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HomeMy WebLinkAbout02/22/2018 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 FEBRUARY 22, 2018 CALL TO ORDER: Chair/Sulakhe called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Hsieh led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Lew Herndon, Kim Hsieh, Vice -Chair Benny Liang and Chair Manisha Sulakhe Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent, and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: Incoming Commissioner Andrew Chou introduced himself and said he was present to observe tonight's meeting, and meet the commissioners and staff. CALENDAR OF EVENTS: As presented by ACM/McLean 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the January 25, 2018 Regular Meeting. C/Grundy moved, C/Hsieh seconded to approve the January 25, 2018 Regular Meeting Minutes. Without objection, the motion was so ordered with C/Herndon abstaining. 2. INFORMATIONAL ITEMS: 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 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 Sheriff's 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. LP 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 — 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. C/Grundy asked if the Heritage Park Improvements was for the design only to be paid next year and ACM/McLean responded "yes." C/Herndon hoped that a large play field would be included in the Sunset Crossing Park design. 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 properly — 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 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 school district is for the park side only. Over the last couple of decades those that live in the neighborhood have become accustomed to being able to cut through the campus and use whatever amenities are on the school campus which were never part of the park. Last year just prior to 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 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. FEBRUARY 22, 2018 PAGE 5 P&R COMMISSION 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. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: ACM/McLean thanked Commissioners Grundy and Herndon for their longstanding service on the Parks and Recreation Commission, 14 years for Mr. Grundy and 13 for Mr. Herndon, a lot of time spent trying to make Diamond Bar a better place and staff appreciates their time and support. The City Council, at its next meeting on March 6th would like to recognize both C/Grundy and C/Herndon for their service. C/Herndon thanked staff for the gracious exit. He has enjoyed his time on the Commission and looks forward to turning it over to younger minds and those who may have families who are actively involved in some of the programs offered by the City. He thanked staff for doing such a great job. The programs the City offers are well-received by the residents and he encouraged everyone to keep up the good work. He feels like his job is done. When he came to the Commission one of his goals was to have the softball teams and the soccer teams not have to divide the fields and although it has happened in a way he did not anticipate, it happened and he assumes credit for it happening. C/Grundy thanked ACM/McLean and staff for the gracious words. He will miss being part of the Commission. He has really enjoyed being a part of this Commission and watching the City grow. He hopes to continue participating in City activities and continued growth. To all staff who he has had the pleasure to deal with over the years, thank -you for all of the support. Likewise with the Commissioners. While it is bittersweet moving on, he, like C/Herndon, believes there is an opportunity to bring in fresh perspectives and people who represent the future of the community and recreation programs, particularly with the FEBRUARY 22, 2018 PAGE 6 P&R 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 this73 day of 2018. FEBRUARY 22, 2018 PAGE 7 P&R Respectfully Submitted, . RY LEAN, ECRETARY Attest: � k MANISHA SULAKHE, CHAIR