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HomeMy WebLinkAbout11/17/2016 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 NOVEMBER 17, 2016 CALL TO ORDER: Chair/Grundy called the Parks and Recreation Commission meeting to order at 7:02 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 Lew Herndon, Kim Hsieh, Benny Liang, Vice Chair Manisha Sulakhe and Chair Dave Grundy Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Cloris Vargas, Recreation Specialist, and Robin Crawford, Community Services Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by ACM/McLean. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the September 22, 2016 Regular Meeting C/Hsieh pointed out that the corrections requested during the October 27 meeting had not been done and asked that three items be corrected in accordance with last month's request. ACM/McLean said the changes would be reflected in the corrected version. C/Herndon moved, C/Hsieh seconded, to approve the minutes of the September 22, 2016 Regular Meeting as corrected. Without objection, the motion was so ordered. 1.2 Approval of Minutes for October 27, 2016 Regular Meeting VC/Sulakhe moved, C/Hsieh seconded, to approve the minutes of the October 27, 2016 Regular Meeting as presented. Without objection, the motion was so ordered with C/Herndon and C/Liang abstaining. NOVEMBER 17, 2016 PAGE 2 P&R COMMISSION 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Herndon said he attended the field allocation meeting last night and he agrees with RS/Murphey's statement that generally, people accepted what was given them. The problem is that the city does not have enough (fields to allocate) to give to them. He thinks that everyone understands the situation and is willing to accept the city has a shortage of fields. They all work together well but he wanted to reiterate that the city does not have enough fields to accommodate the youth sports programs. C/Hsieh asked if there were attorneys that came to provide "complimentary legal service" and RS/Murphey responded yes. Estate Planning Attorney Sara Polinsky has been working with seniors for many, many years and comes once a month for about five, 20 minute appointments to discuss Wills, etc. She also volunteers at several other cities. C/Hsieh asked if doctors come to the local health fairs and RS/Murphey said she did not believe the city has specific doctors that participate but there are other senior related health and wellness vendors. RS/Vargas said that vendors from Rose Hills, Medicare, In -Home Care Services, and vendors who assisted with ear care, hearing aids, etc. attend. She reached out to local offices including St. Jude and Kaiser and they were too busy to participate. She reached out to 24 Hour Fitness, Healthy Aging and Crunch but did not get any response. C/Hsieh asked how many individuals usually attend and RS/Vargas said she believed more attend the health fair than come out for flu shots. In the past there have been 200-300 attendees but because flu shots are being given out in advance by their doctors the number dropped to 110 this year. C/Hsieh asked how much residents pay to reserve the parks and RS/Murphey responded that it is $25 for a Diamond Bar resident to rent a picnic area and $50 for non-residents. C/Hsieh asked if it was for a certain number of hours and RS/Murphey responded that it is one picnic reservation per park per day. Sycamore and Pantera each have two shelters that accommodate two rentals. C/Hsieh said she was very impressed about how well the Diamond Bar Center did in October. VC/Sulakhe asked about the November 17 Senior Excursion to Morongo Casino and RS/Murphey said that due to lack of enrollment the event was canceled. C/Hsieh said to let her know the next time the event was scheduled because she might be able to help with enrollment. 2.1.1 PowerPoint Presentation —Veterans Day— RS/Vargas NOVEMBER 17, 2016 PAGE 3 P&R COMMISSION Chair/Grundy said the video is great. Wonderful job by JR and everyone who contributed to it. C/Hsieh asked what more could be done to honor the veterans. She was heartbroken when she heard the city was thinking about doing away with the banner program. She recently visited the City of Anaheim and saw banners while driving through the streets. They jumped out at her and it looked so nice which made her feel like Diamond Bar was lacking in its display of appreciation. She believes the City's program could be better. She wondered if it was a lack of funding that prevented the City from upgrading the banners. ACM/McLean said he did not know what Bob Rose may have informed the Commission of in the past. As of this point he knows of no changes that are planned to stop doing the banner program. As far as cost, the banners are very expensive and to replace all of the banners would be a significant expense in the tens of thousands of dollars and probably closer to a six -figure number. For example, the City bought banners and placed them at strategic locations to advertise the Restaurant Week project which cost nearly $15,000 which is a much smaller number than what would be required to replace every banner that is currently in place. C/Hsieh said understanding that, Restaurant Week is once a year and if it continues will the City use the same banners? When Alex Morgan was honored there were banners all over the City. And is there a way it could happen in the future? RSNargas said she does not do the banners. She does senior programs and helps with the banner program. The picture banners are seen in big cities. Anaheim is a huge city compared to Diamond Bar. San Dimas does not have pictures and it is a bigger city. Chino Hills has them but they are another big city. Diamond Bar incorporated banners in the Boulevard of Honors. The seniors who came to the Diamond Bar Center when the program was announced really liked that idea, that it was called the Boulevard of Honor and that it was at one location and not scattered throughout the City and overpower this small City. C/Hsieh asked how many banners are on the Boulevard and RS/Vargas reiterated that she does not do the banner program so she could not give C/Hsieh a number. ACM/McLean said that staff will look at the program, get a count of the number of banners and do some preliminary research on costs and bring the matter back to the Commission with a recommendation from staff. ACM/McLean said he was not aware of any complaints about any of the banners that are up on the Boulevard. Witnessing the events he attends every year, those that receive their banners who have retired are very thankful and very appreciative. They value the banners and see that it is an honor. Staff will provide the results of their NOVEMBER 17, 2016 PAGE 4 P&R COMMISSION research at a future meeting. VC/Sulakhe said that Anaheim is a huge city and she believes the Diamond Bar banners need an upgrade but there is no comparison between the two cities. 2.2 Maintenance Report — PMS/Jordan Chair/Grundy said he had not heard of any significant vandalism or theft of copper and assumed those incidents were not taking place. PMS/Jordan said he recently reported about the incident at Pantera Park where kids were caught shooting lights out with pellet guns but nothing significant. There was an incident this week at Peterson Park where someone got into the construction site for the new playground and graffitied the new playground equipment and some of the construction equipment. Although it was not terribly significant, it was graffiti nonetheless. The Sheriff's Department was contacted about this incident. Things are stabilizing. There are still small incidents that happen from time to time. C/Hsieh asked if the problems shown in the photos she provided last month she had taken on her walks had been attended to and PMS/Jordan said he did not recall. He offered to discuss the items with her after the meeting. She said it was the area where the car is in Sycamore Canyon Park. C/Liang asked if there was a light fixture in the dog park and PMS/Jordan said there is none. The closest lights are adjacent to the basketball courts which are lighted and there are walkway lights in proximity to the basketball courts. Along the trail into the dog park and in the dog park proper there are no lights. 2.2.1 PowerPoint Presentation -Peterson Park— PMS/Jordan. C/Herndon said that last night at the meeting there was mention of a dark spot just beyond the skate park and the kids are gathering there and smoking pot. Also, his property backs up against City property and he is starting to see squirrels on his property for the first time in 25 years which may mean that the population in that part of Sycamore Canyon Park may be growing. PMS/Jordan said he was recently contacted by the LA County Department of Health and as mentioned, Sycamore Canyon Park tested positive in the 80's so it is on their radar and they let him know that the population was getting a little high. It is not at a critical level and if the inspectors see things as an upward trend they call him as a courtesy. If they put it in writing they have to take formal action which they have never done because the City has always been able to reduce the population. So as a matter of NOVEMBER 17. 2016 PAGE 5 P&R course, PMS/Jordan contacted the contractors to let them know they need to step up measures to control the populations which they have done in the last couple of weeks. 2.3 CIP Projects — ACM/McLean 2.3.1 Stardust Park ADA Improvements — This project is substantially completed. The playground is pretty much in, the concrete work, landscaping, and drainage improvements have been done. The furnishings need to be placed including tables, benches, trash cans, etc. The project is on target to be completed by the end of this month/early December. 2.3.2 Peterson Park Playground Equipment — The equipment is pretty much in place and the pour -in-place safety flooring that is placed under the playground equipment has been done. 2.3.3 Pantera Park/Steep Canyon Trail — This project is underway. The Public Works Department and Engineering team has awarded the construction contract and will notice the contractor to proceed. This is a 120 day project which should be completed in the spring of 2017. 2.3.4 Longview Park North Swing Set — The bid package is underway and should be ready for bids at this time. 2.3.5 Longview South Improvements — The bid package is being finalized for this project which is similar to Stardust Park and will include new equipment, new pour -in-place under the equipment, improvements to ADA access and landscaping. 2.3.6 Diamond Canyon Park — Staff is in the process of finalizing the last bits of construction walkthroughs which will be completed in time for the December 3rd dedication. 2.4 List of pending Commission requests — ACM/McLean Regarding additional stairs at the dog park, this project, as previously noted, is underway (bid package) and will be completed in the spring. Given the project will include the stairs and that this project is underway, staff recommends that this item be removed from the pending list. With respect to the request for trail descriptions to be placed at the base of each trail, the signage is in the process of being put together and should be installed late this year. Regarding the feasibility of installing solar panels at City facilities, staff has noted that solar projects will be considered at future development. This is an ongoing matter wherein the cost benefit will be weighed for each NOVEMBER 17, 2016 PAGE 6 P&R COMMISSION project to determine whether solar makes sense. There is a solar array on the roof of City Hall which is the one solar project in place in the City and it is also the most recent construction of a facility. As such, staff recommends that this ongoing item be removed from the list. Considering the possibility of advertising under the Diamond Canyon Park entry sign, there are no plans to amend the design of the recently unveiled signage at Diamond Canyon Park. Staff is looking at electronic signage — reviewing and improving the existing signage outside the former library facility to expand on the current technology. In addition, Public Information is currently reviewing other options that may be available for such signage. While the City is looking to enhance advertising and digital signage around town, it would not be at the Diamond Canyon Park entry sign. Therefore, staff recommends that this item be removed from the list as well. Regarding the inquiry about erecting a stage at the green space on Summitridge Drive which was discussed at the last Commission meeting, staff has looked at the site and staff's recommendation is to not do any development on that site. There are some very inherent limitations to that site as discussed, primarily the parking and access, location of the site (directly across from homes), and it is a very small parcel (approximately % of an acre). Because it is so close to so many other public park spaces in that general area staff feels that at this time it would be better served to use the parks development resources elsewhere and to complete some of the other CIP projects on the priority list. Staff's recommendation would be to not develop anything on that site. Chair/Grundy is okay with removing Item 2 from the list. C/Herndon said he is fine with removing items that have been associated with his name. He commented that with updated technology, electronic signage might be a way to honor some veterans with pictures, etc. ACM/McLean said he thought C/Herndon's idea was excellent and that if there are technical updates, there would be the ability to do something like that. VC/Sulakhe said she agreed with removing the last item but she would like to continue exploring the item about installing lights in the back area (of the Diamond Bar Center). ACM/McLean pointed out that this item would remain on the list. C/Liang asked about having staff explore exercise equipment for seniors in the park because it seems like the population is aging and perhaps could survey the senior.clubs to find out whether they would make use of such equipment. ACM/McLean said staff can consider such equipment when doing upgrades at other parks. When Commissioners walk through Diamond Canyon Park on December 3 they will note that some of that NOVEMBER 17, 2016 PAGE 7 P&R COMMISSION equipment is installed. The new park has a circuit that includes exercise equipment which is primarily resistance type equipment. PMS/Jordan added that there are also some exercise equipment elements on the Mesa Trail at Sycamore Canyon. ACM/McLean said he would add C/Hsieh's request about the military banner program to the list. C/Hsieh said that as soon as the trail signage is installed the item can be stricken from the list. VC/Sulakhe said that she sees that many public facilities such as airports, parks, banquet halls and small wedding sites have installed automated external defibulators which are things that are on walls of libraries along with a posting of SOP (Standard Operator Procedures) and there is an alarm that will blink and alert everyone in the facility when it is in use. She would like staff to explore this possibility. ACM/McLean said staff will explore this request. There are portable AED's at the City's public facilities including the Diamond Bar Center, City Hall, Heritage Park and Pantera Park and staff is looking at a second one for the Diamond Bar Center. VC/Sulakhe said she understands the City has those but is the staff trained to use them. ACM/McLean said that staff was trained in the usage as it goes through regular training for CPR and AED's, an eight- hour training that is done at City Hall. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Regular Commission Meeting scheduled for December 2016 — due to anticipated lack of agenda items it is recommended that the December meeting be adjourned to January 26, 2017. C/Herndon moved, C/Liang seconded, to adjourn the December meeting to January 26, 2017. Without objection, the motion was so ordered. 5. ANNOUNCEMENTS: C/Liang thanked staff for their dedicated work and especially to RS/Vargas, RC/Crawford and RS/Murphy for their assistance at the Diamond Bar Center. Last Monday nearly 500 guests were very pleased to join together at the Diamond Bar Center. He really appreciated the Veteran's video. He wished everyone a Happy Thanksgiving. C/Herndon said he has served on the Commission for about 11 years and he gets somewhat frustrated hearing the same problems about not having enough sports fields in the City. He knows everyone gets tired of hearing him talk about that issue. He has attended a lot of allocation meetings and his frustration is not extended to staff because he believes staff does a great job of allocating fields I�.[U9ZIIT&IA14InwW @ PAGE 8 P&R COMMISSION the City has but he is still frustrated there are not enough fields. If any of his frustration has come across as being against the staff, that is certainly not the case and if it did, he apologizes for it. He wished everyone a nice Thanksgiving. C/Hsieh thanked staff for making things happen for residents and their enjoyment of the City. She walks everywhere and enjoys it. She will miss everyone the rest of the year. Happy Thanksgiving, Merry Christmas, and Happy New Year. VC/Sulakhe echoed her colleagues, the great team that it is. She thinks with the resources available to Diamond Bar the staff is doing an awesome job — keep up the good work. It is not a straight road, it is a daily roller coaster with a lot of people to deal with and a lot of situations and circumstances. She wished everyone a very Happy Thanksgiving with their families. Take time to laugh and live. Chair/Grundy echoed his colleagues' sentiments about the great job that staff has done throughout the year. He believes it has been a very successful year and staff should take time to reflect on all of their accomplishments. He appreciated all of the informative reports to the Commission throughout the year. He is looking forward to the Diamond Canyon Park opening because it will be wonderful to see another park open in the City. He remembers when there was a public meeting about the potential project and after walking the field he scraped mud off of his tennis shoes. It is great to have witnessed it from conception to completion. Happy Holidays to everyone — colleagues and staff. ADJOURNMENT: C/Herndon moved, C/Hsieh 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 8:21 p.m. to January 26, 2017. The foregoing minutes are hereby approved this II day of NOVEMBER , 2016. Respectfully ECRETARY