 2.4.1 Request for staff to pursue a grant to construct a trail connection from Silver Tip Park to Pantera Park - Unfortunately, both the Habitat Conservation Grant and the Land and Water Conservation Grant were turned down so the City is not getting any funding for that item this year. However, staff will continue to work on grant funding and continue working with the CCC to do improvements to the two trails so that they continue to provide a good hike. In the meantime, in lieu of a trail head, staff may be installing signage to direct people to the trail. 2.4.2 Commission request to review Heritage Park "special needs" input before the conceptual plans are finalized - No further update at this time. 2.4.3 Request for production of a video to be placed on YouTube that would advertise and introduce the City's parks to the community - ongoing 2.4.4 Request for trail descriptions to be placed at the base of each trail - Funding for this item is included in the 2015-16 FY budget. The RFP is ready to be sent out to bid for the panels. The City has about $20,000 for the project. 2.4.5 Request for cost information on Diamond Bar Center bricks and tiles - CSD/Rose said he continues to work on this request. 2.4.6 Request for additional walkway lights at Peterson Park - CSD/Rose said that he and CM/DeStefano believe it is May 28, 2015 PAGE 8 P&R COMMISSION important to put together a Master Plan for Peterson Park. There have been a number of requests for improvements at Peterson Park and everything needs to be consolidated into one written document and the walkway lights would be a part of the Master Plan. In addition, in the Parks Master Plan there is a recommendation to take down the restroom building and concession stand and relocate it along with other possible site changes. CSD/Rose put together a funding request he and CM/DeStefano will be reviewing as a first step toward a Master Plan and major changes at Peterson Park, 2.4.7 Recommendation to redo drainage at Stardust Mini -Park Scheduled to be completed this fiscal year - it is included in the design and in the 2015-16 FY budget. 2.4.8 Inquiry regarding installation of additional amenities at Longview Park South/North and at Steep Canyon Trail in the future (i.e. rock climbing equipment/outdoor exercise equipment) - These items will be considered for installation in future projects. 2.4.9 Inquiry regarding installation of ball field lights at Sycamore Canyon Park with installation of new cell tower - T -Mobile is the developer that was planning on a cell tower at Sycamore and at this time is attempting to install a cell tower at Maple Hill Park for which the Planning Commission denied the request. T -Mobile has appealed this matter to the City Council and the item will be considered at the June 2 meeting. Application for a cell tower at Sycamore Canyon Park has not yet been submitted. 2.4.10 Installation of a sidewalk at the Diamond Bar Center from the Summitridge Drive entrance to the top of the hill. CSD/Rose said that after investigating the area he did not believe a sidewalk was a good idea because there are a lot of obstacles. What could be done to accommodate the need for a sidewalk is to reduce the width of the gate and place a bollard in the center of each gate which would allow people to walk on the direct path and avoid the cut through path that May 28, 2015 PAGE 9 P&R COAnUSSION has been established through the bushes. The bollards would be removed to allow for vehicular traffic. This would allow for a more effective and less expensive fix. 2.4.11 Request for Certificates of Recognition to outside groups and organizations - This was a request by Chairwoman Hsieh which was exercised at the Senior Volunteer Luncheon. The entire Commission should weigh in on this issue. 2.4.12 Request for additional signage from Golden Springs to Grand Avenue directing traffic to the birthday celebration at Pantera Park next year - This request will be taken into consideration for next year's event. VC/Herndon said he was really concerned about lights at Sycamore Canyon Park because of the cutbacks at Lorbeer Middle School which is one of the City's only lighted fields. A couple of years ago people from the sports groups came to the Commission to express their concern about the lack of fields in general. He said he was getting more frustrated .about the City's sports field situation and highly recommended that if anything could be done to get lights at Sycamore as a part of the cell tower installation he hopes it can be done. VC/Herndon said that some time ago he mentioned talking with the school district about selling rights to naming of Lorbeer field. It seems to him that the school district and the City are having problems funding the proper maintenance of the field and if the naming rights to that field could be sold to fund installation of artificial turf it might be a possible solution to the dilemma. He also suggested the City do a study of the number of cars that pass that intersection every day as a possibility of bringing that to the forefront because it would be something necessary to sell the rights. CSD/Rose responded that the information may be available through the Public Works Department because that department conducts traffic counts to keep the City's Traffic Management Plan up to date. VC/Herndon said he believed he had provided staff with an article about how (naming rights) had been done at the high school level and can furnish another copy of the article if staff does not have it. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Grundy said there is a lot of talk about how severe this drought will be for California and he is very pleased to hear about the actions the City is taking which, in some cases, would reduce water usage by 40 percent rather than the May 28, 2015 PAGE 10 P&R COMMISSION 25 percent target. He believed everyone would have to figure out how to weigh in and help out with this issue and loved to hear that the City was being very proactive with the actions as well as the rebate funding. As usual the reports are very informative and helpful and show that everyone is still doing a great job as usual and thank you very much to staff. C/Owens thanked staff for the very detailed information. C/Liang echoed his colleagues' comments regarding staff that does a great job. He especially liked PMS/Jordan's reports which are easy to read and shows the forward progress. He thanked staff for the bridal presentation at the Diamond Bar Center and said he planned to attend the event next year. VC/Herndon said staff does a great job and thanked them for their work. He reported that he chaired the Diamond Bar Community Foundation and the Rotary Club's Fifth Annual Golf Tournament and this year's fundraiser was the most successful to date which would bring the "Fields for Kids' account balance to over $60,000. He hoped that at some point the City would have a project for the Foundation's investment. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, upon motion by C/Grundy, seconded by C/Owens, VC/Herndon adjourned the meeting at 8:31 p.m. The foregoing minutes are hereby approved this 25 day of June , 2015. Respp ul ubmitted, BbW019E!,tECRETARY LEW HERNDON, VICE CHAIRMAN