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HomeMy WebLinkAbout05/24/2018 PRC Agenda - Regular MeetingPARKS & RECREATION COMMISSION AGENDA May 24, 2018 7:00 PM THE WINDMILL ROOM at DIAMOND BAR CITY HALL —1St FLOOR 21810 Copley Drive Diamond Bar, California Chairperson Benny Liang Vice Chairperson Manisha Sulakhe Commissioner Andrew Chou Commissioner Kim Hsieh Commissioner Tommy Orona Written materials distributed to the Parks and Recreation Commission within 72 hours of the Parks and Recreation Commission meeting are available for public inspection immediately upon distribution in the City Clerk's office at 21810 Copley Drive, Diamond Bar, California, during normal business hours. Copies of staff reports or other written documentation relating to agenda items are on file in the Community Services Office, located at 21810 Copley Drive, and are available for public inspection. If you have questions regarding an agenda item, please call 909.839.7060 during regular business hours. In an effort to comply with the requirements of Title 11 of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting must inform the Community Services Department at 909.839.7060 a minimum of 72 hours prior to the scheduled meeting. Please refrain from smoking, eating or The City of Diamond Bar uses recycled drinking in the Windmill Community Room paper and encourages you to do the same PARKS AND RECREATION COMMISSION MEETING RULES Welcome to the meeting of the Diamond Bar Parks and Recreation Commission. Meetings are open to the public. PUBLIC INPUT Members of the public may address the Commission on any item of business on the agenda during the time the item is taken up by the Commission. In addition, members of the public may, during the Public Comment period address the Commission on any item or any matter not on the agenda and within the Commission's subject matter jurisdiction. Persons wishing to speak should submit a speaker slip to the meeting clerk. Any material to be submitted to the Commission at the meeting should be submitted through the meeting clerk. Speakers are limited to five minutes per agenda item, unless determined otherwise. The Commissioners may adjust this time limit depending on the number of people wishing to speak, the complexity of the matter, the length of the agenda, the hour and any other relevant consideration. Speakers may address the Commission only once on an agenda item, except during public hearings, when the applicant/appellant may be afforded a rebuttal. Public comments must be directed to the Commission. Behavior that disrupts the orderly conduct of the meeting may result in the speaker being removed from the Commission chambers. 1�1�•7:7inGti[•]��:7Ar�lC[•7_L�3•I7F�17[•13�iCi • • u u • k Agendas for regular Commission meetings are available 72 hours prior to the meeting and are posted in the City's regular posting locations, and on the City's website at www.diamondbarca.gov. A full agenda packet is available for review during the meeting, in the foyer. The Commission may take action on any item listed on the agenda. FH1•i•77T10707A11LO7ZFI36]7111=4DI&T1I��: A cordless microphone is available for those persons with mobility impairments who cannot access the podium in order to make a public comment. Sign language interpretation is available by providing the City Clerk three business days' notice in advance of a meeting. Please telephone (909) 839-7010 between 7:30 a.m. and 5:30 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Fridays. HELPFUL PHONE NUMBERS Copies of agendas, rules of the Commission, Cassette tapes of meetings: (909) 839-7060. Computer access to agendas: www.diamondbarca.gov General information: (909) 839-7060. CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA Thursday, May 24, 2018 THE WINDMILL ROOM AT DIAMOND BAR CITY HALL 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — C) Advice to the City Council. ❑ A quality parks system that is safe, properly maintained and equally accessible to all residents of the City of Diamond Bar. ❑ Quality recreational programs for all ages. ❑ Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. ❑ Be open and actively responsive to input from individuals and community organizations. ❑ Develop facilities that will accommodate the needs of our active and growing community. City of Diamond Bar Parks and Recreation Commission Approved May 27, 1999 PLEDGE OF ALLEGIANCE: ROLL CALL: Parks and Recreation Commissioners Chou, Hsieh, Orona, Vice -Chair Sulakhe, and Chairman Liang A. PRESENTATION OF LETTER OF RECOGNITION TO MR. MESSICK AND MS. MICHELLE MESSICK B. PRESENTATION OF 2018 YOUTH SOCCER SPORTSMANSHIP AWARDS This award recognizes the team's outstanding efforts in good sportsmanship that was displayed and then rated throughout the youth soccer season. Three teams will be presented with awards. This award serves as an incentive for players, coaches and fans to demonstrate positive support and to place the emotional and physical well being of the children ahead of a personal desire to win. MAY 24, 2018 PAGE 2 PARKS AND RECREATION COMMISSION C. D1134YOUTH - RECOGNITION OF OUTGOING/INCOMING BOARD MEMBERS MATTERS FROM THE AUDIENCE: This time is reserved on each agenda to provide an opportunity for members of the public to directly address the Commission on items or matters of interest to the public that are not already scheduled for consideration on this agenda. Those who wish to speak on Agenda Subjects or Matters from the Audience may complete voluntary Speaker's Cards at the desk of the Commission Secretary. Speakers are limited to five (5) minutes. CALENDAR OF EVENTS: Monday, May 28 - CITY OFFICES CLOSED - In observance of Memorial Day Tuesday, June 5 - City Council Meeting - 6:30pm - AQMD Main Auditorium - 21865 Copley Drive - Diamond Bar Wednesday, June 13 - Concerts in the Park and Movies Under the Stars - 6:30 - 8:00pm - Upstream (Caribbean & Reggae) Movies Under the Stars (Gnomeo & Juliet) - Sycamore Canyon Park - 22930 Golden Springs - Diamond Bar Tuesday, June 19 - City Council Meeting - 6:30pm - AQMD Main Auditorium - 21865 Copley Drive - Diamond Bar Wednesday, June 20 - Concerts in the Park and Movies Under the Stars - 6:30 - 8:00pm - Mark Easterday (Country) Movies Under the Stars (Despicable Me 3) Thursday, June 21 - Senior Excursion - 9:00am - 4:00pm - Autry Museum of the American West - Level 2-3 - Departs the Diamond Bar Center at 9:00am Thursday, June 21 - Parks and Recreation Commission Meeting - 7:00pm - The Windmill Room - 21810 Copley Drive - Diamond Bar Tuesday, June 26 - DB4Youth Meeting - 6:00pm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Wednesday, June 27 - Concerts in the Park and Movies Under the Stars - 6:30 - 8:00pm - The Answer (Classic Rock) Movies Under the Stars (Angry Birds) 1. CONSENT CALENDAR: 1. Approval of Minutes for February 22, 2018 Regular Meeting 2. Approval of Minutes for April 26, 2018 Regular Meeting 2. INFORMATION ITEMS: May 2018 Recreation Program Update Recommended Action: Receive and file. May Maintenance Report Recommended Action: Receive and file. MAY 24, 2018 PAGE 3 PARKS AND RECREATION COMMISSION Capital Improvement Projects (CIP) Update - May 2018 Recommended Action: Receive and file. 3. OLD BUSINESS: NONE, 4. NEW BUSINESS: NONE 5. ANNOUNCEMENTS: Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their activities, request staff to return with information at a future meeting or request that a matter of business be placed on a future agenda. 6. ADJOURNMENT: CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 FEBRUARY 22, 2018 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: Commissioner Hsieh 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; Christy Murphey, Recreation Superintendent, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: Incoming Commissioner Andrew Chou introduced himself and said he was present to observe tonight's meeting, and meet the commissioners and staff. CALENDAR OF EVENTS: As presented by ACM/McLean 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the January 25, 2018 Regular Meeting. C/Grundy moved, C/Hsieh seconded to approve the January 25, 2018 Regular Meeting Minutes. Without objection, the motion was so ordered with C/Herndon abstaining. 2.1 RECREATION PROGRAM UPDATE — RS/Murphey 2.2 MAINTENANCE REPORT — PMS/Jordan 2.2.1 Power Point Presentation — Summitridge Park — PMS/Jordan C/Hsieh asked if the tree roots were coming to the surface due to lack of water. PMS/Jordan responded that trees and lawns have different watering requirements and in order to keep the turf alive, it has to be watered which creates water at the surface and causes the roots to absorb surface water rather than searching downward for moisture. As Packet Pg. 6 ` 1.1 FEBRUARY 22, 2018 PAGE 2 P&R COMMISSION 2.3 such, trees in lawns will have a higher occurrence of surface roots. C/Grundy recalled that there was a problem in the past with people using the lower parking lot for carpooling and wanted to know if that problem had gone away. PMS/Jordan said that it has subsided because signs were posted stating that parking in that area was for park patrons only as well as, continued monitoring by the Sheriff's Department C/Herndon asked if staff was planning on planting some "nasty" plants to Z mitigate people walking in the wrong area and PMS/Jordan responded UJ that in similar situations staff has had great success with the Pyracantha which is a very attractive plant with nice green foliage and attractive small orange berries. The plant has thorns and once those plants are w established it seems to cut down on people cutting through the area. z 0 0 C.I.P Projects — ACM/McLean a) FY 2018-19 CIP Budget Discussion In preparation for the budget process, the City Council approved the mid- year budget adjustments which allows staff to move forward with the FY 2018-19 budget, a several month process that considers every account and line -item in the budget. The City Council's Strategic Plan is used as the basis for setting policy and development of the Capital Improvement Project budget which includes all of the items from parks facilities to streets and any other infrastructure the City manages through the CIP process. The goal tonight is that following staff's presentation, the matter will be turned back to the Commission for thoughts, comments, and advisement so that the projects prioritized by the Commission will be considered by the City Manager as the budget is developed. Projects that have been included in the current Fiscal Year 2017-18 include the DBC Roof Rehab Phase 2 - $100,000 project (expected completion by June 30, 2018); Longview S. Park Improvement $276,792 project completed; Longview S. Park ADA $132,727 project completed; Pantera Park Lighting -Design $30,000 project expected to be completed by June 30, 2018; Starshine Park Playground Resurfacing/ADA Improvement $82,564 project is in design and completion is expected by June 30, 2018; and, Sycamore Canyon Park Trail Storm Damage — Design and Construction project with an amount to be determined, is in design and completion is expected by June 30, 2018 which is a project staff is currently working on with FEMA to make sure the City can be reimbursed to the maximum amount. The repair is anticipated to be substantial and expensive and staff wants to make sure the City is eligible for whatever reimbursement is attainable. Carryover (to FY 2018-19) projects include the following: Canyon Loop Trail — Design & Construction $535,000 (carryover); DBC Roof Rehab Phase 3 — budget TBD (new); Heritage Park Improvements — Design $105,676 (carryover); Pantera Park Lighting — Construction — Packet Pg. 7' FEBRUARY 22, 2018 PAGE 3 P&R COMMISSION budget TBD (new); Sunset Crossing Park — Design & Construction — up to $5 million (new with design anticipated in FY 2018-19. Construction schedule pending state grant application/award). C/Herndon asked what the Washington Street Park project cost was and ACM/McLean said he believed the property acquisition was approximately $370,000 and construction of the park was in excess of $500,000. The size of the Washington Street Park is much smaller than the Sunset a Crossing Park location and will have different and greater amenities. o Z W C/Grundy asked if the Heritage Park Improvements was for the design only to be paid next year and ACM/McLean responded "yes." Z W C/Herndon hoped that a large play field would be included in the Sunset o Crossing Park design. U Parks & Recreation Commissioner Requests: Pantera Park Trail Gazebo (Hsieh) TBD, estimated up to $40,000 — currently unfunded; Pantera Park Trail Bridge (Hsieh) TBD — currently unfunded; and DBC Outdoor Lighting (Sulakhe) TBD — estimated up to $10,000 — currently unfunded; Paul C. Grow Park access from the school (school district property — not city owned) — minimum $25,000. C/Grundy said he was glad to see the Heritage Park improvements are being considered for budget for design in the next fiscal year. As part of the design there was supposed to be thought given to ADA accessibility to the playground and he would like to see that carried out in consideration of the design and construction. ACM/McLean said that in the grant application, staff put together a very high-level project summary of some items the new park at Sunset Crossing could include which had inclusive play equipment as a potential item for that park and that will be included in the Heritage Park design as well. C/Herndon asked ACM/McLean to elaborate on the Paul C. Grow park a CL access to the school. ACM/McLean said the City did not cut off any of the access but the school district did. Essentially, the agreement with the o school district is for the park side only. Over the last couple of decades those that live in the neighborhood have become accustomed to being able to cut through the campus and use whatever amenities are on the school campus which were never part of the park. Last year just prior to c commencement of summer school, the school district put up fencing U around the campus and the fencing closes off all access through the campus. So, those that live on the Quail Summit side would have to walk around the block to the main entrance to the park for access. There have been requests from two residents to provide access through that side. It is school district property — it is not City property and it would likely be fairly expensive to accomplish and there would need to be a full public process to do so. There is an opportunity to create a walkway on the eastern side of the campus where there is a walkway that passes adjacent Packet P9-_8 FEBRUARY 22, 2018 PAGE 4 P&R COMMISSION to a trash enclosure that runs parallel to the property line where the homes are located. It would require a good deal of fencing, installation of gates and possibly concrete improvements to make sure the path of travel is safe, etc. which is a pretty extensive solution to what is on school district property. C/Herndon said that if only two families have spoken on this matter the City should save the money and not proceed with the process. Chair/Sulakhe said she liked the Sunset Crossing Park project. The number seems high and wondered if the project could be phased in. ACM/McLean responded that because the City was applying for a grant staff sought to maximize the amount of potential return. Obviously, when this project is designed, it will be done in a cost-effective manner which means there is a chance that it would come in lower than that number. As the design is developed it will be brought forward to the Commission for comment and input and it will go through a public process in which the City will have meetings with the local community to gain feedback as to what the residents would prefer to have at that facility. Chair/Sulakhe felt that because the City owned the property it would offer an opportunity to think outside the box and do something different. ACM/McLean said that discussions have included the inclusive play equipment, providing a pickle ball overlay on tennis courts to provide a Senior Pickle Ball program, providing exercise equipment on a perimeter to promote a healthy and active lifestyle, etc. and other new and different options for that park. VC/Liang asked if Phase 3 DBC Roof Rehab would look like Phase 2 and ACM/McLean responded that this is preventative maintenance work. The maintenance department has tried to prevent replacement by providing advanced maintenance. PMS/Jordan explained that a roofing consultant gave the City recommendations for extending the life of the roof. There are different types of roofing materials and staff has phased -out the sections that have more immediate needs. The 10 -year roof was installed when the building was built in 2004. The roof is holding up well and the treatments that are being done will extend the life by 20 years and as each subsequent year goes by sections of the roof will be phased off to extend its life. C/Herndon asked if there was a possibility of adding solar at the DBC. PMS/Jordan said there is always a possibility, but given the actual layout of the roof it would be quite complex and he is not sure the return would be worth the expense. C/Grundy asked if there was anything the City could determine regarding Tres Hermanos that might determine any type of budget impact with respect to the lawsuits and what will happen to see if the City has any kind of influence over the area. Is there any budgetary consideration regarding the lawsuits. ACM/McLean explained that there was an adjustment made to the current budget to provide for special legal services associated with that issue and it will be a part of any budgetary consideration going forward. C/Grundy felt it was good to continue pushing back. Packet Pg. 9 FEBRUARY 22, 2018 PAGE 5 P&R COMMISSION 9 5. C/Sulakhe wondered if other improvements could be included in the DBC Roof Rehabilitation project (a comprehensive phase 3) such as lighting, carpeting and trash cans which are very small. ACM/McLean said that because of the specialty of roof rehab it is not likely that the contractor that would be bidding that job would be providing other such services and staff would likely need to bid any electrical project separately. He does not see how it would be done as a package. As far as buying equipment/capital items such as trash cans, tables and chairs, is something that is budgeted for on a regular basis as part of the annual budget. C/Herndon suggested that while the roof rehab is underway staff might consider running electrical lines off the side of the roof that would accommodate the lights. He understands it would be two different contractors, but he is sure there is electricity close to the roof. ACM/McLean said it is a matter of making sure the City is compliant with state public project law and when staff budgets it needs to make sure it is producing bid documents that are compliant. If it is two separate projects they would be budgeted accordingly. OLD BUSINESS: None NEW BUSINESS: None ANNOUNCEMENTS: ACM/McLean thanked Commissioners Grundy and Herndon for their longstanding service on the Parks and Recreation Commission, 14 years for Mr. Grundy and 13 for Mr. Herndon, a lot of time spent trying to make Diamond Bar a better place and staff appreciates their time and support. The City Council, at its next meeting on March 6th would like to recognize both C/Grundy and C/Herndon for their service. C/Herndon thanked staff for the gracious exit. He has enjoyed his time on the Commission and looks forward to turning it over to younger minds and those who may have families who are actively involved in some of the programs offered by the City. He thanked staff for doing such a great job. The programs the City offers are well-received by the residents and he encouraged everyone to keep up the good work. He feels like his job is done. When he came to the Commission one of his goals was to have the softball teams and the soccer teams not have to divide the fields and although it has happened in a way he did not anticipate, it happened and he assumes credit for it happening. C/Grundy thanked ACM/McLean and staff for the gracious words. He will miss being part of the Commission. He has really enjoyed being a part of this Commission and watching the City grow. He hopes to continue participating in City activities and continued growth. To all staff who he has had the pleasure to deal with over the years, thank -you for all of the support. Likewise with the Commissioners. While it is bittersweet moving on, he, like C/Herndon, believes there is an opportunity to bring in fresh perspectives and people who represent the future of the community and recreation programs, particularly with the Packet Pg. 10 FEBRUARY 22, 2018 PAGE 6 P&R COMMISSION younger kids. His kids are grown and living out-of-state and he feels it is time to have other people with kids who are in the City helping to direct the future of the recreation programs and the parks. He moves on feeling like things are in good hands and thank you for all of the support over the years. C/Hsieh said it is a great loss for the Commission and for her personally to see both C/Grundy and C/Herndon leave. This body has become like a family to her and Commissioners Grundy and Herndon will be missed. She thanked them for helping her get adjusted to being a new Commissioner when she felt stuck. Thanks to staff who always do a great job. C/Liang said he is somewhat speechless. When he found out that both of his fellow Commissioners were leaving he remembered the first time he met C/Grundy which seems like yesterday. Commissioners have been through a lot and have seen the City change demographically, watched the Diamond Bar Center being built and attended the Grand Opening Ceremony. Later it was C/Herndon and their visit to the Brea Canyon Park. He respects both C/Grundy and C/Herndon who have great integrity and always ask the right questions. This is what he will miss the most. It is very, very hard for him to see both C/Grundy and C/Herndon exit simultaneously. This is the first time he feels he is really getting old. He wished both C/Grundy and C/Herndon well because whatever they do and wherever they go they will do well and enjoy time with loved ones and family. In all things, he thanks staff. Commissioners just look at the results on paper of what staff is doing daily and staff are the true heroes of the City. Kudos to all. C/Sulakhe thanked PMS/Jordan for his keen eye in looking after the parks. He sees things she would never see. Thanks to RS/Murphey for managing everything at the Diamond Bar Center and ACM/McLean who is always working hard to get everything right and keep everyone happy and AC/Gonzales for making sure everyone is here. She asked that staff convey her thanks to all who were not present this evening. For 27 combined years of service to the City with no expectations on their part, she saluted Mr. Grundy and Mr. Herndon. This is work they have assumed without asking anything in return and without any expectations. They are very ethical and great people who she salutes. It is very difficult to find people in the community who are so committed to be present and attending City functions and making sure to keep everyone engaged and this is something very important she has learned from both individuals. Thank you for all of the support and wished them the best in their new ventures. Have fun and remain involved with the City. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Chair/Sulakhe adjourned the meeting at 7:57 p.m. The foregoing minutes are hereby approved this _ day of a 0 z W J Q U z z w z z 0 U PacketP9.11 ` FEBRUARY 22, 2018 PAGE 7 P&R COMMISSION Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: MANISHA SULAKHE, CHAIR Packet Pg. 12 a 0 z w a U z Z w z Z O U ` 1.2 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 APRIL 26, 2018 CALL TO ORDER: Chair/Liang 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. o Z w PLEDGE OF ALLEGIANCE: Commissioner Chou led the Pledge of Allegiance. U ROLL CALL: z W U) Present: Commissioners Andrew Chou, Kim Hsieh, Tommy p Orona, and Chair Benny Liang 0 0 S *6 Absent: Vice Chair Manisha Sulakhe was excused 2 Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Andee Williams, Recreation Supervisor; Ramiro Valderamma, Recreation Specialist 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 February 22, 2018 Regular Meeting — Continued to the May 24, 2018 meeting. 1.2 Approval of Minutes for March 22, 2018 Regular Meeting. C/Orona moved, C/Chou seconded to approve the minutes of the March 22, 2018 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: NOES COMMISSIONERS: ABSTAIN: COMMISSIONERS: ABSENT: COMMISSIONERS: 2. INFORMATIONAL ITEMS: Chou, Orona, Chair/Liang None Hsieh VC/Sulakhe 2.1 APRIL RECREATION PROGRAM UPDATE — RS/Murphey 2.1.1 Youth Basketball Program Presentation — RS/Valderamma Packet 57 7771 1.z APRIL 26, 2018 PAGE 2 P&R COMMISSION �j 2.3 C/Orona asked how much the fees were last year and RSNalderamma responded that last year's fees were $89 and $84 for the second sibling in the same household which was increased by $10.00 this year. APRIL MAINTENANCE REPORT — PMS/Jordan C/Hsieh asked if there were sensors that could be used for the reset time clocks. PMS/Jordan explained that the majority were done due to Daylight Saving time. There are some clocks that have a built-in 0 mechanism to change time automatically; however, the problem with � those is that sometimes they are not accurate and do not change on the < exact date. So staff believes it is more efficient to have the process a bit z more manual which takes a few seconds to make the manual adjustment UJ as opposed to having it go off at the wrong time for which users complain. z 0 0 C/Chou asked the hours that individuals are allowed to be in the parks. PMS/Jordan responded that if the park is lighted the opening is Yz hour before sunrise to 10:00 pm. If the park is unlighted, it is Y2 hour before sunrise to Y2 hour after sunset. C/Chou asked who enforces these times and PMS/Jordan responded LA County Sheriff's. ACM/McLean further explained that there are field attendants who make regular rounds throughout the evening and if they see something that is going on outside of the hours they will let the patrons know the park is closed and that they need to leave. On the occasion Sheriff back up is required, it can be called in. Generally, most people are willing to work with the field attendants. SYCAMORE Canyon Park Project Update — ACM/McLean This very popular and well -used park was damaged in January 2017 when the City experienced back-to-back several rainstorms in which a large volume of water fell over a weekend period and resulted in erosion in the slope area near the staircases at the trailhead adjacent to Diamond Bar Boulevard. The upper and middle slope areas near and under the concrete stairs were eroded which rendered those staircases unsafe and led to the closing of that area. The Public Works Department began geotechnical analysis on the slope that needs to remain stable and secure prior to reopening the area to the public. Public Works determined that permanent repair would be necessary to do so. Using a map and photos of the damaged area ACM/McLean explained the damage that resulted from the closed inlet which undermined the slope area around the upper flight of stairs leaving a hole approximately 8 feet deep along with similar conditions that were created along the middle area slopes and the mud that was carried down to the collection point (inlet) which was completely clogged with the erosion continuing down to the lower flight of stairs. Erosion control measures were initiated after the storm to make sure that further clogging could be avoided in the event of another winter storm that produced the same volume of water which has worked well in the interim. Packet Pg. 14. APRIL 26, 2018 PAGE 3 P&R COMMISSION ACM/McLean then showed a grading plan that was put together by the Public Works Department and engineers based on the geotechnical report that was produced by the consultants who looked at the slope to determine what fixes were necessary. The design plan involves making sure that the three flights of stairs are removed and replaced, that the handrail is removed and new handrails installed on both sides of the staircase along with added drain inlets, slope down drains and V -ditches as well as, geogrid on the slope to maintain its integrity going forward. A project of this magnitude and detail is very expensive. Following the initial storms in 2017 which were declared an emergency by state and federal authorities it allowed Diamond Bar to be eligible to receive FEMA funding and the initial word from FEMA was that the City's project would be eligible for up to 93 percent reimbursement. As the City has continued through the process, FEMA has decided that the City should merely backfill the earth under the stairs and not do a full remediation of the project which reduced the amount of reimbursement for what the City believes the project would cost to only 23 percent reimbursement of the estimated project cost of $800,000. Staff continues to work with state and federal authorities to attempt to convince them of the City's preferred plan which involves complete remediation and installation of new facilities. Obviously, the City Council and City staff is most interested in protecting General Fund resources while making sure that the City has a project that is the safest and most appropriate and one that protects the bottom line. Staff continues to move forward with the project and continues to work with the state and federal authorities. The project is currently being advertised and staff expects to award the contract in June with construction slated for July to November (about 120 working days). C/Hsieh asked how the V -Ditch would be done differently to prevent erosion in the future. PMS/Jordan explained that the original drain outlets were constructed using a very old standard in the 1970's and 1980's when Sycamore Canyon Park was constructed and it is very susceptible to becoming clogged due to its design. The V -Ditches will be redesigned to accommodate secondary inlets in case of mud flow or obstruction. C/Hsieh said that FEMA does not want to spend a lot of money but the City wants to get it done right. As far as safety, if there was infill to correct the problem would it be safe and durable? ACM/McLean said that the City would not open a facility to the public that had not been signed off on by an engineer and geotechnical professional. There is a difference of opinion in the method of producing the project. The City believes it should go forward as the City and its consultants and experts have designed it and the City is proceeding in that manner and will continue to work to see if a compromise can be reached with respect to funding. Staff continues to work with FEMA to raise their reimbursement amount. In the interim, if the City has to find a way to balance the project it is something the City Council would have to consider at the time of award of contract. Packet Pg. 15 zz W J a U z z W z z O U 1,2 APRIL 26, 2018 PAGE 4 P&R COMMISSION 3. 4. C/Hsieh asked if the park would be closed until the area was remediated and ACM/McLean said that the park is not closed and will not be closed. The vast majority of the trail is open and useable and staff does not foresee any situation where the park will be closed during construction of repairs. C/Liang asked the deadline for FEMA to respond and ACM/McLean said he did not have an actual date. This has been a continuous issue staff has been working with and did not foresee or have any inkling they would o come back with the 23 percent amount. The process continues. z W J OLD BUSINESS: None Z Z NEW BUSINESS: y Z O 4.1 Discussion of Parks & Recreation Commission Letter of Recognition 0 ACM/McLean stated that in the past, the Parks and Recreation Commission has used a Letter of Recognition or thanks as a way to recognize and appreciate good works by those in the community in relation to the Parks and Recreation field. C/Chou requested that staff prepare a recognition for a member of the Diamond Bar community for their efforts in maintaining clean trails in the area. Because this is an item that would be produced on behalf and by the Commission, staff is requesting Commissioners' concurrence. C/Chou said it came to his attention that certain residents who have lived in Diamond Bar for 25 years have taken it upon themselves to pick up trash when they use the City's trails. These folks have not sought recognition but love the trails and take tongs and trash bags with them to clean the trail as they hike. He spoke with the husband and wife who were surprised to hear from the Commission and he told them he would bring the matter up for discussion. C/Chou feels that such community involvement without expectation of reward should be encouraged and recognized. C/Orona asked how staff would be able to keep track of those who were providing these good deeds. Is it a matter of self -reporting or would they work with staff? C/Chou said that in this instance they provided photographs and their acts were independently verified by other people that they have been doing this for the past 25 years. C/Hsieh said she felt it was a great idea, especially because it is good for the City and being part of Parks and Recreation. As far as how those people are selected, when these folks are recognized she believes others will call in to report someone who has been doing these same kinds of good acts. .Packet Pg. 16 1.2 APRIL 26, 2018 PAGE 5 P&R COMMISSION C/Orona said he too believed it was a good idea. He was just wondering how it would work. C/Liang said that these folks are cleaning up the trails and he believes it is a good idea to recognize residents who pick up the trash. Down the line, how would the City set a baseline for recognizing people? ACM/McLean said that if the Commission wants to formulate recognition standards and policies staff could prepare something for consideration. In the past, the Commission has provided direction to staff to prepare a letter. The Commission does not have certificates to present, it presents letters and staff can prepare those letters if so directed by the Commission and have a discussion at a later date about standard procedures if the Commission is so inclined. C/Hsieh thought it would be a good idea to put this item on the City's website with a link to Parks and Rec to recognize community volunteers, etc. She also felt it would not be advisable to put a standard or number to this kind of thing because people are performing these good acts out of the kindness of their hearts which is as it should be. If the City Council gives the validation it might mean more but this is still a smaller entity and to send a letter saying thank -you for what they do is good reinforcement and encouragement to continue performing these kinds of good acts. ACM/McLean explained that the City Council has an official certificate and proclamation procedure for recognizing community members for their good works which is another avenue the City can take to officially recognize individuals who do good work. C/Hsieh felt that the City Council should be the ones to hand down these recognitions, especially people who have been doing it for a long period of time. C/Chou said he did not see this as a monthly event but as something that came to his attention by accident and it dawned on him it might be a good idea to recognize members of the community for doing great work and helping to make the City's parks even better. His thought was that a simple letter recognizing their contribution would be sufficient. The Commission could extend an invitation to have them appear before the Commission for the presentation. C/Hsieh said that she is aware of a city that has trail stewards who visit the trails weekly to make sure everything is in order. These are people who usually walk the trails on their own and the city has a plaque with their name saying this person is the trail steward who oversees that part of the trail. ACM/McLean said that would require City Council approval to use a name or sponsorship. ACM/McLean said that as a matter for consideration as part of the agenda item is the item before the Commission which is the recognition of the public with a letter. There seems to be support for that idea and staff can Packet Pg, 17 <`1.2 APRIL 26, 2018 PAGE 6 P&R COMMISSION move forward to produce the letter and work with C/Chou to make sure the information is correct and bring it back for review and signature at a subsequent meeting for presentation to the recipients. C/Chou said he would favor moving forward and the Commission concurred. 5. ANNOUNCEMENTS: rr a C/Hsieh thanked staff for their hard work and presentations on behalf of the z Commission and thanked students for participating in tonight's meeting. W a U C/Orona thanked the students for attending tonight's meeting and thanked staff z for all of their hard work on behalf of the Commission. He encouraged staff to W keep pushing for FEMA to reach a better compromise. He would like to have z 0 them contribute more toward making the project conform to the City's standards. He enjoys participating in the Commission meetings. w C/Chou attended the City Birthday Party last month which was quite a production. As M/Low mentioned during her State of the City presentation, it is events like this that don't just happen in a vacuum. He knows it took hours and hours of behind -the -scenes work for all staff members and it was a great party and the most fun he has had in Diamond Bar in some time. He thanked staff for putting that together. He thanked the audience members for being present this evening and invited them to come back and provide feedback at the next meeting. C/Liang echoed his colleagues. He attended the Easter Egg Hunt which was quite an experience that lasted for probably less than three minutes for all of the eggs to be gone. This year he found out that staff considered having spare eggs should children arrive late and not be able to find any eggs. Kudos to staff for that consideration. The City Birthday Party was a great event and he thanked staff for all of their hard work toward making that event a great success. C/Liang asked ACM/McLean to provide an update on the Beautification streetscape project at the corner of Grand Avenue and Golden Springs Drive at the next meeting. ACM/McLean said he could provide an update but as far as advisory or decision making and direction is outside the scope of the Parks and Recreation Commission because it is a street project. C/Liang thanked the young men and women for attending tonight's meeting ADJOURNMENT: Upon motion by C/Hsieh, seconded by C/Orona and with no one objecting and no further business before the Parks and Recreation Commission, Chair/Liang adjourned the meeting at 7:54 p.m. Packet Pg. 18 ' APRIL 26, 2018 PAGE 7 P&R COMMISSION 1.2 The foregoing minutes are hereby approved this _ day of 2018. Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: BENNY LIANG, CHAIRMAN Packet Pg. 19 zz w J Q U z Z w z Z O U c 0 U 'c E E 0 U PARKS AND RECREATION COMMISSION AGENDA REPORT CITY OF DIAMOND BAR - 21810 COPLEY DRIVE - DIAMOND BAR, CA 91765 - TEL. (909) 839-7060 - FAX (909) 861-3117 F-ITO 4 ki I U-11III lq�IiIOIIIdi11a i MEETING DATE: May 24, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan McLean, Assistant City Manager FROM: Christy Murphey, Recreation Superintendent SUBJECT: May 2018 Recreation Program Update RECOMMENDATION: Receive and file. Community Recreation Guide The Spring and Summer 2018 Recreation Guides are currently available at the Diamond Bar Center, City Hall and online at www.DiamondBarCA.gov. The Fall 2018 Recreation Guide is currently being assembled and will be made available to the public come August. Contract Classes Spring Session The spring session began on April 7 and will run through June 15. Registration began on March 1. As of May 16 there are already 520 students enrolled in 143 available classes. Summer Session Summer registration began on May 1. As of May 16 there are 137 students enrolled in 173 available classes. Summer session begins on June 16 and will run through August 24. Senior Programs Packet Pg. 20 Senior Classes Mt. San Antonio College partners with the City of Diamond Bar to offer 15 free classes to seniors at the Diamond Bar Center and Heritage Park. Most, including the exercise, fine arts, and ESL classes, are filled to capacity. The spring program will conclude June 15. Senior Photo Club This small but growing group is now meeting at the Diamond Bar Center in the Sycamore Room on the 3'd Thursday of each month. Currently there are 30 members that meet to discuss new trends and share tips on cameras, film, and locations to capture the best pictures. At their last meeting on May 16, each member showcased the photos that they plan on entering into the City of Diamond Bar's 2018 photo contest. Senior Seminars May 7, 2018 Caring Right At Home — 6 participants May 14, 2018 Prostate Health — Cancelled due to low enrollment. However 7 guests showed up the day of the event. They were asked to pre - register in the future. The doctor was notified of the attendance and has planned to schedule another seminar for those interested. May 15, 2018 Senior Safety Seminar —12 participants Senior Activities and Services Mahjong every Wednesday -40 per session on average Bingo every Monday and Friday —180 per session on average Complimentary Legal Services 1st Wednesday of each month -- 5 appointments were booked for May Senior Special Events Senior Dance: Cinco de Mayo Dinner Dance On May 3, there were 115 seniors in attendance for the Cinco De Mayo Dance. A Mexican dinner was catered by Gary's Catering and DJ Keith Johnson provided a delightful mix of Spanish classics, keeping the seniors on their feet all evening long. The event concluded raffle prizes. Diamond Bar Senior Club 53 seniors were in attendance to celebrate Mother's Day on Monday, May 7. The Ballroom was decorated in pink and floral decor. Members were also served a delicious Italian lunch. Packet Pg. 21 Senior Excursions May 5 — Westside Story— Cancelled due to low enrollment. May 24 — Valley View Casino — Currently 38 seniors are signed up to enjoy the day at Valley View Casino. Everyone will enjoy $25 given back in slot play by the casino. Lunch is at participants' own expense. Participants will receive a snack and water for the ride home. Facility Rentals Diamond Bar Center The Diamond Bar Center was the location for a total of 32 private, business and non-profit rentals during the month of April. There was 1 Toastmasters meeting, 1 DBHS Band Banquet, 5 seminars/meetings, 1 luncheon, 1 Wine Soiree and 1 Gala. There were also 6 weddings, 12 prom rooms rented, 1 baby shower, 2 bridal suite rentals, and 1 Sunshine Seniors rentals. A total of $52,317.56 in rental fees was collected during the month of April for Diamond Bar Center rentals. In April 2017 a total of $55,558.25 was collected. Heritage Room There was a total of 2 rentals at Heritage Park Community Center for the month of May. Rentals included 2 birthday parties. Total revenue for these rentals is $585. The revenue for May 2017 was $1,689.50. Pantera Room There were 2 birthday parties in the Pantera Park Activity Room for the month of May. Total revenue for these rentals was $339.50. The revenue for May 2017 was $420.00. Picnic Reservations As of May 16, there are a total of 27 picnic reservations for the month of May. There are 7 at Heritage Park, 6 at Pantera, 4 at Ronald Reagan and 10 at Sycamore Canyon Park. The revenue of these picnic rentals is $1,550.00. The revenue for May 2017 was $900.00. Youth Programs Tiny Tots The Spring Session for Tiny Tots started on Monday, March 26 and will conclude on Friday, May 25. There were 20 students enrolled in the 3 -4 -year-old class offered Tuesday & Thursday and 20 enrolled in the 4 -5 -year-old class offered Monday, Wednesday, and Friday. This session was titled "Watch Me Grow" and focused on combing stories, songs, art projects and playtime that will help foster growth and development. The 4-5 year old program will be partaking in an educational excursion come Wednesday, May 16 to the Children's Museum at La Habra. On Wednesday, May 2, the Tiny Tot teachers participated in the Connect with Rec event held at the Diamond Bar Center. The teachers participated by operating an information table which Packet Pg. 22 ' displayed sample craft projects from current participants and books they like to read in class, also small toys they use. This provided a quick highlight and reference of the program to new parents interested in enrolling their children. DB 4Youth April Meeting recap: A total of 26 members attended the monthly meeting on Tuesday, April 24 held at the Diamond Bar Center. This meeting included two team building exercises where the teens received an opportunity to work together and have fun. The first exercise was a knot tying/untying game that only allowed the teens to communicate by body language. The second exercise was a cup stacking challenge that encouraged team collaboration. Overall the group had a great time participating and enjoyed the fun activities. A total of 25 members volunteered at the City's Birthday Party on Saturday, April 14. DB 4Youth assisted running game booths and the kiddie land area. They also had an information booth where they showcased their new logo on tee-shirts, banners and promo cards. Lastly, a few members of the board participated in the Connect with Rec event by operating an information table that promoted DB 4Youth. The new chairman, Adam Heins, was eager to be involved and recruit new participants. Volunteens The City's youth volunteen program is a leadership training program designed for ages 14-17. Volunteens will be assigned as assistants to summer programs throughout the city. Programs include: Summer Day Camp, Tiny Tots, Concerts in the Park and Senior Services. Recreation staff has collected a total of 86 applications and interview invitations have been extended to everyone who sent in an application. Interviews will be held at the Diamond Bar Center on Tuesday, May 15 & Wednesday, May 16 from 5:00 p.m. -7:00 p.m. Volunteens will participate in a group interview that will consists of three different components: creating a name tag that demonstrates their personality and interest, sharing what they created and acting out scenarios that depict realistic situations that happen while volunteering at day camp, concerts in the park, tiny tots and senior programs. Once the teens complete the interview they will be invited to attend volunteen orientation on Monday, May 21 at the Diamond Bar Center. Summer Day Camp With Summer Day Camp only weeks away our overall enrollment is 86% full. Our most popular weeks are week 10 with campers attending Disneyland & Corona Del Mar and week 6 where they will be attending Knott's Soak City and Johns incredible Pizza. Summer Day Camp is a 10 - week program designed to involve children ages 6-12 in a safe, fun and active environment. Summer Day Camp is held at Heritage Park Community Center form June 41h through August 10th Recreation staff is enthusiastically preparing for Summer Day Camp this month. Having completed all of their purchasing for the start of camp including arts and craft materials, equipment and activity supplies and tee-shirts, these last few weeks will focus on staff training. Packet Pg. 23 This year staff will attend five (2 hour) trainings that specialize in the operations of camp. Trainings will include: day camp operations, rotation schedules, activities on site and bus and excursion procedures. Staff has scheduled a few special speakers such as Dr. Gale K. Gorke from Kids Kan Inc. She will present on inclusion, bullying, conflict resolution, peer mediation, leadership & teambuilding, and fitness & enrichment activities. Also Deputy Scheller from the Sheriff's Department will present on topics such as active shooter, facility evacuations, missing children and other emergency related topics. The overall goal is that by the end of the trainings staff will be comfortable working with children, understand their role as a leader and the importance of keeping everyone safe, including themselves. Youth and Adult Sports Youth Basketball A full program evaluation and financial summary is included in this report. Youth Soccer Youth soccer is in the final weeks of play with the season ending on Saturday, May 26. With 2 games left staff is seeing lots of improvement in the participant's skills. The 3-4 year olds are understanding the rules and learning the basics of soccer. The 5-6 year olds had issues with using their hands to grab the ball early in the season but, with the encouragement of coaches and staff taking time to explain that hands are not allowed players have greatly improved. The 7-8 year olds are now understanding the importance of playing as a team and working together during the game. The season has been very positive and fun for the first 6 games and parents, coaches and staff are excited to see more improvements from all participates in the final 2 weeks. With that being said, the sportsmanship award is going to be one of the closest we have ever had is the past few seasons. Every team has done so great this year staff is going to have a hard time picking one sportsmanship winner. The sportsmanship winners will be recognized at the May commission meeting for their outstanding attitudes and positivity. A full financial and program summary will be available in the June commission report. Table Tennis The Table Tennis program continues play at Heritage Park on Tuesday (average of 10 participants) and Thursday (average of 8 participants) evenings. Open play takes place from 6- 9:30 pm. This month staff purchased two new tables for the users to play on. The two models were different in style. Staff is hoping to have the players evaluate the two tables and determine which one they liked better before purchasing a third table. The new tables will be available for users starting on Tuesday, May 22. Field Allocation The new field allocation applications were distributed out to all user groups for the upcoming allocation. The deadline to turn in applications is Thursday, May 31. Applications can be returned either via email, by mail or in person at City Hall. The Summer/Fall allocation will start July 1 and continue through December 31, 2018. Staff is currently working with each Packet Pg. 24 organization one on one to review the new facility use and allocation policy to ensure there is an easy transition and to assist with any additional questions the user groups may have. The allocation meeting is scheduled for Tuesday, June 19. Special Events Easter Egg Hunt Program Evaluation and Financial Summary attached. City Birthday Party Program Evaluation and Financial Summary attached. Connect With Rec! The Recreation Department hosted our first ever ConnectWithRec! open house event on Wednesday, May 2nd at the Diamond Bar Center. Over the past two years the Recreation Department has experienced many changes, and this was an opportunity to invite residents and program participants to experience a taste of all of the programs the City has to offer. This family fun packed event included informational booths, Contract Class instructor booths, senior club booths, an arts & crafts corner, Pickleball and basketball activities, a hike, class performances, and interactive class demos. There were approximately 250 residents in attendance, with a large contingent of Diamond Bar seniors. Participants received a pull string backpack bag which they were able to fill with handouts, flyers and goodies from the 25 booths and stations at the event. Pre -registered participants also received a reusable water bottle. This was a wonderful way to present some of our new programs and to reintroduce some of our existing programs, which have undergone some change. Concerts in the Park The City of Diamond Bar will present the 28th Annual Concerts in the Park series this summer. The series will begin on June 13 and run through August 1 on Wednesday evenings from 6:30pm until 8:OOpm (no concert July 4). The concerts are held at Sycamore Canyon Park, 22930 Golden Springs Drive. Free Parking & Shuttle from the Diamond Bar Golf Course parking lot will begin at 5:30pm. Free Activities for kids and concession available for purchase. Dogs and other pets, with the exception of registered guide dogs, are not allowed due to safety issues and expected large crowd and loud noise conditions. August 11 - Diamond Bar Night Out Commissioner are encourage to join us on stage at 6:25pm for the welcome speech and introductions. Performance Date Band Name Music Style June 13 Upstream Caribbean and Reggae June 20 Mark Easterday Country Packet Pg. 25 June 27 The Answer Classic Rock July 11 The Darden Sisters Americana July 18 Guardians of the 70s 70s Music July 25 House Party Dance Music August 1 Cold Duck R&B/Variet Movies "Under the Stars" Movies "Under the Stars" will take place on Wednesday evenings at dusk after Concerts in the Park. The movies will run from June 13 through August 1 (no movie on July 4). All movies will be "PG" rated and are family oriented. A shuttle service between the golf course and Sycamore Canyon Park will be operating through the end of the movie. Please come and join us for this whole night of fun! Date Title June 13 Gnomeo & Juliet June 20 Despicable Me 3 June 27 Angry Birds July 11 Zootopia July 18 Enchanted July 25 Willy Wonka 1971 August 1 Coco 41" of July Blast The event will take place on Wednesday, July 4, 2018 at Diamond Bar High School, from 5- 9:30pm. The day will kick off with live music from the band, "Cold Duck." The night will conclude with a firework show starting at 9pm guaranteed to light up the Diamond Bar sky. Grass Seating- so don't forget your chairs, blankets, and picnic dinners. Patrons will also have an opportunity to purchase food off a specialty food truck. Shuttle service will be available from 4pm through the conclusion of the event. Dogs and other pets, with the exception of registered guide dogs, are not allowed due to safety issues and expected large crowd and loud noise conditions. Commissioners are encouraged to join us on stage at Spm & 8:40pm for the welcome speech and introductions. DB Day at the Fair - Save the Date! Diamond Bar Day at the Fair—Thursday, September 13, 2018 Attachments: 1. Easter Egg Hunt Program Evaluation 2018 2. Easter Egg Hunt Financial Summary 2018 3. City Birthday Party Program Evaluation 2018.docx 4. City Birthday Party Financial Summary 2018 Packet Pg. 26 Program Evaluation and Financial Summary Program: Easter Egg Hunt Event Date: March 31, 2018 Evaluation Prepared by: Andrea Nino, Recreation Coordinator Event Overview The City of Diamond Bar and the Diamond Bar Breakfast Lions Club hosted the 25' Annual Easter Egg Hunt on Saturday, March 31, 2018 at Pantera Park. This FREE fun filled event started at 8:30 a.m. with pancake breakfast provided by Boy Scout Troop 730. The group provided pancakes, eggs, sausages, oranges, and a drink for $8. The egg hunting began promptly at 10 a.m. There were six egg hunt areas designated for Parent Assisted, 4 years and younger, 5-6 year olds, 7-8 year olds, 9-10 year olds, and 11-12 year olds. After Mayor Low's welcome speech, the children entered their designated hunt areas and the countdown began. Estimated attendance at this event was 2,500. 5 lucky children from each egg hunt area found special prize eggs, and they were able to go home with a special item including: stuffed animals, bubble machines, dodgeballs, and giant chocolate bunnies. Miss Diamond Bar and her court also raffled off two giant stuffed animals at the end of the event. Children also enjoyed special appearances by the Easter bunny and his "peeps." Pictures with the Easter Bunny were available inside the Pantera room for a nominal fee. The Diamond Bar Breakfast Lions Club and Leo Clubs provided the majority of the hunt area monitoring and event assistance. In addition, DB 4Youth and 52 individual volunteers from Diamond Bar High School assisted with the crowd control throughout the egg hunt. Overall an estimated 130 volunteers supported this event. Financial Impact This event offers free admission for participants and vendors alike, therefore no revenue was generated. As outlined in the attached Financial Summary, the total direct cost of the event is $9,107.47 The largest spending center for the event was supplies ($4,283.20) which included the candy filled eggs, prizes, and a chick costume. The next largest spending centers were personnel services ($1,549.77) and contract services ($1,478.64). Staff Recommendations • Continue to utilize extra volunteers — Individuals from Diamond Bar High School. • Continue to have one entrance on two sides of each hunting areas. • Use stanchions as line dividers outside the Pantera room for Easter Bunny photos. 2.a l Packet Pg. 27 CITY OF DIAMOND BAR EASTER EGG HUNT FINANCIAL SUMMARY 2018 PROJECTED GENERAL FUND EXPENDITURES $ 13,010.00 PROJECTED PROGRAM COST $ 13,010.00 ACTUAL GENERAL FUND EXPENDITURES $ 9,107.47 ACTUAL PROGRAM COST $ 9,107.47 DIFFERENCE $ 3,902.53 PERSONNEL SERVICES - $2,850.00 $ 1,549.77 Part- Time (001.5350.40030) Part-time Salaries $ 1,128.51 Event Marketing $ 112.80 (2) Leader I - 2 hours @ $11.35 $ 45.40 (1) Leader II - 2.75 hours @ $13.16 $ 36.19 (1) Leader I - 2.75 hours @ $11.35 $ 31.21 Event & Set Up $ 1,015.71 (1) Leader III - 6 hours @ $18.03 $ 108.18 (2) Leader II - 6.5 hours @ $13.16 $ 171.08 (9) Leader I - 6.5 hours @ $11.35 $ 663.98 (1) Worker -6.5 hours @ $11.15 $ 72.48 Full - Time (001.5350.40020) Overtime $ 288.24 (1) Coordinator - 7.5 hours @ $36.03 $ 288.24 Personnel Services(001.5350.4000) $ 133.01 Worker's Compensation (40083) @ 3.0% $ 42.50 Medicare (40085) @ 1.45% $ 20.54 Social Security (40085) @ 6.2% $ 69.97 SUPPLIES (001-5350-41200) - $6,110.00 $ 4,283.20 Plastic Easter Eggs $ 1,359.99 Baskets & Candies $ 1,526.82 Hunting Area Supplies $ 102.78 Bunny & Peeps Suit Cleaned $ 88.73 Staff Supplies $ 11.47 New Chick Costume $ 1,193.41 PRINTING (001-5350-42110) - $950.00 $ 566.07 Flyers/Posters $ 566.07 Ad Design $ - CONTRACT SERVICES (001-5350-45300) - $1,900.00 $ 1,478.64 Special Event Insurance $ 483.00 Packet Pg. 28 Banners/Signage Bright View EQUIPMENT RENTAL (001-5350-42130) - $1,100.00 Restrooms Sound Services/MC FACILITY (001-5350-42140) - $100.00 Pantera Parking Lot 2.b $ 635.64 $ 360.00 $ 1,229.79 $ 929.79 $ 300.00 Packet Pg. 29 Program Evaluation and Financial Summary Program: City Birthday Party Event Date: April 14, 2018 Evaluation Prepared by: Andrea Nino, Recreation Coordinator Event Overview Pantera Park was filled with fun for the City's 29th Birthday Party. 3,000 people attended the annual celebration. The highlight of the day's activities took place on stage at 1:00 p.m. as the Mayor and members of the City Council cut the official birthday cake and joined the community in singing Happy Birthday to Diamond Bar! In addition, Mayor Low, members of the City Council, and dignitaries presented the Outstanding Diamond Bar Volunteer awards to 3 youth recipients. Once again the Regional Chamber of Commerce San Gabriel Valley operated the Business Expo, and the Diamond Bar Friends of the Library operated the beer and wine garden. The City operated a Heritage Display to celebrate the 100' anniversary of Diamond Bar Ranch. Included in the Heritage Display were historical items, a commemorative video, and live demonstrations of rope making, adobe brick making, blacksmithing, and panning for gold. There were 18 information booths, 12 tween games, 14 kiddie games, 8 carnival rides, and a new Kiddie Land filled with inflatables for smaller children. The event also featured an emergency and safety services display with the LA County Fire and Sheriff's departments participating. Lastly, residents were entertained by 8 groups singing, dancing, twirling, and cheering. Financial Impact This event generated $11,384.00 in total revenue. $5,500.00 was generated from ride, game, food, and information booth fees, and $5,984.00 was generated from ride wristband and game card sales. As outlined in the attached Financial Summary, the total direct cost of the event is $87,867.11. The largest spending center for the event was carnival rides and games ($37,314.30) which included the attractions, game materials, prizes, and revenue share. The next largest spending centers were equipment rentals ($20,646.23) and supplies ($16,259.86). Staff Recommendations • Schedule Event on Saturday, April 13, 2019 • Use colorful canopies to differentiate games, carnival rides, and Kiddie Land Area. • Schedule professional entertainment or bring back historical demonstrations or consider hosting a fitness/healthy living expo area. • Move information and business showcase booths closer to food area to close the large gap between locations. 2.c Packet Pg. 30 r City of Diamond Bar City Birthday Party 17-18 As of 05.16.2018 PROJECTED GENERAL FUND EXPENDITURES $ 105,851.41 PROJECTED REVENUE $ 16,300.00 PROJECTED PROP A (112.5350.45310) $ 3,600.00 PROJECTED PROGRAM COST $ 89,551.41 ACTUAL GENERAL FUND EXPENDITURES $ 88,261.93 ACTUAL REVENUE $ 11,384.00 ACTUAL PROP A (1125350.45310) $ 850.00 ACTUAL PROGRAM COST $ 77,727.93 DIFFERENCE $ 11,823.48 REVENUE PROJECTION (001.5350.434720) - $16,300.00 $ 11,384.00 5 Carnival Rides @ $100 $ 400.00 26 Game Booths @ $100 $ 2,600.00 10 Food Booths @ $100 $ 1,000.00 14 Info. booths @ $100 $ 1,400.00 Revenue from Rides/Games $ 5,984.00 PERSONNEL SERVICES - $13,718.41 (1) Leader III - 7.5 hours @ $18.03 $ 6,321.65 Part- Time (001.5350.40030) $ 4,427.88 Part-time Salaries Pre -Event Work $ 420.10 (2) Leader I - 1.5 hours @ 11.35 $ 34.05 (3) Leader I - 2 hours @ 11.35 $ 68.10 (1) Leader I - 3 hours @ 11.35 $ 34.05 (3) Leader I - 5 hours @ 11.35 $ 170.25 (1) Leader 11 - 5 hours @ 12.32 $ 61.60 (7) Leader I - 0.5 hours @ 11.35 $ 39.73 (2) Leader II - 0.5 hours @ 12.32 $ 12.32 Event Set Up $ 1,244.75 (1) Leader III - 7.5 hours @ $18.03 $ 135.23 (1) Leader III - 8 hours @ $14.04 $ 112.32 (9) Leader I - 8 hours @ $11.35 $ 817.20 (1) Leader I - 5 hours @ $11.35 $ 56.75 (1) Leader I - 3 hours @ $11.35 $ 34.05 (1) Worker - 8 hours @ $11.15 $ 89.20 Event Day $ 2,763.04 (1) Leader III - 11.25 hours @ $18.03 $ 202.84 (1) Leader III - 4.75 hours @ $14.04 $ 66.69 (1) Leader II - 3 hours @ $12.32 $ 36.96 (3) Leader II - 11.25 hours @ $12.32 $ 415.80 Packet Pg. 31 (15) Leader I - 11.25 hours @ $11.35 $ 1,915.31 (1) Worker- 11.25 hours @ $11.15 $ 125.44 Full -Time (001.5350.40020) $ 39,131.89 $ 1,361.61 Set Up & Event Vertical/Horizontal Banners $ Overtime 1,078.09 $ 1,361.61 (1) Coordinator - 11.5 hours @ $37.83 $ 435.05 (1) Specialist - 11.75 hours @ $31.02 $ 364.49 (1) Specialist - 9 hours @ $31.02 $ 279.18 (1) Specialist - 7.5 hours @ $37.72 $ 282.90 (1) Admin Assistant - 0 hours @ $44.84 $ - Kwik Cover (table skirt covers) $ $ 532.16 Personnel Services (4000) Event Set-up/Decorations/Signage $ 532.16 Worker's Cpmpensation (40083) @ 3.0% $ 173.68 Medicare (40085) @ 1.45% $ 83.95 Social Security (40085) @ 6.2% $ 274.53 SUPPLIES (001.535.41200) - $20,650.00 $ 39,131.89 Attractions/Rides $ 14,373.76 Vertical/Horizontal Banners $ 2,176.50 1,078.09 Committee Member Shirts $ 803.00 Organization Revenue Share Special Event Insurance $ 2,245.00 Wrist Bands $ 1,180.00 Game Cards $ 500.00 Kwik Cover (table skirt covers) $ 1,022.60 Event Set-up/Decorations/Signage $ 2,258.65 Birthday Logo $ 450.00 Entertainment $ 1,500.00 Commemorative Pins $ 1,479.44 Cakes $ 670.89 Cake Cutting Supplies $ 87.68 PRINTING (001.5350.42110) - $2,000.00 $ 1,999.62 Flyers/ Promo $ 1,999.62 EQUIPMENT RENTAL (001.5350.42130) - $19,350.00 $ 20,646.23 Sound System $ 1,900.00 Rental Equip (tables, chairs, canopies) $ 16,834.35 Hand Washing Sinks/Restrooms $ 1,911.88 CONTRACT SERVICES (001.5350.45306) - $1,975.00 $ 1,440.30 Bright View $ 765.00 Janitorial $ 117.00 2 Security guards 4pm-7am x 2 nights $ 558.30 CARNIVAL RIDES/GAMES (001.5350.42145) - $42,400.00 $ 39,131.89 Attractions/Rides $ 25,225.00 Game Materials $ 1,078.09 Game Prizes/Candy $ 3,828.80 Organization Revenue Share $ 9,000.00 FEATURE AREA (001.5350.41210) - $3,400.00 $ 2,800.00 Packet Pg. 32 ' Additional Signage 1,300.00 Temp Fencing $ 1,500.00 PROMOTIONAL SUPPLIES (001.5350.41400) - $2,358.00 $ 1,548.48 Public Information Giveaway $ 1,548.48 PROP A (112-5350-45310) - $3,600.00 $ 850.00 Shuttles 850.00 0 Packet Pg. 33 Packet Pg. 34 Packet Pg. 35 PARKS AND RECREATION COMMISSION AGENDA REPORT CITY OF DIAMOND BAR - 21810 COPLEY DRIVE - DIAMOND BAR, CA 91765 - TEL. (909) 839-7060 - FAX (909) 861-3117 EM, D _ 1/1 1l : C MEETING DATE: May 24, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan McLean, Assistant City Manager FROM: Anthony Jordan, Parks & Maintenance Superintendent SUBJECT: May Maintenance Report RECOMMENDATION: Receive and file. During the previous month, the Public Works Maintenance staff has been working on various tasks throughout the City. The following is a brief recap of key maintenance items completed: Diamond Bar Center • Installed thirty four (34) corner protectors throughout facility. • Installed new double-acting hinge on swing gate at front counter and patched holes. • Re-lamped seven (7) lighting fixtures. • Replaced nine (9) in -floor electrical covers. • Patched, textured and painted damaged walls throughout the facility. • Hammered in exposed exterior fascia nails. • Replaced batteries in lower woman's restroom automatic soap dispensers. Packet Pg. 36 • Cleared sink clog in lower woman's restroom. • Cleaned AC vents in Pine room. • Serviced ET gauge on Calsense irrigation controller. • Met with lighting representative to review proposed GVBR lighting retrofit. Tested fitment of sample lights. • Serviced water feature weekly (contractor). Drained, cleaned and filled water feature additionally as needed. • Performed weekly test on wheelchair lift. • Performed monthly emergency generator test and regularly scheduled maintenance. • Performed monthly exterior lighting maintenance (Best). Diamond Canyon Park • Removed graffiti from park bench. • Performed park/playground inspections. Heritage Park • Repaired ping pong tables. • Repaired sink in Tiny Tot classroom. • Performed irrigation PMI (BV). • Adjusted irrigation heads and controller. • Treated for gopher control (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Longview North Park • Performed park/playground inspections. Longview South Park • Performed park/playground inspections. Packet Pg. 37 Lorbeer Middle School • Replaced malfunctioning irrigation control valve (BV). • Adjusted irrigation controller. • Performed irrigation PMI (BV). Maple Hill Park • Cleared sand from sinks in all restrooms. • Painted hand rails and bike racks. • Re -tamped light fixture in men's restroom. Replaced one ballast. • Inspected restroom roof. • Replaced malfunctioning irrigation control valve (BV). • Adjusted irrigation controller. • Performed irrigation PMI (BV). • Treated areas for fire ants (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Pantera Park • Removed bolts and patched concrete from old light posts. • Re -tamped light fixture in woman's restroom. • Assisted with the setup and operation of the City Birthday party. • Cleaned restrooms and inspected for functionality after Easter event. • Removed discarded refrigerator and light from the plumbing alley. • Painted storage bins by softball fields and batting cages. • Re -hung padding in batting cages. • Blew displaced wood chips back in to the large dog park. "Packet Pg. 38 • Painted all metal trash cans. • Replaced soap dispenser in women's restroom. • Treated areas for weed control at dog park and trailhead (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Paul C. Grow • Adjusted height of dog bag dispenser in parking lot. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Peterson Park • Removed graffiti from men's restroom (3X). • Set up restroom closed signs due to water district repair activities. • Performed park/playground inspections. • Adjusted irrigation heads (BV). • Treated areas for fire ants (BV). • Performed irrigation PMI (BV). • Performed monthly exterior lighting maintenance (Best). Ronald Reagan Park • Serviced ET gage on Calsense irrigation controller. • Cleared sand from sinks in restrooms. • Treated areas for fire ants (BV). • Treated areas for gopher control (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Packet Pg. 39 Silvertip Park • Performed park/playground inspections. Stardust Mini -Park • Performed park/playground inspections. Starshine Park • Removed plasticjoint fillers in sidewalk along walking path and adjacent to playground. Replaced with Sika caulking compound. • Treated areas for fire ants (BV). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Steep Canyon Trailhead • Serviced solar powered "Big Belly' trashcan. Summitridge Park • Cleaned debris from parking lot due to car fire. • Performed park inspections. • Replaced two (2) 1-25 irrigation heads (BV). • Performed irrigation PMI (BV). • Treated areas for fire ants (BV). Sycamore Canyon Park • Replaced broken supply line on drinking fountain at first base side of diamond. • Painted trail bench to cover graffiti. • Removed graffiti from trees and rocks along the creek. • Checked and adjusted visqueen and sandbags at damaged slope as needed. • Treated park and trail for ground squirrels (BV). Packet Pg. 40 • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Washington Park • Removed plastic joint fillers in sidewalk along walking path and adjacent to playground. Replaced with Sika caulking compound. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). City Hall/Library • Maintenance staff attended Conflict Management, Emergency Preparedness and Fire Extinguisher Safety training. • Installed protective wall paneling in the kitchen. • Re-lamped twenty-four (24) light fixtures in City Hall spaces and thirteen in the Library spaces. Replaced on ballast in Library. • Adjusted door lock and keyway on Library study room door. • Cleaned monument sign and bollards. Sprayed for spiders and insects. • Performed monthly emergency generator test and regularly scheduled maintenance. • Performed monthly carpet cleaning in City Hall and Library spaces (DFS). • Performed monthly exterior lighting maintenance (Best). • Performed quarterly upholstery cleaning (DFS). Citywide • Removed algae from sidewalk at 2335 S. Diamond Bar BI. caused by broken irrigation line. • Removed water heater from the roadway at 1322 Crestmont. • Removed downed tree from the walkway in front of Albertsons market. • Removed tire and trash debris from walkway along Brea Canyon Rd. • Performed backflow prevention device testing. Packet Pg. 41 • Washed, fueled and serviced City vehicles. • Inspected fire extinguishers and first aid kits at all City facilities. • Re -stocked pet bags throughout the City. Serviced trash cans at trailheads. • Performed monthly exterior lighting maintenance along Brea Canyon Rd. walkway (Best). Packet Pg. 42 PARKS AND RECREATION COMMISSION AGENDA REPORT CITY OF DIAMOND BAR -21810 COPLEY DRIVE -DIAMOND BAR, CA 91765 -TEL. (909) 839-7060 -FAX (909) 861-3117 AGENDA ITEM NUMBER: MEETING DATE: May 24, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan McLean, Assistant City Manager FROM: Ryan McLean, Assistant City Manager SUBJECT: Capital Improvement Projects (CIP) Update - May 2018 RECOMMENDATION: Receive and file. The following park -related projects have been included in the proposed Fiscal Year 2018-19 municipal budget that will be considered by the City Council at the June 5, 2018 regular meeting. • Design of Heritage Park Improvements ($145,000) • Design of Canyon Loop Trail ($50,000) • Design and Construction of Sycamore Canyon Park Slope Erosion Repair ($686,000) • Starshine Park Playground Resurfacing/ADA Improvements ($127,664) • Construction of Pantera Park Walkway Lighting ($500,000) • Design of Sunset Crossing/YMCA Park ($300,000) • Repair of Sycamore Canyon Creek Storm Damage ($80,000) Packet Pg. 43