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HomeMy WebLinkAbout08/23/2018 PRC Agenda - Regular MeetingPARKS & RECREATION COMMISSION AGENDA August 23, 2018 7:00 PM THE WINDMILL ROOM at DIAMOND BAR CITY HALL —1St FLOOR 21810 Copley Drive Diamond Bar, California Chairperson Vice Chairperson Commissioner Commissioner Commissioner Benny Liang Manisha Sulakhe Andrew Chou Kim Hsieh 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 II 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 applicantlappellant 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. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION 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. ACCOMMODATIONS FOR THE DISABLED 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, August 23, 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 — El 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 CALL TO ORDER: 7:00 P.M. PLEDGE OF ALLEGIANCE: ROLL CALL: Parks and Recreation Commissioners Chou, Hsieh, Orona, Vice -Chair Sulakhe, and Chairman Liang 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: Tuesday, August 28, 2018 D64Youth Meeting - 6:00pm - The Diamond Bar Center - 1600 AUGUST 23, 2018 PAGE 2 PARKS AND RECREATION COMMISSION Thursday, August 30, 2018 Monday, September 3, 2018 Tuesday, September 4, 2018 Tuesday, September 18, 2018 Thursday, September 20, 2018 Thursday, September 20, 2018 1 2. 3. 4. 5. CONSENT CALENDAR: Grand Avenue - Diamond Bar Senior Excursion - Pala Casino - Level 1 - 9:00am - 5:00pm - Departs the Diamond Bar Center at 9:00am CITY OFFICES CLOSED - In observance of Labor Day City Council Meeting - 6:30pm - AQMD Main Auditorium - 21865 Copley Drive - Diamond Bar City Council Meeting - 6:30pm - AQMD Main Auditorium - 21865 Copley Drive - Diamond Bar Senior Excursion - Cathedral of Our Lady of the Angels and Vegas Seafood Buffet - Level 2-3 - 9:45am - 4:30pm - Departs the Diamond Bar Center at 9:45am Parks and Recreation Commission Meeting - 7:00pm - 21810 Copley Drive - The Windmill Room - Diamond Bar 1.1. Approval of Minutes for February 22, 2018 Regular Meeting 1.2. Approval of Minutes for June 28, 2018 Regular Meeting INFORMATION ITEMS: 1. August 2018 Recreation Program Update Recommended Action: Receive and file. 2. August 2018 Maintenance Report Recommended Action: Receive and file 3. Sycamore Canyon Park Trail Project Update Recommended Action: Receive and file. OLD BUSINESS: NONE NEW BUSINESS: NONE 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. 1: 111a19111O 11tlA ill 1;1 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 1.1 Approval of Minutes for the January 25, 2018 Regular Meeting. C/Grundy moved, C/Hsieh Regular Meeting Minutes. with C/Herndon abstaining. 2. INFORMATIONAL ITEMS: seconded to approve the January 25, 2018 Without objection, the motion was so ordered 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. S 1.1 ; FEBRUARY 22, 2018 PAGE 2 P&R COMMISSION 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 Sheriffs Department. C/Herndon asked if staff was planning on planting some "nasty" plants to mitigate people walking in the wrong area and PMS/Jordan responded 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 established it seems to cut down on people cutting through the area. 2.3 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. 6 11 I' 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 Crossing Park location and will have different and greater amenities. z W J 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 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 E school campus which were never part of the park. Last year just prior to a commencement of summer school, the school district put up fencing 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 Pg. 7 1.1 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, 8 d a 0 Z W J U Z Z LU Z z 0 U 1.1 FEBRUARY 22, 2018 PAGE 5 P&R COMMISSION 3. 4. 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 Is UL11611101MANNI'01163 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. 9 c 0 A E E 0 U 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 2018. Packet Pg. 10 rY a z z UJ J a U z z W U) z O U 1.1 FEBRUARY 22, 2018 PAGE 7 P&R COMMISSION Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: MANISHA SULAKHE, CHAIR Packet Pg, 11 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 JUNE 28, 2018 CALL TO ORDER: VC/Sulakhe called the Parks and Recreation Commission meeting to order at 7:03 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. o Absent: Chair Benny Liang was excused Staff Present: Ryan McLean, Assistant City Manager; Claude Bradley, Facilities Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Crystal Knox, Recreation Coordinator; Monique Weeks, Recreation Coordinator, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by ACM/McLean 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the February 22, 2018 regular Meeting - Continued to the August 23rd meeting. 1.2 Approval of Minutes for May 24, 2018 Regular Meeting. C/Orona moved, C/Hsieh seconded to approve the minutes of the May 24, 2018 regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Chou, Hsieh, Orona NOES COMMISSIONERS: None ABSTAIN: COMMISSIONERS: VC/Sulakhe ABSENT: COMMISSIONERS: Chair/Liang 2. INFORMATIONAL ITEMS: 2.1 JUNE RECREATION PROGRAM UPDATE— RS/Murphey C/Chou asked the age of the seniors in the senior groups and Packet Pg. 12 Z w PLEDGE OF ALLEGIANCE: Commissioner Hsieh led the Pledge of Allegiance. a U ROLL CALL: z w Z Present: Commissioners Andrew Chou, Kim Hsieh, Tommy Orona, Vice Chair Manisha o Sulakhe L) Absent: Chair Benny Liang was excused Staff Present: Ryan McLean, Assistant City Manager; Claude Bradley, Facilities Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Crystal Knox, Recreation Coordinator; Monique Weeks, Recreation Coordinator, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by ACM/McLean 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the February 22, 2018 regular Meeting - Continued to the August 23rd meeting. 1.2 Approval of Minutes for May 24, 2018 Regular Meeting. C/Orona moved, C/Hsieh seconded to approve the minutes of the May 24, 2018 regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Chou, Hsieh, Orona NOES COMMISSIONERS: None ABSTAIN: COMMISSIONERS: VC/Sulakhe ABSENT: COMMISSIONERS: Chair/Liang 2. INFORMATIONAL ITEMS: 2.1 JUNE RECREATION PROGRAM UPDATE— RS/Murphey C/Chou asked the age of the seniors in the senior groups and Packet Pg. 12 JUNE 28, 2018 PAGE 2 P&R COMMISSION RS/Murphey responded 50-55 and over. 2.1.1 BRIDAL SHOW REPORT— RC/Weeks C/Hsieh suggested reaching out to local businesses to participate in the program and RC/Weeks said she had done so. Sometimes it is in their budget to participate and sometimes not and perhaps an incentive to gain more participation. Available businesses are o included in the list. Z W C/Hsieh asked for a number of resident and non-resident 0 businesses that participate. RC/Weeks said staff would provide the z list at the next Commission meeting. W Z 0 C/Chou asked how much the Diamond Bar Center charges for a 0 booth or table. RC/Weeks explained how it ranges from $200 to $350 for the Oak Room and $350 to $450 for the Ballroom. VC/Sulakhe asked if these are the same rates as for 2017 and RC/Weeks responded that for 2017 the rates were $350 and $450 because they were all in the Ballroom. VC/Sulakhe asked if staff was intending to increase that rate and RC/Weeks explained that staff looks at what other bridal shows close to the size of the Diamond Bar shows are charging. A lot of the bridal shows in the surrounding areas charge less which deters vendors from coming back. VC/Sulakhe felt that an increase in revenue would be good. For example, for the senior booths the charge is $350 for four hours. RC/Weeks responded that the difference between the senior's booths and the Diamond Bar Center facility booths is that vendors are merely seeking clientele and cannot sell anything the day of the event at the Diamond Bar Center and they may or may not book something. Diamond Bar does not allow vendors to profit at its show which deters some from participating. Perhaps staff can look at that as an option to create more interest in participating. C/Hsieh asked why the City has the policy where vendors cannot sell their wares at the bridal show and ACM/McLean explained that these are the types of things for which staff conducts annual evaluations and staff will look at all options as it plans for next year for this particular facility and a city -run bridal show as opposed to a privately -run bridal show. C/Hsieh asked if retail is invited to advertise their registry and RC/Weeks said online registry companies have participated, main street retail has not shown any interest in participating. E.>�ily�lr�i.1P1697:Z�Ze73_��� • � : . � .. Packet Pg. 13 1.2 t JUNE 28, 2018 PAGE 3 P&R COMMISSION 3. 4. C/Chou asked if staff understood why enrollment dropped and RS/Murphy said that the instructor noticed enrollment was down because the economy had improved and more families were taking vacations which was the case in other cities where he teaches. RC/Knox said that fall enrollment was down as well for the same thing because people were back from vacations getting involved in getting back to school and participating in fall programs. o Z 2.2 MAINTENANCE REPORT — FMS/Bradley a U C/Hsieh said that recently staff added wood chips in the dog park and she z wondered how much that cost the City. FMS/Bradley said he was not y privy to that information. C/Hsieh asked how often it is done and o FMS/Bradley responded about every 18 months. L C/Hsieh asked what happened to the plate on the bench near the gazebos at the back of Heritage Park and FMS/Bradley explained that the memorial plaque was stolen and staff will attempt to replace it. C/Hsieh said it looked like a temporary plate on the lamp post at Pantera Park. FMS/Bradley responded that staff has a project underway to replace the poles and lighting at the park. C/Hsieh noticed that early in the morning when the sprinkler goes on it goes in the wrong direction. FMS/Bradley said that while the park is under renovation the sprinklers will run more often than normal. C/Hsieh asked if staff had an update on Sycamore Canyon Park Trail project and ACM/McLean said that staff continues to try to get an answer from FEMA. As of this week, the City was advised that it is currently under review and that the City should "await notice" from the Federal Agency. Staff has other options it may consider if there is no answer soon. In the meantime, the City is in limbo waiting to see if FEMA will reimburse the City for the cost of that project because staff needs to know what FEMA's decision will be prior to determining how much General Fund money may be needed to backfill the project. He understands the frustration of the community and the Commission, and staff and the City will keep trying to get that project completed appropriately while attempting to be fiscally prudent. OLD BUSINESS: None 4.1 CANCELLATION OF JULY 26, 2018 PARKS & RECREATION COMMISSION MEETING. Upon motion by C/Chou seconded by C/Hsieh without objections, it was so ordered to cancel the July 26th regular Parks & Recreation Commission meeting and adjourn tonight's meeting to August 231d, 2018. Packet Pg. 14 1.2 JUNE 28, 2018 PAGE 4 P&R COMMISSION ACM/McLean stated that it is likely a new Parks and Recreation Director will be on board prior to the August 23rd meeting and will be introduced to the Commission during that meeting. 5. ANNOUNCEMENTS: C/Chou said that last month was a very busy month. He is amazed at the work staff does on behalf of the residents. The Larkstone Park Grand Opening was great. He took his family and spoke with residents. While it is a smaller park it fits the neighborhood and he believes people will really enjoy the playground and lawn areas. C/Orona said he also attended the Larkstone Park opening which is a nice neat little park and that it was great it did not cost the City anything to build. He has been to two of the Concerts in the Park and they are a lot of fun. He took his parents and grandparents who had a blast. It was nice seeing his 84 -year old grandparents dancing to rock and roll and having such a good time. He looks forward to seeing his colleagues in August. C/Hsieh thanked staff for doing an outstanding job. They help her love the City even more because she walks and uses parks and trails staff work so hard on to make the City so welcoming and friendly. She said she would miss ACM/McLean's presence and input at future Commission meetings. VC/Sulakhe thanked staff for insight into the City's programs. She thinks Tennis Anyone is a great program and she hopes it will do well. Technology is always a good thing to adopt and she is glad to see it is working well. ACM/McLean will be missed during Commission meetings and she appreciates his contribution to Parks & Recreation over the past several months. She hopes that everyone has a safe and enjoyable July. ADJOURNMENT: Upon motion by C/Orona, seconded by C/Hsieh, with no one objecting and no further business before the Parks and Recreation Commission, VC/Sulakhe adjourned the meeting at 7:59 p.m. to August 23rd, 2018. The foregoing minutes are hereby approved this day of 2018 Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: VICE CHAIR, MANISHA SULAKHE Packet Pg. 15 ': 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: 2.1 MEETING DATE: August 23, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan Wright, Parks and Recreation Director FROM: Christy Murphey, Recreation Superintendent SUBJECT: August 2018 Recreation Program Update RECOMMENDATION: Receive and file. Diamond Bar Connection and Recreation Guide The Summer 2018 Recreation Guides are currently available at the Diamond Bar Center. The Fall 2018 Recreation Guide has been mailed to residents and is also available online at www.DiamondBarCA.gov. Hard copies were made available at the Diamond Bar Center, City Hall and Heritage Park starting on August 6. Contract Classes A complete Financial Summary and Program Evaluation is attached for fiscal year 2017-2018. Summer Session — Summer registration began on May 1. As of August 8 there are 720 students enrolled in 145 available classes. Summer session began on June 16 and will run through August 24. Fall Session —The Fall semester will run August 25 through December 14. There will be 198 classes offered for all ages! New classes this session include: Music Fundamentals, Trail & Trek, Packet Pg. 16 Intermediate Drawing, Next Step, and more! Fall registration began on August 1. Senior Programs Senior Classes Mt. San Antonio College partners with the City of Diamond Bar, offering 15 free classes to seniors at the Diamond Bar Center, Heritage Park and City Hall. The classes vary from computer to exercise and fine arts—most are filled to capacity each session. Summer classes began June 18 and will conclude August 20. Program Highlight Super Diamond Age Seniors is a Chinese senior club that operates out of the Heritage Park Community Center. The club has approximately 200 members and is open to anyone over the age of 55. The club offers classes and activities every Tuesday, Thursday, and Friday to further the education, wellbeing, and social needs of the Chinese speaking senior population. Non - Chinese speaking seniors are also invited to participate. Some of the classes currently offered are Line Dance, Karaoke, Tai Chi, and Mah-Jong. Senior Seminars 7/9 Navigating through Medicare — 8 participants 7/10 Wills and Trust -9 participants 7/16 Meditation Workshop —15 participants 7/17 Medical & Long Term Care — 7 participants 7/23 Reverse Mortgage Seminar -5 participants 7/24 The Facts Annuities -6 participants 8/6 Senior Sam Protection —8 participants Senior Activities and Services • Mahjong every Wednesday -- 40 per session, average • Bingo every Monday and Friday —175 per session, average • Complimentary Legal Services (1st Wednesday of each month) -- 5 appointments were booked each for July and August. Senior Special Events A complete Financial Summary and Program Evaluation is attached for fiscal year 2017-2018. July 12—Summer Luau The annual Senior Luau Dance was held at the Diamond Bar Center. An authentic Hawaiian feast was catered by Tiscareno's Catering and Keith Johnson provided the music. 107 2.1 Packet Pg. 17 3.1 participants danced the night away. August 16 — Western BBQ 110 seniors signed up for the Western BBQ Dance. A good BBQ spread was catered by Gary's Catering and DJ Keith Johnson provided a variety of western line dance music. The event concluded with everyone's favorite: raffle prizes! Senior Excursions August 16 — Nethercutt Collection & Universal CitvWalk Cancelled on August 9 due to low enrollment. All 23 participants were provided full refunds. Adult Excursions July 3 — Hollywood Bowl A full bus of 45 people headed to the Hollywood Bowl on Tuesday, July 3 to enjoy the sounds of the LA Philharmonic and the groundbreaking all -girls group the "Go-Go's". After the show guests were able to enjoy an incredible fireworks show that concluded the evening. The excursion included roundtrip transportation, Hollywood Bowl admission, seat cushions, and a snack for the trip home. Facility Rentals Diamond Bar Center The Diamond Bar Center was the location for a total of 35 private, business and non-profit rentals during the month of June. There were 10 weddings, 1 Toastmasters meeting, 7 seminar/meetings, 5 birthday parties, 1 Sunshine Seniors dinner and 5 graduation events. There were also 4 bridal suite rentals and 2 baby showers. A total of $56,779.00 in rental fees was collected during the month of June for Diamond Bar Center rentals. In June 2017 a total of $57,273.75 was collected. The Diamond Bar Center was the location for a total of 23 private, business and non-profit rentals during the month of July. There were 8 birthday parties, 2 memorials, and 1 dinner party. There were also 10 weddings, 1 bridal shower and 1 baby shower. A total of $39,640.00 in rental fees was collected during the month of July for Diamond Bar Center rentals. In July 2017 a total of $61,243.10 was collected. Heritage Park Community Center There were 2 baby shower rentals of Heritage Park Community Center for the month of July. Packet,Pg. 18 Total revenue for these rentals is $775.00. The revenue for July 2017 was $2,260.00. There have been 5 rentals of the Heritage Park Community Center for the month of August. Rentals include 3 baby showers, 1 wedding and 1 birthday party. Total revenue for these rentals is $2,537.50. The revenue for August 2017 was $2,060.00. Pantera Park Activity Room There were 2 rentals of Pantera Park Community Center for the month of July which was a birthday party and a retirement party. Total revenue for this rental is $245.00. The revenue for July 2017 was $140.00. There has was 1 rental of Pantera Park Community Center for the month of August which was a bridal shower. Total revenue for this rental is $175.00. The revenue for August 2017 was $172.50. Picnic Reservations July —There were a total 21 picnic reservations made for the month of July. There were 7 at Ronald Reagan Park, 3 at Peterson Park, 1 at Pantera Park, 1 at Heritage Park and 9 at Sycamore Canyon Park. The revenue for these picnic rentals was $1,350.00. The revenue for July 2017 was $625.00. August —As of August 10, there have been 15 picnic reservations made for the month of August. There has been 4 at Ronald Reagan, 2 at Heritage and 9 at Sycamore Canyon Park. The revenue of these picnic rentals is $950.00. The revenue for August 2017 was $675.00. Youth Programs Tiny Tots The summer session started on Monday, June 4 and concluded on August 10. There were 20 participants enrolled in the three —four year old class offered on Tuesday & Thursday and 20 participants enrolled in the four—five year old class offered on Monday, Wednesday, and Friday. This session was titled "The Great Outdoors' and focused on combing stories, songs, and art projects. This month, as a special feature, the participants enjoyed a reptile show on June 14. Their favorite animal was the turtle. Registration for the fall session opened on July 9 for Diamond Bar Residents and on July 23 for open registration. The fall session will run for 12 weeks starting on August 20 and continues through November 9. There will be no class on September 3 in observance of Labor Day. There are currently 16 participants enrolled in the three - four year old class and 11 in the four - five year old class. DB 4Youth On July 31 DB 4Youth held their regular monthly meeting at the Diamond Bar Center. The Packet Pg. 19 c2.1 agenda included a recap on the 4th of July Blast event, a team building activity, Concerts in the Park, and upcoming fall volunteer opportunities. A subcommittee was created to help plan a new Halloween Glow event which will be geared towards ages 11-13. The next monthly meeting is scheduled for August 28 at the Diamond Bar Center. Volunteens The summer volunteen program is coming to an end, but the work hasn't quite stopped. The volunteens continued to help during the month of July working recreation programs including: Day Camp, Tiny Tots, Senior Programing, and Concerts & Movies in the Park. The program is scheduled to conclude on August 10. Recreation staff are planning the Volunteen Appreciation Night which will take place at Heritage Park on Thursday, August 23. The night will include a social hour from 4:30 — 6:OOpm for the volunteens to play games, hang out with friends and eat sweet goodies. In addition, their parents will be invited for the last portion of the night from 6:00-7:OOpm for the certificate presentation and slide show. Summer Day Camp Week 7 — Day camp ventured off the grid and took 89 campers to Discovery Cube OC in Santa Ana on July 17. Campers were able to walk through interactive exhibits such as mission control, Boeing rocket lab, science of hockey, and healthy kitchen. On July 18 campers attended the pool trip to the Brea Plunge. The week wrapped up with a trip to Laser Quest in Fullerton on July 19 to play laser tag. Campers, staff, and volunteens dressed in their favorite Star Wars outfit on Friday to end the week. Week 8 — Day camp escaped the heat and took a total of 91 campers to Splash! La Mirada Regional Aquatics Center on July 24. Campers were able to cool off at Buccaneer Bay and lounge in the lazy river. On July 25 campers headed to Oak Tree Lanes for bowling. Week 8 wrapped up with a trip to Brea Plunge, on July 26. Lastly, on Friday, campers, staff, and volunteens dressed up in their best groovy 70's attire. Week 9 — Day camp ventured to Raging Waters with a total of 87 campers for their major excursion on July 31. Campers were able to swim, dive, race and slide down water rides. On August 1, campers kicked back at Harkin's Movie Theater to watch Hotel Transylvania 3: Summer Vacation. Week 9 wrapped up with a trip to Brea Plunge on August 2. Campers, staff, and volunteens dressed up in their favorite sports team jersey or tee- shirt on August 3. Week 10 — Day Camp headed out to Disneyland with a total of 100 campers for the major excursion on Tuesday, August 7. Campers enjoyed magical rides such as Space Mountain, the Jungle Cruise, and Haunted Mansion. On August 8 campers went to Corona Del Mar Beach to enjoy the last week on camp. Week 10 finished up with one last trip to the Brea Plunge on August 9. On August 10, campers, staff, and volunteens dressed up in their favorite Disney outfit or tee-shirt. Packet Pg. 20 2,1 Youth and Adult Sports A complete Financial Summary and Program Evaluation is attached for Youth Soccer fiscal year 2017-2018. Table Tennis The table tennis program continues play at Heritage Park on Tuesday (average of 10 participants), and Thursday (average of 10 participants). Open play takes place from 6:00 p.m. - 9:30 p.m. Coming in September, table tennis will have a new date and time. Table tennis will be available for open play on Thursday evenings from 6:30 p.m. to 9:30 p.m. and Sundays from 5:00 p.m. to 8:00 p.m. In addition all participants will be required to sign a waiver form prior to play. Lastly, recreation staff is currently working with participants and gathering their input on purchasing two new table tennis tables. The new tables will be available for use in late September. Field Allocation July 1 started the new allocation period which will run through December 31, 2018. This allocation period eight user group organizations received field space with the largest organization being AYSO with 500 resident participants. This period was the first allocation to follow the new facility allocation process that gives field priority to organizations with the most participating residents. In addition, the new policy also required deposits for participating organizations. Organizations that use fields with lights were required to provide a $250 lighting deposit and $100 for any organization that uses the concession stands. All field permits and light box keys have been issued to the appropriate organizations. Recreation staff will be monitoring this allocation very closely to track the response and effect of the new policy. However, allocated user groups have responded positively to many of the updated changes. Applications for the next allocation period from January 1—April 30, 2019 will be due November 1, 2018. Special Events Concerts in the Park/Movies under the Stars This community's favorite summer series concluded with a bang. Cold Duck kept the crowd dancing during Diamond Bar Night Out on August 1st. This great event celebrated the continued collaboration between the community and law enforcement to reduce crime in our city. Attendees enjoyed concessions provided by the Miss Diamond Bar Scholarship Program and the Richeeze Melt food truck. There were also several informational booths surrounding the park with giveaways, and marketing materials. Booths included: safety information provided by both the LA County Sheriffs and Fire Departments and City booths: DB Vouth, DB Packet Pg. 21 Restaurant Week and City Information. Once again this event was very successful because of the joint effort between multiple City departments and the Diamond Bar safety team. Thank you to everyone who attended during the series. A complete Financial Summary and Program Evaluation will be included in a future Commission Report. 4th of July Blast Over 5,000 people filled the fields of Diamond Bar High School to celebrate the 4th of July with the City of Diamond Bar. Food items were available for purchase from several food trucks this year, including Dogtown Dogs, Kona Ice, Bacon Nation, California Grill Truck, and Crepes Bonaparte. DB 4Youth was also present to sell souvenir glow items to the audience. The LA County Sheriffs and CARE ambulatory services were on sight to assist as needed. "Cold Duck" performed from 5 p.m. —8:30 p.m. and finished off the night with the Star Spangled Banner. A complete Financial Summary and Program Evaluation is attached. Diamond Bar Day at the Fair—Thursday, September 13, 2018 Join the City of Diamond Bar as we once again participate in Diamond Bar Day at the LA County Fair. The fair will offer unique opportunities to the residents of Diamond Bar including a special parade dedicated to Diamond Bar, a community hero award and a special discounted admission ticket for $6.60 to go along with the fairs route 66 theme. Diamond Bar residents are encouraged to use the promo code: DIAMONDBAR at checkout. Tickets may only be purchased on or before September 11, and are only available online. In addition, an Ice Cream Social will be held for the Big Yellow Bus donors and dignitaries. The event will take place at 3:30 p.m. in the Court of the Redwood. Parking and admission will be complimentary (two tickets and one parking pass per person), invitations will be sent by August 15thfll the LA County Fair. Additional information can be found on the City's website at: www.dimaondbarca.gov/spec!alevents Barktober Fest—Saturday, October 13, 2018 Come have a tail -wagging good time with your four legged friend. The City will be hosting a Halloween themed event for dog owners at the Pantera dog park from 9 a.m. to 12 p.m. Activities throughout the day will include: costume contest, photo station, giveaways, vendors featuring pet products and services, music, and fun dog games. Fall Fun Festival — Wednesday, October 31, 2018 The City's annual Fall Fun Festival will take place Wednesday, October 31 from 4:30 p.m. to 8:30 p.m. at Heritage Park. The event is designed for children ages 2 to 8 to enjoy a scare -free Halloween filled with crafts, games, prizes, picture -taking opportunities, and of course — candy! Admission is free; however participation in games or crafts requires the purchase of a $5 punch Packet Pg. 22 card (good for 10 games). Attachments: 1. Contract Class Program Evaluation FY 2017-2018 2. Contract Classes Financial Summary FY 2017-2018 3. Senior Dances Program Evaluation FY 2017-2018 4. Senior Dances Financial Summary FY 2017-2018 S. Youth Soccer Program Evaluation FY 2017-2018 6. Youth Soccer Financial Summary FY 2017-2018 7. 4th of July Blast Program Evaluation 2018 8. 4th of July Blast Financial Summary 2018 2.1 : Packet Pg. 23 Program Evaluation Program Title: Contract Classes Date: August 8, 2018 Evaluation Prepared by: Crystal Knox, Community Services Coordinator Program Purpose & Background Contract classes serve as one of the foundation programs of our recreation department. The classes allow for the City to offer a wide range of classes for residents without the cost of hiring staff to run them. The classes are offered at a lower rate to make recreational opportunities affordable for everyone. Revenue received from Contract Classes is applied towards a variety of costs, including direct costs for instructors, facility rental, class insurance and professional organization membership. The contract class program is also able to cover some indirect costs such as printing the recreation brochure, staff, administrative expenses and our own facility costs. Potential instructors submit proposals and a packet of supplemental information, including a class syllabus and proposed class fee to staff. Classes chosen to run are determined based on a variety of factors including: instructor credentials, community need, facility availability, and cost. There is a $10 administrative fee added to each class, this fee covers insurance and some of the administrative costs. Additionally a $5 non-resident fee is added to those residing outside of Diamond Bar. Once the classes are selected the brochure is compiled, edited, sent to be printed and mailed to residents of Diamond Bar, is available on our City website and at other select locations. The Public Information Department handles the layout, printing, and mailing of the guide. Participants can register by going on line, calling Recreation Services, faxing in a registration form or going to the Diamond Bar Center. Instructors must sign and return a contract prior to their classes starting. They must be fingerprinted and cleared prior to class starting. Instructors are responsible for bringing all necessary equipment. Some classes, such as art, have a material fee to cover the cost of the items the students use in class and/or take home. At the end of the class Recreation Services processes the check request form in order to pay the instructor 60% of the fee, not including the $10 administrative fee nor the $5 non-resident fee. For example if the instructor charges $100 for the class, the City adds $10 and the resident participants pay $110 each and non- residents would pay $115. At the end of the class the instructor is paid 60% of $100 or $60 per participant. The only exception to this is Tennis Anyone, who gets a 70% payment and the City keeps 30%; we still keep the administrative and non-resident fees. 2.1.a Packet Pg. 24 The majority of the classes offered are introductory level classes. Dance, youth art and tumbling are all basic level courses designed to give participants the opportunity to experience the activity without paying high prices. These classes can typically be taken at a private studio for a higher cost. If the instructor has a local studio, then the classes they run through the City must be priced lower than if the participant signed up at the studio. Revenue & Enrollment The projected revenue for FY 17/18 was $260,000 anticipating a slight increase from FY 16/17 Our final revenue was $245,853. Though we remain below our projected revenue, there was an increase of $14,219 from FY 16/17. These numbers reflect the amount of money the Recreation Department collected in registration fees and administration fees during the fiscal year. The summer season of classes overlap with each fiscal year. Fiscal Year Revenue Comparison Fiscal Year Revenue 17/18 $245,853 16/17 $231,634 One of the factors resulting in the overall increase in revenue was due to a $3,396 increase in Tennis revenue. As our leading contract instructor Tennis Anyone works closely with City Staff to review class enrollment and makes efforts to maintain and increase enrollment each year. The results are as follows below. Fiscal Year Tennis Revenue Comparison Fiscal Year Revenue 16/17 $68,496 17/18 $71,892 As our highest grossing contractor, staff continuously work to addressed issues regarding retention and fees with our contracted tennis company, Tennis Anyone. Over the years we have restructured the program to include a series of levels to retain more students throughout the year. In addition, tennis instructors have been passing out merit recommendations to students to register into next levels classes for the upcoming seasons. They also distributed flyers at local schools through the Walnut Valley Unified School District and Pomona Unified School District to encourage new enrollment. These increased efforts by Tennis Anyone have allowed us to stay within our projected revenue. Packet Pg. 26 2.1;a Another factor for the increase in revenue is due to an overall increase in individual class fees. Each contractor has the liberty of setting their own fees. Instructors increased fees due to the increase in staffing costs, materials and overall cost of living. Though there was an overall decrease in enrollment in FY 17/18 we did see an increase in administration fees that contributed to our revenue increase. We had a total of 2,761 participants as compared to FY 16/17 that had a total of 2,822 students enrolled. Following an evaluation of the Parks and Recreation Departments fees, in January 2018 City Council approved an increase in administration fees from $7 to $10. The fee study also resulted in the addition of a $5 non-resident fee. Fiscal Year 17/18 Enrollment Session 2017 Enrollment 802 Resident 473 Non -Resident Admin Fees 329 $5,614 Fall 2017 786 489 297 $5,502 Winter 2018 588 388 200 $4,116 *Spring 2018 567 403 164 $6,490 Total 2,743 1,753 990 $21,722 *$10 Admin Fee and $5 non-resident Fee in effect Fiscal Year 16/17 Enrollment Session Enrollment.ent . •- Non -Resident Admin Fees Summer Summer 2016 801 483 318 $5,607 Fall 2016 848 560 288 $5,936 Winter 2017 503 341 162 $3,521 Spring 2017 660 418 242 $4,620 Total 2,812 1,802 1,010 $19,684 Summer 2018 enrollment began in May 2018, during the 17/18 fiscal year. As a result, the actual total of administration fees collected during fiscal year 17/18 is even higher, thus adding to the total revenue collected in 17/18. Recommendations In an attempt to continue increasing revenue for FY 18/19, staff will continue to collaborate with local studios to offer a wider range of activities and continue to search for new trends and replacement instructors to fill more City facility space. Staff will also attend Brochure Exchanges to continue to network with neighboring communities to learn about new programs, trends and instructors. Staff have also began working on the following; Packet Pg. 26 Staff Reorganization: Staff are making efforts to improve the program by reorganization the staffing of the program. For many years the program was overseen by a full-time Coordinator. With the reorganization of the entire Recreation Department in 2016 the Coordinator was reclassified as a Supervisor and other duties were assigned. A part-time Recreation Leader III shortly thereafter began assisting, taking a major lead with the program. The part-time staff was able to maintain and learn the program, but left less than one year of taking on the program. Through that experience we recognized the full needs of the program and need for the detailed attention and experience of a full-time employee. Starting in September of 2018, Coordinator Monique Weeks will be taking on the new challenge and is eager to begin. In addition, she will have two Recreation Leader Ills to assist her with the program, along with other assigned duties. Im Saturday, Sept.>15 o 9 a.m.-I, Pantera Park Tennis Courts m 738 Pantera Drive Drop in and enjoy family bonding time over fun games, activities and contests. Giveaways and refreshments will be provided. All ages are welcome. No equipment, experience or skills needed. This event Is hosted by the City of Diamond Bar in partnership with Tennis Anyone This is a Connectw .ci event o;;Taa_ BAR 2.1.a Packet Pg. 27 3.1.a Marketing: In Spring 2018 the City hosted our first Connect with Rec Open House event in an effort to marketing the Recreation Department as a whole. We had informational booths for all programs including youth, sports, senior, contract classes and special events, club performances, class demonstrations and more. The City intends to continue this marketing effort with programs such as Family Day of Tennis Play. The intention is to create a marketing platform around our Recreation programs to promote more participation. Staff are working to add more similar events to encourage enrollment and support our contractors as well. We will reach out to some of our instructors like Kidz Love Soccer, TriFytt Sports, martial arts and dance. New Registration Software: With the help of the IS Department and a REM contractor staff researched and developed a Request for Proposal for a new registration system to improve our online registration presence with ease of use, improve efficiency for internal use, and improve reporting functionalities, amongst other enhancements. After a systematic evaluation of a number of programs, collectively the committee selected RecTrac 3.0. The integration of the new program is expected to begin at the end of 2018. Online Surveys: With the new City website we have the ability to develop, deliver, display and track our surveys. In years past we passed out surveys to participants but they were rarely returned. We hope to get more responses with the online survey by emailing the link to participants and placing it on flyers and receipts. Changing Demographics: Enrollment of the contract class program has historically been heavily attended with youth participation. There has been a growing trend of declining youth participation in many of our programs, including contract classes, tiny tots and youth sports. Research has shown that the demographics are shifting from youth to older adult programming. Staff began offering three older adult classes; Mature Zumba, Gentle Yoga and Let's Hike, during the morning hours and early afternoons. These classes soared with enrollment. Staff intend to continue to research companies and instructors to offer more classes that tend to this growing demographic. Packet Pg. 28 CITY OF DIAMOND BAR Contract Classes Financial Summary FY 17-18 Projected General Fund Expenditures Projected Revenue Difference Actual General Fund Expenditures Actual Revenue Difference $211,097.00 $260,000.00 $48,903.00 $153,188.48 $245,853.13 $118,413.93 Meetings (001.5350.42325) $65.00 Projected Amount $0.00 Staff trainings 2 staff for 2 Brochure Exchanges $65.00 RENTAL LEASE OF REAL PROPERTY (001.5350.42140) $0.00 Projected Amount $10,000.00 Walnut Valley USD $0.00 CONTRACT SERVICES (001.5350.45320) $128,949.45 Projected Amount $153,000.00 Contract Class Instructors Contract Class Insurance $127,439.20 $1,510.25 PRINTING (001.5350.42110) $0.00 Projected Amount $500.00 Comment Cards $0.00 SUPPLIES (001.5350.41200) $0.00 Projected Amount $1,600.00 Replacement Portable Stage $0.00 PERSONENEL SERVICES (4001040090) $24,174.03 Projected Amount $45,997.00 Packet Pg. 29 Program Title: Senior Dinner Dances Date: August 2018 Prepared by: Cloris Vargas, Recreation Specialist - Senior Programs Summary The Senior Dinner Dances are planned by City staff and are advertised in the quarterly Community Recreation Guide, flyers displayed at the DBC, flyers displayed at city special events such as the City Birthday and Concerts in the Park, and through announcements at the senior meetings. At each Dinner Dance there are three City staff (one full time and two part time) and two Senior Volunteers present to help with the coordination and execution of the event. This fiscal year's dance themes were: Luau, Western BBQ, Italiano, Halloween, Holiday, Valentine, Mardi Gras, Mad Hatter Ball, Cinco de Mayo and 60's. Ticket prices for all of the senior dinner dances were $15 per person for Diamond Bar Resident and beginning in April we added a non- resident fee of $5 more per person. Attendance averaged around 142 per event with the largest number at the Holiday Dance with an attendance of 238. We introduced two new themes this year, the Mad Hatter dance and the 60's. We have seen a decline in numbers once the non-resident rate was implemented. In 2017 the April, May and June dances without the nonresident rate totaled 473 participants. This year the same dances totaled 251 participants. Though some of the seniors were upset with the fee change, we've slowing been increasing our numbers again. (The budgeted amount for senior dances revenue and expenditures was much higher than actuals due to staff were originally going to increase the dance fee to $20 for all participants. Once the non-resident fee became a reality we decided not to increase the overall fee at that time as it would have resulted in a $10 increase for non-residents and would have further decreased enrollment.) Burger Continental catered 5 out of 10 dances and Tiscareno's catered 3 out of 10 dance which the seniors are very pleased about the variety. Frantones was here for the Italiano dance. Overall, the dances are enjoyed by all and receive good reviews. In total we had 1422 seniors enjoy the dinner dances, 674 of which were Diamond Bar residents. I will continue to create flyers that list all dance dates so the seniors have plenty of time to plan their attendance. In addition, introducing new and different themes might increase the overall participation. This program is offered for the benefit of the seniors of Diamond Bar. Staff turns in a proposed budget for the program each spring as part of the City's budget process. The approved budget reflects the Council's interest in continuing to offer this program while passing along most of the direct costs to the seniors. The following financial summary shows what the direct costs of the program were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. Packet Pg. 30 Recommendations and Ideas 11 Continue to offer a variety of themes to keep the experience new and exciting. • Survey participants annually to gain knowledge of participants' interests and ;di0W:TiAFY1 • Continue to seek sponsorship opportunities where live entertainment can be included in the evening activities. • Thursday night dances work well, especially during the summer. During the summer we made sure to schedule all dances on Thursday so that the seniors could enjoy the concert in the park series. • Advertise on the City website and through the city's social media sites • Work with Public Information to continue promoting through DB TV. Packet Pg. 31 0 CITY OF DIAMOND BAR Senior Dances Financial Summary FY 17-18 Projected Revenue $ 33,100.00 Projected General Fund Expenditures $ 41,025.00 Difference $ (7,925.00) Actual Revenue $ 21,750.00 Actual General Fund Expenditures $ 28,663.65 Difference $ (6,913.65) REVENUE (001.34730) $ 1,428.61 (4) Recreation Leaders II - 6.5 hours per dance $ 21,750.00 662.17 Resident Non Resident 766.44 Personnel Services Luau 77x15 99x15 $ 2,640.00 Western BBQ 68x15 48x15 $ 1,740.00 Italiano Night 85x15 54x15 $ 2,085.00 Halloween 50x15 77x15 $ 1,905.00 Holiday 106x15 132x15 $ 3,570.00 Valentine 101x15 107x15 $ 3,120.00 Mardi Gras 43x15 84x15 $ 1,905.00 Mad Hatter Ball 43x15 37x20 $ 1,385.00 Cinco De Mayo 52x15 63x20 $ 1,725.00 60's 49x15 47x20 $ 1,675.00 PERSONNEL SERVICES -Projected $2,000 $ 1,580.76 Personnel $ 1,428.61 (4) Recreation Leaders II - 6.5 hours per dance $ 662.17 (7) Recreation Leader I - 6 hours per dance $ 766.44 Personnel Services $ 152.15 Worker's Compensation (40083) @ 3.0% $ 42.86 Medicare (40085) @ 1.45% $ 20.71 Social Security (40085) @ 6.2% $ 88.57 OPERATING SUPPLIES (41200) - Projected $4,025 $ 3,171.34 Decorations & Raffle Prizes $ 3,171.34 CONTRACT SERVICES (45300) - Projected $35,000 $ 23,911.55 Packet Pg. 32 ' Burger Continental (5 dances) Frantones (1 dance) Wood Ranch (1 dance) Tiscareno's Catering (3 dances) Entertainment (DJ) $ 8,052.83 $ 2,458.13 $ 2,039.70 $ 7,860.89 $ 3,500.00 Packet Pg. 33 Program Evaluation and Financial Summary Program Title: Youth Soccer Program Date: August 23, 2018 Evaluation Prepared by: Ramiro Valderrama, Recreation Specialist EVENT OVERVIEW Youth Soccer was an eight week program which begin on Saturday, March 31 and concluded on Saturday, May 26, 2018. The program was designed to teach the skills and fundamentals of soccer to children ages three through eight in a fun, safe and recreational environment. The program was divided into three divisions: thee - four, five - six and seven - eight years old. All games and practices were held at Mt. Calvary Lutheran School and lasted one hour. Each team received any opportunity to have a 30 minute practice followed by a 30 minute game. This year the program had a total of 138 participants that formed 16 teams. Each participant received a jersey and participation medal. Staffing for this program was provided by full and part-time employees from the Parks & Recreation Department. On average seven part - time employees worked the program each week and full time staff spent a total of 31 hours monitoring the program during the eight week session. Preparation for this program started months before the start of practices and games. This year had a few significant changes including the addition of three year olds. After the conclusion of the 2017 season, it was recommended that the nine year olds be eliminated and three year olds be included. The reason for the elimination was based on the size of the gym and the size and force and of the nine year old participants. This year's program was broken into three divisions: three - four, five - six and seven - eight year olds. In addition, the playing field for the three - four year olds was cut in half to help compensate for the younger players. Overall, the feedback from parents and coaches was positive and the age divisions will be the same for the 2019 season. In addition, to the participation medal, there is a sportsmanship award. The sportsmanship award is given to one team in each age division based upon weekly staff evaluations determined by the level of sportsmanship provided by the team's players, coaches, and parents. This year's winners were, in the three - four year old division, team Thunder, led by head coach Cassandra Kennedy. In the five - six year old division team Creepers, led by head coach Frank Bustos and in the seven - eight year old division the sportsmanship award went to team Orange Crush, led by head coach Clarence Bailey. FINANCIAL IMPACT The Youth Soccer program is a fee based program that generated $12,182.00 in revenue. There was a total of 138 participants. 118 participants paid an $89.00 Packet Pg. 34 participant fee and 20 participants paid an $84.00 participant fee. The discounted rate is for an additional participant in the same household. As outlined in the finical summary, direct cost of $8,095.79 were incurred with the largest cost centers being facility rentals (Mt. Calvary Lutheran School) at $3,950.00, supplies (coach's shirts, uniforms, medals, etc.) at $3,821.91, and personnel services at $5,375.10. STAFF OBSERVATIONS Each year following the season, staff conducts a self-evaluation to identify areas in which the program can be further improved. This year, staff noted the following: City Staff Recommendations 1. Per the City's new fee schedule - Increasing the participation fees to $99.00 for Diamond Bar residents and $104.00 for non-residents. 2. Purchase four horizontal banners promoting registration of the program. 3. Utilize additional marketing tools to increase registration such as, social media, post cards and information booths at city special events. 4. Schedule picture day during the week. 5. Eliminate skills day and host a soccer workshop. 6. Develop a training manual or resource guide for coaches. Packet Pg. 36 CITY OF DIAMOND BAR YOUTH SOCCER FINANCIAL SUMMARY Fiscal Year 2017 - 2018 PROJECTED GENERAL FUND EXPENDITURES PROJECTED REVENUE PROJECTED PROGRAM COST $ 10,100.00 $ 12,696.00 $ (2,596.00) ACTUAL GENERAL FUND EXPENDITURES $ 8,095.79 ACTUAL REVENUE $ 12,182.00 ACTUAL PROGRAM COST $ (4,086.21) REVENUE: (001.3470) -$12,696.00 (1) Recreation Leader II - 3.5 hours @ 13.58 $ 12,182.00 138 Total Participants 118 Participants x $89 $ 10,502.00 20 Participants x $84 $ 1,680.00 PERSONNEL SERVICES - $7,800.00 $ 5,375.10 Part - Time (001.5350.40030) - $6,000 $ 3,942.11 Office Hours $ 421.20 (1) Recreation Leader III - 30 hours @ 14.04 $ 421.20 Skills Day $ 215.85 (1) Recreation Leader III - 3.5 hours @ 14.04 $ 49.14 (1) Recreation Leader II - 3.5 hours @ 13.58 $ 47.53 (1) Recreation Leader 1- 10.5 hours @ 11.35 $ 119.18 Staff Training $ 175.02 (1) Recreation Leader III - 1.5 hours @ 14.04 $ 21.06 (1) Recreation Leader II - 1.5 hours @ 16.50 $ 24.75 (1) Recreation Leader II - 4.5 hours @ 13.58 $ 61.11 (1) Recreation Leader I - 6 hours @ 11.35 $ 68.10 Games $ 3,130.05 (1) Recreation Leader III - 58 hours @ 14.04 $ 814.32 (1) Recreation Leader II - 16 hours @ 16.50 $ 264.00 (1) Recreation Leader II - 23 hours @ 13.58 $ 312.34 (1) Recreation Leader I - 153.25 hours @ 11.35 $ 1,739.39 Full - Time (001.5350.40020) $1,000 $ 969.99 Parents Orientation (1) Recreation Specialist (OT) -- 31 hours @ 31.29 $ 969.99 Personnel Services (40000) $ 463.00 Worker's Compensation (40083) @ 3.0% $ 147.36 Medicare (40085) @ 1.45% $ 71.23 Social Security (40085) @ 6.2% $ 244.41 SUPPLIES (001.5350.41200) - $4,000.00 $ 3,821.91 Soccer Balls $ 103.11 1 First Aid Kit & Ice Packs $ - 2.1.f Packet Pg. 36 Equipment $ 1,197.73 Uniforms $ 1,398.10 Coaches Shirts $ 342.78 Trophies $ 780.19 Misc. Supplies $ - PRINTING (001.5350.42110) - $600.00 $ Postcards/ Banners/ Design FACILITY RENTAL (001.5350.42140) - $5,500.00 $ 3,950.00 Mt. Calvary Gym Games/Skills Day $ 3,950.00 EQUIPMENT (001.5350.41300) - $1,000.00 $ 323.88 New - Indoor Goals $ 323.88 Packet Pg. 37 Program Evaluation and Financial Summary Program Title: 41h of July Blast Date: August 2, 2018 Evaluation Prepared by: Andrea Nino, Recreation Coordinator EVENT OVERVIEW The City's 4th of July Blast event was held at Diamond Bar High School on July 4, 2018. The event featured live entertainment by the band Cold Duck, and a variety of food choices provided by food trucks (California Grill, Bacon Nation, Dogtown Dogs, Kona Ice, and Crepes Bonaparte). Also souvenir glow items were sold by DB 4Youth. The event was capped off by a 23 -minute fireworks display choreographed to patriotic music. Council Member Lyons provided introductions for her fellow Council Members, Commissioners and Dignitaries in attendance at 9pm. Approximately 8,000 adults and children attended the event throughout the day. Due to the free event admission and scale of the event, it is highly likely that this event draws significant participation from residents living outside the City limits. Staffing was provided by full and part time employees from the Parks & Recreation and Public Works Departments. City staff breakdown: Parks &Recreation: (six) full time staff, (32) part time staff Public Works: (five) full time staff, (two) part time staff Fire suppression, safety, emergency services, law enforcement, and traffic and crowd control support was provided by the Los Angeles County Sheriff's and Fire Departments. CARE ambulatory transportation was also on site to provide first responder coverage. There was one participant injury reported, as a result of an elevator malfunction. The attendee was treated by first responders and transported to Pomona Valley hospital after being released from the elevator. The preparation for this event involved several City departments and coordination between multiple agencies. To start, planning meetings took place months in advance between Public Works and Recreation staff to discuss the logistics of the event, including details such as equipment layout, signage, food booth requirements, power needs, parking and shuttle routes. In addition, meetings took place with the Diamond Bar Sheriff's team to devise a crowd and traffic control plan for both before and after the event. City staff also met with contractors several weeks prior to the 4th of July to discuss the fireworks display and campus preparation. The meetings provided valuable information about tree debris, leaf litter clean up, and ground saturation required to safely execute this event. Coordination also occurred months in advance between the Packet Pg. 38 City and Walnut Valley Unified School District for use of Diamond Bar High School. City staff worked with school personnel to develop a responsibility list for the weeks leading up to the event and the day of. The list included a watering schedule, mowing and campus clean up expectations, and school personnel roles during the actual event. Preparation for this event is a labor intensive process that is important to the success of this event. FINANCIAL IMPACT The 41h of July Blast is a free public event that generates no revenue offsets. As outlined in the attached financial summary, direct costs of $58,410.46 were incurred, with the three largest cost centers being contract services (fireworks, sound services, entertainment, etc.) at $38,329.50, equipment rental (portable stages, restrooms, lights, etc.) at $9,061.73, and shuttle services at $4,300.00. Because long-term event planning by full-time staff in the months preceding the event was not accounted for as a direct cost, personnel services costs do not fully account for all event -related costs. The following is an annual expenditure comparison Fiscal Year General Fund and Prop A Expenditures 2018/19 $58,410.46 2017/18 $51,824.63 2016/17 $51,966.32 2015/16 $52,786.81 2014/15 $49,531.57 2013/14 Event Cancelled Approximate differences in the expenditures between the 2017 and 2018 events: 1. Staff costs increased by $200 - additional staff and higher pay rates than previous year. 2. Fireworks cost increased by $3,000. 3. Event insurance increased by $200 - due to adding food trucks. 4. Sound system rental increased by $800 - Per Council request, a larger system was rented to accommodate large scale event. 5. Shuttle Service rentals increased by $600 - increased number of rented shuttles to accommodate increased demand due to high school parking lot being under construction. 6. Light Tower rental increased by $600- added one additional tower. 7. Increased facility rental by $1,500 -monthly storage fee for offsite Washington storage unit. 8. Hillside cleanup increased by $1400- in 2017, contractor underbid project. STAFF OBSERVATIONS Each year following the event, staff conducts a self-evaluation to identify areas in which the events can be further improved. This year, staff noted the following: Packet Pg. 39 Sheriff Recommendations 1. Add additional 25 cones at Evergreen Springs and Pathfinder Road. 2. Maintain all other traffic controls currently in place; positive feedback from this year's set up. City Staff Recommendations 1. Research alternative locations to hold 2019 event, due to Diamond Bar High School being under construction. 2. Budget additional funds ($5,000) for firework display. Industry standard suggests $1,000.00 per minute of the display. 3. Budget additional funds for sound system rental equipment ($900). This will allow us to utilize the same sound system as this year that improved sound projection to attendee's further back on the field. 4. Budget additional ($3,000) for traffic control equipment, specifically for pedestrian barricades for walkway in handicapped parking lot for pedestrian entrance and exit. 5. Continue to budget $10,000 for hill side clean up in anticipation of contractors bid for 2019 event. Packet Pg. 40 CITY OF DIAMOND BAR 41h of July Blast FINANCIAL SUMMARY Fiscal Year 2017 - 2018 PROJECTED GENERAL FUND EXPENDITURES $ 63,288.00 PROJECTED REVENUE $ - PROJECTED PROP A $ 4,500.00 PROJECTED PROGRAM COST $ 63,288.00 ACTUAL GENERAL FUND EXPENDITURES $ 54,110.46 ACTUAL REVENUE $ - ACTUAL PROP A $ 4,300.00 ACTUAL PROGRAM COST $ 58,410.46 PERSONNEL SERVICES - $4,788.00 $ 3,823.45 Parf- Time (001.5350.40030) - $3,100.00 $ 65.06 $ 2,918.39 Event Office Assistance $ $ 21.56 (1)Rec Leader 11-1.75 hours @$12.32 $ 21.56 Event $ 2,896.83 (1)Leader l-5 hours @$11.35 $ 56.75 (1)Leader 111-5.5 hours @$14.04 $ 77.22 (1)Leader ll-6hours @$12.32 $ 73.92 (1)Leader l-6.5 hours @$11.35 $ 73.78 (1)Leader 111-7 hours @$14.04 $ 98.28 (3)Leader 11-7 hours @$12.32 $ 258.72 (3)Leader l-7 hours @$11.35 $ 238.35 (1)Worker-7 hours @$11.15 $ 78.05 (1)Leader 11-8hours @$16.50 $ 132.00 $671.77 (3)Leader 11 - 8 hours @ $13.58 $ 325.92 (4)Leader ll-8noun @$12.32 $ 394.24 (12)Leader I - 8 hours @ $11.35 $ 1,089.60 Full- Tim. (001.5350.40020) - $1,300.00 $ 568.94 Event $ 1,617.25 (1( Rec Coordinator (RT( - 9 hours @ $27.14 $ 244.26 (1( Rea Coordinator (OT) - 5.5 hours @ $40.71 $ 223.91 (1( Rao Specialist (RT) - 15.5 hours @ $22.26 $ 345.03 Personnel Services (001-5350- 40000) $ 1,500.00 $ 336.13 Worker's Compensation (40083( @ 3.0% $ 104.62 $1,500.00 Medicare (40085( @ 1.45% $ 50.57 Social Security (40085) @ 6.2% $ 180.94 SUPPLIES (001-5350-41200)-$1,500.00 $ 724.01 Decorations $ 65.06 Supplies $ 254.76 Staff meals $ 404.19 CONTRACT SERVICES (001-5350-45300) - $43,000.00 38,329.50 Fireworks $ 20,000.00 Special Event Insurance $ 2,042.00 Entertainment $ 4,200.00 Sound System $ 6,300.00 Banners/Signage $ - Janitorial Services $ 288.00 Bright View $ 870.00 School/Hilhide Clean Up $ 4,629.50 PRINTING (001-5350-42110) - $1,100.00 $671.77 Flyers/Posters $350.00 Ad Design $75.00 Resident Notice $246.77 EQUIPMENT RENTAL (001-5350-42130) - $9,400.00 $ 9,061.73 Light Tower Rental $ 1,617.25 Tables/Chairs/Canopies $ 1,270.85 Restrooms/Sinks $ 3,332.59 Stage $ 1,341.04 Temporary Fencing $ 1,500.00 FACILITY RENTAL (001-5350-02140) - $3,500.00 $1,500.00 Public Storage Monthly Rental $ 1,500.00 Event Location $ - PROP A (112-5350-45310) - $6,500.00 $ 4,30040 Shuttles $ 4,300.00 Packet Pg. 41 PARKS AND RECREATION COMMISSION N'TeTal .*. lkt CITY OF DIAMOND BAR - 21810 COPLEY DRIVE - DIAMOND BAR, CA 91765 - TEL. (909) 839-7060 - FAX (909) 861-3117 AGENDA ITEM NUMBER: 2.2 MEETING DATE: August 23, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan Wright, Parks and Recreation Director FROM: Anthony Jordan, Parks & Maintenance Superintendent SUBJECT: August 2018 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 • Replaced broken faucet in kitchen. • Installed new strainer/drain plumbing in kitchen sink. • Installed new vacuum motor in carpet cleaning machine. • Installed new on/off switch on vacuum cleaner. • Installed new post indicator valve (Regency Fire). • Installed new screws in lower storage door trim. • Ordered and installed new baby changing table straps in three (3) restrooms. Packet Pg. 42 • Performed repair work to HVAC system. Replaced three (3) condenser fan motors. • Repaired broken chair cart. • Repaired malfunctioning door in the Oak room. • Adjusted doors in GVBR and pre -function lobby. Adjusted lobby fire doors. • Removed arcing electrical components from outdoor ground light. • Repaired two (2) freezer locks. • Repaired damaged exterior cigarette receptacle. • Removed two (2) dead poplar trees from overflow parking lot. • Removed fallen limb adjacent to softball field. • Planted yellow lantana and flax around DBC grounds (BV). • 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 Bar High School • Assisted with the set up and operation of the City's 4th of July blast. Provided and set up traffic control devices. • Replaced flush valve and vacuum breaker in the women's restroom. Diamond Canyon Park • Performed irrigation PMI (BV). • Performed park/playground inspections. Heritage Park • Replaced malfunctioning toilet flush button in men's restroom. • Cleared drain line clog in men's restroom. Packet Pg, 43 • Cleared drinking fountain clog. • Performed irrigation PMI (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. Lorbeer Middle School • Welded new lock on lighting control box. • Performed irrigation PMI (BV). Maple Hill Park • Performed irrigation PMI (BV). • Treated for gopher control (APM). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Pantera Park • Cleared urinal clog in men's restroom. • Replaced basketball goal nets as needed. • Repaired two (2) damaged irrigation mainlines and replaced one (1) irrigation control valve (BV). • Sprayed for weed control at trail head (BV). • Treated for gopher control (APM). • Installed 125 cu/yds. of woodchips into the dog park (Turboscape). 2.2 Packet Pg. 44 • Cleaned v -ditches. • Performed park/playground inspections. • Performed monthly exterior fighting maintenance (Best). Paul C. Grow • Treated for gopher control (APM). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Peterson Park • Replaced flush valve in women's restroom. • Replaced push button actuator in women's restroom. • Repaired RH batter's box on field #1. • Replaced irrigation control valve (BV). • Performed irrigation PMI (BV). • Cleaned v -ditches. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Ronald Reagan Park • Performed park/playground inspections. • Cleaned v -ditches. • Performed irrigation PMI (BV). • Performed monthly exterior lighting maintenance (Best). Silvertip Park • Repaired/glued damaged poured in place play surface. • Performed park/playground inspections. 2.2 Packet Pg. 46 Stardust Mini -Park • Performed park/playground inspections. Starshine Park • Repaired broken drinking fountain. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Steep Canyon Trailhead • Repaired four (4) fallen lodge pole fence rails along the trail. Summitridee Park • Performed park inspections. • Sprayed for weed control (BV). Sycamore Canyon Park • Replaced toilet, toilet valve and flush assembly in women's restroom. • Installed new spud gasket in women's restroom. • Repaired damaged chain link fence. • Installed 30 cu./yds. of woodchips into the playground (Turboscape). • Cleared clogged drain line in men's room urinal. • Installed new spud gasket on men's room urinal. • Repaired fence post and rails along trail. • Caulked exterior soffit building lights. • Repaired leak in ice machine supply line. • Pressure washed decks (H2o). • Replaced irrigation control valve (BV). • Performed irrigation PMI (BV). Packet Pg. 46 • Treated for gopher control (APM). • Cleaned v -ditches. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Washington Park • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). City Hall/Library • Performed HVAC diagnostics. • Re-lamped six (6) light fixtures in City Hall spaces and six (6) in the Library spaces. • Re -installed light diffuser. • Adjusted sliding partition door at library reception desk. • Snaked kitchen sink drain line. • Pressure washed decks (1-12o). • Snaked and jetted drain lines in Library and City Hall (Roto -Rooter). • 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 trees and brush from fence line at Sunset Crossing field (formerly YMCA) to facilitate fence repairs. • Inspected and provided locations of trees impacting sidewalks. 2.2 Packet Pg. 47 • Replaced street sign along Palomino Dr. • Rototill playground sand, clean barbeque pits and prep softball fields as needed (BV). • 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). (2.2 Packet Pg. 48 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: 2.3 MEETING DATE: August 23, 2018 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan Wright, Parks and Recreation Director FROM: Ryan McLean, Assistant City Manager SUBJECT: Sycamore Canyon Park Trail Project Update RECOMMENDATION: Receive and file. In early 2017, Diamond Bar was hit with consecutive winter storms that brought heavy rains and winds. These storms led to the failure of a slope near the Sycamore Canyon Park Trailhead immediately adjacent to Diamond Bar Boulevard. The slope failure undermined a series of staircases that lead from the trail head to the trail within Sycamore Canyon. The storms were declared a local, state, and federal emergency, making the cost of the repairs eligible for reimbursement from the Federal Emergency Management Agency (FEMA). The trailhead was closed for safety purposes and the Public Works Department began the process of assessing the damage and determining the best course of action to safely remediate the slope damage. City staff and professional engineering consultants determined that the most safe and effective reconstruction of the hillside requires the removal and replacement of the undermined stairs and installation of geogrid and increased drainage capacity. The total cost to design and construct the repair is estimated at approximately $1.2 million. Staff at the California Office of Emergency Services (CaIOES) reviewed this proposal and agreed that it was the most proper method of repair and forwarded it for approval by FEMA. Since receiving the proposal, FEMA has refused to approve or deny the project worksheet, Packet Pg. 49 instead continually delaying the project via new questions and technical requirements. FEMA has indicated that it does not agree with the scope as presented, voicing an opinion that the undermined stairs can be repaired in place. City staff and consultants have argued that doing so would not properly stabilize the slope and stairs, putting the safety of hikers at risk. FEMA has subsequently provided no written direction while offering no final decision on the matter. In an effort to find a solution, City staff convened a meeting with CaIOES and FEMA representatives on July 17, 2018. Following the meeting, it appeared that FEMA would finally accept the City's recommended scope of work and release funding in an amount more in line with the project's true cost. However, within the last week, FEMA has again questioned the scope of work and requested additional technical reports and studies, which have been routed through CalOES and FEMA for review. Public Works has completed the bid process and selected a winning bidder. However, the City must secure FEMA approval before awarding a contract. If approved, the City's cost share of the project will be approximately 6.25% of the $1.2 million total project cost. Should the City award a contract and commence work prior to receiving FEMA approval, it would invalidate the FEMA Winter Storms claims process and the City will be responsible for the entirety of the project cost. Given the most recent delays by FEMA, the contract will be presented to the City Council for consideration no earlier than September 18. Once the contract is awarded, it is anticipated that work will commence within 30 days barring any weather related impacts. Packet Pg. 50