Loading...
HomeMy WebLinkAbout01/24/2019 PRC Agenda - Regular MeetingPARKS & RECREATION COMMISSION AGENDA January 24, 2019 6:30 PM THE WINDMILL ROOM at DIAMOND BAR CITY HALL — 1St FLOOR 21810 Copley Drive Diamond Bar, California Chairperson Benny Liang Vice Chairperson Manisha Sulakhe Commissioner Kim Hsieh Commissioner 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. 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, January 24, 2019 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 — L1 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: 6:30 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: JANUARY 24, 2019 PAGE 2 PARKS AND RECREATION COMMISSION Tuesday, February 5, 2019 Monday, February 18, 2019 Tuesday, February 19, 2019 Wednesday, February 20, 2019 Sunday, February 24, 2019 Thursday, February 28, 2019 1. CONSENT CALENDAR: CITY COUNCIL MEETING — 6:30pm — AQMD Main Auditorium — 21865 Copley Drive — Diamond Bar CITY OFFICES CLOSED — In observance of Presidents' Day CITY COUNCIL MEETING —6:30pm— AQMD Main Auditorium — 21865 Copley Drive — Diamond Bar SENIOR EXCURSION — Fantasy Springs Casino — Level 1 — 8:30am — 6:00pm — Departs the Diamond Bar Center at 8:30am BRIDAL SHOW — 11:30am — 3:00pm — The Diamond Bar Center— 1600 Grand Avenue — Diamond Bar PARKS AND RECREATION COMMISSION MEETING — 6:30pm — 21865 Copley Drive — I st floor - Windmill Room — Diamond Bar 1.1. Approval of Minutes for October 25, 2018 2. INFORMATION ITEMS: 1. January Recreation Program Update Recommended Action: Receive and file. 2. January 2019 Maintenance Report Recommended Action: Receive and File 3. OLD BUSINESS: NONE 4. NEW BUSINESS: NONE !�\r!Ikq[6111.[N:1J11=10111 JANUARY 24, 2019 PAGE 3 PARKS AND RECREATION COMMISSION 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 E1.1 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. a 0 ROLL CALL: w J Present: Commissioners Andrew Chou, Kim Hsieh, Tommy Orona, Vice Chair Manisha UF Su(akhe w U) Absent: Chair Benny Liang was excused. o U 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 out down if permanent courts were available. Also, if staff could paint permanent lines over the tennis lines (different colors) it would cut staff time down by 45 minutes to an hour each week. It is a growing sport and he would like to have more permanent Packet Pg. 6 ': OCTOBER 25, 2018 PAGE 2 P&R COMMISSION 1.1 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. PRD/Wright said that because this is not an agendized item, in accordance with the o Brown Act; the Commission may receive public comments on this matter but cannot w take any action. However, he would be happy to meet with speakers after the meeting _J to exchange information and discuss programming options. L) z Ron Marbrey spoke about how pickleball has brought residents together and said he z would like to have a permanent place in the City to enjoy playing pickleball with his o fellow residents. 0 CALENDAR OF EVENTS: As presented by PRD/Wright CONSENT CALENDAR: 1.1 W 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 — RSNargas ClOrona asked if the four senior clubs were self -organizing and RSNargas 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 RSNargas 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 OCTOBER 25, 2018 PAGE 3 P&R COMMISSION 1.1 accommodate pickleball. PRD/Wright 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 PRDM/right 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. Packet Pg. 8 a 0 Z LU J Q U I - z LU Z Z 0 U OCTOBER 25, 2018 PAGE 4 Y&R COMMISSION 1.1 3. 4. 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 a 0 C/Hsieh reiterated her concern about the lack of sand in the play area at w 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. U z z VC/Sulakhe again commented about the lack of lighting at the Diamond z Bar Center outside the kitchen at the back in the patio area entry. The o person who rented the facility for an event she attended brought extra lights but they short-circuited. Sometimes the extension cords at the o Center are not up to par. N C/Orona asked if there had been any further interaction with FEMA regarding Sycamore Canyon Park. PRDNVright 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 PRDNVright responded there is no deadline for moving forward at this time. OLD BUSINESS: None NEW BUSINESS: 4.1 CONSIDERATION OF NOVEMBER 22, 2018 AND DECEMBER 27, 2018 PARKS AND RECREATION COMMISSION MEETINGS - PRDNVright 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, 2018 PAGE 5 P&R COMMISSION 1.1 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/Suiakhe 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 PRD/Wright for explaining why the gate at Sycamore Canyon Park is closed at night. VC/Suiakhe 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/Suiakhe 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 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: January 24, 2019 TO: Honorable Chairman and Members of the Parks and Recreation Commission VIA: Ryan Wright, Parks and Recreation Director FROM: Christy Murphey, Recreation Superintendent SUBJECT: January Recreation Program Update 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,Diamond1arCA.aov. Activities published in the new combined seasonal brochure included programs held January through mid-May. 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 session concluded on December 14 with 680 students enrolled in 209 available classes. Popular classes this season included Mature Zumba, Pillates & Barre, All About Dance levels 1 & 2, and Tennis for all ages. Winter/Spring Session The new session began on January 2 and will run through May 18. Registration for the PacketP9.11 Winter/Spring season opened on December 1. There are currently 285 students enrolled in 233 available classes. New classes this season include Vinyasa Flow Yoga and ACT Prep. Senior Programs Senior Classes Mt. San Antonio College partners with the City of Diamond Bar to offer 14 free classes to seniors at the Diamond Bar Center and Heritage Park. The classes vary from exercise to fine arts. Most of these classes are filled to capacity. The winter session began on January 7 and will conclude February 15. Senior Seminars 12/4 Retirement Planning -3 participants 12/18 Fall Prevention - 8 participants Senior Activities and Services • Bingo every Tuesday and Friday - 180 per session on average • Complimentary Legal Services 1 st Wednesday of each month - 5 appointments were booked for December. Senior Special Events Senior Holiday Dance This is traditionally the most popular dance each year and this year was no exception, with 207 people in attendance! Gary's Catering prepared the holiday meal, which included roast beef, chicken breast, mixed vegetables, salad, and cake for dessert. Seniors had the opportunity to take photos with fun holiday themed props and backdrop. They danced the night away to festive music provided by DJ Keith Johnson, concluding the evening with everyone's favorite: raffle prizes! More than 25 raffle prizes were donated and given out to the lucky winners. Senior Excursions December 6 - Mission Inn Cancelled due to low enrollment. Community Excursions December 15 -The 56th Annual Cruise of Lights The excursion sold out with 45 people enrolled and the day began with a ride to Huntington Beach for shopping and a late lunch. At 4:45 pm they traveled to the Huntington Harbor Yacht Club to board a tour boat for a narrated tour of the brightly decorated homes, docks, decks and boats within the harbor. The excursion included roundtrip transportation, tour admission and a snack for the ride home. 2.1 January 1 -The Rose Parade This trip sold out with 46 participants who enjoyed the "Melody of Life" themed parade. Music has the power to not only bring us together but take us back to memories and moments as nothing else can. The Parade is a celebration more than a century old - a festival of flowers, music and sports unequaled anywhere else in the world. Excursion included continental breakfast, roundtrip transportation, grandstand seat, Diamond Bar seat cushion, and a snack for the ride home. Facility Rentals December Rental Summary Location Room Rentals Revenue Diamond Bar Center Grand View Ballroom 19 $ 49,908.00 Pine Room 3 $ 2,417.50 Sycamore Room 3 $ 1,985.00 Oak Room 2 $ 1,897.50 Maple Room 0 $ 0.00 Total 27 $ 56,208.00 Heritage Park I Community Center 5 $ 1,687.50 Pantera Park Activity Room 0 $ 0.00 Picnic Areas Heritage Park 0 $ 0.00 Maple Hill Park 0 $ 0.00 Pantera Park 3 $ 150.00 Peterson Park 0 $ 0.00 Ronald Reagan Park 1 $ 50.00 Sycamore Canyon Park 3 $ 200.00 Total 7 $ 400.00 Grand Total 39 $ 58,295.50 Youth Programs Tiny Tots The Holiday Mini Session came to an end on December 14. There were 14 participants enrolled in the three to four year old class offered Tuesday & Thursday. 13 participants were enrolled in the four to five year old class offered Monday, Wednesday, and Packet Pg. 13 2.1 Friday. The four week mini session focused on holiday themed art projects, stories, songs, and a variety of other festive activities. Tiny Tot participants received a special visit from Santa during last week of the program and had an entertaining holiday party. Registration for the winter session opened on November 13 for Diamond Bar Residents and December 3 for open registration. The winter session will run for 12 weeks starting January 2 and continue through March 22. There will be no class on February 18 due to Presidents' Day holiday. There are currently 19 participants enrolled in the three to four year old class and nine enrolled in the four to five year old class. DB 4Youth On December 5 the new Tech Time program took place at the Diamond Bar Center. Tech Time is a unique intergenerational service that features DB 4Youth teens focused on helping seniors or any age participant with technology questions. A total of seven DB 4Youth volunteers assisted 10 seniors with technology related questions for their personal devices such as cell phones or tablets. Participants bring their own devices such as cell phones or tablets to receive one-on-one advice and support. Teens answered questions regarding social media, e-mail and device settings. The next scheduled Tech Time will take place on January 23 from 3:30 to 5:30pm at the Diamond Bar Center. On December 8, a total of 29 volunteers assisted at the City's Winter Snow Fest. Volunteers assisted in various areas throughout the event including: volunteer check-in, waiver booth, snow hill, and Santa's settle station. On December 18, DB 4Youth held their Holiday Party at the Diamond Bar Center with 30 members in attendance. The party featured fun activities such as an ugly Christmas sweater contest, Christmas trivia challenge, a holiday photo booth, video games, hot coco station, and pizza. All members in attendance had an enjoyable time interacting with fellow members and recreation staff. On December 19, DB 4 Youth completed their annual Holiday Food Drive. The teens collected a total of 918 cans from November 19 through December 19. Collection boxes were available at the Diamond Bar Center, City Hall and Heritage Community Center. All donations were given to Inland Valley Hope Partners and went directly to helping people in need during the holiday season. Youth and Adult Sports Youth Basketball Youth basketball held skills day on December 1. Skills day was held at Chaparral Middle School for age divisions 6 through 12. Participants were put through a variety of drills including defense, dribbling, passing, and shooting. Each participant was evaluated on their performance and skill level in each drill on a scale of 1 through 10. Recreation staff = Packet Pg. 14 3.1 used this information to form teams as balanced as possible. On December 10, 12, and 17 recreation staff held team meet and greets at City Hall. This is an opportunity for parents, players and coaches to meet prior to the first week of practice. During the meetings the teams came up with their team name and passed out jerseys. In addition, staff presented important information about the program including game and practice locations plus rules specific for each age division. Overall, this is a great opportunity for everyone to ask questions and familiarize themselves with the expectations of the program. On December 18, a coaches meeting was held at City Hall. All volunteer coaches were invited to attend an hour meeting where they were given specific information for coaches including a detailed overview of the rules, an official's overview and an in depth review of using sub sheets. In addition, coaches in attendance received an opportunity to pick their practice time and pick up a coaches t -shirt. The program will begin practice the week of January 7 and the first game is January 19 and will conclude on March 9. 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 6 participants and on Sundays 5 p.m. to 8 p.m. with an average of 5 participants. 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. Field Attendants/Allocations The Field Allocation meeting was held December 4 at City Hall. This allocation the City received 10 applications from organizations applying for fields and nine organizations were approved for allocation. The allocation meeting covered highlights from the athletic facility use 8. allocation policy, a review of important regulations, field attendant job duties, and a discussion on the current allocation. The meeting concluded with staff reviewing the new allocation that will begin January 1 and conclude April 30. Staff followed up with each organization to address any follow up questions and to provide an opportunity for organizations to request additional field space. Special Events Winter Snow Fest Pantera Park was a flurry of cheer as an estimated 2,000 people attended the Winter Snow Fest on Saturday, December 8. Children of all ages sledded down four snow hills and frolicked in a large snow play area. 100 tons of snow was used to make the snow hills and enhance the play area. The event also featured children's craft and games Packet Pg.15 2 1, booths, local entertainment on stage, food booths and of course, lots of fun! There were special visits from Santa, who posed with children at a free "selfie" station, and Flurry the Penguin who posed for photos in the snow play area. For only $7.00, children could purchase a wristband for unlimited sledding, and for $1.00 they could participate in four games or crafts. Sleds were provided for the runs, but children were encouraged to wear gloves and closed toed shoes. A total of 657 wristbands and 1,063 activity cards were sold this year. A complete Financial Summary and Program Evaluation are attached Upcoming Events City Birthday Party Saturday, April 13 • 11 a.m. to 5 p.m. Join us in celebrating 30 years of incorporation! Considered the City's largest annual event, the party celebrates the cultural diversity of the community and the red -white - and -blue "Spirit of Diamond Bar." The event features carnival rides, games, food, entertainment, and birthday cake for everyone at Pantera Park (738 Pantera Drive). Non-profit service organizations are able to use the Birthday Party as a fun way to raise money for their group. Non-profit organizations may participate as a game booth operator, carnival ride operator, food booth operator, or bring awareness to the community about their organization with an information booth. Applications have been emailed to past participants and posted on the City website. The applications will remain available until the deadline, March 1, or until all spaces are filled. Food, Game, Carnival Ride, or a non-profit organization Information Booths: City of Diamond Bar/ Andrea Nino - 909.839.7073 Breakfast with the Bunny Saturday, April 20. 8:30 a.m. to 12 p.m. The City of Diamond Bar is proud to invite the community to the inaugural Breakfast with the Bunny at the Diamond Bar Center. This new event will include breakfast, children's crafts and game station (recommended ages 2 to 8), a live DJ, photos with the Easter Bunny, and of course - eggs and candy! Pre -registration is required; Diamond Bar residents can register for $10.00 per seat and non-residents can register for $15.00 per seat. There are two sessions available, 8:30 and 10:30 a.m. Attachments: 1. Program Evaluation -WSF 12.08.2018 2. Financial Summary- WSF 12.08.2018 Program Evaluation and Financial Summary Program: Winter Snow Fest Event Date: December 8, 2018 Evaluation Prepared by: Andrea Nino, Recreation Coordinator Event Overview Pantera Park was a flurry of cheer as an estimated 2,000 people attended the Winter Snow Fest on Saturday, December 8, 2018. Children of all ages sledded down 4 snow hills and frolicked in a large snow play area. 100 tons of snow was used to make the snow hills and enhance the play area. The event also featured children's craft and games booths, local entertainment on stage, food booths and of course, lots of fun! There were special visits from Santa, who posed with children at a free "selfie" station, and Flurry the Penguin who posed for photos in the snow play area. The event was moved from January to December to transition to a holiday event and focus on Diamond Bar residents. The event offered two large runs and two mini runs this year. The runs were positioned near the fencing in right field on field one. The new location was selected so the snow vendor could create the runs and play area from the parking lot, as opposed to driving on the fields which were saturated from a rain storm. For only $7.00, children could purchase a wristband for unlimited sledding, and for $1.00 they could participate in four games or crafts. Sleds were provided for the runs, but children were encouraged to wear gloves and closed toed shoes. A total of 657 wristbands and 1,063 activity cards were sold this year. Participation in the sledding included a 60% residents/40% non-resident split while the same event last fiscal year held in January had a 41 % resident/59% non-resident split. Non-profit community service organizations participated by operating food, game and craft booths. There were 23 game booths, three craft and four food booths registered. All game and craft booth operators will receive a portion of the proceeds from the wristband and game/craft card sales. A total of 146 youth volunteers assisted in the operation of the Winter Snow Fest! The volunteers assisted in the operation of the snow sledding hills, snow play area, food booth seating area, kid's craft area, stage, as well as the game area. The youth volunteers were from Diamond Bar and Diamond Ranch High Schools. The volunteers were a big part of the success of this event. Staff Recommendations • Keep the new location for sledding hills, which allowed for separate lines for the big and little kid slopes. • Update and reallocate funds in the budget: o $1,000.00 for Santa in contract services o $600.00 additional for straw bales in supplies o $600.00 for canopies in equipment rentals Start wristband presales in November and add activity cards to presale option Winter Snow Fest Revenue and Expenditure Recap 2013 Revenue: $7,100.00 2013 Expenditures: $34,644.93 2014 Revenue: $7,215.10 2014 Expenditures: $37,291.84 2015 Revenue: $7,396.00 2015 Expenditures: $38,288.85 2016 Revenue: $7,099.00 2016 Expenditures: $47,323.60 2017 Revenue: $0.00 (event canceled) 2017 Expenditures: $1,197.70 (event canceled) January 2018 Revenue: $10,511.00 January 2018 Expenditures: $44,755.08 December 2018 Revenue: $7,162.00 December 2018 Expenditures: $49,118.57 Financial Impact This event generated $7,162.00 in revenue from the sale of booths, wristbands, and activity cards. As outlined in the attached Financial Summary, the total cost of the event is $42,933.57. The largest spending center for the event was contract services ($26,362.88) which included 100 tons of snow, sound, Santa, and organizational revenue share. The next largest spending center was rental equipment ($8,794.09) which included restrooms, tables, chairs, canopies, and stage. Revenue Sharing Agreements with Diamond Bar based non-profit organizations. For operating a game/craft booths, non-profit organizations received a portion of the funds from the wristband sales. Wristbands and activity card sales generated $5,200.00 in proceeds - $5,200.00 (1/26) was $200.00 for each booth that participated. CITY OF DIAMOND BAR WINTER SNOW FEST 12.8.18 FINANCIAL SUMMARY PROJECTED GENERAL FUND EXPENDITURES $ 55,996.35 PROJECTED PROP A EXPENDITURES $ 1,600.00 PROJECTED REVENUE $ 7,250.00 PROJECTED PROGRAM COST $ 50,346.35 ACTUAL GENERAL FUND EXPENDITURES $ 49,118.57 ACTUAL PROP A EXPENDITURES $ 977.00 ACTUAL REVENUE $ 7,162.00 ACTUAL PROGRAM COST $ 42,933.57 DIFFERENCE $ 7,412.78 REVENUE (001-5350-34720) - $7,250.00 $ 7,162.00 Game/Craft Booths - 26 @ $50.00 $ 1,300.00 Food Booths - 4 @ $50.00 $ 200.00 Wristband Sales - 657 @ $7.00 $ 4,599.00 Activity Card Sales - 1063 @ $1.00 $ 1,063.00 PERSONNEL SERVICES - $9,646.35 $ 6,053.00 Part Time (001.5350.40030) $ 5,396.71 $ 4,321.81 Office Work $ 136.20 $ Set Up $ 1,184.47 2,513.03 Event Day $ 2,815.67 Flurry Costume Cleaned Event Clean Up $ 185.48 $ Full Time (001.5350.40020) Miscellaneous $ $ 1,216.77 Event $ 1,216.77 Personnel Services (001.5350.4000) $ 514.42 Worker's Compensation (40083) @ 3.0% $ 166.16 Medicare (40085) @ 1.45% $ 80.31 Social Security (40085) @ 6.2% $ 267.95 SUPPLIES (001-5350-41200) - $7,200.00 $ 5,396.71 Game Materials $ 133.86 Event Supplies $ 893.57 Hay Bales $ 2,513.03 Game Prizes $ 1,481.71 Flurry Costume Cleaned $ 53.86 Craft Booth $ 123.16 Miscellaneous $ 197.52 PRINTING (001-5350-42110) - $2,750.00 Flyers/Promo $ 424.13 Numbered Wristband Vouchers/Game Cards $ 537.76 Packet Pg. 19 Advertisement Design $ 50.00 CONTRACT SERVICES (001-5350-45300) - $27,100.00 $ 26,362.88 100 Tons of Snow $ 16,425.00 Sound $ 850.00 Event Security $ 704.00 Bright View $ 840.00 Banners/Signage $ 682.88 Special Event Insurance $ 526.00 Janitorial Services $ 135.00 Santa $ 1,000.00 Organization Revenue Share $ 5,200.00 EQUIPMENT RENTAL (001-5350.42130) - $7,600.00 $ 8,794.09 Sink/Restrooms $ 1,045.00 $ 7,749.09 FACILITY (001-5350-42140) - $1,700.00 $ 1,500.00 Public Storage Monthly Rental $ 1,500.00 SHUTTLES (112-5350-45310) - $1,600.00 $ 977.00 Shuttles W"F 6I61 Packet Pg. 20 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: 2.2 MEETING DATE: January 24, 2019 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: January 2019 Maintenance Report RECOMMENDATION: Receive and File During the previous months, 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 • Installed sixty-four (64) corner guards throughout the facility. • Installed wall hooks in upper and lower storage rooms. • Installed photocell for trash enclosure lights. • Painted the Pine room. • Re -aligned the fire doors at lower hallway. • 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 (2X). • 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. • 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. • 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 O-ring on lower men's room urinal. • 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 • Removed abandoned soda machine outlet and installed flat cover. • Cleared main sewer line backup. • Reset lighting time clocks. • Re -tamped interior hallway light fixtures. • Inspected roof for leaks. • 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 • Re-lamped five (5) security light fixtures. • Reset lighting time clocks. • Performed irrigation PMI (BV). • Treated for fire ants (APM). 2.2 PacketPg.23 • Performed gopher control (APM). Maple Hill Park • Replaced tennis court net and installed new top cap. • Replaced wood backing for men's restroom sign. • Performed irrigation PMI (BV). • Treated for gopher control (BV/APM). • Treated for fire ants (BV/APM). • Replaced eleven (11) steel trash cans. • Reset lighting time clocks. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Pantera Park • Replaced ten (10) exterior CFL lights with LED retrofits. • Installed additional doggy walk bag dispenser at trailhead. • Assisted with the setup and operation of the Winter Snow Fest event. • Reset lighting control timers. • Repaired doggy drinking fountain in large and small dog parks. • 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. 2.2 Packet Pg. 24 2.2 • Treated for fire ants (BV/APM). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Peterson Park • Installed baby changing station and painted wall in the women's restroom. • Painted handicap seating areas adjacent to the bleachers. • Removed abandoned electrical conduit from the snack bar building. • Removed parking stop from skate park. • Reset lighting control timers. • 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. • Performed irrigation PMI (BV). • Treated for fire ants (BV/APM). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Ronald Reagan Park • Installed new "Big Belly" trash cans. • Install new flush button in the men's restroom. • Set up plywood and assisted with the installation of playground sand. • Reset lighting control time clocks. • Performed park/playground inspections. • Cleaned v -ditches. 2.2 • 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 • Removed abandoned soda machine outlet and installed flat cover. • Removed and discarded debris from storage yard. Cleaned park office and restrooms. • Retrofit paper towel dispensers in men's and women's restrooms to accommodate roll type paper towels. • Prepped and painted new metal trash cans. • Prepped and painted yellow steel rhino gates. • Performed irrigation PMI (BV). • Treated for gopher control (BVAPM). • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Washington Park 2.2 • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). City Hall/Library • Installed twenty (20) corner guards throughout the facility. • Touchup paint various council offices. • Repaired handrail at top of lobby stairs. • 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. • Adjusted drive assembly on employee automatic parking gate. • Installed City Hall holiday decorations. • Reset City Hall lobby automatic doors. • Reset the building boiler and controls. • Re -keyed two (2) lock cylinders. • Re-lamped twenty-nine (29) light fixtures in the City Hall spaces and replaced five (5) ballasts. Re-lamped fifty-two (52) 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 holiday 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. PacketPg.27 2.2 • 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 • Worked on storm drain at Brea Canyon and Fountain Springs. • Placed road closed signs at 402 Red Cloud and assisted with downed tree. • Storm patrol, park cleanup and roadway clearing throughout the City. • Removed downed tree from Diamond Bar BI. 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).