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Home My WebLink About08/22/2019 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 22, 2019 CALL TO ORDER: Chair/Orona called the Parks and Recreation Commission meeting to order at 6:33 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Salo led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Benny Liang, Aaron Salo, and Chair Tommy Orona Absent: Vice Chair Kim Hsieh was excused. Commissioner Manisha Sulakhe arrived at 6:45 p.m. Staff Present: Ryan Wright, Parks and Recreation Director; Christy Murphey, Recreation Supervisor; Anthony Jordon, Parks and Maintenance Superintendent and Debbie Gonzales, Administrative Coordinator. MATTERS FROM THE AUDIENCE: Sandra Hon rides her bicycle to and around Pantera Park and has seen a lot of people walking their dogs and most of the dogs are under control. She witnessed one incident where there was a dog off -leash in the field and another incident where a man who had his dog restrained yelled at her to restrain her dog because they appeared to be gearing up to fight. Some people who walk their dogs don't pick up after their dogs even though they carry doggie bags and leave excrement along the edges of the field. However, on the whole, most people are good about cleaning up after their dogs. CALENDAR OF EVENTS: PRDNVright 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the June 20, 2019 Regular Meeting. C/Salo moved, C/Liang seconded, to approve the Minutes for the June 20, 2019 Regular Meeting as presented. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Liang, Salo, Chair/Orona NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: Sulakhe, VC/Hsieh 1.2 Approval of Minutes for the July 25, 2019 Regular Meeting. AUGUST 22, 2019 PAGE 2 P&R COMMISSION C/Salo moved, Chair/Orona seconded, to approve the Minutes for the July 25, 2019 Regular Meeting. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Salo, Sulakhe, Chair/Orona NOES: COMMISSIONERS: None ABSTAIN: COMMISSIONERS: Liang ABSENT: COMMISSIONERS: VC/Hsie,h 2. INFORMATIONAL ITEMS: 2.1 AUGUST 2019 RECREATION PROGRAM UPDATE -- Christy Murphey 2.2 AUGUST 2019 MAINTENANCE REPORT— PMS/Jordan C/Liang asked if staff had received complaints or reports about dog fighting in the dog park, especially at the large dog park. PMS/Jordan said he had not received any complaints or incident reports. Usually, people who take their dogs to the dog park self -police according to the posted rules. PRD/Wright reported that the pickleball program project is out -to -bid to renovate one of the existing tennis courts into four pickleball courts. The City has been running a pilot program for the past year and a half that has been very successful and included a Healthy Diamond Bar event in July. There is much excitement for permanent pickleball courts in Diamond Bar. The City Council approved the project during budget consideration for this fiscal year and has a maximum of $30,000 for the project. If all goes as planned, construction will likely take place late September/early October. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 PARKS AND RECREATION MEETING SCHEDULE — Ryan Wright PWD/Wright stated that on May 23rd, 2019, the Parks and Recreation Commission discussed attendance and asked staff to review the current monthly meeting schedule with the goal to improve time -management and operational efficiencies to make sure the best resources of the City were utilized for staff and the Commissioners. Some of the challenges that the Commission has seen over time include attendance, pertinent agenda items and length of meetings. Any potential changes to the Commission's meeting schedule would have to be approved by the City Council according to the Diamond Bar Municipal Code. As staff looked closely at this item, it was determined that the Commissioners have varying work schedules, traffic conditions, etc. and Commissioner's attendance has varied from time to time. Over the past year or so, there has been lack of quorum, cancellations and meetings AUGUST 22, 2019 PAGE 3 P&R COMMISSION with only three or four Commissioners. Staff also looked at how often new items and new business was brought before the Commission for input as well as, recognitions including Sportsmanship Award winners, park design elements (Sunset Crossing Park and Heritage Park) and Canyon Loop Trail which will likely come before the Commission in September. There are generally four meetings a year that might be unique and run typically more than 30 minutes and these meetings require a sufficient amount of time for staff to prepare and commuting time for Commissioners. Public Comments are typically rare from meeting to meeting and staff has come to learn that most residents call, email, or visit City Council throughout the year with staff providing customer service that generally includes a timely response to residents so they are not left waiting for a response until a meeting occurs. Likewise, should a Commissioner have an item of concent they can receive immediate feedback from staff. Staff looked at several options for the Commission to discuss and consider: Option A — a bi-monthly meeting to be held on Thursdays at 6:30 p.m. for the months of January, March, May, July, September, November, and special meetings as needed. This schedule would be similar to other cities such as San Dimas, West Covina, Norco and San Moreno. .Option B — a quarterly meeting to be held on Thursdays at 5:30 p.m. for the months of January, April, July and November, and special meetings as needed. Staff's recommendation is for the Parks and Recreation Commission to recommend that the City Council adopt Option A, bi-monthly meetings to meet the needs of the Commission and the public. Following discussion, Chair/Orona moved, ClLiang seconded, to recommend City Council approval of Option A. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: NOES: COMMISSIONERS: ABSTAIN: COMMISSIONERS: ABSENT: COMMISSIONERS: 5. ANNOUNCEMENTS: Liang, Salo, Chair/Orona Sulakhe None VC/Hsieh C/Salo thanked staff for the work they do on the minutes and for the update on Sycamore Canyon Park as well as, the work staff put into whether it would be feasible to reduce meetings to cut time and cost. ClLiang felt that staff's recommendation for bi-monthly meetings was a very good idea, especially with the open communications with the public through many different channels. Accordingly, he hoped the City Council would adopt Option A and thanked staff for their hard work on this issue and others. C/Sulakhe thanked staff for their diligence and for the Commissioner's AUGUST 22, 2019 PAGE 4 P&R COMMISSION consideration. In her opinion, it is good to have regular meetings to stay in touch with the public. She hopes that whatever the decision, it will result in improved efficiency for all. Thank you to staff and thank you to the public for the audience participation. Chair/Orona thanked staff for a wonderful summer season which he understands is a physically challenging season. He attended many of the summer events such as Concerts in the Park and July 3rd which were obviously enjoyed by everyone. Thank you to staff for their hard work and for audience members who participated in tonight's meeting. Their participation is very much appreciated. Chair/Orona said that he also hoped the. City Council would adopt Option A as recommended because he believed it would be more efficient. As much as he loves being in the meetings every month, he wants to make sure that this Commission is not just holding meetings just to hold meetings, and hopes for more impact with bimonthly meetings. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Chair/Orona adjourned the meeting at 7:09 p.m. The foregoing minutes are hereby approved this 2 6 day of September , 2019. Respectfully Submitted, �,•� .. RYAN WRIGHT, SECRETARY Attest: TOMMY ORONA, CHAIRPERSON