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HomeMy WebLinkAbout07/25/2019 PRC Minutes CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HAL� - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 JULY 25, 2019 CALL TO ORDER : Chair/Orona called the Parks and Recreation Commission meeting to order at 6 : 36 p . m . in the City Hall Windmill Room , 21810 Copley Drive , Diamond Bar, CA 91765 . PLEDGE OF ALLEGIANCE : Commissioner Sulakhe led the Pledge of Allegiance . ' ROLL CALL : ' Present: Commissioners Aaron Salo , Manisha Sulakhe , Vice Chair Kim Hsieh , and Chair Tommy Orona Absent: Commissioner Benny �iang was excused . Staff Present: Christy Murphey, Recreation Superintendent; Anthony Jordan , Parks ' and Maintenance Superintendent; Crystal Knox, Recreation Supervisor, and Debbie ' Gonzales , Administrative Coordinatoc MATTERS FROM THE AUDIENCE : None CAL.ENDAR OF EVENTS : RS/Murphey 1 . CONSENT CALENDAR : 1 . 1 Approval of Minutes for the June 20 , 2019 Regular Meeting . ' VCMsieh offered amendments to the minutes and asked that approval be ' continued to the August meeting as follows : On Page 7 of the agenda packet, the discussion regarding the splash pads and whether they were ' needed at Heritage Park or Sunset Crossing , had a lot to do with costs and what would be more practical . The sentence that read "she felt that the City needed to spend more money on Heritage Park" was true , but somewhat out of context because in considering that if one had to choose ' between the two parks for the splash pads and because of the parking ' issue , etc. in her opinion , Heritage Park would be a better place to spend ' money for a splash pad than Sunset Crossing . She questioned the previous paragraph that spoke about the costs and how somebody would ' have to man the splash pad at all times. The question she wanted in the minutes was ° how do other cities handle that because a lot of cities do have the splash pads and how do they deal with the problem . " On Page 9 , it says "VC/Hsieh reiterated her desire for the splash pad to be at Sunset Crossing" which , after considering all of the plans she felt it wouid , be the most cost-effective and would be more beneficial being used in the ' new park rather than reconstructing Heritage Park . On Page 10 she said ', JULY 25, 2019 PAGE 2 P&R COMMISSION that Option 2 for Heritage Park seemed to work well for the " Pickle Ball court" and she wanted it stated that it had to do with being cost-effective more than anything else which she would like added to that statement. She wanted it understood that her focus and intent was on being cost- effective in deciding where the money would best be spent and in the end , she wanted to convey that she felt the money should be used at the new park so that nothing would have to be torn apart. Approval of the June 20 , 2019 minutes was continued to the August 22 meeting . 2 . INFORMATIONAL ITEMS : 2 . 1 JULY RECREATION PROGRAM — RS/Murphey 2 . 1a REGISTRATION SOFTWARE UPDATE — RS/Knox Chair/Orona asked if there was no account signup cost and RS/Knox responded that Chair/Orona was correct that there was no charge to sign up . Chair/Orona asked for the basis of and charge for picnics . RS/Knox responded that the fees are listed under " Facilities" and the current fees are listed . Fees differ for residents vs . non- residents in the picnic areas and are $ 51 . 35 for residents and $ 102 . 70 for non-residents . Refundable deposits vary based on head count. Reservations are done to ensure the space is marked off for their use . People are welcome to drop in ; however, a permit is required for a group of 30 or more people in order to maintain the area and the park and if other vendors are brought in , they must be approved by the City and have a permit as well . VC/Hsieh said she was concerned that in the past no fee was charged and the 2 . 5 percent could be a deterrent to people holding classes . She asked if staff could monitor this to make sure it is effective and RS/Knox said that staff would be monitoring that. On a $ 15 class for exampie , it amounts to about . 38 cents and what they are paying for is the convenience to be able to do that from home . VC/Hsieh said that when someone is signed up for a class and needs to defer to another class , there would usually be a credit toward taking another class . Apparently, there has been a different rule implemented and they wiil lose part of their payment. RS/Knox responded " not necessarily. " The policy has been that if someone cancels before the second class, they will lose the $ 15 cancellation fee . The City no longer keeps credits because of the tracking required and did a very thorough sweep and clean of the old recreation system which resulted in a number of checks and credits that had to be refunded out to people who never came back to use JULY 25, 2019 PAGE 3 P&R COMMISSiON the money for another class and in order to avoid that financial confusion , staff decided to no longer retain using credits . However, ' staff will make an exception if someone wants to transfer to another class , they wili immediately be transferred without charging a convenience or cancellation fee . VC/Hsieh asked if that verbiage would be added to the website and RS/Knox expiained that when one goes through the registration process and comes to the final payment section and receipt, it is included . If one cancels a class , there will be a $ 15 cancellation charge which is also on the receipt. VC/Hsieh felt the language did not clearly convey the program 's intent with respect to the transfer policy and RS/Knox said she would have staff review. VC/Hsieh asked if a group wanted to register for a class (families or three or four) the City would consider giving them a discount. ' RS/Knox said that currently, the City does not offer discounts other than the resident/non-resident discou �t of $5 . VC/Hsieh felt an incentive might be a good idea for getting families more involved . RS/Knox said it could be considered . The software offers that option . Part of the reason the City does not currently offer discounts is because classes are offered through individual contractors who set their ow� fees . It is a function within the system that could become difficult and cumbersome , but it is possible . Other types of fees or incentives would have to be reviewed and approved by the City Council . C/Salo said it seemed to him that convenience fees should be absorbed into class costs because dealing with cash and checks has an associated cost. So, it might be easier to keep a flat fee by raising the class cost by $ 1 , for example , and disregard the "convenience" fee. He asked how picnic facilities are identified and RS/Knox responded that the individual tables are not; however, they are identified by the park site according to the site map . When individuals submit their application , they submit a site map and mark the location they wish to reserve . They are then provided with a permit which they place on the tables the morning of their event. 2 . 2 JU �Y 2019 MAINTENANCE REPORT — PMS/Jordan VC/Hsieh said th�t after the fence went up to protect the grass at Pantera Park she saw dog owners take their dogs inside the fenced area. PMS/Jordan said it was an unfortunate and ongoing problem . StafF tries to lock the fence but it is temporary fencing and people find openings . VC/Hsieh said the opening was near the batting cage . PMS/Jordan said he would have staff re-secure the area . Chair/Orona asked how often staff check the parks after hours and when they are under renovation . PMS/Jordan said that if his staff is doing JULY 25, 2019 PAGE 4 P&R COMMISSiOIV maintenance, they are onsite and ask people to leave the closed area . Outside of regular work hours , the recreation staff has the field attendants who are out checking field users , picnic reservations , etc. and if they observe anyone in the wrong area , they will ask them to vacate the area . C/Salo asked if staff couid estimate when the Sycamore Canyon Park Restoration Project might be finished and PMS/Jordan said he does not have that information at this time and will speak with the engineering department to get an updated timeline. He believes it is scheduled to be finished mid to late October. He will provide the information at the August meeting . C/Salo said that one of the Peterson Park entries contained discarded soccer goals . PMS/Jordan said he was aware of the soccer goals that were left unattended for months and in a very poor state of repair (rusting and deteriorating ) . It is his understanding that recreation sent out notices to all of the known user groups to let them know that if they belonged to a certain group , they needed to be removed , but there were no responses so they were discarded . VC/Hsieh asked if there were any rooms at the Diamond Bar Center that had baliet bars with mirrors . RS/Knox said rooms do not have stationary bars but there are two sets of portable ballet bars that are used for some of the dance ciasses . 3 . OLD BUSINESS : None 4. NEW BUSINESS : None 5 . ANNOUNCEMENTS : C/Sulakhe thanked staff for the oniine website which is a nice surprise. As peopie proceed to register online staff will get a lot of feedback on how easy or difficult the site is to navigate . The site looks good . VC/Hsieh thanked staff for all of the work they do to make the City' s system function well . The program looks outstanding and she believes that since there is a new generation of younger people it will be much easier for them to get online . The 4th of July Concert at the park was great. She loved Lady Liberty moving about and taking pictures . Thank you to staff for putting together so many wonderful events . C/Salo thanked staff for their hard work. Chair/Orona thanked staff for their work. He attended the 3�d of July Concert which was fun but Lady Liberty scared him a little bit. The website update looks really good and seems to be a lot more interactive and user-friendly which is a good thing in this ever-growing technological society: He looks forward to the last Concerts in the Park which he plans to attend . Great job this year again , JULY 25, 2019 PAGE 5 PBcR COMMISSION ' staff. And he asked that staff members who were not prese�t this evening to be ' thanked for the great job they have done setting up these events throughout the summer. ' ADJOURNMENT: With no one objecting and no further business before the Parks and ' Recreation Commission , Chair/Orona adjourned the meeting at 7 : 30 p . m . The foregoing minutes are hereby approved this �� day of July , 2019 . Respectfully Submitted , ' ���,r ;� � r-� ���' _ �� i a �-� �� ° CHRISTY MUI�` EY , SECRET RY �� � Attest: / `�— TOMMY ORONA, CHAIRPERSON