HomeMy WebLinkAbout07/25/2013 PRC Agenda - Regular Meetingr
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AGENDA
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21810 Copley Drive
Chairman Dave Grundy
Vice -Chair Ted Owens
Commissioner Lew Herndon
Commissioner Benny Liang
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 file in the
Community Services Office, located at 21810 Copley Drive, and are available for public
inspection. If you have questions regarding an agenda item, please call 909.839.7060 during
regular business hours.
In an effort to comply with the requirements of Title // of the Americans with Disabilities Act of
1990, the City of Diamond Bar requires that any person in need of any type of special equipment,
assistance or accommodation (s) in order to communicate at a City public meeting must inform the
Community Services Department at 909.839.7060 a minimum of 72 hours prior to the scheduled
meeting.
Please refrain from smoking, eating or drinking
in the Windmill Room.
The City of Diamond Bar uses recycled
Ycled paper
and encourages you to do the same.
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The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. A member of the
public may address the Commission on the subject of one or more agenda items and/or other items of which are
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.
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 at the time the item is called on the calendar. The Chair may limit the public input on any item or the
total amount of time allocated for public testimony based on the number of people requesting to speak and the
business of the Commission.
Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and
questions are welcome so that all points of view are considered prior to the Commission making recommendations
to the 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 Law (Brown Act), all matters to be acted on by the Commission must be posted at least 72
hours prior to the Commission meeting. In case of emergency or when a subject matter arises subsequent to the
posting of the agenda, upon making certain findings, the Commission may act on an item that is not on the 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 72 hours prior to the meeting. Agendas are available electronically and may be
accessed on the City website: www.DiamondBarCA.gov.
Every meeting of the Parks and Recreation Commission is recorded and recordings are available for a nominal
charge. For agenda copies, Rules of the Commission and recordings of meetings contact the Community Services
Reception desk at (909) 839-7060 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.
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 at least three (3) business days in advance of the meeting. Please contact the Community Services
Reception desk at (909) 839-7060 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.
CITY OF DIAMOND BAR
PARKS AND RECREATION COMMISSION
AGENDA
21810 Copley Drive, Diamond Bar
MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to:
Li Provide —
u Advice to the City Council.
Li A quality parks system that is safe, properly maintained and equally accessible to
all residents of the City of Diamond Bar.
o Quality recreational programs for all ages.
u 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.
a 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 HERNDON, LIANG,
ROBERTO, VICE-CHAIRMAN OWENS, AND CHAIRMAN GRUNDY
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.
July 25, 2013 PAGE 2 PARKS & RECREATION COMMISSION
Wednesday, July 31 — Concerts in the Park — 6:30pm - Upstream (Caribbean)
Movies Under the Stars, Jumangi (PG), Sycamore Canyon Park
Tuesday, August 6 -- City Council Meeting — 6:30pm — The Windmill Room,
1s' Floor, 21810 Copley Drive, Diamond Bar
Wednesday, August 7 — Concerts in the Park — 6:30pm - Cold Duck (70's Top 40)
Movies Under the Stars, Rise of the Guardians (PG), Sycamore Canyon
Park (National Night Out)
Thursday, August 8 — Traffic & Transportation Commission Meeting — 7:00pm
The Windmill Room, 1't Floor, 21810 Copley Drive, Diamond Bar
Saturday, August 10 — Youth Baseball Awards Picnic -- 1 1:30am — Heritage Park
Saturday, August 10 — Adult Excursion — 8:00arn — 6:00pm — Take the Train to
Santa Barbara — Departs DBC @ 8:00am
Tuesday, August 13 — Planning Commission Meeting — 7:00pm -- The Windmill
Room, Vt Floor, 21810 Copley Drive, Diamond Bar
Wednesday, August 14 — Concerts in the Park — 6:30pm - Kelley Rae Band
(Country Pop) Movies Under the Stars, The Lorax (PG), Sycamore Canyon
Park
Tuesday, August 20 — City Council Meeting — 6:30pm — The Windmill Room,
Vt Floor, 21810 Copley Drive, Diamond Bar
Wednesday, August 21 — Concerts in the Park — 6:30pm - The Ultimate Stones
(Rolling Stones Tribute) Movies Under the Stars, Who Framed Roger
Rabbit? (PG), Sycamore Canyon Park (Concert sponsored by Diamond Bar
Community Foundation)
Thursday, August 22 — Senior Excursion — 8:00am — 6:30pm — Fantasy Springs
Casino — Level 1 — Departs DBC @ 8:00am
Thursday, August 22 — Parks and Recreation Commission Meeting — 7:00prn
The Windmill Room, 1St Floor, 21810 Copley Drive, Diamond Bar
Tuesday, August 27 — Planning Commission Meeting — 7:00pm — The Windmill
Room, 1 St Floor, 21810 Copley Drive, Diamond Bar
July 25, 2013 PAGE 3 PARKS & RECREATION COMMISSION
Thursday, August 29 — Senior Excursion — 9:00am — 5:30pm — A Day of Art and
Farmers Market Shopping -- Level 3 — Departs DBC @ 9:00arn
Tuesday, August 26 — DB4Youth and DB4Youth "In Action" Meeting — 6:00pm
The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar
1.1 Approval of Minutes for May 23, 2013 Regular Meeting
1.2 Approval of Minutes for June 27, 2013 Regular Meeting
2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent
1. Power Point Presentation by Community Services Coordinator, Robin
Crawford on Improvements at the Diamond Bar Center
2.2 Parks Report - Anthony Jordan, Parks and Maintenance Superintendent
1. Power Point Presentation by Anthony Jordan
2.3 CIP Projects — Bob Rose, Community Services Director
1. Larkstone Park
2. Dog Park
3. Grand View Trail & Grand View Trail Link
4. Diamond Bar Center Improvements
5. Site D Park Design
2.4 List of pending Commission requests — Bob Rose
3. OLD BUSINESS —
3.1 Pony Baseball Facility - Staff will present a report about how the Pony fields
can be scheduled to benefit the user groups in Diamond Bar.
Recommended Action — Receive and file.
4. NEW BUSINESS — None
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.
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CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSIO-K
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
MAY 23, 2013
Chair/Grundy called the Parks and Recreation Commission meeting to order at 7:02
p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Vice Chairman Owens led the Pledge of Allegiance.
Present: Commissioner Lew Herndon, Vice Chairman Ted Owens, Chairman Dave
Grundy.
Absent: Commissioners Benny Liang, Dave Roberto were excused
Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and
Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Crystal
Knox, Community Services Coordinator, and Debbie Gonzales, Administrative
Coordinator.
MATTERS FROM THE AUDIENCE: None
CALENDAR OF EVENTS: As presented by CSD/Rose.
1. CONSENT CALENDAR:
1.1 Regular Meeting Minutes of the April 25, 2013 Meeting — Continued to
June 27, 2013.
1.2 Chair/Grundy agreed to accept transmittal of Parks and Recreation Month
Proclamation from the City Council at its June 18 meeting.
2.1 Recreation Program Update — RS/Murphey
C/Herndon asked what high schools held proms at the Diamond Bar
Center and RS/Murphey responded that they were not local high schools.
She said she would get back to the Commission at its next meeting with
the requested information.
RS/Murphey responded to VC/Owens that the wait list is a combination of
all of the weeks.
MAY 23, 2013
PAGE 2 P&R COMMISSION
2.1.1 Power Point Presentation on the Contract Classes - CSC/Knox
C/Hemdon asked how the City promotes contract classes.
CSC/Knox responded that staff provides flyers to the schools. Staff
has a blanket authorization from the Pomona School District so the
flyers are emailed for approval and upon approval, staff drops off
flyers at each office for the Pomona Unified School District. These
flyers are done at the expense and time of the instructors. She
collects flyers from the instructors, sends them out for approval and
upon approval, the instructors deliver them to the schools. Walnut
Valley Unified School District provides approvals as well and the
instructor provides packets for each class.
C/Hemdon asked if it's possible to utilize the City website to alert
coaches when fields are not being used.
CSD/Rose responded that the facilities are primarily allocated to
the organization so if a coach decides not to use the facility on a
particular day, anyone else from that organization could use the
field since it is already allocated to them. If an entire organization
gives up a field it becomes available to other users. The sports
fields can be put on the calendar. RS/Murphey said we could put
them up there. There are so many different fields and different
configurations with different options at each facility. When the City
first got Rec Track and Web Track staff only put the rooms on
there, otherwise, there would be a huge list. But it is something
staff can look into again. The site is much more navigable now but
it will depend on the user groups letting staff know so that it can be
lifted off.
C/Hemdon asked if picnic rentals are available online.
CSC/Knox said she did not show it because it is not available now
for picnic use. The only way to register for a picnic is by coming into
the Diamond Bar Center. Something staff is looking to add is a
"Permit Request" so that individuals can go online and put in a
Permit Request from the facility calendar and then it will send an
email to the office that someone has requested that date which will
offer a little more convenience to the individual who can then print
the permit. They could do a similar program with the fields;
however, there is so much to offer that it gets a little confusing.
MAY 23, 2013 PAGE 3 P&R COMMISSION
Chair/Grundy commented that for future example demonstrations,
staff has Family XXX and when you picked adult, it was Adult XXX
He asked if the comment cards staff has received in the past have
indicated why there is a trend in decreased enrollment and
CSC/Knox said not specifically. Unless there was actually a
complaint on the comment card there have not been any specific
reasons why people are not returning. She said she believed that
when comment cards are passed out during the classes individuals
might be a little more reserved about what they write on a form that
they are turning in to an instructor who will read the comment. She
believed that by offering the comment cards online it would provide
more useful and honest feedback.
Chair/Grundy asked if staff had asked other cities what seem to be
the hot classes today and CSC/Knox responded "yes." In fact,
today she went to a brochure exchange in Fullerton. There were
about 50 participants from about 15 different cities and current
trends were discussed. The group also discussed different ways
cities are getting people to participate. Some cities are doing
showcases/previews for their programs which is something she is
looking to do for next summer. She plans to have an expo where
all of the instructors have booths and demonstration of what their
classes have to offer. This expo will be advertised throughout the
City and be available to the public so that they will have a preview
of what will be offered for the summer. Some of the popular
classes that the group discussed were "Polaxi" which is a
combination of Pilates and boxing. Staff attends brochure
exchange two or three times a year in different locations in order to
get a wider variety of what is popular. She has also contacted local
cities to see what works for them and what commercial instructors
they might be working with and asking questions about what is
working and what is not working.
C/Hemdon asked if the Diamond Bar Foundation was sponsoring a
Concerts in the Park again this year and RS/Murphy responded
that they were sponsoring the last concert of the year. C/Hemdon
asked if that fact was promoted in the City's newsletter and
RS/Murphy responded that they were. C/Hemdon said the
Diamond Bar Foundation doesn't seem to have a lot of visibility and
wants to get whatever publicity is available for the Foundation.
CSD/Rose asked why it is called a "splash" page — CSC/Knox
responded that is what the company calls it. It is a splash or
splotch page because it splashes or splotches different information
on it.
MAY 23, 2013
PAGE 4 P&R COMMISSION
2.2 Parks Report — PMS/Jordan
2.2.1 Power Point Presentation on — PMS/Jordan
Chair/Grundy suggested that the City send a letter of thanks and
commendation to the Diamond Bar High School kids for what they
have done.
C/Hemdon said that when the gallons per minute are reduced does
it mean that the City has to water longer and how does the City
determine how much the plants need for healthy growth.
PMS/Jordan responded that one of the capabilities of the City's
irrigation system is the ability to water based on ET (weather).
Essentially, there are weather gauges throughout the City that
measure evaporation and it communicates with other controllers to
tell them that for example, there has been a 1/4 inch loss of water
today and the system puts back that amount. Once it is all fine-
tuned and dialed in that capability exists. The benefit of these
nozzles is that if the City is not careful with its watering times there
will be a lot less water thrown with these nozzles and a lot less
water will be wasted. Water can still be wasted by overwatering but
the nozzles (Rainbird MPR's — Mass Precipitation Rate) that were
replaced when Silver Tip was completed a couple of years ago was
a pretty precise nozzle. However, Toro Precision nozzles provide a
phenomenal water savings. Within a year to a year and a half the
technology continues to march forward. If only those nozzles were
used the City might have to increase the watering times but by
using the ET base just the amount of water the plants require is
being put back.
2.3 CIP Projects — CSD/Rose
2.3.1 Dog Park at Pantera Meadow — CSD/Rose reported that
construction will begin next Tuesday. All pieces are in and staff will
construct the shade shelters, drinking fountains and benches. Staff
hopes to have the project completed in two weeks but is allowing a
month to give added time to make sure everything is done
correctly. Signs are posted showing that the park will be closed
beginning Tuesday and staff will post updates on the City's web
page and sign the park with the reopening date, once that
information is available.
2.3.2 Grandview Trail and Grandview Trail Link — CSD/Rose stated
that the conceptual plans are completed and construction
documents are about 90 percent complete. Staff will meet with the
design firm the second week of June to go over the plans and
make sure a final route is agreed upon. At that point, the
construction documents will be completed and the project will go
MAY 23, 2013
PAGE 5 P&R COMMISSION
out to bid. The project is fully funded. The budget was approved
Tuesday night and it includes funds to pay for all of the trail work,
half of which is through grant funding and half from the City's
General Fund.
2.3.3 Site D Public Park — CSD/Rose reported that Lennar Homes held
its public park meeting on May 9. Staff believes that the consensus
plan was well-received by those in attendance. There is additional
research that staff needs to do on the rain garden concept to make
sure there are no unknown or hidden issues. It is a relatively
unique amenity to this type of park, and staff is looking at sites that
are similar and have a detention basin concept built into the park.
Part of the design process will be to present the information to the
Commission.
2.3.4 Larkstone Park — CSD/Rose stated that staff met with Lewis
Homes representatives who are planning to move forward to
construct the homes. Lewis Homes will sign on a developer that
will actually construct the project. Lewis Homes found an ancient
landslide on the site. Apparently, the geotechnical information that
was turned over to Lewis Homes contained that information but
Lewis Homes just noticed it in the last month or so, so it may
require a complete design of the park. As a result, the geotechnical
people are looking at the possible solutions to the landslides and
how they would need to be repaired in order to construct the park.
They may be back in front of staff with a new design and the same
process will again take place before the design is approved.
VC/Owens said that he read in the paper that the City of Costa
Mesa was having problems with the turf in their dog park. They
took a survey and found that there were a lot of non-residents using
the park so they were thinking about implementing a non-resident
fee. He said he hoped that would not be an issue for Diamond Bar.
CSD/Rose said that Diamond Bar does not use turf. He is sure that
non-residents are using the Diamond Bar Dog Park. For example,
Chino Hills does not have a dog park but they are in the design
phase for a dog park. San Dimas, Claremont and Fullerton have
dog parks so Diamond Bar is surrounded by quite a few cities that
have dog parks. Staffs experience is that people travel around to
different dog parks but believes that in Diamond Bar and especially
Pantera Park which was developed with Prop A funds would have
to remain available to non-residents because Prop A funds are
countywide funds. CSD/Rose said that he believes it would cost
the city more to collect non-resident fees than what would be
collected in non-resident fees.
MAY 23, 2013
PAGE 6 P&R COMMISSION
C/Hemdon said he was astounded that Lewis Homes was just now
working with this (landslide) issue because it seems to him that a
year or year and one-half ago during meetings the Commission
was discussing this particular problem. It appears someone was
not doing his job. CSD/Rose explained that there is an entirely new
project team and it was the new project team that discovered this.
There was a large landslide on Morning Sun that impacted the
homes in Rowland Heights and there was so much time and
energy spent on that side that staff thinks that what was going on
on the park side was forgotten or lost in thought because the folks
in charge of the project turned over a couple of times. Lewis had
approved plans to construct the park and now they have to start
over.
CSD/Rose presented a slide presentation overview of the site
proposed for the Grandview Trail Link.
C/Hemdon said that during previous discussions about trails one of
the things that everyone wanted to avoid was switchbacks and he
sees it is necessary for this trail. CSD/Rose showed C/Hemdon
where lodge pole fencing would be installed to attempt to keep
hikers from cutting across the system as much as possible.
2.4 List of Pending Commission Requests — CSD/Rose
CSD/Rose stated that today he was told that the stage lighting is
complete, staff has been trained on its use and it is ready for use.
RS/Murphey said that it was used on Saturday night.
CSD/Rose said that with respect to Silver Tip Park and the trail connect
with Pantera Park the CCC is ready to start walking the area to determine
a path. If a reasonable workable path is found there is money in the Prop
A Youth at Risk account to allow the CCC to begin cutting a path after
staff reviews the proposal and obtains a cost estimate.
2.5 Pony League Baseball Fields — CSD/Rose
CSD/Rose reported that staff met with Pony League Baseball
representatives on February 20 and their main concern is that fields are
being used for only one season per year from January through May. The
use during the summer is limited to all-star team practices. The facilities
are fully available from end of August/first of September through
December depending on how many all-star teams are still practicing.
Pony League Baseball is making the fields available to other users due to
rising costs to maintain the fields, which at this time, amounts to about
$24,000 which includes the use of volunteer labor. The officials were
seeking a Lorbeer type agreement with the City wherein the City would
pay for all or a portion of the maintenance and the City would then allocate
MAY 23, 2013 PAGE 7 P&R COMMISSION
the fields to other users. Staff estimated the cost to the City for that type
of agreement to be between $8,000 and $12,000 depending on the
amount of use and time allocation. Staff compared the Pony League
Baseball facilities with park facilities taking into consideration that parks
have a much more extensive maintenance specification. The closest park
for a comparison was Peterson Park as far as the approximate size to the
Pony facility. Peterson Park maintenance amounts to about $56,000 per
year which does- not include lighting because the Pony facility does not
have lights. This comparison would be using the same specifications that
the City uses for the Lorbeer agreement which are very similar to the
parks specifications. In talking with CM/DeStefano after the meeting, his
goal is to have priority for the school facilities and the Parks Master Plan
shows that the Youth Sports Facilities needs can be accomplished adding
a lighted soccer/baseball field at Lorbeer and three lighted soccer fields
and four lighted ball fields at South Point Middle School. At this time, the
City Manager has decided to conserve the City's resources for
maintenance until these facilities are constructed and not to use it on a
privately owned facility.
C/Hemdon asked if the $56,000 was for the entire year and CSD/Rose
responded that it was, in fact, the total cost for 12 months. C/Hemdon
asked if the $8,000 to $12,000 per year was realistic for the partial use
and CSD/Rose responded that it sounds low because there are restroom
facilities onsite, there is a snack bar on site and both would have to be
maintained. Right now the park facilities are maintained seven days a
week plus staff makes rounds, and stops in to double check to make sure
the restrooms are stocked. He believes the $8,000 to $12,000 estimate is
based on a lot of volunteer assistance. C/Herndon asked about -six
months and CSD/Rose said it would likely be $12,000 to $28,000
depending on the details of the agreement.
VC/Owens asked if the Pony League had any travel teams that play in the
off-season and CSD/Rose said that he was not aware of any. VC/Owens
asked what user groups would use the field and CSD/Rose responded
that the League would make it available for games so it would be available
to all ages during Saturday and daylight savings time.
Chair/Grundy felt the cost to the City would be higher even if the City
reached an agreement with the League because as reported, they are
paying only $24,000 a year and they are not likely to want to pay more to
maintain the facility at the same level that the City would and the City
would most likely have to take up the slack.
C/Herndon asked if staff could come up with a "draft" schedule.
MAY 23, 2013 PAGE 8 P&R COMMISSION
CSD/Rose responded that it should not be that difficult because the City
has Paul C. Grow that has some of the same issues. It has only one
soccer field and no lights so staff could look at the use there and compare
it to the League field and come up with a "draft" schedule.
C/Herndon asked who could use Pony League facilities.
CSD/Rose said he says AYSO but there is also the Diamond Bar Soccer
League. Pop Warner has used the Little League facility in the past but
was not sure whether they use that facility at the present time. At least
those two organizations would be interested. He is not sure about softball
because there are grass infields at the Pony fields and softball has
different pitching distances. Staff can look at how much additional time
could be given to those three groups.
VC/Owens said he had not been to the site in years. Is it possible the
whole site could be laid out differently to maximize the uses? CSD/Rose
said that this option was considered during the Parks Master Plan process
but found that the first two fields immediately off of Sunset Crossing
belong to the YMCA, behind that is the Pony League Complex and behind
that is the Lanterman Developmental Center. Staff was looking at the
possibility of creating a park at the front side and creating a sports
complex in the back with access around the park into the Lanterman
Developmental Center. The hiccup is that the City has heard Lanterman
is for sale and will be closed. Staff has also heard that CalPoly Pomona
has an interest in the facility for growing their educational program. Also,
the City of Pomona has eyes on the facility as a possible commercial
development. So to reconfigure the area to get maximum benefit would
probably need to involve the YMCA to capture the front park access and
road circulation. All of this involves large dollar amounts.
Chair/Grundy asked if the proposal was to further investigate how
Diamond Bar Community Foundation funds could help with the feasibility
of a going forward plan. He asked that staff keep in mind that if staff
believes it is more than $56,000 per year to maintain he feels that the
Pony League should be approached and asked to participate financially
on an equal basis.
3. OLD BUSINESS: None
4. NEW BUSINESS: None
5. ANNOUNCEMENTS:
C/Hemdon stated that as always, staff does a great job and he appreciates all of
the work staff does and the reports that are forthcoming to the Commission.
MAY 23, 2013
PAGE 9 P&R COMMISSION
VC/Owens thanked staff for the Power Point Presentations.
Chair/Grundy thanked staff for their efforts and all of the great reports and
presentations they provide the Commission because it helps the Commissioners
to better understand what's going on and more appropriately provide input.
ADJOURNMENT: VC/Owens moved, C/Hemdon seconded, to adjourn the Parks and
Recreation Commission meeting. With no one objecting and no further business before
the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 8:40
p.m.
The foregoing minutes are hereby approved this — day of 12013.
Respectfully Submitted,
Attest:
DAVE GRUNDY, CHAIRMAN
CITY OF DIAMOND BAR
MINUTES OF THE PARKS & RECREATION COMMISSION
DIAMOND BAR CITY HALL - THE WINDMILL ROOM
21810 COPLEY DRIVE, DIAMOND BAR, CA 91765
JUNE 27, 2013
�W*X*101114
Chair/Grundy called the Parks and Recreation Commission meeting to order at 7:01
p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765.
PLEDGE OF ALLEGIANCE: Vice Chairman Owens led the Pledge of Allegiance.
1 7.* �* �-, �
Present: Commissioner Lew Herndon, Dave Roberto, Vice Chairman Ted Owens,
Chairman Dave Grundy.
Absent: Commissioner 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; Mickey McKitrick, Recreation Specialist, and
Debbie Gonzales, Administrative Coordinator.
PRESENTATION OF 2013 YOUTH SOCCER SPORTSMASHIP AWARDS:
RS/McKitrick.
RECESS: Chair/Grundy recessed the meeting at 7:11 p.m.
RECONVENE: Chair/Grundy reconvened the meeting at 7:22 p.m.
I
Il,, a V4 z&721:01AI" M I �41 -
CALENDAR OF EVENTS: As presented by CSD/Rose.
1.1 Regular Meeting Minutes of the April 25, 2013 Meeting
C/Roberto moved, Chair/Grundy seconded, to approve the April 25, 2013
Regular Meeting minutes as presented. Without objection, the motion
was so ordered with C/Herndon and VC/Owens abstaining.
1.2 Correct and Approve "draft" minutes for May 23, 2013 Regular Meeting
C/Hemdon moved, VC/Owens seconded, to approve the corrected "draft"
minutes for the May 23, 2013 Regular Meeting. Without objection, the
motion was so ordered with C/Roberto abstaining.
June 27, 2013
PAGE 2 P&R COMMISSION
1.3 Transmittal of Thank you Letter to DBHS students for work at Silvertip
Mini Park
2.1 Recreation Program Update — RS/Murphey
2.1.1 Power Point Presentation on Grants awarded to the City for various
projects — CSC/Meyers
C/Herndon applauded CSC/Meyers for a great job on the grants
and encouraged her to keep moving forward with her work. He
asked if with some of these grants there would be future funds that
the City could tap into and CSC/Meyers responded yes, that three
of the five grants are annual programs that will have funding
available assuming that the monies are appropriated.
2.2 Parks Report — PMS/Jordan
C/Herndon asked PMS/Jordan if he had researched the possibility of
using a more rugged and durable turf at Lorbeer and whether staff was
moving forward and were expecting better results. PMS/Jordan
responded that in the past the City used a blend of turf that contained a
perennial rye which is nice looking grass but tends to grow in clumps as
opposed to a Bermuda which is the creeping variety. Staff has eliminated
perennial rye and is now using the Sports Field blend that has more bent
grasses and more Bermudas and staff is hoping to get more of the
creeping effect from the new blend. Remnants of the perennial rye are
still there and the grass is being mowed as short as possible because
once it gets a little bit tall it begins to create tripping hazards for the kids.
VC/Owens said he noticed that the ball fields at Lorbeer and Pantera
closed about the same time and wondered how it affected the field
schedule. PMS/Jordan said closing the fields at this time has been a
typical practice for the past several years and could not speak to any
negative impacts the user groups might be experiencing. Peterson Park
is open. CSD/Rose said the Girls Softball Tournament ends on Father's
Day weekend and AYSO does not start until the middle of August so it is a
slower period between those dates and to have both parks closed is not a
problem. The City Baseball program uses Peterson and Heritage so it
gives staff the opportunity to take care of Pantera and Lorbeer parks at
the same time.
VC/Owens asked when staff noticed the graffiti at Washington Street Park
and PMS/Jordan said it was about three weeks ago. It was not very
visible unless one walked right up to it because the tops of the picnic
tables and play structures were covered with dark red crayon. C/Owens
said he saw teenagers he had never seen there before sitting at the back
June 27, 2013
PAGE 3 P&R COMMISSION
tables watching him and hoping he would not walk back toward them.
Next time he might walk back to see what they are doing.
2.2.1 Power Point Presentation on the Pantera Dog Park Improvements
— PMS/Jordan
C/Herndon asked if staff had an idea of the Dog Park costs to date.
CSD/Rose said that as of now, everything including design,
construction, etc. amounts to about $265,000. There is additional
work to be done to extend the walkways from the existing walkways
to the dog parks the cost of which is covered using a combination
of CDBG and General Fund monies. In addition, a staircase will be
put in at the large dog park near the original drinking fountain at an
engineer's estimate of about $40,000.
VC/Owens said that PMS/Jordan has a pretty handy crew. Does
the City rent the equipment? PMS/Jordan responded that the
equipment is rented and that he has worked at a number of cities
and by far this is the most talented crew he has ever been
privileged to work with.
2.3 CIP Projects — CSD/Rose
2.3.1 Dog Park at Pantera Meadow — CSD/Rose reported that as
previously reported by PMS/Jordan, the shelters, two additional
drinking fountains and six additional benches have been installed.
It took about three weeks to complete the project. It was amazing
to watch the guys work and he was very proud of their effort. There
will be one ramp, two walkways and a staircase installed to finish
the dog park. Plans and specs are completed and were just
reviewed by CDC, so the project will go out to bid and a contract
will be obtained to begin this phase of construction about
September. This is contemplated as a 35 -day project absent any
special circumstances.
2.3.2 Grandview Trail and Grandview Trail Link — CSD/Rose stated
that in addition to CSC/Meyers presentation, TKE contacted staff
today and will be bringing in the Plans and Specs tomorrow for plan
check. This project will go out to bid with an estimated date of bid
opening the end of August/beginning of September and
construction commencing late September/beginning of October.
Staff just found out it received the $89,000 Habitat Conservation
Grant which finally completes the funding to build the entire two-
part trail before next summer.
2.3.3 Site D Public Park — CSD/Rose reported that Lennar Homes is still
working on the concept plan for the park. When staff receives the
concept plan it will be presented to the Commission as part of the
June 27, 2013
PAGE 4 P&R COMMISSION
review process. One of the issues is the rain garden and the Public
Works and Planning Departments are reviewing this portion of the
park to determine who will maintain the feature before this project
moves forward.
2.3.4 Larkstone Park — CSD/Rose stated that Lewis Homes is working
on the redesign to mitigate the ancient landslides and any changes
to the plans will come to the Parks and Recreation and Planning
Commissions for final approval.
2.3.5 Diamond Bar Center Improvements — CSD/Rose said that the
Diamond Bar Center looks completely different as one enters the
premises because the offices and front counter areas are under
construction. A temporary wall that has been constructed in front of
the front counter that extends down the hall to what used to be the
Willow room. The construction area is blocked from view for
special events. However, people are complimenting staff on the
temporary wall which looks very good. It is a steel wall that is
covered in drywall which was mudded and painted and has a
graphic of and scenes from the Diamond Bar Center itself. Staff
has relocated to the Sycamore Room and it looks finished and
permanent. The project was scheduled to take 90 days to
complete; however, the contractor stated he can complete the
project in less than half that time. And now that the project is into
its second week the contractor now claims he can finish in a week
or two. That said, all of the carpet is being redone and must be
installed when the facility is not being used. There is a three day
period of non-use after the week of July 4 and the contractor is
planning to complete the carpet installation during that time. After
construction is completed, it will be a matter of getting the furniture
in the facility, part of which will not be available until the first week
of August or so. The City was nervous about the very low bid but it
turns out that this is an outstanding contractor and work is going
very well.
VC/Owens asked what staff was trying to address with the
construction and CSD/Rose said the biggest issue had to do with
office space. When staff moved the computers out of the Willow
Room to City Hall it created available space so not only is there an
office space, there is a conference room that can be used for staff
meetings or as sales office when folks visit the center to reserve
the facility.
Chair/Grundy commented that the microphones are set a little to
the right of each commissioner so perhaps in the future they could
be positioned to the left so as they turn to talk they are more
naturally positioned to speak into the microphones.
June 27, 2013 PAGE 5 P&R COMMISSION
C/Hemdon asked RS/Murphey if she would be returning to the
Diamond Bar Center when it is finished and she responded that
staff would be going back to the Center.
2.4 List of Pending Commission Requests — CSD/Rose
•*911 -.1116"1 I'Ll I
3.1 Pony Baseball Facility
CSD/Rose stated that the written report provided to the Commissioners
attempts to show the amount of time that may be available at the Pony
League Field should it be available for different organizations. When he
met with the Pony League officials they told him the full availability is in
the fall and partial availability is in the summer depending on their All-Star
schedule and how many games they win. There are many teams that
move on to All -Stars and during the summer it limits availability of the
Pony Fields. Therefore, he did not list specific hours in his written report.
Obviously, during June and July by 8:00 p.m. fields are still light enough to
use and by August it probably drops down to 7:30 p.m. The report also
includes September until about a 7:00 p.m. average time; October about
6:00 p.m. on average and during November and December it is usually
dark by 5:00 p.m. Daylight Savings time ends on November 3 this year so
after that date it is pretty much dark at 5:00 p.m. from that date through
December. Each field has lots of open time on Saturdays and Sundays
so it adds up to about 346 hours per field of available time.
CSD/Rose reports that the YMCA has a new director coming in and during
the interview process he mentioned he had visited the fields that are
across from the Sunset Crossing YMCA and he was interested in those
fields being upgraded and possibly being made available for different
types of community uses. Of course there is a learning curve before any
of that can happen but there may be some opportunity at that site as well.
C/Hemdon thanked CSD/Rose for the information and asked if it was
possible and practical for RS/McKitrick to give the Commission some idea
about how he might use these fields during these specific hours. Fall is a
critical time when the City has a shortage of fields. He said he was not
sure how critical November and December were for AYSO and others.
Chair/Grundy said that the peak field use for AYSO is August through
October and then high school has to stop playing AYSO so the field usage
begins to taper off. In November AYSO goes into playoffs and December
is when they are down to the few teams remaining in the playoff structure
to get to the finals and semi-finals.
June 27, 2013 PAGE 6 P&R COMMISSION
Chair/Grundy asked if RS/McKitrick could report back to the Commission
on hours of usage and also prepare field overlays to indicate in different
configurations how the different fields could be used for different sports.
CSD/Rose said that this assumes that the organization would make the
fields available for soccer and he does not know that that is the case at
this point. He knows that they have allowed Pop Warner to use the
facilities so it may require follow up with the Pony League to see what they
are willing to do and to first make sure that the City is dealing with the
same people or whether staff would need to meet with a new set of
officials. As far as configurations, there are grass fields and infields that
would probably be similar to Peterson Park's grass fields. Chair/Grundy
said he felt it would be helpful to have some discussion with the Pony
League to see if the usage could be extended to football and/or soccer
because he would like to determine if it is practical to consider scheduling.
C/Hemdon agreed and said that if it is practical, the Foundation would
have to look closely at the cost, etc. He said he is enthused to know that
at least this is a possible partial solution to the City's field shortage, if all of
the elements can be worked out.
5. ANNOUNCEMENTS:
C/Roberto thanked staff for their reports. Everything that we do in the City from
this area of parks and service to teens has been good to see. Parents are very
proud and it is kudos all of the time for all of the programs RS/McKitrick runs.
Kudos to CSC/Meyers for the work she does on the City's grants.
C/Hemdon thanked staff. Staff does a fantastic job and he told RS/McKitrick
earlier this evening that he was doing a great job. He is very encouraged that
the Commission is exploring additional opportunities to eliminate the City's
shortage of sports fields and he is getting more and more enthusiastic about
what is happening. He received some very positive feedback from a council
member that has spurred him on as well. He hopes and feels that at some point
the City will resolve this problem and again, thank you to staff.
VC/Owens thanked staff for the PowerPoint presentations which are very
informative. He asked PMS/Jordan to thank his staff for the fine job and quality
work they did on the dog park.
Chair/Grundy said he would not be present for the July 25 meeting and will miss
all of the Concerts in the Park during July but should be back in August. He
added his appreciation to staff, particularly when one sees the reports, the grants
that CSC/Meyers is able to get, the programs that RS/Murphey is running, the
work that PMS/Jordan's crew was doing, and the heartfelt appreciation that the
coach gave for RS/McKitrick. One can really tell what a great staff this City has
and how much work they are doing. It really shows and he wanted to thank staff
so much for the hard work they put into their jobs.
June 27, 2013 PAGE 7 P&R COMMISSION
VC/Owens congratulated CSC/Meyers for going after the grants so aggressively
and her continuing effort that saves the City a lot of money.
ADJOURNMENT: C/Roberto moved, C/Hemdon seconded, to adjourn the Parks and
Recreation Commission meeting. With no one objecting and no further business before
the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 8:35
p.m.
The foregoing minutes are hereby approved this day of 7 2013.
Respectfully Submitted,
BOB ROSE, SECRETARY
Attest:
DAVE GRUNDY, CHAIRMAN
� M �
TO: Honorable Chair & Members of the Parks & Recreation Commission
FROM: Christy Murphey, Recreation Superintendent
DATE: July 11, 2013
MEETING DATE: July 25, 2013
The Summer 2013 Recreation Guides are
available to be picked up at City Hall, the
Diamond Bar Center, Heritage Park
Community Center, Pantera Park Activity
Room and the Diamond Bar Public
Library. A PDF is also available online at
www. Diamond BarCA.qo . Fall guides are
in the final layout and editing process and
will be delivered the first week of August.
Contract Classes
Summer 2013 -- The Summer 2013
session began on June 1 and will run
through August 23. As of July 8, there are already 1,030 students enrolled, with 216 classes
being offered. In addition to classes, several camps are being offered this summer. There are
12 students enrolled in Basketball Camp, which will be held 7/15-7/19 at Pantera Park. There
are 14 students enrolled for the third Mad Science Camp, "Science in Action." This camp will
also be held 7/15-7/19 at Pantera Park. There is also a new youth program in town: Kids
Music N Motion. This program introduces children, as young as newborn to 5 years, to
instruments, creative movement, singing, listening and rhythm. Seven happy participants and
their parents are enrolled for the summer. Summer 2012 had a total of 1,043 students
enrolled in 185 classes.
WebTrac Update -- The new Recreation Registration Splash Page was installed and up and
running on May 9, 2013. The new, easy to navigate system had an immediate effect on
online enrollment—we have since seen a steady increase in online registration. When
compared to online registration received 5/9/12-7/9/12, the numbers have almost doubled. In
2012 we collected $13,671 in online registration fees. This year, 5/9/13-7/9/13, we have
received $25,167 in online registration fees. Online registration gives our customers the
leisure of registering at home at any time of day, which in turn helps keep our phone lines
and offices clearer, so that we may offer better customer service in a timely manner
Tiny Tots -- Enrollment for the Tiny Tot
Summer Session at Pantera Park is full with
20 in the 3 year old class and 20 in the 4-5
year old class. Heritage Park Tiny Tots has 6
in the 3 year old class and 10 in the 4-5 year
old class. Registration is on going until the
classes are full. The summer session
includes time spent on bugs, plants and
butterflies. The children have had some fun
pretending to camp and making s'mores in
the classroom. They celebrated the 4th of
July with hot dogs and popcorn.
DB 4Youth "in Action" -- The D13 4Youth "In Action" Board has redesigned their T -Shirts.
They have chosen a white baseball shirt with black sleeves. The DB 4Youth "In Action" logo
will be on the back and a small logo will be on the left front of the shirt. Teen Night Out on
Friday, July 19 will include Interact Event Productions playing games and having
competitions including big foot races and a dance competition. John Horvath Photography
will be on hand to take individual and group photos. The snack bar is always a big hit as the
youth chose the food and snacks to be in the booth. Results of the event will be included in
the August Commission report.
Volunteens -- The City of Diamond Bar's
2013 Youth Volunteen Program is in full
swing. Volunteens have been assigned as
assistants to summer programs throughout
the City. Programs include: Summer Day
Camp, Youth Baseball, Tiny Tots, Concerts
in the Park and Senior Programming.
Summer Day Camp Volunteens are working
everyday at day camp. Volunteens have
been helping out in the Tiny Tots classrooms
since the beginning of the session. Four
youth have started helping the senior clubs
on Tuesdays and Fridays. Baseball has two
Volunteens at Peterson Park and Concerts
have over 20 Volunteens helping with set up,
seating guests, and helping on the playground and with crafts. Staff has had two training
meetings with the Volunteens. They have included ice breakers and have helped everyone to
learn to work well together.
Summer Day Camp -- Summer Day Camp started on Monday, June 3. Week Six took them
to Leeway Sailing Center in Long Beach for canoeing, kayaking and sailing. This is a new
excursion for Day Camp this year. So far the summer has gone very well—staff has really
done the best job ever to give the campers a great summer. All weeks except one have a
waiting list. Staff is contacting waiting list participants for weeks with enrollment below 100;
once confirmed all weeks will be 100 or close tol 00. Week 5 (4th of July
Uly week) is usually low
(60-70) in enrollment but this year was at 92.
Adult Basketball -- Due to a lack of gym availability, the league is on hiatus until September
8. 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 current session will conclude on July 15. There are 20 participants
enrolled in the program. For only $40, participants receive 10 weeks of play on two courts of
action from 7-9pm. The next session will begin in the month of September with dates to be
determined.
Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday
(average of 9 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.
Youth Baseball -- The season is up and running with our Double A and Triple A teams
playing games on Mondays, Tuesdays, Thursdays, and Saturdays at Heritage Park. The Tee
Ball and Coach Pitch divisions play games Tuesdays and Thursdays at Peterson Park. We
have 208 participants enrolled. The annual baseball picnic will be held Saturday August 10.
Players, coaches, and parents are invited to a day of activities including: carnival style
games, a 15 foot inflatable slide and snow cones. We will also hand out trophies and
announce the sportsmanship winners from each division.
Please see the Youth Basketball and the Youth Indoor Soccer program summaries and
financial evaluations attached.
Skate Park -- The skate park averages 14 users per hour on weekdays, with 17 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.
Women's Fastpitch Softball – Eight teams have registered for the new women's fastpitch
softball league. Play began on Sunday, July 14 at 5:30pm at Peterson Park. Games will be
played on both fields of the park, with game times at 5:30 and 7:30pm. The summer league
will play each Sunday until August 25.
Summer 2013 Adult Excursions -- Summer kicked off with the Hollywood Bowl Fireworks
Spectacular with Josh Groban. This excursion sold Out with 45 in attendance. Excursion
included transportation, admission, seat cushion rental and a snack for $55/person. There
are three more excursions planned for the summer. Whale watching on July 27 (15 enrolled),
which includes tour admission for $48/person. The Santa Barbara and Solvang trips are both
sold out with 45 enrolled. On August 10 we will take the train to Santa Barbara. This trip
includes AMTRAK admission for $56/person. The excursion to Danish Days in Solvang will
be held on September 21 for $31/person. All three excursions include roundtrip
transportation and a snack for the ride home.
Senior Classes -- Mt. San Antonio College partners with the City of Diamond Bar to offer
free classes to seniors at the Diamond Bar Center and in the Willow Room at City Hall.
Summer session is July 8 through August 4.
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 333 members and meets
each Tuesday with approximately 185
at each meeting.
• The Diamond Bar Evergreen Club has
260 members and holds classes
throughout the week.
• The Diamond Age Seniors has 210
members and meets each Monday,
Wednesday, and Friday.
• The Sunshine Seniors has 225
members and meets the second and
fourth Sunday of each month and every
Saturday.
The Super Diamond Age Seniors has 195 members and meets each Tuesday,
Thursday, and Friday.
Senior Seminars
7/12 FHA Home Loan 1 person
7/15 Care Giving 14 people
7/22 Hoarding 3 people
7/29 Maximizing your IRA 10 people
Senior Activities and Services
• Bridge every Wednesday: 8-12 per
session average
® Mahjong every Wednesday: 30 per session average
® Bingo every Tuesday and Friday: 185 per session average
® Complimentary Legal Services: 1st Wednesday of each month. July had 4 appointments
booked.
Senior Excursions
Valley View Casino -7/18 -- 37
seniors will spend the day at
Valley View Casino. Upon
arrival everyone receives $15 in
free slot play. First time guests
that have never received a
Valley View Casino player's
card will get a free buffet
coupon.
Spend the Day in Big Bear -
7/25 -- 45 seniors will spend the
afternoon in Big Bear for a 90
minute narrated tour of Big Bear
Lake with views of the China
Islands, San Gorgonio Mountain
and so much more. After the
tour we will be heading over to Boo
Bear BBQ for a delicious lunch.
Please see the Senior Excursion program summary and financial evaluation attached.
Senior Special Events
Luau Dinner Dance -- The senior dance will be held on Thursday, July 11, 2013. Currently
there are 140 signed up for the dance. A feast will be served by BC Continental and music
will be played by Keith Johnson.
Concerts in the Park/ Movies under the Stars
Concerts kicked off with a great start with the band
"Bumptown", a Diamond Bar favorite. Participants
gathered at Sycamore Canyon Park and enjoyed a
fun night filled with popcorn and ice cream sold by
the Miss Diamond Bar Pageant. Diamond Bar
Soccer League also sold concessions such as hot
dogs, chicken tacos and other snack items.
Diamond Bar residents are looking forward to the
rest of the series including Wednesday, August 7
when we celebrate National Night Out with the
Diamond Bar Sheriff's team and Local Fire Stations
The movie on Wednesday, July 10 received great
reviews. "Hotel Transylvania" was shown and got a
round of applause at the end. In addition, the City's
Public Information Department provided a
commercial to be shown before the movie. The
commercial featured valuable information about the
history of Diamond Bar and upcoming City special
events. Please join us for this popular night of fun!
Save the Date!
Diamond Bar Day at the Fair — Thursday,
September 5. Diamond Bar Day Activities:
® 9am-1 pm FairKids Expo
® 12-7pm Business Expo
® 4pm Community Reception
® 5pm Community Parade
® 5:30pm Hometown Hero Presentation
® 6-9pm Community Entertainment
Purchase a $5 admission advance ticket using
promo code diamondbar at
lacountyfair.com
TMHU -T 71,
Diamond Bar Center -- The Diamond Bar
Center was the location for a total of 48
private, business and non-profit rentals durir
the month of June. There were 20 church
rentals, 2 business meetings, 4
Quinceaheras, and 1 Girl Scout dinner. Ther
were also 6 weddings, 1 rehearsal dinner, 2
Sunshine Senior events, 1 memorial service
1 birthday party and 1 graduation party.
held was an annual meeting that rented
3 rooms, 1 Cal Poly Pomona banquet, I
ring ceremony and 4 Corners Coalition
held their annual economic summit. A
total of $52,384.69 in rental fees was
collected during the month of June for
Diamond Bar Center rentals. In June
2012 a total of $53,288.01 was
collected.
Alsc
June 20th kicked off the renovations of
the office area at the DBC. Staff has
been moved into the Sycamore room as
a temporary office and a wall has been placed at the front desk to conceal construction. No
events have been impacted by the
closure and staff is excited for the
outcome.
Heritage -- There have been 9
rentals of Heritage Park
Community Center for the month
of July. Rentals include 4 church
rentals, 3 birthday parties, and 2
family reunions. Total revenue for
these rentals is $2,350.00. The
revenue for July 2012 was
$1,550.00,
Pantera -- There have been 3
rentals of the Pantera Park Activity
Room for the month of June; all 3
rentals were Toastmaster's
meetings. Total revenue for these rentals is $60.00
$210.00.
The revenue for June 2012 was
Picnic Reservations -- As of July 3, 2013 there have been 16 picnic reservations made for
the month of July. There have been 2 at Heritage Park, 2 at Maple Hill Park, 2 at Peterson
Park, 3 at Ronald Reagan and 7 at Sycamore Canyon Park. The revenue of these picnic
rentals is $475.00. The revenue for July 2012 was $775.00.
Program Title:
Date:
Evaluation Prepared By:
Youth Basketball Summary
"Below the Rim" Youth Basketball 201
July 10, 2013
Mickey McKitrick, Recreation Specialis
The City of Diamond Bar's Below the Rim Youth Basketball program offers to cal boys and girls ages 4-
14 the opportunity to learn the fundamentals of the game in a fun, safe, ance positive environment.
The program emphasizes the importance of good sportsmanship among all participants, parents and
coaches by utilizing a Code of Ethics which must be signed by each parent ar-1 d coach.
Team practices for the program began on December 10, 2012 and continueel throughout the season
on weeknights at Pantera Park, South Pointe Middle School, Mt. Calvary Lutv)eran School and two
nights total at Lorbeer Middle School. League play began on January 5, 2013 in the gymnasiums at
both South Pointe Middle School and Mt. Calvary Lutheran School. Participar)ts in the 9-12 leagues
played at Mi. Calvary while all other divisions played at South Pointe Middle School. Recreation staff
officiated games for 4-8 year olds, while And1 Officials refereed games for 9-14 year olds.
The program featured 54 teams in seven age divisions: 4-5, 6, 7, 8, 9-10, 11-:12, and 13-14 year olds.
A total of 424 children participated in the program this season. 337 participants were charged $84
and 87 additional siblings from the same family paid a reduced rate of $79. 17 children were
refunded out of the program, incurring a $5 cancellation fee. These registration fees brought in
$35,266 in revenue. Registration fees include facility rental costs, a reversible basketball jersey, and
a participation trophy. As a convenience to participants, team and individual picture services were
offered through Horvath Photography. In 2012 there were 399 participants which brought in
$33,246 in revenue.
Staff turns in a proposed budget for the program each spring as part of the City's budget process.
The approved budget reflects the Council's interest in continuing to offer this program while passing
along most of the direct costs to the participants. The following financial su rnmary shows what the
direct costs of the program were. Staff's budget does not include indirect costs such as full time
salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc.
Volunteer Assistance
The success of the Below the Rim Youth Basketball program is dependent upon the efforts of city
staff as well as adult volunteers. This past season, at least 60 adults volunteered their time and
energy to teach the fundamentals of basketball as well as sportsmanship to each and every player on
their roster. Staff estimates that these coaches spent a minimum of three hours per week conducting
practices or coaching games with their teams for an overall total of over 2,000 volunteer hours for
the season.
Each of the volunteer coaches was screened through an application process that included the Live
Scan fingerprinting process conducted at the Walnut/Diamond Bar Sheriff's Station. Each coach was
required to sign a Coach's Code of Ethics agreement.
Sportsmanship Award
Teams again competed for the prestigious Sportsmanship Award. At the conclusion of each game,
staff rated teams based upon their attitudes and sportsmanship towards other participants, coaches,
and officials. The winning team in each age division was recognized at the March 28, 2013 Parks &
Recreation Commission meeting and received a team pizza party courtesy of Round Table Pizza in
Diamond Bar. Team pictures will also be posted on the City of Diamond Bar website.
Issues to be Re-evaluated (based on Customer Evaluations & Staff Recommendations)
*Continue to work with WVUSD, PUSD, and Mt. Calvary to ensure that the facilities are in working
order at all times
*Continue to decrease the amount of practices at Pantera Park
*Budget for a new horizontal banner to market the program
*Secure Chaparral's new gym for basketball practices
P.^o"~`=° General Fund Expenditures:
$67,898.00
Projected Revenue: . S33,250.00
Difference'
Actual General Fund Expenditures: $51,950.00
Actual Revenue: $35,266.00
Difference:
REVENUE:
Projected Revenue: $33250,00
337Participants @ $84
87Participants @ $79
17Refunds @ $5
Total Amount:
$28,308.00
$5.87300
$85,00
ACTUAL PERSONNEL SERVICES
ACTUAL: $18,492.00
Projected Personnel Services: $19,899
Personnel (40030)
$18,737.00
Part -Time Staff
$16.29000
Full -Time Staff
$44700
Personnel Services (4000O)
$1'755.00
Worker's Compensation (40O83)@3.096
$50200
Medicare (40085)@14596
$24300
Social Security (40085)@8,2Y6
$1.010.00
ACTUAL OPERATING SUPPLIES (41200)
ACTUAL: $9,186.00
Projected Operating Supplies: $11, 110. 00
Equipment
$1.01300
Uniforms
$5.356,00
Trophies
$1.982.00
Coaches Shirts
$75500
K8ieo�
$7O00
ACTUAL PRINTING (42110) ACTUAL: $426.00
Projected Printing.- $700.00
Flyers $426,00
ACTUAL CONTRACT SERVICES (45300) ACTUAL: _51 _01 T 0 �0
Projected Contract Services., $4620. 00
Certified Officials $5.01Q00
ACTUAL FACILITY RENTAL (42140) ACTUAL- $19_,�827.00
Projected Facility Rental: $31,569, 00
Mt. Calvary $10.100.00
South Pointe $8.547U0
Lorbeer $18000
Program Evaluation and Financial Summary
Program Title: Youth Indoor Soccer 2013
Date: July 10, 2013
Evaluation Prepared By: Mickey McKitrick, Recreation Specialist:
Youth Indoor Soccer Program Summary
The City of Diamond Bar's Youth Indoor Soccer program offers children ages 4-9 an opportunity to
discover a fun and fast -paced version of soccer they may not have experienced before; as well as a
chance to sharpen existing skills, improve fundamentals, and make new friends in a fun, safe, and
recreational environment.
Differing from other City sponsored youth athletic programs, the Youth Indoor Soccer program holds
practices immediately before games each Saturday. These practices usually last approximately 30
minutes and the following game runs for roughly 45 minutes. The eight week program operated
from April 6 to June 1 from 8:00am-6:00pm, and all games were played at Mt. Calvary Lutheran
School's gymnasium.
The 2013 season featured a total of 16 teams in three age divisions; six teams in the 4-5 division, six
teams in the 6-7 division, and four teams in the 8-9 division, for a total of 141 participants. 106 were
charged an $84 registration fee, while 35 additional participants from the same household paid $79.
There were seven refunds which accounted for $35 in processing fees. These registration fees
brought in $11,704.00 in revenue. Registration fees included eight games and practices, a soccer
jersey, a participation trophy, facility rental fees and program staff. As a convenience to participants
and their parents, team and individual picture packages were offered by John Horvath Photography.
In 2012 there Were 131 participants which brought in $10,874 in revenue.
Staff turns in a proposed budget for the program each spring as part of the City's budget process.
The approved budget reflects the Council's interest in continuing to offer this program while passing
along most of the direct costs to the participants. The following financial summary shows what the
direct costs of the program 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 also continued to promote the sportsmanship award, with one team from each age division
being recognized for their positive sportsmanship and attitude at the June Parks and Recreation
Commission meeting. In addition to the recognition at the Parks and Recreation Commission
meeting, teams also received a free pizza party courtesy of Round Table Pizza, a team picture will be
posted on the City of Diamond Bar Website, and a certificate was awarded to each player and coach
on the roster.
Volunteer Assistance
As with all youth sports leagues, volunteer coaches play a huge role in the success of the program.
This program featured the assistance of 14 head coaches and approximately 7 other assistant
coaches. Staff estimates that volunteers collectively gave over 200 hours of their time during the
season. This estimate does not include any additional team meetings or parti es that coaches
conducted.
Each of the volunteer coaches was screened through an application process that included the Live
Scan fingerprinting process conducted bythe Walnut/Diamond Bar Sheriff's [}epartnnent.Each coach
(and parent) was also required tosign aCode ofEthics agreement.
Issues tmbe Re-evaluated (based omCustomer Evaluations & Staff Recommendations)
l. Continue aworking relationship with Mt. Calvary.
2. Monitor team practices and provide suggestions to coaches and parents for appropriate drills
each week.
3. Purchase new goalkeeper gloves for each team tOuse during the season.
Projected General Fund Expenditures:
$14,613.00
Projected Revenue:
11,97G.0D
Difference:
Actual General Fund Expenditures:
$13, 5.00
Actual Revenue:
$11,704.00
Difference:
-$1,481.00
REVENUE:
Total Amount: $11,704.00
Projected Revenue: $11,9 76, 00
1U8Participants @$84
$8.904O0
35Participants @ $79
$2.705.00
7Refunds @ $5
$35.00
ACTUAL PERSONNEL SERVICES ACTUAL: $4,373.00
Projected Personnel Services.- $5,450.00
Personnel (40030) $3'962'00
Part -Time Staff $3.790.00
Fu|l-TimeGtoff $17200
Personnel Services (40DO0) $411.00
Worker's Compensation (40083)@3,096 $11Q00
Medicare /4O085\@1.45% $5700
Social Security (40O85)@S,296 $235�00
ACTUAL OPERATING SUPPLIES (41200) ACTUAL: $3,346.00 22�
Projected Operating Supplies.- $3,760.00
Equipment $438.00
Uniforms T�171DOo
Trophies
Coaches Misc
-�.� 719 00
$672.00
$483.00
$34.00
11
ACTUAL PRINTING (42110) ACTUAL: $ .00
Projected Printing: $600.00
Flyers $30600
ACTUAL FACILITY RENTAL (42140) ACTUAL: $5,100.00
Projected Facility Rental: $4,700. 00
Mt. Calvary $5,100,00
Program Evaluation and Financial Summary
Program Title: Senior Excursions Fiscal Year 12-13
Date: July 2013
Evaluation Prepared by: Cloris Vargas, Recreation Specialist -Senior Programs
Summary
The Senior Excursion program is advertised in the quarterly Community Recreation Guide. I plan and
coordinate all the Senior Excursions. Trips are open to participants 55 years of age and over. There
are usually 24 trips each year with 1 gambling trip per month. This year we offered 13 trips to local
areas of interest, 9 casino trips and 2 horse races. One senior excursion (Morongo Casino) was
cancelled this spring. I believe the reason was that this casino did not offer free play to the seniors.
The majority of our trips had 45 + participants. The average fee for a casino trip is $20 and those are
the trips that help us cover the most overhead for the program. The average fee for all other trips
was $41; these excursions usually include lunch. All excursions include roundtrip charter bus
transportation and a snack.
Revenue for fiscal year 12-13 was $28,599 and the total number of participants was 925. In fiscal
year 11-12 we generated $35,672 in revenue and had a total of 1,028 participants. In addition to
fewer participants we also charged less on average per trip in fiscal year 12-13. This accounts for the
difference in revenue from fiscal year 12-13 versus fiscal year 11-12.
This program is offered for the benefit of the seniors of Diamond Bar. Staff turns in a proposed
budget for the program each spring as part of the City's budget process. The approved budget
reflects the Council's interest in continuing to offer this program while passing along the direct costs
to the seniors except for the transportation costs. The City uses Los Angeles County Prop A
transportation funds to pay for transportation costs for senior excursions. The City does not pass
along these costs to the participants. The attached financial summary shows what the direct costs of
the program were. Staff's budget does not include indirect costs such as full time salaries and
benefits, printing in the Recreation Guide, vehicle maintenance, etc.
Recommendations and Ideas
1. Continue to offer a wide variety of excursions
2. Survey participants to gain knowledge of participants' interests
3. Continue to offer affordable excursions
CITY OF DIAMOND
Senior Excursions
Financial Summary
FY 12-13
Projected Revenue $ 35,316.00
Projected General Fund Expenditures $ 26,952.04
Projected Prop A Expenditures $ 23,000.00
Difference
$ (14,636.04)
Actual Revenue $ 28,599.00
Actual General Fund Expenditures $ 20,417.07
Prop A Expenditures $ 17,897.13
Difference
$
(9,715.20)
REVENUE ( 001.34730)
$ 28,599.00
Griffith Obervatory & Tam O'shanter 7/11/12
18X$41
$
738.00
Valley View Casino
7/18/12
27X$22
$
839,00
Nertherccutt Collection
8/16/12
37X$22
$
814,00
Fantasy Springs Casino
8/22/12
47X$20
$
940.00
Harrahs Casino
9/19/12
35X$20
$
700.00
Day at the Races
9/13/12
26X$40
$
1,040.00
Valley View Casino
10/03/12
42X$22
$
924.00
Huntington Oktoberfest
10/18/12
65X$18
$
1,170.00
Cleopatra Exhibit
11/14/12
54X$47
$
2,538,00
Fantasy Springs
11/28/12
49X$20
$
980.00
Candlelight Pavillion
12/06/12
35X$68
$
2,380.00
HarraWs Rincon Casino
12/19/12
16X$20
$
320.00
Valley View Casino
1/09/13
54X$22
$
1,18&00
Camelot Theartre
1/30/13
45X$43
$
1,935.00
Fantasy Srpings
2/07/13
52X$20
$
1,040.00
Palm Springs Follies
2/21/13
45X$56
$
2,520.00
Harrahs Casino
3/07/13
32X$20
$
640.00
Tour the U.S.S Iowa
3/28/13
45X$43
$
1,935.00
Valley View Casino
4/04/13
43X$22
$
946.00
Santa Anita Race Track
4/18/13
30X$24
$
720.00
Fantasy Springs Casino
5/08/13
53X$20
$
1,060.00
Old Towne Trolly
5/16/13
31X$56
$
1,736,00
Morongo Casino
6/06/13
CANCELLED
$
-
Queen Mary Princess Diana
6/20/13
44X$34
$
1,496.00
PERSONNEL SERVICES
$ 371.40
Projected Amount - $265
Personnel - Overtime
(1) CS Rec. Spec. $21.41 x 2 hours x 3 trips
$
128.46
(1) Administrative Assitant $25.43
x 1.5 hours
x 6 trips
$
228,90
Personnel Services
Worker's Compensation (4UO83)@3OY6
Medicare (40085) @ 1 A5%
SUPPLIES -Operating Supplies WM2DO
Projected Amount -$Y'080
Consumables (001.5350.41200) $45x
$ 10.72
$ 332
CONTRACT SERVICES -Excursions (45310) $ 19.055.67
Projected Amount -$25,000
Admissions (001�535045310) $ 19'055G7
TRANS pQRTAT|ON-PFlQPA-SeniorExcursions (4S31O)
Projected Amount -$23000 $ 17,897.13
Transportation (11Z5350.45310) $ 17.887A3
(Senior excursions recover 096ofProp A)
JULY PARKS REPORT
TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS &
RECREATION COMMISSION
FROM: ANTHONY JORDAN, PARKS & MAINTENANCE
SUPERINTENDENT
SUBJECT: JULY PARKS REPORT
DATE: 7/18/13
MEETING DATE: 7/25/13
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
® Installed four (4) lighted bollards in motor court,
® Refinished exterior wall sconce lights.
® Trouble shoot and repair A/C in GVBR.
® Trouble shoot and repair exhaust fan.
® Various lighting repairs throughout the facility including 31 interior fixtures
re -tamped, 24 exterior fixtures re-lamped and 3 interior ballasts.
® Repaired door closer in GVBR section B and in lower men's restroom.
® Repaired two (2) electrical receptacles in GVBR.
® Repaired bird deterrents at various exterior locations.
® Installed new threshold in lower storage room.
® Painted "No Parking" sign stand and installed new sign.
® Cleared area around main electrical transformer.
® Patched, textured and painted various wall "dings" throughout the facility.
e Cleaned barbeque and filled propane tank.
e Cleared urinal drain in exterior men's room.
e Reinstalled interior exit sign.
e Fabricated two (2) backpack racks for Summer Day Camp.
Lorbeer Middle School
e Re-lamped security lights at football field.
livims Mont
* Cleared urinal drain in men's restroom.
e Re-lamped one (1) exterior building light.
e Replaced one (1) basketball net.
Pantera Park
0 Assembled and installed benches in dog Park.
0 Repaired lock on Tiny Tot classroom front door.
® Installed two (2) drinking fountain water lines and two (2) doggie fountains.
Paul C. Grow Park
® Repaired gate at west park entry.
0 Cleared clogged sink drain in women's restroom.
Peterson Park
0 Cleared clogged drinking fountain.
0 Unplugged urinal in the men's restroom.
0 Cleared clog in women's restroom sink.
Ronald Reagan
0 Replaced one (1) tennis net.
0 Cleared clogged drinking fountain.
MVM��,m
® Cleared drain in women's restroom.
® Installed five (5) fence rails along the trail.
City Hall/Library
Re-lamped four (4) light fixtures in CH S/E hallway and replaced two (2)
ballasts.
® Re-lamped two (2) light fixtures in library west hall.
® Performed emergency generator test.
® Repaired door hardware in library.
Interoffice
MEMORANDUM
To: Honorable Chairman and Members of the Parks nd Recreation Commission
From: Bob Rose, Community Services Director 7c
Date: July 17, 2013 Meeting Date: July 25, 2013
Re: CIP Projects Up -date
Dog Park — Construction documents have been completed for the concrete walkways and
stairs which will connect the gates into the dog park play areas to the existing walkway. The
City is now accepting bids to construct these improvements, with the bid opening scheduled
for August 22.
Grand View Trail & Grand View Trail Link — Construction documents have been submitted
to Building & Safety for plan check. Once the plans have been approved, the plans &
specifications will be released for bidding. Construction of this trail is planned to start in late
September.
Site D Public Park — Lennar Homes is still working on the concept plan for the public park
that will be a part of the Site D development. The concept will be presented to the
Commission in the future as a part of the review process for the park.
Larkstone Park — Lewis Homes is still working on the re -design of this park to mitigate the
ancient landslide that exists on the park site. Any changes to the approved plan will have to
be approved by the City before the residential development can move forward.
Diamond Bar Center — Construction continues on the office and front counter improvements
at the Diamond Bar Center. Carpet is scheduled to be installed in the Grandview Ballroom
during the week of July 29. Furniture is scheduled to arrive in early August. Front counter and
office staff will be working out of the Sycamore Room until the work is completed. Christy
Murphey, Recreation Superintendent and Sports programming staff are located at City Hall
during construction.
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