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HomeMy WebLinkAbout07/28/2016 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 JULY 28. 2016 CALL TO ORDER: Chair/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, Vice Chair Manisha Sulakhe and Chair Dave Grundy Absent: Commissioner Kim Hsieh was excused. Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Monique Saliu, Recreation Coordinator, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by ACM/McLean. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the June 23, 2016 Regular Meeting. Upon motion by C/Herndon, seconded by VC/Sulakhe, Regular Meeting Minutes of June 23, 2016 were approved as presented with C/Liang abstaining and C/Hsieh being absent. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Herndon asked if 162 baseball participants was typical of past years and RS/Murphey responded she believed it was about 20 less than last year. Numbers have been declining each year. Chair/Grundy said the 4th of July Blast was a wonderful event and the fireworks were fantastic. His family sat toward the back and were unable to hear the announcements and asked RS/Murphey to consider better PA JULY 28, 2016 PAGE 3 P&R COMMISSION Maintenance Division. It is a digest for the basic maintenance standards the City has (cliff notes version). The City is in the process of completing a full revision of the technical specs which is the document that gets into the length of the grass and specific types of service in the maintenance plan. The goal is to create a full maintenance strategic plan that will include Inventory of Amenities, Replacement Schedule, and detailed Schedules for Maintenance for every facility, with the goal being to stay on top of the maintenance program, to be proactive, and to budget accordingly for future years to make sure funds are available for these projects. For example, the maintenance staff has secured a citywide roof maintenance inspection plan that looks at all of the roofs on all of the City's facilities (City Hall, Diamond Bar Center, picnic shelters, etc.) and identified which will need upgrades in the coming years. Part of the Diamond Bar Center is scheduled in the CIP this year. He anticipates that other pieces will be brought forward to the Commission for its information as they become available. VC/Sulakhe talked about including all standards (Federal and State) and contractor checkoff lists in the manual and ACM/McLean explained that the City has all of those documents, some of which are standalone documents that are outside of this particular document. The City has an IIPP. The ADA is a separate federal act that falls outside of this. As far as the scope of work, it is included with each of the contracts the City has for maintenance of each facility. When referencing technical specs he referred to those types of things and the City is revising the specs that have been in place since 2007. They will be updated and more specific technical specs will be included with each of the contracts that go for those services. VC/Sulakhe said she believed that those should be referenced at the end of the document. C/Herndon said he did not see any reference to the sprinkler system fertilization program. PMS/Jordan said there is no reference to the fertigation program. This is something that is being done in-house. The City has a contractor that is doing it but in terms of specification, there is no specification requiring the landscape contractors to do it. C/Herndon asked if he could get a contact list for all of the City's vendors and PMS/Jordan responded "yes." C/Herndon asked if it was cost-effective to get more solar panels for facilities. JULY 28, 2016 PAGE 5 P&12 COMMISSION 2.3.2 Longview Park South Improvements This project is very similar to the Stardust project and includes replacement of play equipment, pour -in-place safety rubberized surfacing, ADA accessibility improvements, landscape improvements as well as benches, tables and drinking fountain. This was originally bundled with Stardust and Peterson but a partial component of this project is funded with CDBG Funds which have specific reporting requirements that tend to stretch the project timeline and given the very tight deadline for the Stardust project and the Prop A grant needing to be done by December the Public Works Director made the decision to separate out the Longview Park Project. Plans and specs are available for this project and the department is in the process of prioritizing the projects. He anticipates this project will begin in the later second half of this Fiscal Year and will likely be bundled with other CDBG funded projects in the CIP program. 2.4 List of pending Commission requests — ACM/McLean 2.4.1 Recommendation to redo drainage at Stardust As noted, the Stardust project includes landscaping and drainage improvements. C/Herndon asked that this and the next item about the Ballfield Lights in Sycamore Canyon Park be removed from the pending list. 2.4.2 Request for breakdown of the number of events at the Diamond Bar Center annually. Staff is now in the very beginning process of conducting a full Diamond Bar Center use analysis which includes looking at the use of every room in the building. Staff will be compiling the total hours available, the total hours used and break it down by event type. This will be the first attempt in the history of the facility to get a real good look at how the facility is used and use that data to try and learn more about the trends of use, type of events, where the City may be missing out on potential uses, etc. Every attempt will be made to complete the Use Analysis during this fiscal year. 2.4.3 Request for additional lighting at the Diamond Bar Center near the rear entrance to the kitchen. Staff is developing in-house options for lighting at that particular area. One of the concerns is the proximity to the generator and the electrical panels and whether implementing this option would attract more use toward those areas given that safety distance needs to be maintained. JULY 28, 2016 PAGE 7 P&R COMMISSION C/Herndon stated that Items 2.4.7 and 2.4.8 have been answered and can be removed from the list as well. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Herndon thanked staff for their work. He is always proud to be associated with this Commission and he appreciates the reports which help the Commission to understand what is going on in the City. He believes that Chair/Grundy requested information and updates on the Pony League Field situation when available and asked if that item should be on the Request for Information sheet. He is interested in more information on the item as well. ACM/McLean stated that as he reported at the last meeting, there is no change to the Pony League field situation. Staff has reviewed the data that came back from the City's polling consultant which indicated that it was "not feasible" for 2016. The voter appetite for such a measure was not evident and so as of this time the Council has yet to determine whether there might be any future options available. C/Herndon noted there was a Closed Session about the fields, and asked if there was anything from that meeting that could be elaborated on and ACM/McLean responded that as reported by the City Manager, there was no reportable action from the Closed Session. C/Liang thanked staff for their work on the Operations and Maintenance Manual which provided a great overview. VVC/Sulakhe thanked staff for their reports and the manual which is a good overview and is a static document. It is a good document for the Commission and Parks and Recreation Department but it would be a good idea to provide a copy for the rest of the City. She had a good trip. She took seven flights in 15 days traveling to Mumbai, Nepal, Frankfurt, and Los Angeles. Chair/Grundy thanked staff for all of the reports and the effort put forth. Great job! The 41h of July Blast was very successful and enjoyable. ADJOURNMENT: C/Herndon moved, C/Liang seconded to adjourn the meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 7:58 p.m.