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HomeMy WebLinkAbout08/24/2017 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 AUGUST 24, 2017 CALL TO ORDER: Chair/Sulakhe called the Parks and Recreation Commission meeting to order at 7:04 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, Vice Chair Benny Liang, and Chair Manisha Sulakhe Absent: Commissioner Dave Grundy was excused Staff Present: Ryan McLean, Assistant City Manager; Andee Tarazon, Recreation Supervisor; Jason Williams, Facility and Asset Maintenance Technician; 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 July 27, 2017 Regular Meeting. C/Herndon moved, C/Hsieh seconded, to approve the Minutes of the July 27, 2017 Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Herndon, Hsieh, VC/Liang NOES: COMMISSIONERS: None ABSTAIN: COMMISSINOERS: Chair/Sulakhe ABSENT: COMMISSIONERS: Grundy 2. INFORMATIONAL ITEMS: 2.1 RECREATION PROGRAM UPDATE — RS/Tarazon C/Herndon asked why was staff requiring that the 3 on 3 participants attend school in Diamond Bar and not be residents only. RS/Tarazon said the program includes ages up to 18 and the City would not want participants that are 18 and have graduated high school. 2.1.1 4th of July Evaluation and Financial Summary — RC/Nino AUGUST 24, 2017 PAGE 2 P&R Chair/Sulakhe said she attended the July 4th event. She was accompanied by a handicapped guest and they had to use an elevator to get to the event. Going down was fine but coming up was not fine. No one mentioned the 3-D glasses and associated costs. RS/Tarazon explained there was no cost because the 3-D glasses that were handed out this year were left over from last year. Chair/Sulakhe said she heard from other people that the event was a little too long -and monotonous. ACM/McLean said staff would take that comment under advisement. Chair/Sulakhe said she saw a lot of people enjoying the event. She felt the shuttle cost was a little high. RS/Tarazon said the high cost is due to the fact that is run on the 4th of July Holiday which means the City is paying a higher price than it would for the same shuttle service on a regular non -holiday. In addition, their drivers are paid overtime for working on a holiday. This is part of running this type of operation on the actual day of the event which is a holiday. There were slightly more than 100 cars parked at South Pointe Middle School and estimating 3-4 passengers per car that would mean that 300 to 400 people use the shuttles. In addition, all of the shuttles are handicap accessible for which the City paid an extra fee. Chair/Sulakhe said her concern was that when handicapped individuals are dropped off at the high school they have to walk down to the elevator. RS/Tarazon said there are two different access points that have access with ramps from the elevator excluding the one Chair/Sulakhe used going from the elevator. Entering off of Brea Canyon Road there is a ramp from the football field. Also, anyone dropped off in front of the high school can walk toward the tennis court onto the field via a flat surface. Shuttles are stationed on Diamond Bar Boulevard which allows for access via a flat surface through to the field. 2.2 MAINTENANCE REPORT— FAMT/Williams C/Hsieh asked if the City paid for repair of the guard rail and ACM/McLean explained that the City's Risk Manager negotiates with the at -fault driver's insurance companies to recover funds after staff completes the repairs. C/Hsieh said that it appeared to her that the light fixtures on the bottom where the concrete is were taken out and she wondered if the concrete would be filled in because water is pooling in a couple of the fixtures. FAMT/Williams responded that the light poles are part of a future CIP for which staff is preparing the design phase to correct that problem which is an issue that has been ongoing for a number of years which is a result of the way the poles were installed. The footings were installed below -grade which creates a ponding effect at all times. The problem can be mitigated by redoing the footings to bring them above -grade to create a watershed which is a project that is currently being worked on by the Public Works Department. AUGUST 24, 2017 PAGE 3 P&R COMMISSION 2.2.1 Power Point Presentation — Summitridge Trail — FAMT/Williams 2.3 LIST OF PENDING COMMISSION REQUESTS —ACM/McLean In response to C/Herndon regarding issues on Diamond Bar Boulevard near the Albertson's Shopping Center which included some sidewalk displacement as well as, graffiti, the Public Works staff checked the site and noted the issues and repaired them. Last week the City closed escrow on two parcels adjacent to the Pony League property and directly across the street from the YMCA facility, the location that has been designated for a Neighborhood Park by the City Council. With the close of escrow staff can now begin the process of design that will likely include some neighborhood meetings, presentations to the Commission and so forth which will be forthcoming in the next year or so. C/Hsieh requested that the V -Ditch is very inconvenient to walk down the shorter stairs at Pantera Park and wondered if it was possible to have a bridge across the V -Ditch. ACM/McLean said that staff would look into the matter and report back to the Commission. Chair/Sulakhe said she requested an item on April 28th and there has been no action. ACM/McLean said that Chair/Sulakhe was correct. There is not currently money budgeted for that item and it is not currently on the CIP list. Staff looked at that item last year as part of a lighting project, but it exceeded the cost of that lighting project which means that funds would have to be available which are not available in the current budget. It would require action to get the funding and staff can look at reviewing this matter again to determine whether it could become part of a standalone project. Chair/Sulakhe asked if ACM/McLean had an estimate for the cost and ACM/McLean said he did not. When the City does public works projects this type of item is a new project that requires bids and staff must go through the process to acquire those bids. It is not a maintenance option where it can be installed by staff. Chair/Sulakhe felt it would enhance events at the Diamond Bar Center if it were lighted up in the area and that it would also help with safety issues. Chair/Sulakhe again voiced her desire to have lighting in that area for safety reasons. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Hsieh thanked staff for their presentations and for the outstanding work with the Volunteens and support to the Commission. VC/Liang said he was unable to attend the July 4th Blast. Based on comments AUGUST 24, 2017 PAGE 4 P&R made this evening he commented that to set up such a large event that hosts about 7,000 viewers is a huge event that requires a lot of coordination, especially with public safety agencies including the Sheriff's and Fire Departments. His hat is off to all who participated and did such a great job in putting the event together. Of course, it is impossible to please everybody. He too, is a public servant. For his smaller events he has a much larger staff he can utilize and he believes City staff is very, very efficient. He was at Diamond Bar Center last week and it continues to be a very good facility. His colleagues tell him it is the best place to have a meeting and the customer service is excellent and the facility is always well maintained. Thank -you to staff for all of their hard work. C/Herndon complimented staff. He feels that the 4th of July is a great event and he is disappointed that the costs keep going up which seems to be an ongoing problem with most efforts these days. Let's try to keep "the costs under control as much as possible — great job on everyone's part. VC/Liang said that costs go up due to inflation. Chair/Sulakhe thanked staff for the great meeting tonight. She missed the last meeting which was Concerts in the Park which was excellent. A lot of families participated. The Steep Canyon Trail is awesome. She has not tried all of the trails but intends to do so. She would like to see a small disposal area for cigarette butts which can be a fire hazard. The rattlesnake advisory is on the website which is great. She thanked backup staff members RS/Tarazon and FAMT/Williams for their participation and presentations. She looks forward to the basketball season. ADJOURNMENT: Upon motion by C/Herndon, seconded by C/Hsieh and with no one objecting and no further business before the Parks and Recreation Commission, Chair/Sulakhe adjourned the meeting at 7:58 p.m. The foregoing minutes are hereby approved this 24 day of August , 2017. Respectfully S m' ted, RYA LEA ,SECRETARY Attest: t MANISHA SULAKHE, CHAIRPERSON