HomeMy WebLinkAbout12/20/2018 PRC Agenda - Regular MeetingPARKS & RECREATION
COMMISSION
AGENDA
December 20, 2018
6:30 PM
THE WINDMILL ROOM at
DIAMOND BAR CITY HALL —1St FLOOR
21810 Copley Drive
Diamond Bar, California
Chairperson
Vice Chairperson
Commissioner
Commissioner
Benny Liang
Manisha Sulakhe
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 applicant/appellant may be afforded a rebuttal.
Public comments must be directed to the Commission. Behavior that disrupts the orderly
conduct of the meeting may result in the speaker being removed from the Commission
chambers.
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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, December 20, 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 —
❑ Advice to the City Council.
❑ A quality parks system that is safe, properly maintained and equally
accessible to all residents of the City of Diamond Bar.
❑ Quality recreational programs for all ages.
❑ Have vision and flexibility to meet the ever-changing interests of our diverse,
multi -cultural community.
❑ Be open and actively responsive to input from individuals and community
organizations.
❑ Develop facilities that will accommodate the needs of our active and growing
community.
City of Diamond Bar Parks and Recreation Commission
Approved May 27, 1999
PLEDGE OF ALLEGIANCE:
ROLL CALL: Parks and Recreation Commissioners 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:
DECEMBER 20, 2018 PAGE 2 PARKS AND RECREATION COMMISSION
Monday December 24 & Tuesday,
December 25
Tuesday, January 1, 2019
Tuesday, January 15, 2019
Thursday, January 24, 2019
Thursday, January 24, 2019
1. CONSENT CALENDAR:
CITY OFFICES CLOSED — In observance of the Christmas
Eve and Christmas Day Holidays
CITY OFFICES CLOSED — In observance of the New
Year's Day Holiday
CITY COUNCIL MEETING - 6:30pm - AQMD Main
Auditorium - 21865 Copley Drive - Diamond Bar
Senior Excursion — Palm Springs Aerial Tramway — Level
2-3 — 8:30am — 6:00pm — Departs DBC @ 8:30am
Parks and Recreation Commission Meeting — 6:30pm —
The Windmill Room — 21810 Copley Drive — Diamond Bar
1.1. Approval of Minutes for October 25, 2018
2. INFORMATION ITEMS:
1. December Recreation Report
Recommended Action: Receive and file.
2. December Maintenance Report
3. OLD BUSINESS: NONE
4. NEW BUSINESS: NONE
5. ANNOUNCEMENTS:
Commissioners may briefly respond. to public comments, make
announcements, ask a question of staff, and make a brief report on their
activities, request staff to return with information at a future meeting or request
that a matter of business be placed on a future agenda.
6. ADJOURNMENT:
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
OCTOBER 25, 2018
CALL TO ORDER:
Vice Chair Sulakhe called the Parks and Recreation Commission meeting to order at
6:37 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Commissioner Orona led the Pledge of Allegiance.
ROLL CALL:
Present: Commissioners Andrew Chou, Kim Hsieh, Tommy Crone, Vice Chair Manisha
Sulakhe
Absent: Chair Benny Liang was excused.
Staff Present: Ryan Wright, Parks & Recreation Director; Anthony Jordan, Parks and
Maintenance Superintendent; Christy Murphey, Recreation Supervisor; Cloris Vargas,
Recreation Specialist; and, Debbie Gonzales, Administrative Coordinator.
MATTERS FROM THE AUDIENCE: Trish Schwabenbauer, representing the Diamond
Bar pickleball community, thanked staff for setting up and tearing down their courts
every two weeks and for always being polite and friendly. Ages of current members
range from 35 to 80 plus and she invited everyone to join them in play. They currently
play on the second and fourth Wednesdays at Maple Hill Park (7 total hours per month)
with most of the play time in'Chino Hills. She explained that the group is looking for
local support because they would prefer to play in Diamond Bar but are routinely
ushered off of the courts by tennis players and told they are interfering with revenue
generating tennis lessons. They can make two pickleball courts out of one tennis court
which accommodates 8 people.
Barb Cameron spoke about pickleball which she believes is a great game for all ages
and not just for senior groups. She would like to be able to play in Diamond Bar but
cannot because there is no pickleball going on in Diamond Bar after 3:00 p.m. when
she gets out of work but plays four days in Claremont and two days in Chino Hills when
possible. She asked that the City consider installing permanent courts for pickleball
when the new park is built across from the YMCA and at available indoor facilities.
Rick Villines talked about the types of courts that can be used for pickleball including
indoor and outdoor basketball courts and the best type of court for pickleball is the
same as a tennis court surface. Pickleball has been the number one growing sport in
the United States for the past three years. Last Wednesday there were 8 people
playing and there were 7-10 people waiting for courts to open and wait time would be
cut down if permanent courts were available. Also, if staff could paint permanent lines
over the tennis lines (different colors) .it would out staff time down by 45 minutes to an
hour each week. It is a growing sport and he would like to have more permanent
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OCTOBER 25, 2018 PAGE 2 P&R COMMISSION
courts. He drives to Tustin to play every Tuesday and Thursday. He lives in Chino Hills
and has been working to get a permanent court for the past three years which is finally
coming to fruition.
Barb Cameron said there are all kinds of lines in a gymnasium that outline the
badminton courts, basketball courts, volleyball courts and the lines are all different
colors and with the addition of lines people focus on the court that pertains to their sport
which would negate having to lay down tape every couple of weeks. Perhaps it could
be expanded to school campuses where school kids could use it during the day as well
as adults, when available.
PRDM/right said that because this is not an agendized item, in accordance with the
Brown Act,' the Commission may receive public comments on this matter but cannot
take any action. However, he would be happy to meet with speakers after the meeting
to exchange information and discuss programming options.
Ron Marbrey spoke about how pickleball has brought residents together and said he
would like to have a permanent place in the City to enjoy playing pickleball with his
fellow residents.
CALENDAR OF EVENTS: As presented by PRD/Wright
CONSENT CALENDAR:
1.1
1.2
Approval of Minutes for September 27, 2018 Regular Meeting.
C/Chou moved, C/Hsieh seconded to approve the Minutes of the
September 27, 2018 regular meeting. Motion carried by the following Roll
Call vote:
AYES:
COMMISSIONERS:
NOES
COMMISSIONERS:
ABSENT:
COMMISSIONERS:
Chou, Hsieh, Orona, VC/Sulakhe
None
Chair/Liang
Received and Filed Transmittal of Thank -You letter to the Diamond Bar
Community Foundation.
2. INFORMATIONAL ITEMS:
2.1 OCTOBER 2018 RECREATION PROGRAM UPDATE — RS/Vargas
C/Orona asked if the four senior clubs were self -organizing and
RS/Vargas responded that they are self -organizing and do their own
scheduling for which the City offers them free gathering space.
C/Hsieh asked if the seniors were charged for the dances and RS/Vargas
responded that the charge is $15 for residents and $20 for non-residents
which includes the DJ, dinner, and a raffle ticket.
C/Hsieh asked staff if there was anything that the City could do to
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OCTOBER 25, 2018 PAGE 3 P&R COMMISSION
accommodate pickleball. PRD1Wright reiterated that staff is aware that
pickleball is the up and coming sport. There are costs associated with
painting lines on a court and while this is not currently a budgeted item, it
could be in the future. In addition, there is the concern about time and
space and staff needs to conduct further research with respect to
programming issues. Staff has been in a trial -run phase for about the last
10 months to see how important pickleball is to the public. With tonight's
input, staff will determine how and where it may be feasible and the costs
associated with implementing the programs to make it more permanent for
the residents,
RS/Vargas said that when the City undertook the trial -run phase she
toured all parks that contain tennis courts and found that Maple Hill was
the least used throughout the day which is why staff picked that location.
Again, staff does not know where this will take the City but she believes
that Maple Hill has been a great facility for Maple Hill because it is less
used than other parks.
C/Hsieh asked how many City parks have tennis courts and PRD/Wright
named Maple Hill, Ronald Reagan, and Pantera parks.
VC/Sulakhe said she attended the Orange County Water District tour
today. There were a lot of seniors present which was an all -day tour and
she suggested that perhaps staff might want to add this tour or the
monthly two-hour tour which is free except for transportation to Fountain
Valley.
RS/Murphey continued the October program update report.
C/Hsieh asked if staff could put up some signs at Pantera Park to
encourage people to clean up after themselves. RS/Murphey said that the
City has field attendants that visit the parks on the weekends and
weekday evenings to check picnic rentals. C/Hsieh said that in the area of
the gazebo it was trashed. RS/Murphey said that if picnic users do not
clean up after their events, it is recorded and their deposit is retained if
they leave the event without cleaning up.
VC/Sulakhe said that either last year or the year before there was a
similar issue and the resident that was holding the event said that the
trash cans were not big enough to accommodate the trash and that as a
consequence, they had to leave it outside of the containers.
PRD/Wright said that depending on when. and where the event occurs,
there are large special events which are sometimes hosted by the City
and the City requires those organizations to rent additional dumpsters. He
is confident that the trash cans that are in the parks now are sufficient for
the day-to-day park use. He asked that Commissioners who witness
excessive trash left in the parks call staff as soon as possible so that the
event can be pinpointed to the event sponsor.
OCTOBER 25, 2018 PAGE 4 P&R COMMISSION
C/Hsieh said the trash cans are very large and take up sidewalk space.
PMS/Jordan said the issue with the previous trash cans was that they
were round and people would knock them over and roll them, and that
they were used to create acts of vandalism. This happened at Sycamore
Canyon Park where several trash cans were rolled down into the creek.
They crashed into and toppled the light poles and rolled through fences.
As a result, staff decided that out of necessity the City would replace the
round trash cans with a square type of trash can, which is much larger =
and heavier and cannot be rolled.
2.2 OCTOBER 2018 MAINTENANCE REPORT— PMS/Jordan
C/Hsieh reiterated her concern about the lack of sand in the play area at
Pantera Park. PMS/Jordan said that staff would check out the situation to
make sure that the proper height of sand is present in the play area.
VC/Sulakhe again commented about the lack of lighting at the Diamond
Bar Center outside the kitchen at the back in the' patio area entry. The
person who rented the facility for an event she attended brought extra
lights but they short-circuited. Sometimes the extension cords at the
Center are not up to par.
C/Orona askedif there had been any further interaction with FEMA
regarding Sycamore Canyon Park. PRD/Wright said that last week FEMA
requested additional reports and statistics which were actually reports and
statistics the City provided FEMA months ago which were quickly
resubmitted to FEMA. To date there has been no resolution. He
understands that the City Manager's Office is working with a Washington
D.C. lobbyist to push the matter because everything was submitted in
detail and staff is confident in its engineer's report.
C/Orona asked if there was a self-imposed deadline for the City to. move
forward with the project and PRDM/right responded there is no deadline
for moving forward at this time.
3. OLD BUSINESS: None
4. NEW BUSINESS:
4.1 CONSIDERATION OF NOVEMBER 22, 2018 AND DECEMBER 27, 2018
PARKS AND RECREATION COMMISSION MEETINGS — PRD/Wright
PRD/Wright reported that this item was before the Commission at its
request to consider the November 22 meeting which falls on Thanksgiving
Day and the December 27 meeting falls between Christmas and New
Year's Day. Staff has confirmed that there are no pressing agenda
matters for either of those meeting dates. Staff recommends 1) that both
meetings be canceled and to adjourn tonight's meeting to January 24,
2019; 2) reschedule the November meeting to November 15 and cancel
the December meeting; or, 3) cancel the November meeting and move the
OCTOBER 25, 2078 PAGE 5 P&R COMMISSION
December meeting to December 20.
C/Orona moved, C/Chou seconded, to go with Option 3 unless there is a
lack of quorum for the December 20 meeting, in which case the next
meeting would take place on January 24, 2019. Motion carried by the
following Roll Call vote:
AYES: COMMISSIONERS: Chou, Hsieh, Orona, VC/Sulakhe
NOES: COMMISSIONERS: None
ABSENT:. COMMISSIONERS: Chair/Liang
5. ANNOUNCEMENTS:
C/Hsieh asked if the Commission could receive a report on pickleball.
PRDNVright said that as soon as staff has a resolution an update will be provided
to the Commission.
C/Hsieh thanked staff for their work.
C/Chou thanked staff and PRDNVright for explaining why the gate at Sycamore
Canyon Park is closed at night.
VC/Sulakhe thanked staff for their reports and support of the Commission.
ADJOURNMENT: With no one objecting and no further business before the Parks and
Recreation Commission, Chair/Sulakhe adjourned the meeting at 7:50 p.m. to
December 20, 2018.
The foregoing minutes are hereby approved this day of 2018.
Respectfully Submitted,
RYAN WRIGHT, SECRETARY
Attest:
VICE CHAIR MANISHA SULAKHE
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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: December 20, 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: December Recreation Report
RECOMMENDATION: Receive and file.
Community Recreation Guide
Winter & Spring Guide
On December 1, the Winter & Spring 2019 Recreation Guide was mailed to residents
and made available online at www.DiamondBarCA.aov. Activities published in the new
combined seasonal brochure included programs held January through mid-May.
Summer Guide
Production of the Summer Recreation Guide will be pushed up to meet the April target
delivery date. Early release of the Summer Guide is intended to help promote summer
camps and programs earlier to allow for early enrollment and summer vacation
planning.
Contract Classes
Fall Session
The Fall semester is underway, running August 25 through December 14. There are
currently 679 students enrolled with 209 available classes. Popular classes for the month
of October included: All About Dance 1 and 2, Mature Zumba, Gentle Yoga and Pilates
and Barre. Popular classes for the month of November included: Mom, Dad and Me
Soccer, Soccer Tots, Soccer Skillz 1 & 2, Mom and Me Zumbini, Kajukenbo and
Jazzercise.
Senior Programs
Senior Classes
Mt. San Antonio College partners with the City of Diamond Bar to offer 14 free classes tc
seniors at the Diamond Bar Center and Heritage Pack. The classes vary from exercise to
fine arts. Most of these classes are filled to capacity. The fall session began on August 28
and will conclude December 15.
October Activity Highlight
The annual Senior Health Fair was held on Wednesday, October 31 from 9:00-11:30am
at the Diamond Bar Center. The City partners with Los Angeles County Department of
Health to administer flu shots to over 100 seniors. In addition, this year St. Jude presented
on Stroke Prevention at 9:45am and Diamond Bar Chiropractic presented on Fall
Prevention at 11 am. Other local partners hosted informative vendor booths and passed
out free giveaways to the participants.
Senior Seminars
10/9 Medicare Made Clear -9 participants
10/10 Savvy Caregiver Express - 5 participants
10/16 New Treatment for Dry Eyes - 8 participants
10/17 Wills and Trust -8 participants
10/17 Savvy Caregiver Express 5 participants
10/18 Medical & Long Term Care - 7 participants
10/24 Facts about Annuities - 4 participants
11/6 Financial Management - 3 participants
11/13 Fraud Protection -8 participants
Senior Activities and Services
• Mahjong every Wednesday -43 per session on average
• Bingo every Tuesday and Friday - 165 per session on average
• Complimentary Legal Services 1st Wednesday of each month - 5 appointments
were booked for each October and November sessions
Senior Special Events
Halloween Dance
There were 124 seniors registered for the Halloween Dance on Thursday, October 25.
This is one of the seniors' favorite dances because it gives them a chance to get
creative and participate in the costume contest! Tiscareno's catering provided the
food and the ever so popular Keith Johnson Entertainment provided the music. The
evening concluded with raffle prizes!
Senior Excursions
October 11 - Music Center Tour
A full bus of 45 seniors journeyed to Los Angeles to tour The Music Center - Walt Disney
Concert Hall. Considered to be an architectural masterpiece by world-renowned
architect Frank Gehry, the Walt Disney Concert Hall is a modern marvel. The theater
includes artwork from across the globe such as sculptures, tapestries, paintings, and
antiques from the 171h century to present day. After the docent led tour everyone had
free time at Olvera Street for lunch and shopping.
November 8 - A Day in Santa Monica
Cancelled due to low enrollment. Staff are exploring new marketing avenues to help
promote the excursion program, as well as reevaluating the cancellation process to
limit the number cancelled throughout the year.
Facility Rentals
October Rental Summary
Location Room Rentals Revenue
Diamond Bar
Center
Grand View Ballroom
19
$ 37,238.50
Pine Room
2
$ 875.00
Sycamore Room
1
$ 500.00
Oak Room
4
$ 1,847.50
Maple Room
5
$ 1,140.00
Total
31
$ 41,601.00
Heritage Park
Community Center
5
$ 1,220.00
Pantera Park
Activity Room
1
$ 157.50
Picnic Shelters
Heritage Park
1
$ 50.00
Maple Hill Park
0
$ 0.00
Pantera Park
4
$ 250.00
Peterson Park
1
$ 50.00
Ronald Reagan Park
4
$ 300.00
Sycamore Canyon Park
9
$ 600.00
Total
19
$ 1,250.00
Total
56
$ 44,228.50
2.1
Diamond Bar Center Corporate Showcase
The Diamond Bar Center was host to its first Diamond Bar Center Corporate Showcase
on Wednesday, November 7, 2018 from 6-8 p.m. The event was planned as part of the
marketing plan to meet the strategic goal to increase corporate rentals at the facility.
There were 76 guests pre -registered for the event, 43 of which were in attendance. In
addition to the registered guests there were 14 vendors with their additional staff
available to network and provide information regarding their services. Each vendor also
had the opportunity to do a quick pitch on their company during raffles. The event
provided tray passed appetizers, beverage stations, and information booths for each
vendor that spanned from caterers to advertising opportunities. Staff provided an
informative presentation on the Diamond Bar Center and a representative from SCORE
provided a presentation on how to become involved with their organization. SCORE is a
nonprofit association that provides free mentoring, resources and advice, to help start,
grow, and maintain local businesses that the City has partnered with. DJ and photo
booth services were available for entertainment as well as a live performer. The first
Corporate Showcase was a success with many interested in participating in another
event.
November Facility Rentals
Location
Room
Rentals
Revenue
Diamond Bar
Center
Grand View Ballroom
22
$64,075.00
Pine Room
3
$2,853.00
Sycamore Room
2
$2,408.00
Oak Room
4
$3,595.00
Maple Room
6
$1,870.00
Total
37
$74,801.00
Heritage Park
Community Center
5
$1,950.00
Pantera Park
Activity Room
2
$ 367.50
Picnic Shelters
Heritage Park
2
$100.00
Maple Hill Park
0
$0.00
Pantera Park
4
$250.00
Peterson Park
0
$0.00
Ronald Reagan Park
5
$400.00
Sycamore Canyon
Park
7
$400.00
Total
18
$1,150.00
Grand Total ( 62 1 $78,268.50
Youth Programs
Tiny Tots
October: The fall session is half way through with the conclusion of the session on
November 9. There was 18 participants enrolled in the three-four year old class offered
on Tuesday & Thursday and 15 participants enrolled in the four -five year old class
offered on Monday, Wednesday, and Friday. This session was titled "Making New
Friends" and focused on combing stories, songs and art projects. The four -five year old
class took their fall excursion to Cal Poly Pomona Pumpkin Patch (farm) on October 24.
While at the farm, participants took a short ride on a hay wagon, explored the corn
maze, visited the farm petting zoo and had free play in the pumpkin patch. At the end
of the month both programs held a Halloween Party.
November: Registration for the Holiday mini session opened on July 9 for Diamond Bar
residents and on July 23 for open registration. The Holiday mini session will run for four
weeks starting on November 13 and continue through December 14. There will be no
classes during the Thanksgiving break. This four week mini session is focused on holiday -
themed art projects, stories, song, and variety of other festive activities. There are 14
participants enrolled in the three - four year old class and 13 in the four -five year old
class.
Registration for the winter session opened on November 13 for Diamond Bar Residents
and on December 3 for open registration. The winter session will run for 12 weeks
starting on January 2 and continue through March 22. There will be no class on
February 18. There are currently four participants enrolled in the three - four year old
class and 17 in the four - five year old class.
DB 4Youth
The City's DB 4Youth program held a Halloween Glow Party, from 6 to 9 p.m. at the
Diamond Bar Center on Friday, October 26. The event hosted a total of 77 tweens
between the ages of 1 1-13. The event featured four video game stations and five
arcade games, giant games, two escape rooms lead by teens, a chill zone, a photo
booth (unlimited prints), and a live DJ. DB 4Youth provided a total of 20 volunteers for
the evening overseeing the check-in station, snack & glow item bar, two escape rooms,
arcade games, and break down after the event.
On Tuesday, October 28, DB 4Youth held their regular monthly meeting at the Diamond
Bar Center with 24 members in attendance. The agenda included, a recap on the
Halloween Glow Party and information on upcoming fall volunteer opportunities such
as America Recycles Day, Winter Snow Fest, and Senior Holiday Dance. Other topics of
discussion were Holiday Food Drive and Tech Talks (assisting seniors with technology
and/or social media assistance). The next monthly meeting is scheduled for November
27.
On November 27, DB 4Youth held their regular monthly meeting at the Diamond Bar
Center with 34 members in attendance. Recreation staff kicked off the meeting with a
group game called "Loose Caboose," where teamwork, evading, and listening are key
components. The agenda included a recap on the City's America Recycles Day Event
and information on upcoming winter volunteer opportunities such Winter Snow Fest on
December 8, Senior Holiday Dance on December 19, and Youth Basketball Volunteers.
Other topics discussed were the Holiday Party and reminders for Tech Talks.
DB 4Youth kicked off its annual food drive on November 19 which will conclude on
December 19. Donations will go directly to helping people in need during the holiday
season! Donation boxes available at the following locations: Heritage Park, Diamond
Bar Center, and City Hall.
Youth and Adult Sports
Youth Basketball
Registration for residents opened on September 10 and on September 24 for non-
residents. A total of 323 participants registered in months of October and November
with two divisions filling up the 6-7 and 8-9. Registration will continue until all spaces are
full or until the first game on January 19, 2019. Staff has scheduled meet and greets for
each division during the month of December.
Table Tennis
The Table Tennis program continues play at Heritage Park on Thursday's 6:30 p.m. to
9:30 p.m. with an average of 10 participants and on Sundays from 5 p.m, to 8 p.m. with
an average of eight participants per night. This free drop in program offers users of all
ages an opportunity to play on three table tennis tables, all they have to do is bring
their paddle and table tennis balls to participate.
Adult Co -Ed Volleyball
The fall season for adult volleyball concluded on November 12. This was a 10 week
program which offers participants a chance to play on two courts on Monday nights at
South Pointe Middle School from 7 p.m. to 9 p.m. The next session is scheduled from
January 28 through April 8, 2019.
Field Allocation
Field allocation applications for user groups were submitted by November 1 for the new
allocation period of January through April 2019. For this next allocation 10 groups
applied for field use, however only nine met the requirements and will be allocated
field space. During the month of November recreation staff reviewed each user's
application to determine the amount of hours each user received. Recreation staff and
user groups will meet on December 4 for an allocation meeting. At the meeting, the
new allocation will be given and user groups and staff will discuss any issues.
Packet Pg 16
2:1
Special Events
Halloween Party
On October 27, the City held the inaugural Halloween Party, an event that combined
the fun of Barktober Fest and Fall Fun Festival, from 9 a.m. to 12 p.m. at Pantera Park.
The event was quite a success! With an estimated crowd of 800 people; kids and pups
were treated to a variety of activities including: kiddie games (for ages 2 to 8), crafts,
balloon twister, airbrush tattoos, dog games, dog costume contests judged by IVHS,
and trick or treating through a vendor area filled with pet products and services.
A complete Program Evaluation and Financial Summary are attached.
Veterans Recognition Ceremony
The City of Diamond Bar and City Council hosted the annual event on November 7 at
the Diamond Bar Center. The event started at 9:00 a.m. with a welcome speech from
Mayor Low, followed by the invocation from Pastor Garret Rice of Diamond Canyon
Christian Church. The Darden Sisters performed the National Anthem, and the event
proceeded with special recognition presentations from the City of Diamond Bar,
Senator Ling Ling Chang, and field representatives of Assemblyman Phillip Chen and
Supervisor Janice Hahn to nine honored veterans. In addition, a video presentation
was shown highlighting three Diamond Bar Veterans and their time in the military. South
Pointe Middle School, directed by Susan Willmering, performed a musical selection, as
did The Darden Sisters performing Bugle Boy and God Bless America.
A complete Program Evaluation and Financial Summary are attached.
Attachments:
1. Halloween Party Program Evaluation 2018
2. Halloween Party Financial Summary 2018
3. Veterans Program Evaluation 2018
4. Veterans Financial Summary 2018
2.1.a
Program Evaluation and Financial Summary
Program Title: Halloween Party
Date: October 27, 2018
Evaluation Prepared by: Andrea Nino, Recreation Coordinator
EVENT OVERVIEW
On October 27, the City held the inaugural Halloween Party, an event which combined
the fun of Barktober Fest and Fall Fun Festival, from 9 a.m. to 12 p.m. The event was
quite a success! With an estimated crowd of 800 people, kids and pups were treated
to a variety of activities including: kiddie games (for ages 2 to 8), crafts, balloon twister,
airbrush tattoos, dog games, dog costume contests judged by IVHS, and trick or
treating through a vendor area filled with pet products and services.
The Event Information booth gave away imprinted dog food scoops, tennis balls, and
waste bag dispensers, along with milk -bones for the dogs. The booth also gave away
candy and Halloween bubbles for the children. There was a Public Information booth
where participants were able to grab information about upcoming City programs and
collapsible water bowls for pets. Lastly, 18 volunteers from Diamond Bar High School
showed up to operate the kiddie games and assist at the selfie station, where
Spiderman and Snow White interacted with all the kids.
FINANCIAL IMPACT
This event offered free admission for participants and vendors alike, therefore no
revenue was generated. The attached Financial Summary combines the Barktober and
Fall Fun Festival budgets and shows a savings of just over $10,000.00
As outlined in the attached Financial Summary, the total direct cost of the event is
$21,759.54. The largest spending center for the event was equipment rentals ($7,394.77)
which included tables, chairs, and event canopy ($7,110.77) and portable restrooms
and sink rental ($240.00). The next largest spending center was contract services which
included event insurance, banners and signage, and entertainment.
Y
STAFF OBSERVATIONS
Each year following the event, staff conducts an evaluation to identify areas in which s
the event can be further improved. This year, staff noted the following: m
a
1. Budget $3,000.00-$6,000.00 for a large canopy over the tennis court area kiddie
games.
2. Collect surveys on site with a tablet or an app instead of paper copies, and offer
a giveaway to each person who completes the survey.
3. Open the vendor area to businesses geared towards children as well as dogs
and informational booths for non -profits.
4. Schedule the equipment set up two days before the event, and budget an
additional $400.00 for security for the additional night.
Packet Pg. 17
CITY OF DIAMOND BAR
Halloween Party
Financial Summary
2018
PROJECTED GENERAL FUND EXPENDITURES - $ 32,015.11
ACTUAL GENERAL FUND EXPENDITURES $ 21,759.55
DIFFERENCE $ 10,255.56
PERSONNEL SERVICES - $5,515.11 $ 2,789.20
Part -Time (001.5350.40030) $3,800
$ 2,145.80
Office Assistance
$
396.59
Event Set Up
$
741.77
Event
$
1,007.44
Full -Time (001.5350.40020) $1,400
$
397.20
Event
Personnel Services (001.5350.40000) $315.11
$
246.20
Worker's Compensation (40083) @3.0%
$
76.29
Medicare (40085) @ 1.45%
$
36.87
Social Security (40085) @ 6.27o
$
133.04
SUPPLIES (001.5350.41200) - $7,150.00
$ 4,769.90
Prizes
$
1,057.38
Game Supplies
$
43.21
Decorations
$
200.00
Table Covers
$
501.12
Giveaway
$
943.95
Hay Bales
$
441.29
Helium
$
621.33
Supplies
$
961.62
PRINTING (001.5350.42110) - $2,200.00
$ 1,447.68
Flyers/Promo
$
1,272.68
Design Ad
$
.175.00
CONTRACT SERVICES (001.5350.45300) - $9,350.00 $ 5,358.00
Banners/Signage $ 1,500.00
Special Event Insurance $ 624.00
Event Security $ 400.00
Entertainment/Activities $ 2,430.00
BrightView. $ 404.00
EQUIPMENT RENTALS (001.5350.42130) - $7,800.00 $ 7,394.77
Canopies/Tables/Chairs $ 7,110.77
Restrooms/Sinks $ 284.00
Program Evaluation and Financial Summary
Program Title: VETERANS DAY RECOGNITION CEREMONY
Date: November 7, 2018
Evaluation Prepared by: Andrea Nino, Recreation Coordinator
EVENT OVERVIEW
The City of Diamond Bar and City Council hosted the annual event on Wednesday,
November 7, 2018 at the Diamond Bar Center. The event started at 9:00 a.m. with a
welcome speech from Mayor Ruth Low, followed by the invocation from Pastor Garret
Rice of Diamond Canyon Christian Church. The Darden Sisters performed the National
Anthem, and the event proceeded with special recognition presentations from the City
of Diamond Bar, Senator Ling Ling Chang, and field representatives of Assemblyman
Phillip Chen and Supervisor Janice Hahn to nine honored veterans. In addition, a video
presentation was shown highlighting three Diamond Bar Veterans and their time in the
military. South Pointe Middle School, directed by Susan Willmering, performed a musical
selection, as did The Darden Sisters performing Bugle Boy and God Bless America.
Afterwards, the veterans, event attendees, and musical performers were all able to
mingle and talk over light refreshments.
FINANCIAL IMPACT
This is a free event, dedicated to honoring those who have served, and therefore
generates no revenue.
As outlined in the attached Financial Summary, the total direct cost of the event is
$5,446.72. The largest spending center for the event was supplies ($2,942.99) which
included the giveaways, decorations, refreshments, and flowers. The next largest
spending center was contract services ($1,030.00) followed by personnel services
($950.33).
STAFF OBSERVATIONS
Each year following the event, staff conducts an evaluation to identify areas in which
the event can be further improved. This year, staff noted the following:
1. Contact an organization to provide the Presentation of Colors.
2. Utilize the same set up, which provided three additional rounds for seating during
refreshments.
3. Use a rental company for the linens again, which proved to be a less costly
alternative to dry cleaning
4. Consider employing a caterer for the refreshments to reduce food overage.
CITY OF DIAMOND BAR
Veterans Recognition Ceremony
Financial Summary
2018
PROJECTED GENERAL FUND EXPENDITURES $ 7,135.83
ACTUAL GENERAL FUND EXPENDITURES $ 5,446.72
DIFFERENCE $ 1,689.11
PERSONNEL SERVICES - $1,585.83 $ 950.33
Part -Time (001.5350.40030) $1,170 $ 821.37
Office Assistance $ 22.11
Event set-up $ 241.64
Event $ 557.62
Full -Time (001.5350.40020)
Event set-up $ 39.72
Personnel Services
$
89.24
Worker's Compensation (40083) @ 3.0%
$
25.83
Medicare (40085) @ 1.45%
$
12.49
Social Security (40085) @ 6.2%
$
50.92
SUPPLIES (001-5350-41 200) - $3,750.00
$ 2,942.99
Veterans Giveaway
$
570.23
Supplies
$
189.87
Decorations
$
228.06
Linens
$
347.12
Refreshments
$
1,410.87
Flowers
$
196.84
Postcards
Entertainment
Special Event insurance
Banners/Signage
$ 395.33
$ 128.07
$ 300.00
$ 355.00
$ 375.00
523.40
z.z
PARKS AND RECREATION COMMISSION
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: December 20, 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: December Maintenance Report
RECOMMENDATION:
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
• Repaired broken cylinder in the Sycamore room door.
• Reinstalled speed limit and no parking signs damaged in traffic collision.
• Installed new coupler on boiler pump motor.
• Cleared sewer mainline clog (Roto Rooter).
• Removed downed tree near wedding oval.
• Cleared erosion from the trail.
•- Re -installed door molding.
• Repaired broken cocktail table
• Unclogged lower men's restroom sink.
• Performed preventative maintenance on all restroom sinks.
• Replaced valve 0 -ring on lower men's room urinal.
• Replaced broken wall plate in GVBR.
• Replaced ceiling tile in upper storage room.
• Unclogged mop sink.
• Cleaned up debris and damage from car accident at DBC entrance off of Grand Ave.
• Repaired broken vacuum cleaner.
• Repaired broken chair cart.
• Built and installed new trailhead sign.
• Installed one (1) new LED panel light.
• Installed six (6) new LED light kits in the hallway.
• Installed one (1) new LED backup light.
• Replaced one (1) ballast.
• Serviced water feature weekly (contractor). Drained, cleaned and filled water feature
additionally as needed.
• Performed weekly test on wheelchair lift.
• Performed monthly emergency generator test and regularly scheduled maintenance.
• Performed monthly exterior lighting maintenance (Best).
Diamond Canyon Park
• Performed irrigation PMI (BV).
• Performed park/playground inspections.
Heritage Park
• Re-lamped interior hallway light fixtures.
• Inspected roof for leaks.
• Cleared main sewer line backup (Roto Rooter).
• Reset lighting time clocks.
• Performed irrigation PMI (BV).
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Larkstone Park
• Performed park/Playground inspections.
Longview North Park
• Performed park/playground inspections.
Longview South Park
• Performed park/playground inspections.
Lorbeer Middle School
• Reset lighting time clocks.
• Performed irrigation PMI (BV).
• Treated for fire ants (APM).
• Performed gopher control (APM).
Maple Hill Park
• Replaced eleven (11) steel trash cans.
• Reset lighting time clocks.
• Performed irrigation PMI (BV).
• Treated for gopher control (BV/APM).
• Treated for fire ants (BV/APM).
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Pantera Park
• Repaired doggy drinking fountain in large and small dog parks
• Reset lighting control timers.
• Performed irrigation PMI (BV).
• Performed gopher control (APM).
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Paul C. Grow
• Repaired damaged board in the softball backstop.
• Cleared sewer mainline clog (Roto Rooter).
• Treated for fire ants (BV/APM).
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Peterson Park
• Installed fourteen (14) new metal trash receptacles.
• Prepped and painted new wooden planks for the softball bleachers. Installed new
seating.
• Performed touchup painting to the restroom building.
• Removed abandoned electrical conduit from the snack bar building.
• Removed parking stop from skate park.
• Reset lighting control timers.
• Performed irrigation PMI (BV).
• Treated for fire ants (BV/APM).
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Ronald Reagan Park
• Set up plywood and assisted with the installation of playground sand.
• Reset lighting control time clocks.
• Performed park/playground inspections.
• Cleaned v -ditches.
• Treated for rodent control (BV/APM).
• Performed irrigation PMI (BV).
• Performed monthly exterior lighting maintenance (Best).
Silvertip Park
• Performed park/playground inspections.
Stardust Mini -Park
• Performed park/playground inspections.
Starshine Park
• Performed park/playground inspections.
• Performed monthly exterior lighting maintenance (Best).
Summitridge Park
• Performed park inspections.
Sycamore Canyon Park
• Prepped and painted new metal trash cans.
• Prepped and painted yellow steel rhino gates.
• Removed and discarded debris from storage yard.
• Retrofit paper towel dispensers in men's and women's restrooms to accommodate roll
type paper towels.
• Performed irrigation PMI (BV).
• Treated for gopher control (BVAPM).
• 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
• Installed two (2) new 90 ton Trane Intellipac HVAC systems on the City Hall roof.
• Re -glued twelve (12) carpet tiles in the Library children's area.
• Repaired automatic sliding doors to the Library.
• Cleared sewer mainline clog (Roto Rooter).
• Adjusted drive assembly on employee automatic parking gate.
• Decorated City Hall lobby for Christmas.
• Reset City Hall lobby automatic doors.
• Reset the building boiler and controls.
• Re -keyed two (2) lock cylinders.
• Re-lamped twenty-one (21) light fixtures in the City Hall spaces and replaced five (5)
ballasts. Re-lamped twenty-six (26) light fixtures in the Library and replaced one (1)
ballast.
• Re-lamped eight (8) light fixtures in City Hall restrooms and four (4) in the Library
restrooms.
• Installed 277v to 120v transformer in monument sign for Christmas Decorations.
• Cleared sink clog in Library men's room and performed preventative maintenance on
two (2) additional sinks.
• Replaced toilet spud gasket in the Library family restroom.
• Installed new LED driver for strip lighting.
• 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 downed tree from Diamond Bar 81. at Mountain Laurel.
• Removed down tree from 21116 Sunwood.
• Rototill playground sand, clean barbeque pits, clean gazebos and prep softball fields as
needed (BV).
• Clean v -ditches at all City parks as needed.
• Washed, fueled and serviced City vehicles.
• Inspected fire extinguishers and first aid kits at all City facilities.
• Re -stocked pet bags throughout the City. Serviced trash cans at trailheads.
• Performed monthly exterior lighting maintenance along Brea Canyon Rd. walkway
(Best).
Packet Pg. 27