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HomeMy WebLinkAbout01/26/2012 PRC Agenda - Regular MeetingParks & Recreation Commission AGENDA Thursday, January 26, 2012 ® p.m. THE GOVERNMENT CENTER Room CC -2 21865 Copley Drive Diamond Bar, California Chairman Dave Roberto Vice -Chairman Lew Herndon Commissioner Dave Grundy Commissioner Benny Liang Commissioner Ted Owens 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 21825 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 21825 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 // 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. i, POU LIM IJ 1 -Al K Please refrain from smoking, eating or drinking The City of Diamond Bar uses recycled paper in the Hearing Board Room. and encourages you to do the same. City of Diamond Bar PARKS AND RECREATION COMMISSION The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. Amember ofthe public may address the Commission on the subject of one or more agenda items and/or other items of which are within the subject nn8Uer jurisdiction of the Diamond Bar Parks and Recreation Commission. A request to address the Commission should be submitted in writing to the Secretary of the Commission, As a general rule the opportunity for public comments will take place at the discretion of the Chair. However, in order to facilitate the meeting, persons who are interested parties for an item may be requested to give their presentation etthe time the item iScalled onthe calendar. The Chair may limit the public input onany item OF the total amount of time allocated for public testimony based on the number of people requesting to speak and the business ofthe Commission. Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and questions are vva|oorne so that all points of view are considered prior to the Commission making recommendations tothe staff and City Council. In accordance with Government Code Section 54954.3(a) the Chair may from time to time dispense with public comment on items previously considered by the Commission. (Does not apply to Committee meetings.) In accordance with State L8vv (Brown ACU, all matters to be acted on by the Commission must be posted at least 72hours prior tothe Commission meeting. |ncase nfemergency 0rwhen asubject matter arises subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item that ianot onthe posted agenda. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION Agendas for Diamond Bar Parks and Recreation Commission meetings are prepared by the Community Services Department and are available 72hours prior tOthe meeting. Agendas are available electronically and may beaccessed byapersonal computer through 8phone modem. Every meeting of the Parks and Recreation Commission is recorded on cassette tapes and duplicate tapes are available for e norniD8| charge. A cordless microphone is available for those persons with mobility impairments who cannot access the public speaking area. The service of the cordless microphone and sign language interpreter services are available by giving notice aƒleast three business days inadvance ofthe meeting. Please telephone (909)839-7O50 between 7:30 a.m. to 5:30 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Friday. HELPFUL PHONE NUMBERS Copies of Agenda, Rules of the Commission, C8SS8tbe Tapes of Meetings (908) 839-7050 Computer Access hoAgendas (90A)8O0-L|NE General Information (S0S)83S-7OOO II Mw% � III W, i Z4 Jw­ Lw- fHE GOVERNMENT CENTER ROOM CC -2 21865 •• Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — u 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: 7:00 PM PLEDGE OF ALLEGIANCE: ROLL CALL: PARKS & RECREATION COMMISSIONERS GRUNDY, LIANG, OWENS, VICE-CHAIRMAN HERNDON, AND CHAIRMAN ROBERTO 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. January 26, 2012 PAGE 2 PARKS & RECREATION COMMISSION reTTY 15 T 57TT" T o-Tff Tuesday, February 7 — City Council Meeting -- 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Friday, February 10 — Valentine Dinner Dance — The Diamond Bar Center Grandview Ballroom, 1600 SUmmitridge Drive, Diamond Bar, 6-9pm Friday, February 17 — Senior Excursion to Santa Anita Race Track — Departs the Diamond Bar Center at 11 am / Returns at 6pm Tuesday, February 21 — Mini Open House of new City Hall — 4 — 6:30pm, 21810 Copley Dr., Diamond Bar Tuesday, February 21 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Thursday, February 23 — Parks & Recreation Commission Meeting — 7prn AQMD Room CC -2, 21865 Copley Drive, Diamond Bar Friday, February 24 — Senior Excursion to Old Town Music Hall & Ruby's Diner, Redondo Beach — Departs the Diamond Bar Center at 1 Oam and Returns at 5pm Tuesday, February 28 — DB 4Youth and DB 4Youth "In Action" Meeting 6pm — The Diamond Bar Center, 1600 Summitridge Drive, Diamond Bar 1. CONSENT CALENDAR 1.1 Approval of Minutes for November 17, 2011 Regular Meeting 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation - None 2.2 Parks Report — Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation - None 2.3 CIP Projects — Bob Rose, Community Services Director 1. Washington Park 2. Sycamore Canyon Park Trail -- Phase IV 3. Silver Tip Mini -Park 112TTIC] =DW203i 41XII Is] 4. Larkstone Park 5. Design of Sycamore Canyon Creek Repair 6. Design and Construction of Trails Free Standing Interpretive Exhibits 7. Design and Construction of Dog Park at Pantera Meadow 8. Design of ADA Improvements at Longview South and Stardust Mini Parks •A-01161-111 -ki M*Awik 4. NEW BUSINESS — CPRS Conference in Long Beach, March 20 — 23, 2012. Recommended Action: Please confirm your planned attendance by February Commission meeting. 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. CITY OF DIAMORD BAR MINUTES OF THE PARKS & RECREATION COMMISSIOK CITY HALL CONFERENCE ROOM B DIAMOND BAR, CA 91765 NOVEMBER 17,2011 Chairman Roberto called the Parks and Recreation Commission meeting to order at 7:02 p.m. in the Diamond Bar City Hall Conference Room B, 21825 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Chair Roberto led the Pledge of Allegiance. 0 A Present: Commissioners Dave Grundy, Ted Owens, Vice Chairman Lew Herndon and Chairman Dave Roberto. Absent: Commissioner Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent and Crystal Knox, Community Services Coordinator. MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented in the agenda. C/Owens asked if there was an open house planned for the new City Hall. CSD/Rose responded not at this time. It will not be scheduled until the library is completed about the last quarter of 2012. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the October 27, 2011 Regular Meeting. C/Grundy moved, C/Owens seconded, to approve the October 27, 2011 Meeting Minutes as corrected. Without objection, the motion was so ordered with C/Liang being absent. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Update — CSC/Knox 2.1.1 PowerPoint presentation — Picnic Reservations 2009/10 and 2010/11 — CSC/Knox NOVEMBER 17, 2011 PAGE 2 P&R COMMISSION C/Grundy asked if the City provided insurance and CSC/Knox responded yes. They can provide a Certificate of Insurance via their Homeowners Insurance. Vendors can provide the coverage or they can purchase insurance from the City. Chair Roberto asked about the events scheduled. CSC/Knox responded that most park rentals are for birthday parties and family picnics. C/Grundy asked if the non-resident reservations had a negative impact on the resident reservations. CSC/Knox and CSD/Rose said they did not believe so. C/Owens asked if there was a difference in the resident and non- resident fees. CSC/Knox reiterated that the resident fees are $25 and the non-resident fees are $50. VC/Herndon asked what percentage staff would guess were return reservations. CSC/Knox guessed it would be about 25%. VC/Herndon asked if renters generally do a good job cleaning up after their events. CSC/Knox responded affirmatively. Since they pay a refundable deposit, most individuals are eager to get that money back. C/Owens asked if the City furnished trash bags. CSC/Knox said the City offers trash bags but most people bring their own. VC/Herndon asked if anyone had looked at whether the City was recovering costs. CSD/Rose responded no, the City does not cover its expenses. This is because there is a staff member overseeing the parks and when staff discussed the matter with the City Council, Council Members were not interested in raising the fees. C/Grundy asked for an explanation of staff time. CSD/Rose explained that facilities attendants work seven days a week. During the week their hours are from 4:00 to 10:00 p.m. and on weekends their hours are from 8:00 a.m. until 10:00 p.m. These staff members inspect athletic fields, check to see who has picnic reservations and, in general, keep an eye on what goes on in the parks. On weekends these staff members drive around the City to make sure that lights are on and working, whether street lights are out, whether lights in the bus shelters are working and check the general condition of the parks. Because of all of the issues that have been resolved due to a pro -active presence, administration believes the staff time has ultimately benefited the City. C/Grundy asked how long the facilities -use program has been in NOVEMBER 17, 2011 PAGE 3 P&R COMMISSION effect and CSD/Rose responded about five years. VC/Herndon asked how many staff members are present at any one time and CSD/Rose responded one. Chair/Roberto asked what the user has to prove that they have a reservation. CSC/Knox responded that the City gives the renter a permit, copies of which are placed on site. In addition, the field attendant has a copy of the permit to make sure they are set up. CSD/Rose shared that when he first started, Sycamore Canyon Park was the most popular park. However, as the City built new tot lots, the picnic use has increased at other parks. After the new tot lot was constructed at Sycamore, it has returned as the most popular park for picnics. 2.2 Parks Report — PMS/Jordan 2.2.1 Power Point presentation and discussion on Peterson Park Walkthrough VC/Herndon asked if the batting cages were being well used. PMS/Jordan responded that although he did not personally observe their use during his working hours, by the appearance of the batting cages, they seem to be getting a lot of use. 2.3 Status of CIP Projects — CSD/Rose 2.3.1 Washington Park — CSD/Rose reported that construction of the park commenced November 7 and is scheduled to take about six and a half months to complete, including the landscaping establishment period. 2.3.2 Silver Tip Mini -Park — CSD/Rose stated that construction is under way. 2.3.3 Sycamore Canyon Park Trail — Phase IV — CSD/Rose indicated that this project is under construction and scheduled to take three months to complete. The resident who has the easement that goes from Rio Lobos into the trail area has agreed to allow access. 2.3.4 Parks Master Plan Update — Transmittal of hard copy 2.3.5 Design of Longview South and Stardust Mini Parks — CSD/Rose reported that staff is beginning the design process for the two parks. The City has now secured ownership of the properties via legal means. Longview South will be the first property improved during the upcoming fiscal year and Stardust Park will be improved NOVEMBER 17, 2011 PAGE 4 P&R COMMISSION in the next fiscal year. The design will include new tot lots, new park benches, rubberized surfacing, new drinking fountains as well as, ADA accessible walk -ways as recommended in the Parks Master Plan. Since there is not a lot of funding available for construction of these parks, there are picnic shelters that will be installed in the future as potential improvements. The design concepts will be brought to the Commission in the next couple of months before construction begins. CSD/Rose responded to Commissioners that construction of the new City Hall is being monitored on a daily basis and the project is on time. Construction is scheduled to be completed in about two weeks, at which time furniture will be moved in (starting about December 12) with staff moving to the new location by December 29. 4. NEW BUSINESS: December 2011 Commission Meeting. VC/Herndon moved, C/Owens seconded, to cancel the December 2011 Parks and Recreation Commission meeting. Without objection, the motion was so ordered with C/Liang being absent. CSD/Rose stated that the meeting place for the January Commission meeting will be announced. 5. ANNOUNCEMENTS: C/Grundy spoke about the very productive year and how staff has been successful in keeping the City's parks beautiful and getting other projects underway. He wished everyone a great holiday season. C/Owens attended the Veterans program and was impressed with the program. Staff did a wonderful job and the South Point Orchestra was very impressive. VC/Herndon attended the Diamond Bar Community Foundation Gala. He said he was getting more involved with the Foundation which has started a fund to raise money toward construction of a sports park. As the Master Plan indicates, a self-sufficient sports facility is probably not in the works; however, it is his goal to establish a committee with the sports groups to work with the foundation on its fundraising. As recommended in the Master Plan, the foundation was recommended to raise funds toward alleviating the sports facilities shortage in the City and he is excited about working toward a solution. He stated that he is working with the foundation as an individual and not as a Parks and Recreation Commissioner. Chair/Roberto congratulated staff on their work during the year. He attended the NOVEMBER 17, 2011 PAGE 5 P&R COMMISSION D134 -Youth Dance which was well attended and received. This is a great program, the kids have a good time and he believes that parents feel comfortable that their kids are safe and out of trouble. He wished everyone Happy Holidays. ADJOURNMENT: VC/Herndon moved, C/Owens seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 8:09 p.m. The foregoing minutes are hereby approved this _ day of Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE ROBERTO, CHAIRMAN .2012. LDIA�IOTD BAR TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: January 19, 2012 MEETING DATE: January 26, 2012 The Winter 2012 Community Recreation Guide was mailed to the residents of Diamond Bar, along with a mailing list of approximately 300 non-residents at the end of November. It is available to be picked up at City Hall, Diamond Bar Center, Heritage Park Community Center, Pantera Park Activity Room and Diamond Bar Public Library. The Spring 2012 guide is being finalized by Public Information and will be mailed to the residents of Diamond Bar the first week of March. I- 50TOTITIMMIMye? Fall 2011 -- Fall session classes ended on December 9, 2011. This Fall we had 762 students enrolled in 158 classes. In Fall 2010 we had 806 students enrolled in 157 classes. The revenue from Fall 2010 was $67,792 and Fall 2011 made $62,789. Popular classes this Fall were: tennis, youth soccer, Karate, Kajukenbo, Zumba, adult yoga, baby ballet, Pop Tots, youth basketball, adult dance, DB Dance Crew, and Evening Fitness. Winter 2012 -- Winter session began January 9 and ends March 23. Winter offers a handful of new classes including Baby Sign, Guitar 101, Adult Tap Dance, and Fitness Fusion. Tiny Tots -- Tiny Tots Winter session began on January 3 and will go through March 23, 2012. Heritage Park Tiny Tots has 15 in the Tuesday/Thursday class and 20 in the Monday/Wednesday/Friday class. Pantera Park has 15 in the Tuesday/Thursday class and 18 in the Monday/Wednesday/Friday class. Karen Barnett started as the new Tiny Tots Teacher at Pantera during the Holiday Mini Session. She has reorganized the classroom and added new activities. 77- 7- Adult Basketball -- The winter 2012 season begins with league games on January 22. Games are played at Diamond Bar High School and South Pointe Middle School. Due to limited gym availability, we are planning to limit the league to 26 teams this season. Included in the $360 registration fee are 10 league games plus a qualification game, scorekeepers, and championship awards. Teams also pay $20 per week for the officials. The season is scheduled to end in April. Adult Volleyball -- The winter session began on January 9, 2012. There are currently 7 participants enrolled in the program, but a total of 14 people participated the first night, so additional registration is anticipated. For only $40, participants receive 10 weeks of play on two courts of action from 7-9pm. The winter session will conclude in March. a Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 13 participants), Thursday (average of 10 participants), and Sunday (average of 15 participants) evenings. Open play takes place from 7:30-11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-1 Opm. Youth Basketball -- There are currently 398 participants registered for the youth basketball program. The 50 teams in the program played their first games on January 7. Team pictures will be taken on January 21 at South Pointe and January 28 at Mt Calvary. Children ages 4-8 & 12-13 will play at South Pointe Middle School, while children ages 9-11 will play at Mt. Calvary Lutheran School. The $84 registration fee includes a jersey, trophy, and ten games. Skate Park -- The skate park averages 7 users per hour on weekdays, with 11 users per hour on the weekend. Field attendants check in on the skate park a few times each day, from 4pm - Dusk on weekdays, and from 8am - Dusk on the weekends. Monday, January 2, 2012 — Rose Parade The Parade was on Monday, January 2, 2012 due to a history of never holding the parade on Sunday. Participants experienced the Rose Parade in style. No camping on the cold streets or fighting traffic to get there. This year's theme was "Just Imagine." Participants could feel the magic of a perfect Southern California morning while enjoying the beauty of the floats, the sounds of the marching bands and the majesty of the equestrian units. Excursion included continental breakfast, roundtrip transportation, seat Cushion, official Rose Parade Program, and a snack on the way home. The excursion sold out with 45 participants! Saturday, March 3 - Getty Villa The Getty Villa in Malibu is a world renowned cultural center with its famous dedication to the study of world arts. The Villa has a collection of over 44,000 Greek, Roman and Etruscan antiques. There are 23 permanent galleries and five changing galleries with objects dating back to 6,500 B.C. Your day starts with a relaxing bus ride to the Getty Villa. Upon arrival you enjoy casual lunch of turkey, ham, roast beef or Mediterranean veggie sandwich, along with chips, cookie and drink. The rest of the afternoon is yours to spend perusing the museum looking at the amazing works of art. The ride back is accompanied by a snack. This excursion includes roundtrip transportation, admission to the Getty Villa, box lunch and a snack on the way home for $36 per participant. There are 28 participants enrolled and 17 spaces available. Senior Classes -- Mt. San Antonio College partners with the City of Diamond Bar to offer 15 free classes to seniors at the Diamond Bar Center and Heritage Park. These classes vary from computer to exercise to fine arts. Winter Intersession classes are in session from January 9 to February 17. The following classes are being offered: Basic Computing 1, 2, & 3, Creative Computing, Digital Photography, Quilting, Sewing and Design, Drawing, Watercolor Painting, Gardening, Needlework, Physical Conditioning, Yoga and Tai Chi. AARP Mature Driving Class -- On Thursday and Friday, January 12 and 13 seven seniors attended class at Heritage Park. The class offered instruction that refines existing skills and develops safe and defensive driving techniques. Participants were required to attend both classes to receive a completion certificate that will enable them to get a discount on their automobile insurance. Class was $12 for AARP members and $14 for non members. Senior Seminars 1/11 Wills and Trusts - 8 1/13 Reverse Mortgages - 3 1/18 Medi -Cal and Long Term Care - 6 1/19 Case Management 1/25 Facts about Annuities - 3 Senior Activities and Services ® Bridge every Wednesday — 8-12 per session average ® Mahjong every Wednesday— 24 per session average Bingo every Tuesday and Friday — 190 per session average Senior Excursions January 11, 2012 — Morongo Casino -- This was another sold out trip with 45 enrolled. For $20 participants enjoyed 6 hours at the casino. This was not one of the favorites for the seniors as there were no coupons or free play offered to the group. January 25, 2012 — Hollywood Celebrity Home Tour -- 43 seniors will enjoy the day in Hollywood. The day begins with lunch at the HMS Bounty followed by a 2 hour celebrity home tour for $61. Senior Special Events December 22, 2011 — Holiday Dinner Dance — A record breaking 319 seniors signed up for the annual Holiday Dinner Dance. There was dancing to music provided by Keith Johnson, DJ and the delicious dinner was catered by Burger Continental. They provided Roast Turkey, Sliced Ham, Pot Roast with chestnut stuffing, mashed potatoes, sweet yams, bread rolls, salad, fresh fruit and dessert. Santa made an appearance and Carlos Carrillo from United Healthcare took pictures of the participants and presented them with the photos in folders as a memento of the evening. A great time was had by all. Haunted House & Fall Fun Festival -- Please see full financial summary and evaluation attached. Veterans Recognition Ceremony -- Please see full financial summary and evaluation attached. Candy Cane Craft Fair -- Please see full financial summary and evaluation attached. Winter Snow Fest -- Pantera Park was a flurry of cheer as an estimated 3,000 people attended the Winter Snow Fest on Saturday, January 14, 2012. Children of all ages sledded down 4 snow hills and frolicked in a snow play area. 90 tons of snow was used to make the snow hills and play area. The event also featured children's craft and games booths, local entertainment on stage, food booths and of course, lots of fun! For only $5 children could purchase a wristband for unlimited sledding and for $1 they could play 4 games or crafts. Sleds were provided for the runs, but children were encouraged to wear gloves and closed toed shoes. Non-profit community service organizations participated by operating food, game and craft booths. There were 18 game booths, 4 craft and 11 food booths. All games and craft booth operators will receive a portion of the proceeds from the wristband and game/craft card sales. Please find the full financial summary and evaluation in the February Commission report. Diamond Bar Center — The Diamond Bar Center was the location for a total of 41 private, business and non-profit rentals during the month of December. There were 13 church rentals, 2 Toastmasters meetings, a concert, a fashion show and an anniversary party. There were also 3 birthday parties, 3 business meetings, 5 weddings and 8 holiday parties. Also, there were a memorial service, a cultural gathering, a graduation party and an appreciation dinner. A total of $46,122.50 in rental fees was collected during the month of December for Diamond Bar Center rentals. Rental of the Grand View Ballroom is in high demand. The Diamond Bar Center is a popular venue for wedding receptions and Quinceaneras. Currently all Saturdays are reserved through mid September 2013. Diamond Bar residents may make reservations up to 24 months in advance. Non-residents may make reservations up to 20 months in advance. A lottery is held every first of the month to allow all renters an equal opportunity at obtaining a rental date. Heritage -- There are 12 rentals of Heritage Park Community Center for the month of January. Rentals include a church, an ongoing meditation class, and 3 birthday parties. Total revenue for these rentals is $1,810.00. The revenue for January 2011 was $2,565.00. Pantera -- There are 4 rentals of the Pantera Park Activity Room for the month of January. Rentals include 2 Toastmasters meetings, a birthday party and a banquet. Total revenue for these rentals is $352.50. The revenue for January 2011 was $295.00. Picnic Reservations -- As of January 15, 2012 there have been 9 picnic reservations made for the month of January. There have been 1 for Peterson Park, 2 at Pantera Park, 2 at Heritage Park and 4 at Sycamore Canyon Park. The revenue of these picnic rentals is $300.00. The revenue for January 2011 was $250.00. Grants Staff is working with Architerra Design Group to complete the artwork and information for the interpretive panels on the Sycamore Canyon Park trail and along the Summitridge Park Trail System. The Recreational Trails Grant is funding 50% of the work for the Sycamore Canyon Park Trail Phase IV that should be completed by the end of March. Program Evaluation and Financial Summary Program Title: Haunted House & Fall Fun Festival Date: January 16, 2012 Evaluation Prepared by: Andee Tarazon, C.S. Coordinator Halloween Haunted House The Haunted House operated on October 30 and 31 from bpm to Spm each night. The maze was 3-D this year and consisted of several different room themes and hallways. The rooms featured were: willy wonka, clowns, faces, dot room and graveyard. All were dark and with creatures lurking around and staff equipped with flashlights and whistles in case of emergency. On October 30 only, a special coupon was available for a buy one get one free entrance into the Haunted House. The coupon was available for print off the City's web site. 125 people were frightened in the hall of horrors on October 30 while 190 peopled were horrified on October 31. Also, over 30 volunteers from Diamond Bar and Diamond Ranch High Schools volunteered each night the event was in operation. Fall Fun Festival This was a safe and fun alternative to trick or treating. The event included game booths, prizes and of course candy! The Festival was held on October 31, at Heritage Park. Admission was $5 starting at 4:30pm and running until 8:30pm. There were 14 different games and 3 crafts for children 8 and under to participate in. Some of this year's popular games were graveyard dig, skee ball, trick or treat toss and pumpkin bowl toss. Lastly, each game was operated by Leo Clubs from Chaparral Middle School and Diamond Bar High School. The event had 312 participants. This event is offered for a nominal fee to the residents of Diamond Bar. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Councils interest in continuing to offer these events for a nominal fee. The following financial summary shows what the direct costs of the event were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. Staff Recommendations: Start set up on Monday, October 22, 2012 . Continue to offer a discount coupon for October 30. Purchase additional flame retardant black fabric for haunted house walls. 4. Continue to start with $600 petty cash. 5. Continue to use game cards. 010 1610, Wl 'I I FIft FINANCIAL SUMMARY 2011 Projected General Fund Expenditures $ 16J41.00 Projected Revenue $ 3'500.00 Difference $ Actual General Fund Expenditures $ 14,566.07 Actual Revenue $ 3,135.00 Difference $ REVENUE (34720) $ 3,135.00 Projected Amount $3,500 Fall Fun Prizes Haunted House October 3Oth-12bparticipants at$5ea. $ 025.00 Haunted House October 31th-19Oparticipants ot$5ee. $ 950.00 Fall Fun Festival October 31ot-312participants at $5ea, $ 1.560.00 PERSONNEL SERVICES $ 9,103.99 Projected Amount $10,941.00 Part Time (0X)1 $ 8.941.00 Workers 1 17�O0 Leaders LoadorUFacilty Attendants FuUTime U]D1OT Coordinator/Specialist PersonnelServes VVorke�o{�ompenaot���� nK}083>3.896 Medicare (40085) @1.45% Social 8eouh�D Security - �._--- $ 2,112.00 $ 1.541.00 $ 2,16100 $ 1,300.00 $ 1,300.00 $ 862.99 $ 313.18 119,49 430.34 OPERATING SUPPLIES (001.5350.41200) $ 3,762.47 Projected Amount $3,700 Haunted House $ 948.85 Haunted House Construction supplies $ 987.37 Fall Fun Supplies $ 341.14 Fall Fun Prizes $ 78574 Straw Bales $ 25937 Balloon Artist $ 440.00 CONTRACT SERVICES (001.5350.45300) $ 1,432.11 Projected Amount $1,700 Organization split (Fall Fun Festival) DBHG/Chaparral Leo's $ 50O00 Banners/Signage $ 648.05 Special Event Insurance $ 284.06 PRINTING (001.5350.42110) $ 267.50 Projected Amount $400 Flyers/Posters $28�50 Program Evaluation and Financial Summary Program Title: Veterans Recognition Ceremony Date: January 16, 2012 Evaluation Prepared by: Andee Tarazon, C.S. Coordinator The City of Diamond Bar and City Council hosted the annual event on Wednesday, November 9, 2011 at the Diamond Bar Center. The event started at gam with a welcome speech from the mayor followed by the invocation from Father Dennis from St. Denis Church. The event proceeded with special plaque presentations from the City of Diamond Bar to 10 honored Veterans and 1 Armed Forces Banner presentation. In addition, Joe Piper made a presentation to the City by donating a custom designed Armed Forces flag. The event concluded with a musical selection from South Pointe Middle School and a continental breakfast. Students from the middle school also received an opportunity to mingle and talk with Diamond Bars honored veterans. This Veterans Recognition Ceremony is offered free of charge to the residents of Diamond Bar. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Councils interest in continuing to offer these events for free. The following financial summary shows what the direct costs of the event were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. Staff Recommendations: 1. Continue to use South Pointe Middle School for music 2. Discuss volunteer roles and duties prior to the day of the event. 3. Make adjustments to Mayor speech about seating 4. Purchase additional platters for replenishing the breakfast. .5. Purchase additional vases and beverage jar. 6. Add additional photos to Veterans display banner. Change RSVP postcards to have DBC number. Purchase event giveaway... maybe reusable bags. CITY OF DIAMOND BAR Veterans Recognition Ceremony Financial Summary FY 2011 Projected General Fund Expenditures $5,325.00 Actual General Fund Expenditures $5,434.94 PERSONNEL SERVICES $ 678.56 Projected Amount $864.00 Personnel (40030) Pert time staff (OO1,5350.4003O) LeoderU Lerder| Worker Full time (OO1535O4OO20) Coordinator Personnel Services (4O000) Worker's Compensation (4UO83)@3896 Medicare (4OO85)@1.45Y6 Social Security (40085) @ 6.2% $ 503,00 $ 146.00 $ 310.00 $ 47.00 $ 112.00 $ 112.00 $ 63.56 $ 23.37 $ 9.00 $ 31.19 SUPPLIES (001.5350.41200) $ 1,574.05 Projected Amount $1,675 Votenana@ $ 444�50 Supplies $ 007.70 Flowers $ 221.85 PRINTING (001.5350.42110) $ 900.00 Projected Amount $900 Postcards $ 350.00 Programs $ 250.00 Veterans Display Board $ 300.00 CONTARCT SERVICES (001.5350.45300) $ 2,282.33 Projected Amount $2,750 EventDoonratono/aupp|)en $ 844,11 Refreshments $ 1.092.22 Entertainment $ 100U0 Banners/Signage $ 246.00 Program Evaluation and Financial Summary Program Title: Candy Cane Craft Fair Date: January 16, 2012 Evaluation Prepared by: Andee Taraaon, C.S. Coordinator The Candy Cane Craft Fair took place on Saturday, December 3, 2011. The event was from 9am to 2pm at the beautiful Diamond Bar Center. 71 crafters participated by operating an 8x8 booth. This one day craft fair had free admission, free parking and hundreds of handmade items. In addition to the crafters, children ages 5-12 received a chance to participate in making crafts themselves. Santa's Workshop was available for shoppers to leave their children with recreation staff while they shopped. This area proved to be very popular throughout the day with over 150 children participating. Recreation staff also received high remarks by wearing elf hats while playing with the children. This craft fair is offered free of charge to the residents of Diamond Bar. Crafters are charged $50 for a space booth without tables and $75 for a booth with tables. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Councils interest in continuing to offer these events for free. The following financial summary shows what the direct costs of the event were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. Staff Recommendations: 1. Continue to operate with the same number of spaces in the rooms. 2. Come up with new ideas to promote the event to Diamond Bar and surrounding residents. 3. Continue to have the snack bar inside the kitchen. 4. Look into alternative tree lighting event. CITY OF DIAMOND BAR Candy Cane Craft Fair Financial Summary 2011 Projected General Fund Expenditures $4'053.00 Projected Revenue $4,350.00 D\ffmnnnoe $197.00 Actual General Fund Expenditures $4�276.47 Actual Revenue $4,200J00 Difference -$76.47 45Vendors @$5O.0U=$2.250 PERSONNEL SERVICES $2,412.60 Projected Expenditures -$2.078.00 Part Time (D01.53S0,4003O) $2'219'00 Workers $170.00 Leaders $282M LeoderU $417.00 Foai|ityAtbandants $061.00 FTCoordinator (O0153504O02O) $689.00 Personal Services (O01.535O.48UO0) $193.60 Workers Compensation (4k}083)@3.U96 $60.57 PWedicona(40085)@1,4596 $32�17 Social Security (4OO85)@G.296 $9480 OPERATING SUPPLIES (001.5350.41200) $895.87 Projected Expenditures-$9OO,00 Decorations $132.11 Ganba'oVVnrkShop $520.21 Supplies $24355 PRINTING (001.5350.42110) $589.00 Projected Expenditures -$575.O0 Flyers/ Postcards $589.00 CONTRACT SERVICES (001.5350.45300) $379.00 Projected Amount - $500.00 Banners $115.00 PY31,10111MI, TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: JANUARY PARKS REPORT DATE: 1/18/12 MEETING DATE: 1/26/12 During the previous months, the Maintenance Staff has been working on various projects throughout the City. The following is a brief recap of some of the more significant projects. Diamond Bar Center • Replaced ceiling vent fan belt in lower men's restroom. • Replaced vacuum cleaner power switch. • Rebuilt sloan valve in lower women's room ADA stall. • Replaced six (6) roof lights and replaced one (1) ballast assembly. • Rebuilt motor court light fixture due to vehicle damage. • Turned off main power supply to the DBC to test generator and automatic transfer switch function. System checked okay. • Replaced one (1) micro blind switch in the GVBR. • Cleaned all interior carpets. (DFS) • Completely painted interior walls. (Contractor) • General kitchen cleanup was performed which included ovens, sinks, refrigerators, freezers and utility carts. Heritage Par • Replaced thermocouple on community center water heater. • Re-lamped men's room lights. • Unplugged urinal in men's restroom (twice). Pantera Park • Removed downed tree limb and debris from parking lot. • Replaced basket ball goal and net. • Re-lamped four (4) basketball court lights. • Re-lamped three (3) tennis court lights. • Re -secured wooden planks at playground "dock" area. • Assisted Tiny Tots instructor with various changes in classroom. Paul C. Grow Park • Repaired fence and gate between school grounds and park. • Unplugged drinking fountain near play equipment. • Repaired men's room urinal. Peterson Park • Unplugged urinal in men's room. • Cleared two (2) drinking fountains drains. Repaired one (1) drinking fountain. Ronald Reagan Park • Re-lamped three (3) tennis court and basketball court lights. • Replaced one (1) tennis court light ballast assembly. • Worked with contractor (Steinke Electric) to repair damaged wiring in tennis court lights. Sycamore Canyon Park A park patron reported to maintenance staff that he had slipped and fallen in front of the picnic shelter in the park. The man was uninjured and reported that he slipped on what he believed to be oil. Upon further investigation by P&M Inspector Seiler, it was discovered that the man had not slipped on oil as reported but actually slipped on ice. During cold winter nights, as cold air drains down the canyon towards Golden Springs, temperatures have been known to dip below freezing. Apparently this condition caused some irrigation water to freeze on the sidewalk creating the icy hazard. Added four (4) heavy duty lock assemblies to two (2) storage containers for Public Works Department. This was necessitated by the relocation of the storage container previously housed at (old) City Hall to our storage yard at Sycamore Canyon. As part of this project, a thorough cleaning and reorganization of the storage containers was conducted. Calsense Centralized Irrigation System ® Serviced ET gauges and added distilled water. Interoffice MEMORANDUM To: Honorable Chairman and Members of the Pas and Recreation Commission From: Bob Rose, Community Services Director IAS" i Z_ Date: January 18, 2012 Meeting Date: January 26, 2012 Re: CIP Projects Up -date CIP Projects Up -date: Silver Tip Park — Construction of this project started on October 24. The new water meter has been installed by WVWD and the project is on track to be completed this spring. Sycamore Canyon Park Trail — Phase IV — Construction started on Tuesday, November 1. The project is scheduled to be completed by early March, if the weather continues to cooperate, Washington Park — Construction started on Monday, November 7. The tiles that were created by the youth from the neighborhood have been installed and look great. The project is still on schedule to be completed in time for public use by summer, 2012. Free -Standing Interpretive Panels — Staff is working with Architerra Design Group and ACE Construction to design and install 11 interpretive panels along the Sycamore Canyon and Summit Ridge trails. These panels are being paid for with funds the City was awarded from the Prop 84, Nature Education grant. The panels should be installed by this spring. Dog Park — Staff has met with the consultant that is developing the construction documents for the accessible concrete walkway that will lead from Pantera Park to the new Dog Park and the following schedule was finalized: Task CEQA Process Development of Plans & Specs Bidding for Contractor Award of Contract Construction of Walkway Construction of Fence & Drinking Fountain By Start Date Completion Date Community Development Dept. 1/13/12 Harris & Associates 1/12/12 3/30/12 CS Staff 4/2/12 4/19/12 City Council 5/1/12 Contractor 5/14/12 6/1/12 Fence Contractor 6/4/12 6/15/12 Calif. Cons. Corps 6/4/12 6/15/12 Installation of DG Path Calif. Cons. Corps 6/18/12 6/29/12 Placement of Wood Chips Wood Chip Vendor 6/18/12 6/29/12 Installation of Signage, Calif. Cons. Corps 7/2/12 7/13/12 Benches & Misc. Improvements 01;7.• •••••1 I�IIII11111!1111 IIII IIII111111:111 Longview South — The City of Diamond Bar has obtained ownership of this property and the design of park improvements is now in progress. Construction is scheduled for the 2012/13 FY. Stardust Park — City staff filed all the appropriate paperwork to obtain ownership of this property and submitted it to the LA County Recorder's Office. The current owner of the property has agreed to transfer ownership to the City and has signed all the paperwork. Unfortunately, the County rejected the submittal because the current owner of the property is from Canada (a foreign entity). The paperwork is back in the hands of lawyers who will direct the City on how to proceed. The design of this park's improvements is still in process. Since construction is not planned until the 2013/14 FY, staff expects the ownership issue to be resolved long before construction is scheduled to start. Larkstone Park — The first review of the grading plans for this project has been completed by Public Works staff. The second submittal of the grading plans was made this week by the contractor, and Public Works staff is starting its second review. Community Services staff has completed its portion of the review. Design of Sycamore Canyon Park Creek Repair — Staff has received proposals from four different civil engineering firms that responded to the City's Request for Proposals (R.F.P.). Staff is currently reviewing the proposals and will select the consultant deemed best to design this project by the end of January.