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HomeMy WebLinkAbout04/26/2018 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 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, PLEDGE OF ALLEGIANCE: Commissioner Chou led the Pledge of Allegiance. f 150TWO311 i Present: Commissioners Andrew Chou, Kim Hsieh, Tommy Orona, and Chair Benny Liang Absent: Vice Chair Manisha Sulakhe was excused 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 APRIL 26, 2018 PAGE 2 P&R COMMISSION 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. 2.2 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 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 more manual which takes a few seconds to make the manual adjustment as opposed to having it go off at the wrong time for which users complain. 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 '/z hour before sunrise to 10:00 pm. If the park is unlighted, it is '/Z 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. 2.3 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. 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 if 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. APRIL 26, 2018 PAGE 4 P&R 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 come back with the 23 percent amount. The process continues. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 Discussion of Parks & Recreation Commission Letter of Recognition 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. 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 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: C/Hsieh thanked staff for their hard work and presentations on behalf of the Commission and thanked students for participating in tonight's meeting. C/Orona thanked the students for attending tonight's meeting and thanked staff for all of their hard work on behalf of the Commission. He encouraged staff to keep pushing for FEMA to reach a better compromise. He would like to have them contribute more toward making the project conform to the City's standards. He enjoys participating in the Commission meetings. 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. APRIL 26, 2018 PAGE 7 P&R The foregoing minutes are hereby approved this 25 day of May 2018. Respectfully A++ems+- ARY