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HomeMy WebLinkAbout05/23/2002CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION HEARING BOARD ROOM OF S.C.A.Q.M.D./THE GOVERNMENT CENTER 21865 E. Copley Drive MAY 23, 2002 CALL TO ORDER: Chairman Torres called the meeting to order at 7:05 p.m. PLEDGE OF ALLEGIANCE: Commissioner Grundy led the Pledge of Allegiance. ROLL CALL: Present: Chairman Torres, Vice Chairman Hull and Commissioners Grundy, Lui and Lyons Staff: Bob Rose, Director of Community Services; Kim Crews, Recreation Specialist; Sara West, Recreation Specialist and Marisa Somenzi, Administrative Assistant. APPROVAL OF AGENDA: As Presented. MATTERS FROM THE AUDIENCE: None Offered. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR 1.1 Approval of Minutes of April 25, 2002 Regular Meeting. C/Lyons moved, C/Lui seconded, to approve the minutes of the April 25, 2002 meeting as presented. Without objection, the motion was so ordered. VC/Hull and C/Grundy abstaining from approval. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Report — Video presentation of the City's 13th Birthday Party. CSD/Rose reported that the City's 14th Birthday Party is scheduled to take place on Sunday, April 13, 2003 at Pantera Park. Concerts in the Park commence July 10, 2002. MAY 23, 2002 PAGE 2 P&R COMMISSION 2.2 C.I.P. Program Report — CSD/Rose presented staffs reports on the following items: a. Community/Senior Center CSD/Rose reported a significant change in this project. As a result of a recent budget meeting, staff became aware that the Tiny Tot program operated in the red. Because part time staff receives benefits, this now in-house program operates at a deficit. As a result, Council reconsidered a Tiny Tot area in the Community/Senior Center and determined instead, to classify the area as a multi-purpose room. This change will delay the plan check process about three weeks. RS/Crews responded to C/Lyons that D.B.'s Tiny Tot is similar in cost to other cities' comparable programs. Retention is difficult because most households with children in D.B. have both parents employed. Therefore, parents look for an all day program such as pre-school/day care type programs. When staff evaluates the matter, it may be feasible to consider an all day program depending on residents' needs. b. Sycamore Canyon Park ADA Retrofit project CSD/Rose reported that Phase I of this project commences construction on Tuesday morning. C. Two Picnic Shelters at Pantera Park CSD/Rose stated that the plans and specifications are 90 percent complete. d. Trails Grant Request - Sycamore Canyon Park Trail & Trail Head CSD/Rose reported that the Trails Grant request was submitted to the State of California, California Parks and Recreation Department for $244,000 with a 50 percent match of $122,000. Funding will be announced in October. Presently included in the FY budget is the design of the trailhead on the Diamond Bar Boulevard side of Sycamore Canyon Parka 2.3 Proposed C.I.P. Budget and Decision Package for the 2002/03 Fiscal Year — report by CSD/Rose. Discussion regarding the condition of the field at Lorbeer Middle School ensued. C/Grundy suggested that at least the minimum mitigation takes place — fill in the holes and water the grass. 3. OLD BUSINESS -None MAY 23, 2002 PAGE 3 P&R COMMISSION 4. NEW BUSINESS: 4.1 Review of Facility Use Policies and Procedures — Each year, the Commission has the opportunity to review this document for proposed updates and changes. The document is being introduced at this meeting and will be reviewed at the June 27 Commission meeting. It will also be presented at the User Group meeting on June 6 for input from the organizations affected by this document. The youth sports organizations will also be invited to the June 27 Commission meeting. Specific items being considered for 'the revised document include: a. Proposed fine for organizations that leave ball field lights on after their use. VC/Hull reported that the subcommittee received incorrect information and needs to revisit this issue. He believed that staff should discuss a possible penalty for leaving the ball field fights onto wit: 1St offense - $250 during any calendar year. He asked that the subcommittee be allowed to approach the user groups about this matter on June 6. C/Grundy thought each organization should police itself. Small organizations do not have those kinds of funds to pay excessive fees. Chair/Torres felt the users would feel that $250 was too much. CSD/Rose responded to Chair/Torres that he has had about six telephone calls about the lights being left on. Most of those calls occurred during the energy crisis, the winter of 2001. He has not heard too much about this since that time. VC/Hull asked that the matter be brought back to the Parks and Recreation Commission in July rather than June. b. Revision to recommendation for skate park rental fee for private use. The Commission concurred to have this matter brought back to the July meeting. 4.2 Extension of Soda Machine Agreement with Coca-Cola — The contract with Coca-Cola for soda machines in the City parks is scheduled to expire on July 31, 2002. The City's annual share of revenue from these machines is about $14,500 — report by CSD/Rose. Coca Cola representatives were invited to attend tonight's meeting. Chair/Torres asked if the contract has a 30 -day out clause. He saw no reason to sign a two-year contract. CSD/Rose offered to bring this matter back in June for further discussion. The Commission concurred. MAY 23, 2002 PAGE 4 P&R COMMISSION 5. ANNOUNCEMENTS: C/Lyons said she very much enjoyed the park tours. She is uncertain what to report on. She felt that the flag at Sycamore Canyon Park appeared to be faded. When she asked if there was a regular schedule for flag replacement, PMS/Hensley told her that if she noticed it looked bad it should be replaced. VC/Hull said that those who work the parks on a daily basis often do not notice things that aless frequent visitor would notice. C/Lyons also felt the restrooms should be supplied with soap. She was told the city does not supply soap. CSD/Rose said that a request for soap in the restrooms is a reasonable request if the Commission agrees. C/Grundy felt the color of the recycle bin at Sycamore Canyon Park was not the color originally represented and does not look good. He asked his fellow Commissioners to take a look at the bins to see how they felt about the color and perhaps the matter could be discussed at the June meeting. When he viewed the preliminary plans for Sycamore Canyon Park he was struck by the significant variations on the way the park space could be planned. He felt the Commission ought to be more involved in the planning. He asked if the city had considered forming its own band. VC/Hull said that when he attended the CPRS Convention he spoke to several people about a swimming pool and apparently the city has been receiving a number - of telephone calls and faxes. He noticed that there was a significant amount of interest in the climbing wall. He enjoyed the convention. He attended workshops on involving youth in the community and the Brown Act and stopped by vendor booths. He recommended that Commissioners attend the convention next year and attend as many seminars as possible. He especially enjoyed the workshop addressing programs for kids with learning disabilities. He requested that his park visits be moved to July. He is a newly appointed member of the Diamond Bar Community Foundation and the group needs to gear up for action. There are people on the committee who should not be on the committee. There are people who have left the committee who should never have left the committee. Chair/Torres asked about the play area lighting at Peterson Park to which CSD/Rose said there are no plans at this time because it needs to be done in conjunction with the parking area lighting. CSD/Rose said this may be able to be considered as part of the next ADA retrofit. Chair/Torres thanked CSD/Rose for sharing the birthday video with the Commission. He reported that D.B. Girls Softball had its closing day on May 18 and has begun the all-star season. Tournaments begin this coming weekend. The last opportunity to sign up for AYSO is Wednesday, June 5 at Heritage Park. He wished everyone success in the SCMAF track meet finals in Cerritos on Saturday. ADJOURNMENT: Upon motion by VC/Hull, seconded by C/Lyons and there being no other business to come before the Commission, Chair/Torres adjourned the meeting at 8:53 P.M. MAY 23, 2002 Attest: Chairman I rty Torres i PAGE 5 P&R COMMISSION Respectfully Submitted, B37-6 Rose, Secretary