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HomeMy WebLinkAbout06/22/2017 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 JUNE 22. 2017 CALL TO ORDER: Chair/Sulakhe 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: C/Herndon led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Lew Herndon, Kim Hsieh, Vice Chair Benny Liang and Chair Manisha' Sulakhe Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Crystal Knox, Recreation Supervisor, Andee Tarazon, Recreation Supervisor; Jeanine Heynen, Recreation Specialist, Andrea Nino, 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 March 23, 2017 Regular Meeting. C/Grundy moved, VC/Liang seconded to approve the Minutes of March 23, 2017 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Grundy, Liang, Chair/Sulakhe NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: Herndon, Hsieh ABSENT: COMMISSIONERS: None 1.2 Approval of Minutes for April 27, 2017 Regular Meeting. C/Herndon moved, VC/Liang seconded to approve the Minutes of April 27, 2017 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Herndon, Hsieh VC/Liang, Chair/Sulakhe NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: Grundy ABSENT: COMMISSIONERS: None JIUNE 22, 2017 PAGE 2 P&R COMMISSION 2. 1.3 Approval of Minutes for May 25, 2017 Regular Meeting. C/Herndon moved, C/Hsieh seconded, to approve the Minutes of the May 25, 2017 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Herndon, Hsieh VC/Liang, Chair/Sulakhe NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: None 1.4 Transmittal of thank -you letter to Recreation Coordinator, Monique Saliu — Received and filed. INFORMATIONAL ITEMS: 2.1 RECREATION PROGRAM UPDATE — RS/Tarazon C/Hsieh asked if the senior seminars were posted on the City's website and RS/Tarazon responded it is on the website under the Recreation Program Guide. ACM/McLean said this was consistent with where the City includes information on all youth, adult and senior programs. C/Hsieh asked why two varying amounts $41,269.40 and $64,319.50 for the Diamond Bar Center on Page 24. ACM/McLean responded that it is a comparison of this year's total to last year's total during the same month. RS/Knox explained that the difference between this year and last year is that the payment requirements have been changed to require a 50 percent deposit six months prior to the event. While it appears there is less money coming in, the revenue for rentals has actually increased. The comparison amounts are not for rental amounts, but only what was collected in payments. Chair/Sulakhe asked if the community needed Helpful Honda and ACM/McLean said this was not a City -sponsored event. Helpful Honda is a private organization and can make decisions about where they wish to offer their services. The City did not request, set up, sponsor or provide money for the event. C/Hsieh asked if attorneys participated in the free legal advice program and RS/Knox responded that the program offers consultation only. If the senior chooses to go through the group for legal services they do so off- site on their own or references are provided for service. There is only one attorney who works as a volunteer through the County. VC/Liang said he was told that Friday, Saturday and Sundays at the Diamond Bar Center are booked until 2018. RS/Knox said that Saturdays are booked until December 22, 2018 and for the most part, Fridays and Sundays are booked through this and next year with a select few availabilities. RUNE 22, 2017 PAGE 3 P&R COMMISSION ACM/McLean Introduced new Recreation staff members Jeanine Heynen, Recreation Specialist and Andrea Nino, Recreation Coordinator. C/Herndon said he noticed on the City Council agenda that there would be a vote about purchasing two parcels of land from the YMCA. Presentation of New Recreation Programs for Fiscal Year 2017-18 ACM/McLean reported that new employees have been introduced and over the past year the department has undergone a reorganization. In addition, staff is looking at reorganizing some of the programming by adding programs, adjusting existing programs to make them better and two additional groups. A couple of programs that are in the conceptual phase that will be rolled out during the upcoming fiscal year include a "Holiday" themed movie -in -the -park (similar.to Concerts in the Park) and related programming events to take place in December in place of the Candy Cane Craft Fair and a Parks and Recreation Open House in the Spring of 2018 which provides an opportunity for staff to reintroduce programs to the community, offer free trial classes and demonstrations, and show off to the community a lot of the things to the community that residents might not be aware of. In addition, there will be an ongoing effort to develop a health and active Diamond Bar program to take advantage of a lot of different programs the City currently offers, but brand them under the theme of "looking to have a healthy and active Diamond Bar." There are currently fitness -related classes, athletic programs, trails, and this effort would touch on all aspects of wellness — physical, mental and emotional health and healthy diet, etc. Staff is also looking to create new smaller special event programs through the year which will differ from the large-scale events the City does on a regular basis which might be more neighborhood -based, program -based (Barktoberfest event, etc) intended to reach more residents and business -owners. In addition, staff will look at enhancing the DB 4 -Youth program and opportunities for more interactive meetings, new events, excursions, leadership opportunities and partnerships with staff to create new and engaging opportunities for the teens and youth in Diamond Bar. C/Hsieh and C/Herndon said they would like to see the City coordinate with other organizations that are involved with healthy activities. VC/Liang felt it was with good intentions that the City sponsor certain events; however, in all cases, the City needs to consider liability (unforeseen calculated risk by the City). ACM/McLean reiterated that the protocol is that anytime the City works on an event or sponsors an event or there is participation with staff equipment, those scenarios are run through the Risk Management office. The City is very, very conservative when it comes to handling the City's resources, personnel, and equipment. In addition, the City must make sure it is not implicitly endorsing any one group over another when the City advertises and provides access on the City's website or through the City's marketing materials. Staff works with internal exerts and legal staff to make certain the City is following the best JIUNE 22, 2017 PAGE 4 P&R COMMISSION practices to protect the City. VC/Liang said he was very glad the City had such protocols in place. Discussion continued regarding Commissioner's desire to have the City provide a public communication vehicle. 2.2 MAINTENANCE REPORT — PMS/Jordan C/Hsieh asked if the maintenance people could clean the sidewalks on the perimeter of Pantera Park on a weekly basis. C/Grundy asked for an update on the flood repairs at Sycamore Canyon Park. PMS/Jordan said that as of yesterday, the playground has been repaired and the playground was open for use during the Concerts in the Park. The bigger fix closer to Diamond Bar Boulevard at the stairs is awaiting FEMA approval before moving forward. ACM/McLean reported that the City Manager's office staff is working on the application and required documentation. The project is on track to move forward as soon as approval is received. PMS/Jordan completed the playground project within the guidelines of the FEMA reimbursement requirements which means the City will not have to spend so much General Fund money. C/Hsieh was concerned about trail maintenance and PMS/Jordan said he would check it out and that as of July 1, those portions of the trail will be maintained by the appropriate contractors. C/Herndon said that the squirrel population at Sycamore Canyon Park is out of control and they have spilled over to the residential neighborhoods and are running wild and doing damage. PMS/Jordan said he believes this problem is a result of the amount of wet weather this year. There is so much more vegetation and food that they are starting to multiply more rapidly. As mentioned previously, staff monitors the squirrel population which is a requirement of the LA County Department of Health. C/Herndon said he was also concerned about the excessive brush growth and potential fire hazard. PMS/Jordan responded that all brush areas are monitored by the LA County Department of Agriculture which sends notices to all property owners including the City, business and private property owners to let them know they need to take action. The City does brush clearance in Sycamore Canyon Park at the areas prescribed by LA County Agriculture where they provide recommendations of areas that the City needs to conduct brush clearance. 2.2.1 Power Point Presentation on Lighting and Landscape District No. 39 Mini Parks — PMS/Jordan. C/Grundy commented that he knows how expensive it is to print in full color and for him, he is satisfied to not have the color prints included in the Commissioner's packet. C/Hsieh and Chair/Sulakhe JIUNE 22, 2017 agreed. PAGE 5 P&R COMMISSION 2.3 CIPPROJECTS—ACM/McLean 2.3.1 Pantera Park Trail Improvements: The Grand Opening on May 31St was a very well attended opportunity for the public to view the trail for the first time. From the upper most point one can see downtown Los Angeles and out into the Inland Empire on a clear day. This is a very nice amenity the City has added and is something that will no doubt be heavily used by the public. 2.3.2 Longview Park South Improvements: This project is underway and is similar to the Stardust improvement that was completed earlier this year. Longview Park South will have updated playground equipment, benches, tables, trashcans, drinking fountains, landscaping and ADA Accessibility Improvements. Staff expects the park to be open to the public late summer/early fall. 2.3.3 Larkstone Park: Construction continues on the park by Lennar Homes which is also building the 99 homes adjacent to the park. The lower pad is substantially complete and remains closed until the upper (active) pad with playground is completed. When the park is fully completed, it will be turned over to the City for maintenance. The park is scheduled to be completed in late 2017. 2.3.4 YMCA Property Acquisition: On Tuesday, June 20th the City Council approved a purchase agreement with the YMCA to purchase two parcels of vacant property located on Sunset Crossing Road directly across from the YMCA building and immediately adjacent to the Pony League property. At this time the plan is to develop a neighborhood park similar to the Washington Street neighborhood park. The community will be invited to participate in neighborhood meetings to gain input from residents on what they would like to see in the park which will be followed by a design process and ultimately, construction once funding is secured. C/Herndon said he walked the upper portion of Larkstone Park and reiterated his concern about the tot lot being close to a steep drop off (about 60 feet). Heavy vegetation may be helpful to prevent a dangerous fall. There is also another portion on the street side of the park where the walkway comes within about six feet of a very steep and long drop off down to the roadway. He would like for staff to take a look to make sure there is heavy vegetation or a fence to prevent someone falling. C/Herndon said that at one time there was talk about joining the YMCA property with the Pony League property to make it into a modern multi -sports complex and he asked if that idea had been set aside. ACM/McLean explained that the YMCA property JIUNE 22, 2017 PAGE 6 P&R COMMISSION purchase is unrelated to the Pony League property and they are not on a dual track to proceed. The City Council authorized an election consultant to conduct survey work in the community to determine if there was a desire in the community to contribute to such a project (a Parks and Recreation Measure including a Bond). The results of the survey were less than favorable for likely success at the ballot box. At this time there is no plan to join with the Pony League property 'and the Council is looking to create a neighborhood property. In addition, in looking at any type of revenue measure the City is looking to improve existing facilities and expand where feasible. Due to the outcome of the survey, there is no plan to continue with the Parks and Recreation Revenue Measure. C/Herndon said he understood that and believed that the bond issue that was being considered was way too ambitious and he believed that if it were pinpointed to the Pony League property in a bond issue all of the sports group would get behind such a measure to see that it was passed. Chair/Sulakhe liked the idea of a park and thinks it is an excellent idea being mindful that there is a scarcity of swimming pools, especially for the YMCA program. Maple Hill pool is available to the YMCA and she donated use of her personal pool to the YMCA for many years. She felt it would be a good vision to put in a pool for the many classes that have been conducted through the YMCA. ACM/McLean responded that development of a pool in and of itself is a multi-million dollar process. This land cost a fraction of what it would cost to put in a pool which would be millions to build plus significant annual -maintenance costs. In the past it has been reviewed and considered and at this time there are no plans to build a swimming pool on the YMCA property or at any other location in the City. The request is noted and perhaps in the future there may be an opportunity to make that happen. C/Hsieh again mentioned a gazebo at the top of the Pantera Park Trail and exercise machines throughout the park. ACM/McLean said this too was noted. All of the requests are items that can be considered in the future. They require budget resources and would have to be considered over a period of time. The City has looked to enhance current facilities and add exercise equipment at various parks including the new Diamond Canyon Park and on the Mesa Trail. Perhaps the prospect of adding exercise circuits is something that can be done as the City rolls out its "Healthy Diamond Bar" program. C/Hsieh suggested that enhanced signage could be placed at the top of the Pantera Park Trail to clarify the trail and directions. JIUNE 22, 2017 PAGE 7 P&R COMMISSION ACM/McLean said that staff would monitor this new facility for future adjustments. Staff is working on the trails map which will have clear indication as to where the trails are, where they go and related distances. If additional signage is necessary to assist folks staff can look to doing that. C/Hsieh wondered if a feature of the new park could be a small water fountain that kids could play in when it gets hot in the summer. C/Herndon said there are spectacular views and sunsets from upper Larkstone Park and believed it would become a very popular location. 2.4 LIST OF PENDING COMMISSION REQUESTS: a) Heritage Park — The FY 2017-18 adopted by the City Council on June 6th included design funding for Heritage Park and Peterson Park. The Commission will be updated and have the opportunity to participate once the process commences. b) Request to install a sidewalk from Summitridge to the top — This project is not expected to move forward because the driveway is an emergency access and is not designed to serve as a primary access point for vehicles or pedestrians. In addition, the location is challenging with respect to meeting ADA Requirements which would require a very expensive series of switchbacks. When the Center was constructed, the City chose to use'the main entrance and invest in ADA Improvements there to provide pedestrian access. The trail behind the grass area on Summitridge provides pedestrian access to the top of the hill. Staff recommends that this item be removed from the list. c) Request for signage on Pantera Park Trail — Signage was completed per the design of a particular trail. The Trails Map is being updated and staff will look at any signage that may be necessary. d) Updated Trails Map - Funding is available and staff intends to complete the update in the upcoming Fiscal Year. e) Request to look at the CVS property as a Senior Center — This location is being actively marketed by the City and the property owner as an Economic Development opportunity. That location in particular with a new commercial tenant would provide the synergy to enhance that area. Directly across the street the City is working with the developer to bring in Sprouts, Ross and other restaurants and retail establishments. The CVS owner has the property marketed for tens of billions of dollars and is looking to secure the highest possible rent or purchase for that property making it less attractive for public use. Staff JIUNE 22, 2017 PAGE 8 P&R COMMISSION f) is looking at how the Center is currently being used and is looking at the data to try to enhance the overall availability of hours for all uses whether it is senior, private, or commercial events. The City is also looking at improvement of the Heritage Park Community Center which may open additional access and be more appealing' to seniors. ACM/McLean recommended this item be removed from the list. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Hsieh thanked everyone for their patience. She loves the City and likes to check things out for possible improvements. Staff is doing outstanding work. She welcomed new staff members. VC/Liang said he appreciated staff's fantastic work. He asked if at the next meeting PMS/Jordan could provide the Commission with any information regarding any homeless encampment in any of the City's parks. C/Herndon thanked staff for their diligence and great reports. He welcomed new staff members and said that the Commission looked forward to what they might have to add to the City's programs. C/Grundy welcomed new staff members Jeanine Heynen and Andrea Nino and thanked them for joining the City staff and helping make Diamond Bar and park programs wonderful. He thanked staff for the wonderful reports; He told PMS/Jordan that he loved the PowerPoints and not wanting the pages printed in the packet was more to save costs but please keep doing the Power Point presentations because they are very informative and provide a good view of what the parks look like. He drove by Lorbeer today and it is fenced off for renovation. It appeared the renovation was going well and that it was about as green as he had ever seen it in the summertime. ACM/McLean said that going forward, if the Commission's direction is to reduce use of printed photos, staff will create screen shots (Power Points) instead of printing them. Commissioners concurred. Chair/Sulakhe welcomed new City Manager and new staff members and the reorganization with all of the exciting programs. In particular, she believes the small events will reach out to community members a lot more. The City is becoming more culturally diverse as well so the outreach with the new healthy program and the reorganization of the DB4-Youth will have a great impact. She too thanked her colleagues and staff for a great job. She and her mother attended the Concerts in the Park this week and they look forward to attending more Concerts. JIUNE 22, 2017 PAGE 9 P&R COMMISSION ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Chair/Sulakhe adjourned the meeting at 8:28 p.m. I The foregoing minutes are hereby approved this 22 day of June 2017. Respectfully RYAN MOLEAN.SECRETARY Attest: MANISHA SULAKHE, CHAIRPERSON