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HomeMy WebLinkAbout10/25/2012 PRC Agenda - Regular MeetingAGD E A"A IV q 21810 Copley Drive Diamond Bar, California Chairman Lew Herndon Vice -Chair Benny Liang Commissioner Dave Grundy Commissioner Ted Owens Commissioner Dave Roberto 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 tile 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 // 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 oraccommodation(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 drinking in the Hearing Board Room. The City of Diamond Bar uses recycled paper and encourages you to do the same. City of Diamond Bar PARKS AND RECREITIOU-COI)TWI The meetings of the Diamond Bar Parks and Recreation Commission are open to the public, Amember nfthe public may address the Commission nnthe subject Ofone ormore agenda items and/or other items ofwhich one within the subject matter 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. Aoageneral rule the opportunity for public comments will take place atthe discretion ofthe Chair. However, in order to facilitate the meeting, persons who are interested parties for an item may be requested to give their presentation atthe time the item \ecalled oDthe calendar. The Chair may limit the public input onany item or 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 vve|CorDe 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.) |naccordance with State Law (Brown Aot).all matters tube acted onbythe Commission must beposted at least 72hours prior tothe Commission meeting. |ncase ofemergency o[when asubject matter arises subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item that ianot oDthe 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 ond may beaccessed byapersonal computer through aphone modem, Every meeting of the Parks and Recreation Commission is recorded on cassette tapes and duplicate tapes are available for o nominal 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 etleast three business days inadvance ofthe meeting. Please telephone (908)83S-7OOO 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, Cassette Tapes of Meetings (809) 838-7060 Computer Access toAgendas (SOS)8O0-L|NE General Information (90Q)839-7OOO CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA ............... III .. ........ 0I&W1111f,101- TWIT oil 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: u Provide -- o • 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. Li Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. Li Be open and actively responsive to input from individuals and community organizations. in 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, OWENS, ROBERTO, VICE-CHAIRMAN LIANG, AND CHAIRMAN HERNDON 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. October 25, 2012 PAGE 2 PARKS & RECREATION COMMISSION Friday, November 2 — "Masquerade", 6", 7", 8" Grade Dance — 7:00pm — 1 0:00pm Diamond Bar Center, 1600 S. Grand, Diamond Bar Tuesday, November 6 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Thursday, November 8 — Veterans Recognition Ceremony — 9:00am — The Diamond Bar Center, Grandview Ballroom, Diamond Bar Thursday, November 8 — Traffic & Transportation Commission Meeting — 7:00pm — The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Monday, November 12 — CITY HALL OFFICES CLOSED — In observance of Veterans Day Tuesday, November 13 — Planning Commission Meeting — 7:00pm — The Windmill Room, 1 st Floor, 21810 Copley Drive, Diamond Bar Wednesday, November 14 — Senior Excursion — "Cleopatra Exhibit" — Level 3 10:30am — 5:30pm — Departs DBC at 10:30am / Returns at 5:30pm Thursday, November 15 — Parks & Recreation Commission Meeting — 7:00pm — The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Saturday, November 17 — Dog Park Grand Opening — 1:00pm — Pantera Park 738 Pantera Drive, Diamond Bar Tuesday, November 20 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Thursday & Friday November 22 & 23 — CITY HALL OFFICES WILL BE CLOSED — In observance of the Thanksgiving Holiday Tuesday, November 27 — DB 4Youth and D13 4YOUth "In Action" Meeting — 6:00pm — Diamond Bar Center, 1600 Grand Ave., Diamond Bar Tuesday, November 27 — Planning Commission Meeting — 7:00pm — The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Wednesday, November 28 — Senior Excursion — "Fantasy Springs Casino" — 8:30am — 6:30pm — Departs DBC at 8:30 / Returns at 6:30pm gzmzm��� X". W—lyd 1. CONSENT CALENDAR 1.1 Approval of Minutes for September 27, 2012 Regular Meeting 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation — Senior Softball Program — Mickey McKitrick, Recreation Specialist 2.2 Parks Report - Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation 2.3 CIP Projects — Bob Rose, Community Services Director 1. Painting of Lodge Pole Fencing at Sycamore Canyon Park 2. Trails Free Standing Interpretive Exhibits 3. Dog Park at Pantera Meadow 4. Design of Grand View Trail and Grand View Trail Link Trail 2.4 List of pending Commission requests — Bob Rose 2.5 Financial Summary for 2005/06 FY thru 2011/12 FY — Parks & Recreation 3. OLD BUSINESS — None. 4. NEW BUSINESS — Commission Meeting Schedule for December, 2012 - The Commission meeting is scheduled for Thursday, December 27. In past years, the Commission has held this meeting a week earlier (December 20) or has adjourned the meeting due to an anticipated lack of quorum, depending on the business scheduled to come before the Commission, or Commissioner's holiday plans. Recommended Action — Determine the meeting date for the month of December 2012. 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. • A9 CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSIOK DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 SEPTEMBER 27, 2012 FOY-11 A A I • • � � 3 Chairman Herndon called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Roberto led the Pledge of Allegiance. Present: Commissioners Dave Grundy, Ted Owens, Dave Roberto and Chairman Lew Herndon Absent: Vice Chairman Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Alison Meyers, Community Services Coordinator; Andee Tarazon, Community Services Coordinator; Chris Ramos, Day Camp Specialist; Phil Williams, Maintenance Worker 11, and Debbie Gonzales, Administrative Coordinator. PRESENTATION TO SUMMER VOLUNTEENS OF 2012 - by CSC/Meyers and DCS/Ramos. Chair/Herndon said this program is wonderful and he thanked CSC/Meyers for her commitment. MPT/Tanaka thanked the participants for their hours of volunteer work and thanked the parents for their support. C/Everett said Diamond Bar is a great place and the reason is people like the Volunteens, staff and Commissioners. RECESS: Chair/Herndon recessed the meeting at 7:18 p.m. RECONVENE: Chair/Herndon reconvened the meeting at 7:28 p.m. MATTERS FROM THE AUDIENCE: Steve Zalai, 15619 Obsidian Court, thanked the 40 individuals who participated in the August 25 and 26 Pickleball Demonstration at Pantera Park. Participants asked when they could start playing on a regular basis. Mr. Zalai said a tennis court would be the best place to play Pickleball and he would like to have use of a court on a regular basis. If the City agrees to a second demonstration the demonstrators would like to hold the event in November. SEPTEMBER 27, 2012 PAGE 2 P&R COMMISSION Chair/Herndon advised Mr. Zalai that he would need to confer with staff. CSD/Rose said staff believed the November time frame would be fine and asked Mr. Zalai to coordinate the event with CSC/Knox. CALENDAR OF EVENTS: As presented by CSD/Rose. Chair/Herndon announced he would be out of town on October 25. 1.1 Approved Minutes for the August 23, 2012 Regular Meeting. C/Grundy moved, C/Roberto seconded, to approve the Consent Calendar as presented. Without objection, the motion was so ordered with VC/Liang being absent. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Owens asked if it was possible to schedule next year's Diamond Bar Day at the Fair during the horse racing event. CSC/Tarazon said she would present this request to the Fair representatives. Chair/Herndon asked if staff's recommendation to have one food vendor at the Concerts in the Park would be for one of the City's non-profit organization or a commercial vendor. CSC/Tarazon stated that she would seek a non-profit organization. Chair/Herndon felt if attendees were expecting certain types of food at the concerts could the City promote what type of food would be served. If the City brought in a commercial vendor he would hope that the City would be able to get some of the proceeds for allowing them to participate. CSD/Rose said Diamond Bar had no plans to bring in a commercial provider. Some vendors do a great job and others provide minimal services which is the reason for this discussion. The City makes every attempt to allow everyone to participate but the City also wants to make certain it gets consistent high quality of food and service. C/Grundy asked if the City solicited feedback regarding the performers so that the City can gauge their popularity. CSC/Tarazon stated that no formal feedback method is used. CSD/Rose stated that staff looks at audience reaction, whether people get up and dance and how they "get into" the music. The City focuses on a variety of music and receives information from other cities on new groups that Diamond Bar considers. SEPTEMBER 27, 2012 PAGE 3 P&R COMMISSION Chair/Herndon felt the movies following the Concerts in the Park were very well received. Do the vendors serve food during the movies? CSC/Tarazon stated that food is usually available during the early part of the movie. C/Owens said he was surprised about the number of people who came at the end of the concert to view the movie. Chair/Herndon felt that had something to do with the age of the kids. C/Grundy suggested that the City look for a vendor that would move among the crowd to sell hot dogs similar to what is done at ball parks. CSD/Rose responded that the City considered allowing vendors to go into the crowd. Staff believes that most people watching the concerts do not want someone in front of them so the City has discouraged vendors passing out food during the concerts. C/Grundy asked if it had been tried and CSD/Rose responded that the decision was made when people tried to pass out flyers during the concerts. C/Grundy felt that if a food vendor worked his way through the crowd it might be easier to purchase a hot dog, etc. CSC/Tarazon stated she would look into this possibility. 2.1.1 Power Point Presentation on the Armed Forces banners — CSC/Tarazon C/Owens asked how much was budgeted for this year and CSC/Tarazon responded $15,800. She estimated that the cost is about $250 per banner. There is no cost to the families. C/Grundy asked if there is special recognition for those who have died in the line of duty. CSD/Rose said that no one from Diamond Bar died in the line of duty. The City has not developed a program for this type of event but has seen other cities display something on the banner. C/Grundy said plans should be made in the event of such an outcome. Chair/Herndon asked if any Veterans had been injured and CSD/Rose said staff had not received any information regarding injuries. Chair/Herndon asked if the City Council had given staff a blank check on this matter and CSD/Rose responded that there is no blank check; however, the City Council has always been very responsive and supportive. Staff needs to look at how and when the program will be brought to a conclusion but thus far there have been no such discussions. SEPTEMBER 27, 2012 PAGE 4 P&R COMMISSION C/Owens said that street banner programs for service people are very popular in Southern California. Chair/Herndon said he felt it was a great program that should be continued. 2.2 Parks Report — PMS/Jordan C/GrUndy said he was surprised that the City would be repairing the boy's restroom instead of the school district. CSD/Rose said that in accordance with the facility use agreement the City is responsible for the maintenance of the restroom building. C/Grundy asked what other things the City is responsible for in addition to the fields and CSD/Rose responded that the City maintains the lights and the slope on the Golden Springs Drive side as well. C/Grundy asked if the City repairs problems that come about during the normal school day and CSD/Rose responded no, that there is a janitor that handles the daily issues. PMS/Jordan said it depends on the nature of the repair and in most cases it is easier for the City to respond and just get the problem fixed. Staff has also worked with the school on issues that are slightly out of the scope of what the City does on the upper field. With respect to the restrooms, staff has a pretty good understanding with the school district making most of the repairs. Staff's time for restroom repair has been minimal. C/Owens asked if the City has a similar working relationship with the WVUSD and CSD/Rose said the City has no maintenance responsibilities for any of their buildings. The only location that has a joint use facility is Paul C. Grow Park. There is a line drawn and the school district maintains everything on their side of the line and the City maintains everything on its side of the line including the outdoor restroom. Chair/Herndon commented that the Diamond Bar Community Foundation had a food truck event at Lorbeer Middle School which he was involved in and from his experience the City has a very good working relationship with PUSD and if repairing a faucet, etc. contributes to that relationship he is all for it because Diamond Bar is very fortunate to be able to use that field and possibly other PUSD fields in the future. 2.2.1 Power Point Presentation on information about the City's Trail System — CSD/Rose. Chair/Herndon asked if omission of the proposed trail from Silver Tip to Pantera was an oversight or is it a future project. CSD/Rose said it may not be far off into the future. It is not in the Trails Master Plan which staff is following closely. Staff will have the CCC determine whether it is feasible to cut a trail. Currently, LA County fire is constructing a helipad by the reservoir above Pantera Park. After construction is finished staff will be able to determine possible pathways. SEPTEMBER 27, 2012 PAGE 5 P&R COMMISSION 2.3 GIP Projects — CSD/Rose 2.3.1 Trails Free Standing Interpretive Exhibits — CSD/Rose stated that the panels for Sycamore Canyon Mesa Trail and the Summitridge Park Trails have been shipped and will be installed when received. 2.3.2 Dog Park at Pantera Meadow -- CSD/Rose reported that the contractor started work on September 18 and the CCC is performing clearing and grubbing work this week in preparation for the fencing and wood chips. A ribbon -cutting ceremony is scheduled for Saturday, November 17 at 10:00 a.m. 2.3.3 Design of Grandview Trail — CSD/Rose indicated that staff received proposals from the architect firms. Staff is reviewing the proposals and hopes to take its recommendation to City Council on October 16. The phased construction schedule is to complete the design work this fiscal year and construct the Grandview Trail in FY 2013- 14 with the link trail completion during FY 2014-15. If the grant funding can be acquired the construction could be completed in one phase which would be staff's preference. 2.4 List of Pending Commission Requests — CSD/Rose Items previously discussed during tonight's meeting: a) Tennis Registration (Recreation Report) b) Revenue for Contract Classes (Recreation Report) c) Percentage of residents to non-residents for Contract Classes (Recreation Report) d) Swings — CSD/Rose stated that the Diamond Bar Community Foundation is willing to meet with the individuals interested in having the swings at the park; meeting to be scheduled. In the meantime, staff is looking at grants for this project. e) Pickleball (update provided under Public Comments) f) Site D — CSD/Rose said that it was likely not much would happen within the next year except for a community meeting in November, possibly on November 10, sponsored by the school district with the developer and landscape architect, the subject of discussion to be "Park Amenities." g) Stage Lighting at the Diamond Bar Center — CSD/Rose reported that all of the technology is being scrutinized by other departments and the RFP is not yet ready to go out. SEPTEMBER 27, 2012 PAGE 6 P&R COMMISSION Chair/Herndon said he would like to add the MOU with the school districts to the list. 2.5 Financial Summary for 2011/12 Fiscal Year for Parks & Recreation — CSD/Rose qnnngmxc ar* =1% 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Owens said he attended the recognition luncheon "Lions of the World" for Jack and Wanda Tanaka. C/Grundy asked if the unusually high temperatures during the past week affected the landscaping in the parks. PMS/Jordan responded that the only problems were after the renovations at Pantera and Lorbeer because staff was behind schedule due to the fireworks show. Staff fertilized a little late and the grass started growing in the heat and the mowing height was higher than staff would have liked it to be at the opening. It took a couple of weeks to get the height under control and staff is still working at getting the height lower at some of the fields. Other than the aggressive growth there was no distress detected. C/Roberto thanked staff for their report and offered kudos to CSC/Meyers on the Volunteen program. C/Roberto said he would like to see revenue versus expenditures over the years on the next financial summary report. Chair/Herndon thanked staff for their efforts. He attended some of the Concerts in the Park which were well attended and received by the participants. He said he was blown away by the Volunteen program with more and more kids participating going forward. ADJOURNMENT: C/Roberto moved, C/Owens seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Herndon adjourned the meeting at 8:40 P.m. The foregoing minutes are hereby approved this day of 2012. SEPTEMBER 27, 2012 PAGE 7 P&R COMMISSION Respectfully Submitted, Attest: LEW HERNDON, CHAIRMAN TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: October 16, 2012 MEETING DATE: October 25, 2012 The Fall 2012 Recreation Guides are available to be picked up at City Hall, Diamond Bar Center, Heritage Park Community Center, and Pantera Park Activity Room. It is also available to be viewed online on the City's website. The Winter 2013 Guide is in production and will be available the first week of December. Fall 2012 -- The Fall 2012 session began on September 1 and is scheduled to end on December 7. So far there are 538 students enrolled in 178 classes. Some of our most popular classes this season are Tee Ball, Tennis for all ages, Evening Fitness, Gymnastics and Kundalini Yoga. Tennis Anyone Summer Classes -- In response to questions regarding enrollment in other cities, I have contacted the Recreation Departments in the Cities of Chino Hills, Corona and Claremont. I have since received response from the City of Claremont. I will continue to report on the others as I get into contact with them. The City of Claremont reported back that their numbers have been relatively steady. Claremont offers a much smaller program than the City of Diamond Bar. Diamond Bar averages between 200 and 250 tennis class participants per session, depending on the season. In comparison, Claremont averages about 45 students per session and offers only youth classes, no adult classes. The youth classes are conducted at one location on Tuesdays and Thursdays. Adult classes are provided by a local tennis club that is located in Claremont. Diamond Bar offers classes on Monday thru Thursday late afternoons and evenings on two courts at Ronald Reagan Park, with a Pee Wee, Jr. Beginners and Jr. Advanced, and an Adult Clinic. Hatha Yoga Class -- The following information is in response to a letter received from a Hatha Yoga student. The student wrote to express her concerns with the facility needs of the class and she also gave some suggestions and input of how we can possibly meet those needs. Class background: Bill Giebe has been offering Hatha Yoga through the City of Diamond Bar's Contract Class Program since 2003. The City reserved facility space at the Diamond Bar Hills Club to host his classes. In 2008 classes were relocated due to the YMCA taking over the DBHC and converting it into a gym. In Summer 2008, classes were held in the Sycamore room at the Diamond Bar Center. The instructor and students were not pleased with the lack of privacy due to the windowed entrance and were then moved once again in the Fall of 2008 to the Multi -Purpose room at Quail Summit Elementary. In an effort to move the classes to a more suitable location, staff also tried locating the class at Mt Calvary Lutheran School but this was not suitable due to cleanliness and room availability. Since the relocation to QSE the instructor has experienced some difficulty getting into the designated room on time and has arrived to find other users or activities being held in the room. On some occasions we have been able to accommodate them in another room at the Diamond Bar Center or scheduled make-up classes for his students. In the Winter of 2012 we were informed that the location had been double booked by the District. We were able to move classes to the Pantera Park Activity Room. The location was not ideal for the instructors and students due the large open windows and noise at the park. We contacted the Walnut Unified School District once again to see if we could work out a better system for our reservation. Classes were moved back to QSE in the Summer of 2012. The district mailed us confirmation of our schedule and the contact name and number for the custodian on site. Classes seemed to work out well this time around until August 20th and 2 nd 2 . Mr. Giebe arrived for class on 8/20 to find that the school was hosting an activity. He was also informed that classes would be cancelled on 8/22 due to Back to School Night activities. The same issue occurred at the start of the Fall semester. Classes are now being held at Pantera Park. We have covered the windows with temporary curtains and the location is being scheduled and staffed by City employees. We have not been able to find another permanent location other than Pantera Park due to several factors. 1. The instructor has requested use of the Pine Room at the Diamond Bar Center. The Pine Room is a designated Senior Room. When the senior room is not scheduled for senior use, use may be offered to other users, per meeting room policies. At this time there is a Senior Club that uses the room Mondays 7pm — 9prn and a Toastmasters Club has a continuing rental the first and third Wednesday of every month 7:15- 9:15pm. The Hatha Yoga instructor does not wish to change the days and hours of his class (Mon. & Wed. 6:30pm-8pm) to accommodate use at the Center. 2. We have contacted other locations for availability; Diamond Bar Hills Club is still being managed by the YMCA as a gym. I inquired about their Sunset Crossing location but they also offer a yoga class and do not wish to compete with another program. Diamond Point Swim Club is not allowing outside users at this time. It is available to members only. We plan to continue researching other alternative spaces, with such locations as local churches, studios and clubs. The instructor will also be included in future location decisions. Further follow up will be provided in the November commission report. Youth Programs I Tiny Tots -- At the time of this report Pantera Park Tiny Tots had 15 tots enrolled in the 3 year old class and 13 in the 4-5 year old class. Heritage Park has 14 tots enrolled in 3 year old class and 12 enrolled in the 4-5 year old class. Pantera Park Tiny Tots Session is 12 weeks and Heritage Park Tiny Tots Session is 11 weeks (due to the Halloween festivities at Heritage). With enrollment down, flyers are being made to advertise in the City kiosks, at all the sites and at the local elementary schools. Both Tin Tot Classes will visit the Enchanted Pumpkin y Patch in Brea to pick out pumpkins and have some fall fun on Friday, October 19. The two sites will share a bus and will be at the pumpkin patch at the same time. This is the first time the two sites will have joined together for an excursion. DB 4Youth "in Action" -- The youth had their creative juices working this month as they made masquerade masks, gondolas and a Venetian back drop for the "Masquerade" middle school dance on Friday, November 2. Docking poles for the gondolas and finishing touches to the back drop will be completed on Tuesday, Wednesday and Thursday, Oct 23, 24 and 25. While all these decorations are being completed they will also be making plans to sell snacks at the Fall Fun Festival on Halloween. Volunteens -- Thank you to the Commissioners for their part in recognizing the 91 volunteens at the September Parks and Recreation Meeting. Fifty one participated in the recognition. Certificate packages were mailed the week of October 1 to all participants who could not attend. Applications for the 2013 volunteen program will be available on the City Website, at City Hall and the Diamond Bar Center the last week in February. Youth Basketball -- There are currently 69 participants registered for the 2013 youth basketball program. The season begins with a skills evaluation day on Saturday, December 1 for children ages 6-14. An officiating clinic will be held for recreation staff on Saturday, December 8. Games begin January 5, 2013 and continue through March 9, 2013. Children ages 4-8 & 13-14 will play at South Pointe Middle School, while children ages 9-12 will play at Mt. Calvary Lutheran School. The $84 registration fee includes a jersey, trophy, and ten games. Volunteer coaches are being accepted and reviewed to assist with this program. Adult Basketball -- There are 24 teams participating in the 2012 fall adult basketball league. Games are played at Diamond Bar High School and South Pointe Middle School. The season is set to conclude with championship games on December 9. 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. Adult Volleyball -- The adult volleyball program plays at South Pointe Middle School on Mondays. There are currently 19 participants registered for the session which ends on November 19. For only $40, participants receive 10 weeks of play on two courts of action from 7-9pm. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 11 participants), Thursday (average of 13 participants), and Sunday (average of 12 participants) evenings. Open play takes place from 7:30-11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-10pm. Skate Park -- The skate park averages 8 users per hour on weekdays, with 14 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. Getty Museum & Farmers Market The trip sold out with 45 people. The day started off at the famous Farmers Market for shopping and lunch. We departed the area at 1:15pm and took a scenic drive down Wilshire Blvd. to the 405 fwy to the Getty Center. Once we arrived, excursion goers had 3 hours to visit on their own. Excursion included roundtrip transportation, entrance to the museum and a snack for the ride home all for $25/person. The excursion was held on Saturday, October 6. Tamale Festival & Cabazon Outlets There are 24 people signed up for this excursion. There are 21 seats still available. The event is scheduled for Sunday, December 2. The bus will depart from the Diamond Bar Center at 8:15arn when they will head to the Coachella Valley for the Tamale Festival. More than 400,000 tamales are sold by over 80 different vendors at the annual event. Live music, dancers and many arts & crafts booths will also be available to enjoy. Upon leaving the Festival we will stop at the Desert Hills Premium Outlets in Cabazon to spend the afternoon shopping the 130 stores. Excursion includes roundtrip transportation, admission to the Festival and a snack for the ride home all for $31 /person. The 50th Annual Cruise of Lights There are already 42 people signed up for this excursion. The excursion may sell out with 45 participants. The event is scheduled for Saturday, December 15. The bus will depart from the Diamond Bar Center at 12noon when they will head to Main Street in Huntington Beach for shopping and lunch. We will then head to Huntington Harbour and take a boat tour around the harbor to enjoy the brightly decorated homes, docks, decks and boats. Excursion includes roundtrip transportation, admission to Huntington Beach, boat tour admission and a snack for the ride home all for $45/person. Tournament of Roses There are 23 people signed up for this excursion. The excursion may sell out with 45 participants. The event is scheduled for Tuesday, January 1, 2013. The bus will depart from the Diamond Bar Center at 6am and head to the Rose Parade. Bands, floats and equestrian units from all over the world will participate in the largest and most beautiful parade in the world. The theme for the 2013 parade is "Oh, the Places You'll Go." Excursion includes continental breakfast, roundtrip transportation, stadium seating, official Rose Parade guide and Diamond Bar seat cushion and a snack for the ride home all for $85/person. 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. The classes vary from computer to exercise and fine arts. Fall classes will run from 8/27-12/14. All of the exercise classes including Tai Chi are at maximum capacity, as well as Quilting, Needlework, Drawing and Gardening. Most of the computer classes are full as well. Senior Groups and Clubs Five senior clubs regularly meet and hold events at the Diamond Bar Center and Heritage Park Community Center: ® The Diamond Bar Senior Citizen's Club has 400 members and meets each Tuesday with approximately 165 at each meeting. ® The Diamond Dar Evergreen Club has 260 members and hold classes throughout the week. ® The Diamond Age Seniors has 215 members and meets each Monday, Wednesday, and Friday. ® The Sunshine Seniors has 230 members and meets the second and fourth Sunday of each month and every Saturday. ® The Super Diamond Age Seniors has 200 members and meets each, Tuesday, Thursday, and Friday. Senior Seminars and Services 10/3 Planning for Healthcare Cost 5 people 10/3 Trusts and Wills 6 people 10/10 Medical Long Term Care 2 people 10/12 Reverse Mortgage 1 person 10/15 Medicare 101 8 people 10/17 Facts about Annuities 1 person 10/22 Understanding Generic prescription 1 person Senior Activities and Services Bridge every Wednesday -- 8-10 per session Mahjong every Wednesday — 35 per session average Bingo every Tuesday and Friday — 175 per session average Senior Excursions Valley View Casino, 10/3 -- 42 seniors attended this trip to the very popular Valley View Casino in San Diego County. The fee was $20 and the players received $15 in free play on their cards. Oktoberfest, 10/18 --A full bus of 47 seniors will journey to Huntington Beach to partake in October festivities at the Oktoberfest. Everyone will enjoy a German luncheon and dancing for about three hours. There will also be extra time for shopping at the Old World Market. Senior Extended October Excursions — 3 participants will enjoy a 7 day tour to Washington DC & Williamsburg. Some of the highlights include the World War II Memorial, a Mt. Vernon Tour, a Traditional Colonial Dinner and a DC Twilight Illumination Tour. They departed on October 11, 2012 and the cost of the trip per person was $1,979. Senior Special Events Halloween Dance -- October 25, 2012 is our annual Halloween Dance. This dance is a real favorite because many people come in costume. Those that choose not to dress up still love to watch the parade and contest. There will also be dancing to DJ Keith Johnson and a Mexican dinner. Currently there are 47 seniors signed up. Health Fair & Flu Shots -- Currently there are 160 seniors signed up for this event scheduled on October 31 from 9am-12:30pm in the Grand View Ballroom. The injections are free from Los Angeles County. Juice and granola bars will be provided by the 17 health related vendors who have registered to host booths at the event. These vendors vary from assisted living communities, health insurance companies and various healthy living organizations that may be of interest to the seniors. 3D - Halloween Haunted House The City is looking for local high school students to help with the set-up and operation of the popular Haunted House starting Thursday, October 25 and running through Wednesday, October 31. Students must be in high school and either live in Diamond Bar or attend Diamond Bar or Diamond Ranch High School. School identification and a waiver will be required. An informational meeting was held on Monday, October 15 at 7pm at Heritage Park Community Center. Once again, we will be offering a special "buy one, get one free" Haunted House admission coupon (valid on October 30th only). The coupon is now available to print off the City's web site and is also available for pick up at City Hall and the Diamond Bar Center. It is also featured on a postcard sent to all schools in Diamond Bar. Staff has really been working to create new rooms and ideas for this year's event for the popular 3D maze. The Haunted House will operate on Tuesday & Wednesday, October 30 & 31. The event will be held in Heritage Park Community Center from 6-9 pm on both days. Admission will be $5 and is recommended for ages 8 and up. Fall Fun Festival This is a safe and fun alternative to trick or treating. The event will include game booths, a craft area, prizes and of course candy! The festival date is Wednesday, October 31 at Heritage Park beginning at 4:30pm and running until 8:30pm. Game/Craft cards are $5. This event is recommended for children 2 to 8 years old. Save the Date! Candy Cane Craft Fair The City of Diamond Bar invites you to experience our 7th annual holiday craft boutique. This one day craft fair has free admission, free parking and hundreds of local crafters featuring handmade seasonal items. There are currently 48 crafters registered for this fun event. Also, the popular Santa's workshop and pictures with Santa will return to make this event a huge success with the youth in attendance. Please join us for this spectacular event on Saturday, December 1 from 9am to 2pm at the beautiful Diamond Bar Center. #', � " t 111, IM 10M, M zn'=­ . , Diamond Bar Center -- The Diamond Bar Center was the location for a total of 42 private, business and non-profit rentals during the month of September. There were 20 church rentals, 2 Toastmasters meetings, 12 weddings, 1 Cultural event and 1 church conference. We had 2 meetings, 1 seminar, and 1 soccer meeting. A total of $28,480.50 in rental fees was collected during the month of September for Diamond Bar Center rentals. In September 2011 $57,735.60 in rental fees were collected. Rental of the Grand View Ballroom is in high demand. The Diamond Bar Center is a popular venue for wedding receptions, business seminars, fundraisers and Quinceaheras. Currently all Saturdays are reserved from now through 2013 and we have started taking reservations for 2014 (Saturdays for the summer months of 2014 are going fast). Diamond Bar residents may make reservations up to 24 months in advance and non-residents may make reservations up to 20 months in advance. A lottery is held the first of every month to allow all renters an equal opportunity at obtaining a rental date. Heritage -- There have been 6 rentals of Heritage Park Community Center for the month of October. Rentals include 3 church rentals, 1 Birthday, 1 church picnic, and 1 wedding reception. Total revenue for these rentals is $1,560.00. The revenue for October 2011 was $1,640.00 Pantera -- There have been 8 rentals of the Pantera Park Activity Room for the month of October. Rentals include 2 Toastmasters meetings, 2 birthday parties and 4 young ambassadors meetings. Total revenue for these rentals is $610.00. The revenue for October 2011 was $40.00. Picnic Reservations -- As of October 9, 2012 there have been 26 picnic reservations made for the month of October. There have been 6 at Pantera Park, 2 at Heritage Park, 4 at Ronald Reagan Park, 1 at Maple Hill Park, 1 at Peterson Park, and 12 at Sycamore Canyon Park. The revenue from these picnic rentals is $825.00. The revenue for October 2011 was $675.00. 1 Land & Water Conservation Grant -- Staff is completing the Land and Water Conservation grant application due November 1. Staff is requesting funds to develop the trail at Peterson Park including landscape tie steps, drainage swales, hand rails, fencing, benches and a decomposed granite path along 1,175 ft of the current hard pan trail. This grant requires a 50% match with the request to the L.WCF being $158,646. The total project cost will be $317,292. TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: OCTOBER PARKS REPORT DATE: 10/17/12 MEETING DATE: 10/25/12 During the previous month, 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 a bib washer in kitchen sink faucet. ® Changed electronic control unit in the lobby entrance door. ® Replaced coffee maker water filter. ® Replaced two (2) lamps and ballasts in the GVBR section B up -lights, two (2) lamps in the GVBR section E ceiling can lights, and one (1) ballast in the lower men's room ceiling light. Replaced three (3) lamps and ballasts in the motor court planter lights and repaired a motor court planter light that was suspected to be damaged by vehicle. ® Performed monthly generator test. ® Performed vacuum cleaner maintenance which included clearing plugged suction lines, repairing electrical connections, cleaning brushes and replacing belts. ® Glued down loose carpet in the GVBR section D by the room entrance. ® Removed a broken key from exterior patio door. ® Readjusted Maple Room entrance door lock cylinder. Patched and painted patio railing and repainted entrance and parking directional signs. During the maintenance week of September 17, the following items were completed at the DBC. H2o Pressure Washing was brought in to pressure wash concrete surfaces including the patio, motor court and exterior kitchen area. DFS Flooring cleaned all interior carpets. City staff cleaned tile and grout in the restrooms and kitchen, cleaned the kitchen hardware and ovens, and vacuumed all room vents. Fabric partition walls in the GVBR were also cleaned and interior paint surfaces were touched up. Heritage Par Replaced thirteen (13) missing tiles in the men's restroom and re -grouted the sink area. Installed Velcro on small counter door in Tiny Tot Classroom. Velcro was installed to allow the door to be held open as needed by the staff. Pressure washed concrete at main entry to community center. Re-lamped five (5) fixtures in the main activity room. Repaired leak under kitchen sink. Replaced light switch in main activity room. Re-lamped two (2) fixtures in the men's restroom. Maple Hill Park ® Unplugged urinal in the men's restroom. ® Unplugged drinking fountain at the restroom building. Pantera Park ® Re-lamped men's restroom. Repaired wooden bridge in the playground and re -hammered loose planks. ® Replaced one (1) tennis court net. Paul C. Grow Park • Replaced two (2) lamps in the men's restroom. Removed graffiti from the wall and storage container on the west end of the park. 110mrT. "M ® Replaced missing ADA grab bar in the men's handicap restroom stall. ® Cleared clogged urinal drain. ® Repaired two (2) dugout shade frames. ® Unplugged two (2) drinking fountain drains. ® Installed a photo cell for the walkway lights. Removed time clock. I z =-1 t C. JL�- � ® Re-lamped one exterior building fixture. ® Unplugged men's room urinal. ® Repaired swing by replacing worn bolts in the swing clevis. City Hall Repaired broken expansion tank plumbing in the downstairs janitor's closet. V.qnr1;a1i-Qm Minor vandalism occurred at Starshine and Maple Hill Parks. At Starshine, unknown persons drove into the park and onto the turf causing about $250 dollars damage as the area had to be backfilled and re -seeded. At Maple Hill, unknown persons removed the hand soap dispenser from the men's room wall and broke the pay phone handset. The soap dispenser was recovered by City staff and replaced. The phone was repaired by the service provider. Interoffice MEMORANDUM To: Honorable Chairman and Members of the P;aJrs andRecreation Commission From: Bob Rose, Community Services Director _ /0 Date: October 18, 2012 Meeting Date: October 25, 2012 uppirg "M M02EE30W=, Free -Standing Interpretive Panels — ACE Construction, the contractor that completed the work on Sycamore Canyon Trail, Phase IV, will install the ten interpretive panels when they are received. The panels are scheduled to be shipped this week. Panels will be installed along the Sycamore Canyon Mesa and Summit Ridge trails. Dog Park — The contractor for this project started work on Tuesday, September 18. The Grand Opening event will be held on Saturday, November 17 at 1:00 P.M. Grand View Trail & Grand View Trail Link — Staff has completed the interviews with the two consultants that scored highest in the selection process. Staff is recommending that TKE Engineering and Planning be awarded the contract for this project. The item will go to City Council for consideration at their meeting on November 6. The design of these trails will be completed during the 2012/13 FY. Construction is planned for the 2013/14 FY. The Grand View trail leads from the overflow parking lot of the Diamond Bar Center and heads west to a view point with a shade structure that will be constructed as a part of this project. The Grand View Trail Link starts at the west end of the Grand View trail and connects to the Canyon Loop trail. Completion of these two trails will result in a trail that starts in the east parking lot of the Diamond Bar Center and goes entirely around 350 acres of open space and ends in the west parking lot of the DBC, and become the City's first complete loop trail. 00 N LO -0 u u 2 -C u m ai u m v u 15 :0— -6 0 -C u w -0 _0 a, 0 -C tw 0) C) E >. 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(D E -0 E E 0 a) > 0 c 0 ai m 0 a) (U 0 c 0 z cr LU S C7 > ri ON =5 u E 0 E OZ 0 CY) u E-0 (u c X > 0 o E Z m a) t 0 > Z t -@ (L) u > L c CL 0 u W -C 0 0 Cl) 0 bD > E W -a -14 a) N i -u Z T =3; �6f'I :L' a) Ln Un p a) N E a) 0 u NO 0 > :Ll bD :3 =w COL < M> Er -0 (V -M c a c = c =) U 0 =3 0 In O N Ln r -A m r*4 MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director4,zg^- Date: October 17, 2011 Meeting Date: October 25, 2012 Re: Financial Summary -- 2005/06 FY thru 2011/12 FY At the last Parks & Recreation Commission meeting, the Commission requested a financial summary that includes a comparison between fiscal years. Following is the information from the 2005/06 FY thru the 2011/12 FY. Expenditures Fiscal Year Appropriations Actual Expenditures % Spent 2005/06 $3,212,717 $2,974,016 92.6% 2006/07 $3,836,465 $3,475,549 90.6% 2007/08 $3,979,975 $3,714,762 93.3% 2008/09 $3,720,902 $3,673,282 98.7% 2009/10 $3,939,800 $3,720,577 94.4% 2010/11 $3,759,271 $3,644,786 97.0/0 2011/12 $4,017,446 $4,013,380 99.9% Revenues Fiscal Year Revenue Goals Actual Revenues % Generated 2005/06 $1,186,790 $1,180,124 99.4% 2006/07 $1,284,285 $1,305,388 101.6/0 2007/08 $1,337,663 $1,488,272 111.3% 2008/09 $1,412,330 $1,612,783 114.2% 2009/10 $1,597,872 $1,658,621 103.8% 2010/11 $1,632,548 $1,733,709 106.2% 2011/12 $1,659,507 $1,685,404 101.6% Recommended Action: Receive and File.