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HomeMy WebLinkAbout08/23/2018 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 AUGUST 23, 2018 CALL TO ORDER: Chair/Liang called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Vice Chair Sulakhe led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Andrew Chou, Kim Hsieh, Tommy Orona, Vice Chair Manisha Sulakhe, and Chair Benny Liang Staff Present: Ryan Wright, Parks & Recreation Director; Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Crystal Knox, Recreation Supervisor; Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: Greg Bush, 518 Navajo Springs Road, said he came to Diamond Bar in 1974, left his work to go to Asia and returned in 1989 with his new family. Now with an empty house, he has developed an insatiable passion to learn the history of Diamond Bar, from the Spanish land grants, days of the ranch, the early development and the City's modern era. In each of these era's there have been many people who have contributed to what is Diamond Bar today. Over the decades open areas have been dedicated to some of these people — Peterson Park for Carl Peterson, who was responsible for the water systems used today, Paul C. Grow who is considered the father of Diamond Bar who was employed by Transamerica that bought most of the land for Diamond Bar Ranch and Mr. Grow's focus was to sell parcels of the ranch to developers who would construct the City's infrastructure. Last month at the July 17th City Council meeting he made the following request. Knowing that the City has acquired property at the west end of Sunset Crossing Road where the City will be establishing a new park, he has come before the Commission to reinforce his request that this park be named or another park be renamed, the Tanaka Park. Jack Tanaka served the City for 10 years as a City Councilmember and served in other organizations which have served Diamond Bar and promoted world-wide issues. As a Lion and an advisor to Leo Clubs (Diamond Bar High School and two middle schools) he grew the club to over 450 students to promote the sense of getting involved. These students are very active in raising funds for the Lions' projects in Thailand. In April of this year the Lions International honored Jack and Wanda Tanaka by donating 130 scholarships and 130 computers to the students at the orphanage in Thailand. In 2012 the Tanaka's were named Lions of the Year from more than 1.4 million members. They also supported a few Concerts in the Park, Miss Diamond Bar Pageant, the Seniors Club and other venues to improve the City. This year the Diamond Bar/Walnut Sheriff's honored him at their annual golf tournament. As anyone can see, the depth of their community AUGUST 23, 2018 PAGE 2 P&R involvement ran pretty deep. To attach their names to a parcel of a former 8,000 acre Diamond Bar Ranch would be a small favor to a large force of a man and his wife who did so much for the community. To quote Jack, "if you vote for me you'll get twice the representation with Wanda and myself." They were dedicated to each other as they were to the community. Please consider this gift to all people of Diamond Bar who have enjoyed Jack and Wanda Tanaka. Chair/Liang indicated to Mr. Bush that he and his fellow commissioners will consider his request. PRD/Wright introduced himself and spoke about his employment history which began in Diamond Bar. He is pleased to return to the City and said he is fortunate to work with such a great team, the residents, and the Commissioners. Chair/Liang thanked ACM/McLean for his contribution to the Parks and Recreation Department and welcomed PRD/Wright. CALENDAR OF EVENTS: As presented by PRD/Wright PRD/Wright announced the adoption of City Council Resolution No. 2018-36 to change the meeting times for the Parks and Recreation, Planning, and Traffic and - Transportation Commissions from 7:00 p.m. to 6:30 p.m. beginning in October. RECESS: Chair/Liang recessed the meeting at 7:09 p.m. RECONVENE: Chair/Liang reconvened the meeting at 7:22 p.m. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for February 22, 2018 Regular Meeting. C/Hsieh moved, VC/Sulakhe seconded to approve the Minutes of the February 22, 2018 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Chou, Hsieh, VC/Sulakhe, Chair/Liang NOES COMMISSIONERS: None ABSENT: COMMISSIONERS: None 1.2 Approval of Minutes for June 28, 2018 Regular Meeting. C/Hsieh moved, C/Orona seconded to approve the minutes of the June 28, 2018 regular Meeting. Motion carried by the following Roll Call vote: AYES: Chou, Hsieh, Orona, VC/Sulakhe None Chair/Liang None COMMISSIONERS: NOES COMMISSIONERS: ABSTAIN: COMMISSIONERS: ABSENT: COMMISSIONERS: AUGUST 23, 2018 PAGE 3 P&R COMMISSION 2. INFORMATIONAL ITEMS: 2.1 AUGUST 2018 RECREATION PROGRAM UPDATE — RS/Knox RS/Knox presented her Contract Class report. C/Orona said he understood that instructors get a percentage of 80-85 percent of the fee and RS/Knox responded that the instructor gets 60 percent and the City keeps 40 percent plus the admin fee of $10 per resident and $15 for non-residents which helps maintain the registration system, printing, etc. C/Chou asked if the City had reviewed the split. There are some classes that are more labor and equipment intensive that he thought should be receiving a larger cut. Conversely, if it is a very simple class those splits could be revisited as well. ACM/McLean said that an analysis could be done to determine what split is appropriate per -class and what impacts the class has on City facilities and staffing needs. The 60/40 split is something that is an industry standard and most cities are generally within that range. RS/Knox said that the City is part of the brochure exchange which covers Orange County and the San Gabriel Valley and shares information regarding splits, what programs are working, etc. This is something staff looks at on a continuing basis and it is not something Diamond Bar has looked to change. She has seen a trend of cities moving to a 50/50 split but not necessarily based on a particular class, but more of a uniform split such as Diamond Bar has. PRD/Wright explained that the instructor sets the fees for the programs and the City works with the instructor to determine the market rate and instructor costs in materials. If the instructor feels the cost should be higher based on those factors, they have the ability to change the fee season by season. Most are 60/40, some are 70/30, but 60/40 is the industry standard. RS/Knox said that the City offers instructors the opportunity to charge a "materials" fee which they collect directly because it is a direct cost to the instructor. C/Hsieh asked for a copy of the Recreation staff organization chart and asked how would the timeline work out for the revised printing schedule of the brochure. RS/Knox responded that it would be earlier for the Spring information and the production schedule will remain close to what it is currently which means instructors need to submit their information sooner. For example, the winter proposal and application deadline is September 12 this year which will include Winter and Spring courses which results in one less application the instructor has to complete. The length of the class is determined by both the instructor and staff. Some of the courses last four weeks and the majority are repeated throughout the entire year AUGUST 23, 2018 PAGE 4 P&R and this merely adds another AC code line for the dates through which they are extended. C/Orona said he understood the Diamond Bar Center would have its own website and wondered how it was progressing. ACM/McLean said that there is a new City website and there will be a new Diamond Bar Center site with its own URL but it will be housed within the City website so it will be uniform in look while having its own branding for the center. Staff is working on that at this time and it should be rolling out relatively quickly. He does not have an actual roll-out date but he will check and get back with the Commission. RS/Knox explained that the Diamond Bar Center website will focus on rentals. 2.2 AUGUST 2018 MAINTENANCE REPORT — PMS/Jordan C/Chou said that someone asked who does the landscaping at Pantera Park because they really enjoy it and PMS/Jordan responded that it was BrightView Landscape Services. C/Chou asked if Pantera Park had reopened and PMS/Jordan responded yes, that it opened Monday. 2.3 SYCAMORE CANYON PARK TRAIL PROJECT UPDATE — ACM/McLean C/Chou said it sounded like FEMA had not given the City a timeframe as to when the project would be approved or denied and ACM/McLean responded that C/Chou's assumption was correct. The City first submitted the claim in March 2017, two months after the incident. The first the City heard that FEMA had considered it an approved project was later that fall (October/November). The City has gone back and forth with FEMA since and has yet to receive written notice as to where this project stands. C/Chou said it sounded to him like the decision comes down to the City Engineer's view that this is a restoration project versus FEMA thinking of it as an "improvement" and at what point would the City say it had decided to go with FEMA's proposal. ACM/McLean said that FEMA's response is for the City to get some shotcrete which is a concrete product that is blasted through a hose into the space between the slope and the undermined stairs. The geotechnical engineers that are professionals that deal with resolving slope failures which are very complex issues that require very detailed engineering, do not agree with that approach. Because this is a public facility, the City wants to proceed in a manner that will make the project the safest and securest possible and the consensus on the City's side is that the FEMA proposal does not meet that standard. C/Chou asked if the City was saying unless FEMA approves this project it will not move forward and ACM/McLean said no, what the City is saying is AUGUST 23, 2018 PAGE 5 P&R COMMISSION that if the City wishes to remain eligible for the maximum amount of FEMA reimbursement a project cannot be approved or moved forward (the preferred project) until FEMA approves it. The City could move forward with the project and apply the fractional amount that has been approved at this point toward the preferred project but the City would be out the balance. C/Chou said he was confused why staff would be presenting this to the City Council on September 18 not knowing whether or not the City had approval from FEMA and ACM/McLean reiterated that September 18 was the earliest it would go to the City Council. He hopes that happens. This is on the menu each working day and every day the Public Works and the City Manager's Office works on this matter. In addition, CM/Fox has been working behind the scenes with representatives to attempt to get those in Washington to move forward or at the very least, provide the City with some direction or answer. The City has done everything required and the delays are coming from the other side. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Hsieh thanked staff for all they do and also thanked ACM/McLean for all he has done for the Commission. VC/Sulakhe thanked ACM/McLean for filling in and Chair/Liang for providing the cake to celebrate his contributions to the Commission. She understands that the City has to have some patience with FEMA due to the many catastrophic events that have occurred recently. The good news is that they are still looking at this project and she hopes they will be forthcoming soon so that the City can move forward. She thanked staff for their contributions and welcomed new Parks and Recreation Director Ryan Wright. C/Orona thanked staff for their work on behalf of the Commission and the City, ACM/McLean for everything he has done for the Commission and the work he does on behalf of the City. He welcomed PRD/Wright. The 4th of July was a lot of fun and the fireworks were awesome. He attended at least half of the Concerts in the Park which were a lot of fun, particularly the final Concert in the Park which he thought was very well-done. Stay vigilante with the FEMA matter because it is a lot of money for the City to have to pay for this project. C/Chou had a great time at the Concerts in the Park. He suggested that next year the last Concert in the Park could be coordinated with National Night Out. Chair/Liang reiterated his fellow Commissioners comments and thanked staff for their hard work. AUGUST 23, 2018 PAGE 6 P&R COMMISSION ADJOURNMENT: Upon motion by C/Orona, seconded by Chair/Liang, and with no one objecting and no further business before the Parks and Recreation Commission, Chair/Liang adjourned the meeting at 8:12 p.m. The foregoing minutes are hereby approved this 27 day of September 2018. Respect iy Submitted, RYAN WRI HT, SECRETARY Attest: