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HomeMy WebLinkAbout10/24/2013 PRC Agenda - Regular MeetingThursday, October 24, 2013 11 r THE WINDMILL ROOM at 21810 Copley Drive Diamond Bar, California 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 fl 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 The City of Diamond Bar uses recycled paper in the Windmill Room ""�'' and encourages you to do the same. if ►/���/�Ir77�1��C7 PUBLIC INPUT 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 by a personal computer through a phone modem. Every meeting of the Parks and Recreation Commission is recorded on cassette tapes and duplicate tapes are available for a nominal charge. ADA REQUIREMENTS 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 business days in advance of the meeting. Please telephone (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. HELPFUL PHONE NUMBERS Copies of Agenda, Rules of the Commission, Recordings of Meetings (909) 839-7060 General Information (909) 839-7060 CITY . i DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA FUNI 1, 9101•''; • V; 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — ❑ Advice to the City Council. ❑ A quality parks system that is safe, properly maintained and equally accessible to all residents of the City of Diamond Bar. ❑ Quality recreational programs for all ages. ❑ Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. ❑ Be open and actively responsive to input from individuals and community organizations. ❑ Develop facilities that will accommodate the needs of our active and growing community. City of Diamond Bar Parks and Recreation Commission Approved May 27, 1999 CALL TO ORDER: 7:O0 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. October 26, 2013 PAGE 2 PARKS & RECREATION COMMISSION CALENDAR OF EVENTS: Wednesday & Thursday, October 30 & 31 — Halloween Haunted House, 6-9pm Heritage Park, 2900 S. Brea Canyon Road, Diamond Bar Thursday, October 31 -- Fall Fun Festival, 4:30-8:30pm, Heritage Park, 2900 S. Brea Canyon Road, Diamond Bar Tuesday, November 5 — ELECTION DAY Tuesday, November 5 — City Council Meeting, 6:30pm, The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Thursday, November 7 — Veterans Recognition Ceremony, 9:00am Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Friday, November 8 — 6th 7t" and 8tn Grade Hawaiian Dance, 7:00 — 10:00pm Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Saturday, November 9 — Adult Excursion, Filmore Railway Murder Mystery Dinner, 9:30am — 6:30pm, Departs DBC @ 9:30am Monday, November 11 — CITY OFFICES CLOSED — In recognition of Veterans Day Tuesday, November 12 — Planning Commission Meeting, 7:00pm, The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Wednesday, November 13 — Senior Excursion, Fantasy Springs Casino Level 1, 9:00am — 6:30pm, Departs DBC @ 9:00am Thursday, November 14 —Traffic & Transportation Commission Meeting, 7:00pm The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Tuesday, November 19 — City Council Meeting, 6:30pm, The Windmill Room, 1" Floor, 21810 Copley Drive, Diamond Bar Thursday, November 21 — Senior Excursion, Lawrence Welk Resort/Theatre Level 1, 9:00am — 5:00pm, Departs DBC @ 9:00am Thursday, November 21 — Parks and Recreation Commission Meeting, 7:00pm The Windmill Room, 1St Floor, 21810 Copley Drive, Diamond Bar Tuesday, November 26 — D134Youth and DB4Youth "In Action" Meeting, 6:00pm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar October 26, 2013 PAGE 3 PARKS & RECREATION COMMISSION Tuesday, November 26 — Planning Commission Meeting, 7:00pm, The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Thursday & Friday, November 28 & 29 — CITY OFFICES CLOSED — In observance of the Thanksgiving Holiday 1. CONSENT CALENDAR 1.1 Approval of Minutes for September 26, 2013 Regular Meeting 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation by Mickey McKitrick — Field Attendants 2.2 Parks Report - Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation on Dog Park Improvements 2.3 CIP Projects — Bob Rose, Community Services Director 1. Dog Park 2. Grand View Trail & Grand View Trail Link 3. Site D Public Park 4. Diamond Bar Center Improvements 2.4 List of pending Commission requests — Bob Rose 3. OLD BUSINESS — 3.1 Pony Baseball Fields - Recommendation — Staff recommends that participation in the allocation, monitoring, or payment for use by community organizations of the Pony Baseball fields presents too much risk to the City of Diamond Bar and to pass on this opportunity. 4. NEW BUSINESS — 4.1 Request to Study Funding Options for Athletic Facility Improvements Recommendation — Recommend that the City Council direct staff to examine all available and potential sources of funding for the implementation of the capital improvement plan in the Parks Master Plan, including the future funding of construction and maintenance of athletic facility improvements. October 26, 2013 PAGE 4 PARKS & RECREATION COMMISSION 5. ANNOUNCEMENTS — Commissioners may briefly respond to public onmments, make announoements, ask a question of staff, and make e brief report on their activities, request staff to return with information at a future meeting or request that a matter ofbusiness beplaced onafuture agenda. 6. ADJOURNMENT CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 SEPTEMBER 26, 2013 CALL TO ORDER: Chairman Dave Grundy called the Parks and Recreation Commission meeting to order at 7:04 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. ROLL CALL: Present: Commissioners 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; Ivania Perez, Community Services Leader II, and Debbie Gonzales, Administrative Coordinator. PRESENTATION OF CERTIFICATES TO 2013 SUMMER VOLUNTEENS - CSC/Meyers and CSLII/Perez. Presentations were made by Chair/Grundy, VC/Owens and Commissioners Herndon and Roberto. M/Tanaka and C/Chang were invited from the audience to participate in the presentation. RECESS: Chair/Grundy recessed the meeting at 7:28 p.m. RECONVENE: Chair/Grundy reconvened the meeting at 7:35 p.m. MATTERS FROM THE AUDIENCE: Lew Herndon stated that fact number 1 is that Diamond Bar has thousands of kids who are involved in sports each year. Fact 2 is that Diamond Bar does not have enough sports fields for kids to play on, and fact 3 is that this problem is decades old with no foreseeable plans to solve this issue. Fact 4 is that there is an epidemic in Diamond Bar with only one in three students having recorded a passing grade in the physical fitness test. This evening he speaks as a concerned individual. He understands that through the sale of Site D the City could gain approximately $1.8 million from the sale of its property at Site D. He is currently gathering signatures on a petition that he presented to the Commission which asks the City to set aside the proceeds from the Site D sale to help solve the sports field problem. Within the last few months he has turned in over 1,400 signatures on this petition to the City Council and CM/DeStefano. He has an additional 300 signatures ready to turn in and he is still collecting signatures. He has collected about 95 percent SEPTEMBER 26, 2013 PAGE 2 P&R COMMISSION of the signatures. When he asks for signatures he asks if the individual is a resident of Diamond Bar and if the answer is yes, he asks if they are of voting age and if yes, he then asks if they would sign the petition. Those who have already signed the petition volunteer that they have done so and state that it would not be appropriate for them to sign more than once. A little over a year ago he began a quest to get many people to come to the Parks and Recreation Commission to help solve the problem. He is now reminded how it was to raise his six kids. After working hard all day there was transportation to baseball, football, choir, Boy Scouts, Campfire Girls, Y -Indian Guides, School Open House, play practice and tutors on top of helping with homework as well as, other parental responsibilities. He asked that the subject of this petition be placed on the November Parks and Recreation Commission agenda for discussion and possibly forwarding it to the City Council for adoption. CALENDAR OF EVENTS: As presented by CSD/Rose. CONSENT CALENDAR: C/Roberto moved, VC/Owens seconded, to approve the Consent Calendar as presented. Without objection, the motion was so ordered with C/Liang being absent. 1.1 Regular Meeting Minutes for August 22, 2013 — approved as corrected 1.2 Transmitted thank -you letter to Boy Scout Troop 8888 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey Chair/Grundy asked for a definition of Project Runway under the fall session of classes. RS/Murphey responded that it is a class for students who learn to design and model their clothing. Chair/Grundy remarked that the Commissioners were excited to see the number of kids and parents who filled the room tonight to participate in the Volunteen presentations. VC/Owens asked where "continue to schedule more classic rock bands during the (Concerts in the Park) series" came from. RS/Murphey said she believed those were the most popular nights for the Concerts. CSD/Rose said that "more" does not mean additional nights, rather consistent with the number of classic rock concerts. 2.2 Parks Report — PMS/Jordan 2.2.1 Power Point Presentation on the Sycamore Canyon Park Mesa Trail — PMS/Jordan C/Herndon asked if the City had any recourse with respect to plant damage on the trail. PMS/Jordan responded "probably not" SEPTEMBER 26, 2013 PAGE 3 PSR COMMISSION because some of the issues were with programming of the irrigation system after the City took over the project. Quite a few plants remain. The cactus is thriving and the natives are taking off and it is his hope that once the rabbit situation is under control that the hydro seed and plants will begin to establish. 2.3 CIP Projects — CSD/Rose 2.3.2 Dog Park -- CSD/Rose reported that the existing walkway will be connected to the entry gates. Geronimo Concrete was awarded the $37,200 contract. There will be three walkways and one staircase constructed as well. The dog park will be closed during construction. Staff has a pre -construction meeting next Tuesday and at that time, the schedule for the project will be determined. 2.3.3 Grandview Trail and Grandview Trail Link — CSD/Rose stated that plans went back to Building and Safety for a third plan check. Comments were forwarded to TKE today. Staff is hopeful that plans are close to being concluded so that the bid process can be started and a contractor engaged to begin construction. 2.3.4 Site D Park Design — CSD/Rose reported that the Commission will be discussing the draft conditions of approval for the Site D project by Lennar Homes. 2.3.5 Diamond Bar Center Improvements — CSD/Rose stated that the vast majority of the work has been completed. Guests have commented that they are impressed with the LED lighting above the stage and dance floor. Still to be finished are the doors to the offices which are on back order and expected to arrive about October 8. 2.4 List of Pending Commission Requests — None Offered. Chair/Grundy asked for and received unanimous concurrence from the Commissioners to place C/Herndon's request for consideration of a recommendation to the City Council regarding allocation of Site D City owned property sale proceeds to fund the Parks Master Plan on recommended projects the October 24 agenda. 3. OLD BUSINESS: None 4. NEW BUSINESS: 4.1 SITE D PARK CONDITIONS OF APPROVAL - CSD/Rose presented staff's revised report. Once the developer has approval of the tentative tract map development will move forward. The Commission is considering the Conditions of Approval based on the public SEPTEMBER 26, 2013 PAGE 4 PSR COMMISSION input received from residents in the neighborhood and community at large. The developer incorporated those concepts into the conceptual plan that is being presented to the Commission tonight. The primary issue is that this is a general document, but if it is included in the conditions for approval the developer must include that in the project. Once the plans have passed through the plan check process, the park design that ultimately gets approved will have all of the details included in the final construction documents. No construction will be done until the plans are approved which must first be approved by the Community Development Director and Community Services Director, after which the plans will come to the Parks and Recreation Commission for its recommendation for Planning Commission approval. With respect to parking, there is no parking allowed along Brea Canyon Road or Diamond Bar Boulevard. The only other area that allows access to the site is at the cul-de-sac at Pasado Drive. The traffic engineer stated in the traffic study that for this to be a viable operation there would need to be a parking lot in the area coming off of Brea Canyon Road which is envisioned to be similar to the type of parking lot at Sycamore Canyon Park. There are public safety concerns because of the amount of traffic traveling down the narrow Castle Rock Road it is possible that people will park across the street and not use the crosswalk. Therefore, it is listed that the parking would be required at the City's discretion unless a better solution is provided that leaves the matter open to eliminating the parking lot. However, it is most likely that a parking lot will be included in the area. About 1.8 acres of the 2.2 acres available for the park/rain garden can be used for walkways, trails and seating areas. C/Herndon was concerned about the problems that might be created by a rain garden. PMS/Jordan said that staff looked at a similar project in Aliso Viejo. Essentially, the rain garden is a detention basin that has been architecturally enhanced. There are ponds below and from that point it slopes up. In terms of the maintenance, the plant material will be water borne plants such as cattails and similar types of plants conducive to a marshy environment. There will be decomposed granite trails throughout the area at slightly different elevations and nuisance water would not be at that level on a daily basis. In the event of a larger rain event such as a hundred year storm it would possibly submerge the development and would take 36 to 48 hours for the water to subside and the area to dry out. On the slopes the plant materials would be acacias, Xylosma and other similar type plants that are typical to many of the City's parks. In terms of maintenance it will be different and felt it would be overall manageable. CSD/Rose said that maintenance of the site has been a major portion of the discussion since early 2013 which was another reason for the site visit to Aliso Viejo. The City also received a maintenance proposal for maintaining the rain garden which was about 2.5 cents compared to usual park maintenance of 2 cents per square foot per month. The water SEPTEMBER 26, 2093 PAGE 5 P&R COMMISSION area will have fencing and gates which will normally be open for access to trails. However, if there is a large storm the gates would be locked to prevent access. The project in Aliso Viejo is a very nice amenity in the passive area of the park and the majority of the proposed park will be considered a very passive neighborhood park with a unique amenity that is not available at any other location in Diamond Bar. Chair/Grundy asked if the wrought iron fencing for the tot lot, protective fencing along Brea Canyon Road and protective fencing for the rain garden area should be shown on the plans and CSD/Rose said he was told that including the wrought iron fencing would provide too much detail for initial approval. Chair/Grundy felt it would be better to include detail if the Commission believes it should be included and CSD/Rose said it would be added. C/Herndon asked what a corner entry feature was and CSD/Rase explained that there is a Planning Department requirement in the development that there be an entry statement as part of this project. The Planning document speaks to a certain percentage to the overall value of the development and the last number he saw was as much as $200,000. Staff felt a windmill would be appropriate. An entry statement will be something that represents Diamond Bar and is yet to be designed. Chair/Grundy asked if the conditions were subject to change after recommendation and CSD/Rose responded that the item most likely to change is at what point in the construction period the park would need to be completed. The other details are up to the Planning Commission. C/Roberto asked if all of the concerns about people walking along the south side of the development being able to look down into the back yards of residences had been addressed where there is a significant slope on the south side that goes down to the houses. Chair/Grundy suggested that a condition be added to provide for the planting of sufficient landscape to create a visual barrier (hedge) between the walkway/path and the houses down slope from Pasado to the rain garden. C/Herndon said he did not see swings on the plans. CSD/Rose said he would include "swings" for the tot lot. C/Herndon moved, VC/Owens seconded, to recommend Planning Commission approval of the Conditions of Approval for the Site D Park. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS NOES: COMMISSIONERS ABSENT: COMMISSIONERS Herndon, Roberto, VC/Owens, Chair/Grundy None Liang SEPTEMBER 26, 2013 PAGE 6 P&R COMMISSION 5. ANNOUNCEMENTS: VC/Owens thanked staff for the reports and said he was impressed by the number of people that were present for tonight's meeting. C/Herndon thanked staff for their usual great jobs, reports and hard work. He reported that he has suggested a proposal via email regarding the Pony League fields. The Diamond Bar Foundation appears willing to fund the rental of the Pony fields for the months of August, September and October which were reported to be critical months requiring additional space for sports organizations. rhe Pony League president suggested the fields might be rented for $200 per week so for the three months it would be a little less than $3,000. His recommendation was that a) the Diamond Bar Foundation provides one-half of the funds to the City and the City provides the other one-half and includes those fields in the City's field allocation system or b) if the City did not want to participate that the Foundation would fund the full amount. The president said he would present those options to his board and he presented the options to the Foundation and wanted feedback from the City as to the City's willingness to participate. C/Roberto thanked staff for the reports and thanked CSC/Meyers and her staff for the wonderful job with the Volunteen Programs. He agreed with C/Herndon that $3,000 for 3 months for allowing kids additional fields would not be a tremendous burden for the City to pay the entire amount and include the fields in the field allocation program. VC/Owens asked if the field allocation item should be placed on the agenda for October 24 in order for the Commission to make a formal recommendation to the City Council. CSD/Rose said he would do so with respect to the request from the Commission. Chair/Grundy thanked the City for the Volunteen Program. Seeing such a large group at tonight's meeting and witnessing their enthusiasm and involvement he is glad that the program was not limited to a certain number. It is a good thing to get youth involved and he hoped that the City would continue to look for ways to invite and allow as many teens as possible to participate and have that opportunity. He congratulated and thanked CSC/Meyers and asked CSD/Rose to thank all of the other individuals who were involved in running such a great program. He thanked staff for the reports and all they do day in and day out. ADJOURNMENT: VC/Owens moved, C/Roberto 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 8:58 p.m. SEPTEMBER 26, 2013 PAGE 7 P&R COMMISSION The foregoing minutes are hereby approved this _ day of —2013. Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE GRUNDY, CHAIRMAN �D � "1iO11D{BA`1Z' Recreation Program € (h,' €i; a I ..,. TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: October 17, 2013 MEETING DATE: October 24, 2013 Community Recreation Guide Fall 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 version is also available online at www.DiamondBarCA.gov. The Winter 2014 Recreation Guide will be available the first week of December. Contract Classes Fall 2013 -- The Fall 2013 session began August 31 and is scheduled through December 6. As of October 13 there are 694 students enrolled with 243 available classes. Popular classes this season include Tennis for all ages, Morning Zumba, Pilates, Jazzercise, Kundalini Yoga, Smartphone Smarts, Karate and Baby Ballet. {Hinter 2014 -- The Winter 2014 session will be held January 4 through March 14. Proposals were due to the Contract Class Coordinator on September 11. Many new programs will come along with the new year, including Beginning Sewing for Teens/Adults, Tumbling/Acrobatics, Shreducate Skateboarding, Flag Football, Hip Hop Workout, and Oil Painting. Winter 2014 Recreation Guides will be available the first week of December. Tiny Tots -- The fall session will end on November 22. Heritage Park Tiny Tots has 17 in the 3 year old class and 11 in the 4-5 year old class currently registered. Pantera Park Tiny Tots has 20 in the 3 year old class and 17 in the 4-5 year old class currently registered. The Tiny Tots children will attend the annual excursion to the Enchanted Pumpkin Patch on Friday, October 18. Both classes will share a bus. The children will each pick out a pumpkin to take home. The Holiday Mini Camp session registration will begin on Monday, October 21. This session is three weeks. The Holiday Mini Camp is designed for children wanting to have some extra fun over the holiday break, and gives parents some extra time to do some shopping. Camp activities will include holiday art projects, stories, songs, and a variety of other festive activities. There will also be a special visit from Santa! DB 4Youth "In Action" -- Twenty-two youth were off to Rocktober at the Santa Monica Pier on Friday, October 4. Two staff members joined the youth on this teen excursion. Included in the cost of the excursion was pizza, drinks, a T -Shirt, games, unlimited ride wrist band and many prizes. The teens returned to the Diamond Bar Center at 11 pm. Everyone had a wonderful time on this first time excursion. They are looking forward to attending next year. Plans are in the works for the November 8, 6 1 7th and 8t grade Hawaiian Dance. Flyers are printed and are to be delivered to the 6th, 7th and 8th grade classes in Diamond Bar at lunch the week of October 14. "The youth are planning to build a volcano, paint tikis and an island scene as decorations for the dance. On October 22 the youth will help with the Senior Halloween Dance center pieces. On October 31 the youth will operate the snack bar and sell glow necklaces at the Fall Fun Festival. yJ • 1W•RMT • 0 Adult Basketball -- There are 23 teams participating in the 2013 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 November 17. 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 29 participants registered for the session which ends on November 18. 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 10 participants), Thursday (average of 13 participants), and Sunday (average of 11 participants) evenings. Open play takes place from 7:30-11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-10pm. Youth Basketball -- There are currently 166 participants registered for the 2014 youth basketball program. The season begins with a skills evaluation day on Saturday, December 7 for children ages 6-14. An officiating clinic will be held for recreation staff on Saturday, December 14. Games begin January 4, 2014 and continue until March 8, 2014. 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. Skate Park -- The skate park averages 10 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. Field Allocations -- Applications have been mailed out to local organizations who requested the use of a field in one of the City's parks. The allocation period covers reservations made from January 1, 2014 to July 31, 2014. For this allocation period, there are typically around 20 youth and adult organizations that request the use of the fields and courts. The deadline to submit an application is Wednesday, November 20. Adult Excursions Fall 2013 Adult Excursions --The Fall series of adult excursion started off with the 27th Annual AVOFEST in the beachside community of Carpinteria. The sold out excursion of 45 set out on Saturday, October 5. We enjoyed fabulous food, music and great family fun! Excursion included roundtrip transportation and a snack for the ride home for $35/person. Next on our list is the Fillmore Railway Murder Mystery Luncheon on Saturday, November 9, for $80/person. We will enjoy the show at Candlelight Pavilion on Saturday, December 21, for $75/person. Each excursion includes roundtrip transportation, admission, meal and a snack for the ride home. Winter 2014 Adult Excursions -- On January 1, 2014 bands, floats, and equestrian units from all over the world will participate in the largest and most beautiful parade in the world. The 2014 Rose Parade's theme will be, "Dreams Come True." Excursion includes roundtrip transportation, grandstand seat, continental breakfast, a snack, official Rose Parade guide and Diamond Bar seat cushion for $85/person. On March 1 we will head to the Getty Center. Excursion includes roundtrip transportation, lunch, entrance to the Museum and a snack for $36/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 run 8/26-12/13. Most classes are full. Senior Seminars 10/7 Alzheimer - 10 Warning Signs 8 people 10/8 Senior Support 1 person 10/8 Thinking of a Walk in Safety Tub 0 people 10/14 Searching for Yield in a Low Interest 0 people Rate Environment 10/21 Medicare 101 7 people 10/28 Care Giving Options for Seniors 5 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 average ® Mahjong every Wednesday: 30 per session average ® Bingo every Tuesday and Friday: 175 per session average ® Complimentary Legal Services: 1st Wednesday of each month. October had 6 appointments booked. Senior Excursions Valley View Casino -10/10 -- 29 senior were on this trip to the very popular Valley View Casino in San Diego County. The fee was $22 and the players received $15 in free play on their cards. Spend the Day in Julian - 10117 -- A full bus of seniors will be off to Dudley Bakery in Santa Ysabel for fresh baked goods and then continuing into the town of Julian. Lunch will be enjoyed at the Rongbranch Restaurant. The fee is $36 dollars and everyone that signed up has been anticipating this trip's return! Extended Tour and Travel Slideshow Presentation - 1019 -- 5 seniors learned about the new trips offered in 2014 by Premier World Discovery. They viewed slide of past trips and upcoming trips. Senior Special Events Halloween Dance -- October 24, 2013 is our annual Halloween Dance. This dance is a real favorite because quite a lot of people come in costume. Others love to watch the costume parade and contest. There will also be dancing to DJ Keith Johnson and a Mexican dinner. Currently there are 58 seniors signed up. Health Fair -- Currently there are 120 seniors signed up for this event schedule on October 30 from 9am-11:30am. The injections are free from Los Angeles County and there will be juice and cookies provided by various medical vendors. There will be 20 vendor booths set up around the Grandview Ballroom. These will be from assisted living communities, health insurance companies and various healthy living vendors that may interest the seniors. Special Events 3D - Halloween Haunted House -- An Informational volunteer meeting was held on Monday, October 14 at Heritage Community Center at 6pm. Over 100 students from Diamond Bar and Diamond Ranch High Schools were in attendance. The meeting covered general volunteering information, safety procedures and character roles. All the information handed out is now available on the City's web site. Students will be able to volunteer starting Friday, October 25- Wednesday, October 31. Students must be in high school and either live in Diamond Bar or attend Diamond Bar High School or Diamond Ranch High School. School identification and waiver will be required. Offered again this year is a special "buy one get one free entrance into the Haunted House" coupon for October 30th only. The coupon is now available for print off the City's web site and available for pick up at City Hall, and the Diamond Bar Center and is featured on the postcard sent to all schools in Diamond Bar. Staff has really been looking for new ideas for this year's popular 3D maze. The Haunted House will operate on Wednesday & Thursday, October 30 & 31. The event will be held in Heritage Community Center; from 6-9 pm. Admission will be $5 and is recommended for ages 8 and up. Fall Fun Festival -- It will be all treats -no tricks at the City's annual Fall Fun Festival taking place Thursday, October 31 from 4:30pm to 8:30pm at Heritage Park. Parents are encouraged to bring their children ages 2 to 8 to enjoy a scare -free Halloween filled with crafts, games, snacks, and picture -taking opportunities. Admission is free; however participation in games or crafts requires the purchase of a $5 punch card (good for 10 games). Heritage Park is located at 2900 S. Brea Canyon Road. Veterans Day Recognition Ceremony -- The City of Diamond Bar and City Council will host this annual event on Thursday, November 7, 2013 at the Diamond Bar Center. The event will start at 9am with a welcome speech followed by presentations to eight honored veterans. One armed forces banner will also be presented to back to the family of the returned soldier. The event will conclud with a musical selection from South Pointe Middle School and light refreshments. Save the Date - Candy Cane Craft Fair -- The City of Diamond Bar invites you to experience our 8th annual holiday craft boutique. This one day craft fair has free admission, free parking and local crafters featuring hundreds of handmade seasonal items. 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. Facility Rentals Diamond Bar Center -- The Diamond Bar Center was the location for a total of 55 private, business and non-profit rentals during the month of September. There were 25 church rentals, 2 dental seminars, 1 spiritual event, 2 memorial services, 3 baby showers and 2 AYSO meetings. There were also 10 weddings, 2 Quinceaneras, 1 anniversary party, 2 toastmaster meetings and 2 birthday parties. A total of $52,060.35 in rental fees was collected during the month of September for Diamond Bar Center rentals. In September 2012 a total of $28,480.50 was collected. During the month of September we have been busy gearing up for the holidays. We have had many request, tours, holds, and contracts signed for holiday parties, family celebrations, and weddings during the November -January season. We have many return renters for their annual company holiday parties, banquets and shows. Heritage -- There have been 6 rentals of Heritage Park Community Center for the month of October. Rentals include 3 church rentals and 3 birthday parties. Total revenue for these rentals is $1,020.00. The revenue for October 2012 was $1,560.00. Pantera -- There have been 4 rentals of the Pantera Park Activity Room for the month of October. Rentals include 2 toastmasters meetings and 2 birthday parties. Total revenue for these rentals is $517.00. The revenue for October 2012 was $610.00. Picnic Reservations --As of October 10, 2013 there have been 21 picnic reservations made for the month of October. There has been 1 at Heritage Park, 6 at Pantera Park, 0 at Maple Hill Park, 2 at Peterson Park, 4 at Ronald Reagan and 8 at Sycamore Canyon Park. The revenue of these picnic rentals is $625.00. The revenue for October 2012 was $825.00. Grants -- Staff has prepared and turned in the 2014 Habitat Conservation Fund (HCF) Application. The application was due October 1. The project is the development of the Pantera Park Trail. If awarded, this grant will fund the project to create switchbacks with some steps to the top of the hill on the trail head off the walkway in the dog park. Currently there is a steep grade with a chain to pull hikers up the grade. Notification of the grant award will not be until late spring 2014. Staff will apply for the Land and Water Conservation Fund (LWCF) Grant Program as the 50% match to HCF Grant. The LWCF grant is due February 3, 2014. Staff will attend a technical assistance workshop in Long Beach on October 23 for this application. sera a i ms`s„�r,•���� ��'> OCTOBER PARKS REPORT TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCEp� SUPERINTENDENT SUBJECT: OCTOBER PARKS REPORT DATE: 10/17/13 MEETING DATE: 10/24/13 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 • Reset automatic door actuator at lower men's room • Trouble shoot and repair A/C #5 due to blown fuse. • Repaired two (2) damaged lighted bollards at motor court. • Reset A/C unit in communication room. • Repaired six (6) doors with inoperative locks. • Removed, rebuilt and reinstalled hot water pump for the boiler system. • Re-lamped ten (10) interior lights and one (1) exterior light. • Realigned and repaired stage curtain in GVBR. • Cleaned carpet in GVBR sections D and E. • Adjusted main doors to GVBR and adjusted fire seals. • Installed new switch for "Mecho” shades. 9 Serviced ice maker including new water filters. ® Inspected A/C condenser coils. Replaced A/C filters in main air handler and package units. Adjusted loose belt on A/C #7. ® Repaired/patched rusted A/C ducts on roof top. ® Repaired leaking faucet in kitchen and cleared drain. Serviced all kitchen aerators and floor drains. ® Performed monthly generator test. ® Performed maintenance cleaning of all urinals in upper men's room. ® Replaced soap dispenser in lower men's room. Heritage Park ® Repaired new table tennis equipment. ® Installed new coat rack in Tiny Tot classroom. ® Ran sewer machine to clear main line by outside restrooms. Contacted Roto Rooter to assist with repair. ® Repaired hot water tank in kitchen. ® Installed new door knob on Tiny Tot restroom door. ® Cleaned trash enclosure to accept delivery of a 20ft. storage container. Maple Hill Park ® Repaired tennis court net. ® Cleared drain in men's restroom sink. Pantera Park ® Repaired large dog park entry gate hinge. ® Cleared drinking fountain drain at snack bar building. ® Installed window shades in Tiny Tot classroom. Paul C. Grow Park ® Removed two (2) fallen trees due to wind event. Peterson Park ® Repaired three (3) holes in the poured in place rubber playground surface. ® Replaced broken bolt on play structure hand rail. Starshine Park ® Repaired water supply line to drinking fountain. Sycamore Canyon ® Repaired drinking fountain at softball field. ® Removed project sign at trailhead. ® Fabricated "spider box" racks for special event trailers. City Hall/Library ® Snaked floor drain in Library men's room. ® Unclogged floor drain in Library staff restroom. ® Cleaned upholstery in Library. ® Re-lamped two (2) lights in west hallway (first floor). ® Re-lamped four (4) lights and replaced two (2) ballasts in second floor hallways. ® Touch up painted various City Hall interior walls. ® Performed monthly generator test. Interoffice MEMORANDUM T .,. A - To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director - lclrO3 Date: October 15, 2013 Meeting Date: October 24, 2013 Re: CIP Projects Up -date CIP Projects Up -date: Dog Park — The contractor for this project, Geronimo Concrete started work on October 7. It is scheduled to be completed prior to Thanksgiving. The Dog Park is closed during construction. Grand View Trail & Grand View Trail Link — The revised plans were submitted by TKE Engineering on September 27 and have been approved by Building & Safety. The plans are now with the Public Works Department for approval of the grading plan. Once the plans have been approved, the plans & specifications will be released for bidding. Construction of this trail will not start until late November at the earliest. Site D Public Park — The attached conditions for approval were approved by the Planning Commission on October 8. The conditions now go to the City Council for final approval at their meeting on November 19, 2013. Diamond Bar Center — The office doors are being installed by the contractor this week. The glazed glass in the office still needs to be completed. The new conference room will be used for the first time on Thursday, October 24. 0 °° m 0 m 0 ° M 0 m 0 m Z 0 0 z z 0 z 0 z 0 w x } z o p p p O �. z v a a N c +v. a v ! G c o m o c 00 `m c ai 0 4.: ai o o s 12. oLDo o °�' o g `o m vQj q o `o o N co N M N N Interoffice MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services DirectorA7`� Date: October 17, 2013 Meeting Date: October 24, 2013 Re: Pony Baseball Fields Background: At its meeting on September 26, 2013, the Parks and Recreation Commission requested that this item be included as an agenda item for their October 24, 2013 meeting. The Diamond Bar Pony Baseball organization is offering to rent their facility, which is located at the west end of Sunset Crossing, to other youth sports organizations. City staff presented a report to the Commission in August that lists the number of hours that could be available for use from August 1, 2014 through the end of daylight savings time (November 2, 2014)*. This period of time is when demand for fields is the highest in Diamond Bar. Each field can provide about 119 hours of use on weekday evenings over these dates. Pony Baseball is charging $3,000 to rent their facility during this time frame. The Diamond Bar Community Foundation has offered to pay the $3,000 rental fee, but would prefer to pay half of that, with the City paying the other half. The Foundation also requests that the City allocate and monitor use of the Pony facility per the priorities and procedures of the Facility Use Policy. Liability to City: If the City of Diamond Bar is involved in the allocation, monitoring or payment of fees for organizations to utilize the Pony Baseball fields, the City becomes the 'deep pocket' defendant should a major issue occur at the facility during the time the City has any involvement in the allocation, monitoring, or payment for use by community organizations. This is a risk that staff does not recommend the City take. Recommended Action: Staff recommends that participation in the allocation, monitoring, or payment for use by community organizations of the Pony Baseball fields presents too much risk to the City of Diamond Bar and to pass on this opportunity. * From August 22, 2013 Commission Meeting — Estimated Hours of Availability: There are four fields located at the Pony Baseball complex. Pony Baseball already rents their facility to other users during weekends, so the facility is only available for rent on weekdays. The facility is available for rent on weekdays from June until December; however, the discussion focused on the months of August thru October. The number of hours listed below is for one field. That number can be multiplied by the number of fields available for community use. August: Monday thru Friday 5pm — 7:30pm 22 days X 2.5 hrs = 55 hrs per field September: Monday thru Friday 5pm — 7pm 21 days X 2 hrs = 42 hrs per field October: Monday thru Friday 5pm — 6pm 22 days X 1 hr = 22 hrs per field Total hours available per field during the Fall season: 119 hours per field Interoffice MEMORANDUM x„ To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director���'�/���J' Date: October 9, 2013 Meeting Date: October 24, 2013 Re: Conditions for Approval — Site D Public Park Property Owner: Lennar Homes Location: Corner of DBB & Brea Canyon At their regular meeting on October 8, 2013, the Planning Commission approved the following Conditions for Approval for the Site D Public Park: The Site D Specific Plan requires dedication to the City of a minimum of 2.0 net acres of usable public park space. The applicant has proposed to develop 4.7 acres of park space, approximately 2.2 acres of which will consist of a rain garden serving both as a required water detention facility for the subdivision and as a passive public recreational facility. In consideration for the City's acceptance of a dedication of 4.3 gross acres of public park land (of which a minimum of 2.5 net acres must be usable), the applicant has voluntarily agreed to pay the City a one-time fee in the amount of $136,500.00 to offset future operation and maintenance costs of the 4.3 gross acres of park land, including the rain garden /detention basin. Accordingly, the applicant (i) shall include on the final map an irrevocable offer to dedicate to the City a maximum of 4.3 gross acres and a minimum of 2.5 net usable acres of property within Lots 62 and 63 identified on the Vesting Tentative Map for public park purposes; and (ii) prior to City's acceptance of the dedication, shall pay the City a one-time payment forthe operation and maintenance costs of the park in the amount of $136,500.00. 2. Prior to the issuance of the building permit for the 100th dwelling unit, the park shall be completed to the satisfaction of the Community Services Director. Following completion of the park, there shall be at least 120 days for plant establishment before consideration for park turnover to the City. If the 100th unit is within a multi -unit building, the building permit for the entire buildings within the multi -unit development. 3. Prior to the issuance of a building permit for the first residential unit, the applicant shall submit detailed design of the park showing all the elements and amenities for review and approval by the Community Development Director and Community Services Director. The park design shall also be reviewed by the Parks and Recreation Commission prior to final approval, The design elements shall include, at minimum, the following: ® Two sets of tot lots for 5-12 year olds, and shall include swing set (could be combined in one location if space is insufficient). ® Two sets of tot lots for 2-5 year olds, and shall include swing set (could be combined in one location if space is insufficient). ® Pedestrian/maintenance Vehicle Bridge over Brea Canyon Flood Control Channel. ® Rain Garden interpretive area, must be fenced with lockable gates. ® Two sets of picnic areas (shall include shade structure(s) if requested by City). ® Trail head for future Crooked Creek trail. ® Six stations of exercise equipment. ® Two drinking fountains. ® Two park identification signs. ® Above -ground drain on the south end of the lot adjacent to Brea Canyon Road shall be covered. ® Parking lot for a minimum of six spaces, to be developed on the south end of the lot, adjacent to Brea Canyon Road. ® Corner entry feature. ® Twelve park benches. ® Centralized irrigation system. ® Decorative fence shall be installed between Brea Canyon Road and Neighborhood Park. In addition, the final park design plans shall include landscaping along the south of the pathway between Pasado Drive and the pedestrian bridge to serve as a visual barrier between the path and backyards of residences south of the development to the satisfaction of the Community Development Director and Community Services Director. The City reserves the right to eliminate any of the above park elements at its sole discretion. 4. Prior to dedication of the public park to the City, a detailed Maintenance and Operations Plan for the basin area referred to on the Project Plans as the Rain Garden shall be submitted to the Community Services Director for review and approval. 5. All concrete inlet/outlet structures in the detention basin/Rain Garden shall be adequately landscaped to the satisfaction of the Community Development Director and Community Services Director, 6. The Rain Garden shall include shade structures and benches, subject to the review and approval of the Community Development Director and Community Services Director. 7. Prior to the City's acceptance of the Applicant's offer of dedication of the public park, the Applicant shall construct an "entry feature" in the vicinity of the Diamond Bar Boulevard and Brea Canyon Road. With regards to its design characteristics, the entry feature shall seek to visually draw from elements of the community and/or its history and serve as a "gateway" informing motorists and other viewers that they have entered the City of Diamond Bar. The minimum standard of performance used to measure compliance with this requirement shall be that the entry feature shall have a value, as determined by the Community Development Director, of not less than one-half of one percent (0.005) of the total building permit valuation for all residential structures within the Project boundaries. Recommended Action: Receive & File Interoffice MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director/Z._-_10 '~t13 Date: October 17, 2013 Meeting Date: October 24, 2013 Re: Request to Study Funding Options for Athletic Facility Improvements Background: At its meeting on September 26, 2013, the Parks and Recreation Commission requested that this item be included as an agenda item for their October 24, 2013 meeting. Sections 5.6.2, 5.6.7 and 5.6.9 of the Needs Assessment in the Parks Master Plan state the need for more lighted athletic facilities in Diamond Bar. Section 7 of the Parks Master Plan, Recommended Priorities, lists two projects that, combined, will meet the lighted athletic facility needs of the community through the year 2020. These two projects are: 1. Lorbeer Middle School (Middle Field) -- Create a lighted sports complex by adding two lighted baseball/softball fields with a soccer/football field overlay, plus improve parking & accessibility. Estimated Cost: $1.5 million 2. South Pointe Middle School -- Create a lighted soccer/football & baseball/softball complex with three U10 soccer/football field overlays, four baseball/softball fields, and a new recreation building with restrooms, storage and concession stand. Estimated Cost: $3.5 million Funding for these two projects has not yet been identified Discussion: Due to a planned residential development at Site D, which is located at the corner of Brea Canyon Road and Diamond Bar Blvd, the City is expecting to receive funds in the form of a one-time payment. This is an opportunity that, because of the recent recession, has not been available to the City for many years. The City Council is certain to consider numerous options for use of these one-time funds. As the economy continues to improve, there is also the potential for additional resources to become available to help fund the City Council's goals. The Parks & Recreation Commission is asking the City Council to consider the development of additional lighted athletic facilities when establishing priorities for future funding. On -Going Maintenance Costs: Any project developed to create lighted athletic facilities will require maintenance in perpetuity. For example, the lighted football / soccer field at Lorbeer Middle School has a current annual maintenance and operations cost of $62,000. This amount for Lorbeer would likely double if the proposed improvements to the middle field are constructed. Consideration of these on-going costs needs to be made prior to committing capital funds for construction costs. Recommended Action: Recommend that the City Council direct staff to examine all available and potential sources of funding for the implementation of the capital improvement plan in the Parks Master Plan, including the future funding of construction and maintenance of athletic facility improvements. Debbie Gonzales From: Bob Rose Sent: Wednesday, October 23, 2013 5:02 PM To: Anthony Jordan; Christy Murphey Cc: Debbie Gonzales Subject: FW: Important City of DB P & R Commission Meeting Meads up! We could have more people than usual at our P&R Commission mtg tomorrow evening. Please see Lew's news release below promoting one of the agenda items. Bob From: Cecilia Arellano Sent: Tuesday, October 22, 2013 2:56 PM To: Bob Rose Cc: James DeStefano; Marsha Rea Subject: FW: Important City of DB P & R Commission Meeting FYI... Cecilia Arellano I Public Information Coordinator City of Diamond Bar I Public Information Division 21810 Copley Drive I Diamond Bar, CA 91765 909.839.7056 1 909.861.3117(f) carellano(Qdiamondbarca.00v I www.DiamondBarCA.gov Follow us., Facebook I Twitter I YouTube From: Lew Herndon[mailto:lewherndonCabhotmail.com] Sent: Tuesday, October 22, 2013 2:39 PM To: Catg G84; Cecilia Arellano; City Desk Inlandnewspapers; Dan Change; David Yen; Ed Reporter SGVN; Editor Anapr; F Huerta; F OCRegister; Imani Tate; J Hur82; Kd Hikk; Krystal Spindler; Melanie Johnson; Metro Desk; News Tribune; Pia Orense SGVN; Qigedai; Qigedai World Journal; Richard Irwin SGVN; SG SG Examiner; Steve Scauzillo; Teresa Wantabe; Yan Cheng; Z Huol Subject: FW: Important City of DB P & R Commission Meeting The City of Diamond Bar has for years experienced a shortage of sports fields for youth sports organizations. Each year thousands of kids turn out to play sports for organizations like Pop Warner Football, American Youth Soccer Organization, Pony League Baseball, Diamond Bar Soccer League, Diamond Bar Girls Softball, and many other such groups including Diamond Bar City sponsored leagues. The Diamond Bar Parks and Recreation Commission will be addressing a "Request to Study Funding Options for Athletic Facility Improvements" at its meeting this Thurs evening at City Hall at 7 PM. This meeting comes at a time when the city is in the process of selling a piece of land adjacent to the Site D property owned by the Walnut Valley Unified School District. The city will receive approximately $1.8 M for the sale of this property. Interestingly there has been a petition being passed passed around the city which states "In the interests of present and future youth of Diamond Bar I urge you to set aside any and all funds that will be generated from the sale of city owned property adjacent to 'Site D' for the sole purpose of increasing the availability of sports fields for our youth." To date there have been approximately 1400 signatures turned into the City Council with a reported several hundred additional signatures available. Anyone interested in the youth in Diamond Bar may want to attend the Thurs night meeting to let city officials know of their concerns. Response to Interoffice Memorandum dated October 17, 2013 From: Bob Rose, Community Services Director Re: Request to Study Funding Options for Athletic Facility Improvements Background: I agree with all of this information provided by Mr. Rose's memorandum. I feel that there is additional information that is necessary to consider. The shortage of lighted and unlighted sports fields in Diamond Bar is older than the city itself. The city spent over $170,000 to consultants to provide us with the Parks and Recreation Master Plan and I think they did an outstanding job. I agree with their acknowledgment that we have a shortage of sports fields. Each and every year thousands of kids are involved in youth sports programs. Each and every year the city holds Field Allocation Meetings to parcel out the available fields to all the sports organizations involved. Each and every year the city fathers turn a blind eye to this problem, or in fairness, they fail to consider to provide funding to alleviate the problem. We need to move this problem way up on the priority list.. A recent article in a local newspaper stated that only 1 in 3 of the kids in our schools can pass the minimum requirements of the California Physical Fitness Test. In my estimation this is a great tragedy. At the same time we (the city) are not providing the necessary sports fields to accommodate the needs of the people that are trying to overcome this problem through their sports groups. In fact, it appears that this issue is a lower priority than providing a place for dogs to exercise. I like animals but they do not come before our children on my list of priorities. Discussion — I again agree with Mr. Rose's statement that "the Park and Recreation Commission is asking the City Council to consider the development of additional lighted athletic facilities when establishing priorities for future funding." I believe though that the onetime funds (approx. $1.8 M) being generated by the sale of the city property adjacent to Site D should be devoted solely to the overlooked and decades old problem of sports fields. We need $5 M to solve the sports fields problem so there will be a need for future funding and we should be looking for the source for those funds. Mr. Rose states, "The City Council is certain to consider numerous options for the use of these one-time funds". That is the problem, they have a history of always considering other options for all funds. On -Going Maintenance Costs - Yes the economy has been weak and yes it is improving. In fact, a recent article in the local paper tells us that average property value tax assessment in the area has increased 4.7% this last. year. This should produce additional funds for the city. Certainly far in excess of the $62,000 needed for additional maintenance and operations mentioned at Lorbeer Middle School. I have also made an appeal to the Walnut Valley Unified School Board of Trustees to consider using some of their funds from the sale of Site D to help solve the shortage of fields. They are also concerned about their student's health and availability of after school sports programs. I have subsequently had one on one conversations with several of the trustees and they have encouraged me to pursue this issue with the district. Approximately a year ago the Parks and Recreation Commission recommended to the City Council that the city staff negotiate a Memorandum of Understanding with the two school districts in Diamond Bar regarding the possible joint use of district property as suggested in the P & R Master Plan. There has been a change of leadership at WVUSD so that project was delayed. I have spoken to the new superintendent, Dr. Taylor, and I think now is the time to follow through with the City Council's direction to put the MOU in place. Respectfully submitted, Lew Herndon, Parks and Recreation Commissioner Response to Interoffice Memorandum dated October 17, 2013 From: Bob Rose, Community Services Director Re: Pony Baseball Fields Liability to the City —the question that I ask is why is there more liability to the city on rented property than on city owned property or school district owned property. It appears to me that this is a failed argument. On school property the school district and the city are both deep pockets. On city property the city is the only "deep pocket" involved. So to say that the city is the only deep pocket involved on rented property does not make a sensible argument in that it is already in that situation on its own property when it allows the youth sports programs to use city fields. In addition we have crowded onto one field both softball and soccer at this time. I have a greater fear of a liability problem with the current situation. Insurance — should the city go forth with this plan of renting Pony League fields I am sure that all parties involved would carry appropriate insurance. I would assume that the Pony League carries insurance, I believe that the sports organizations are required to carry insurance as a prerequisite to using the city controlled fields and because the city is so concerned about their deep pockets I am sure the city carries appropriate insurance. Benefits — We are told that 119 hours per field would be made available to the sports organizations through this program. I believe there are four fields at the Pony League complex. That means that 476 additional hours of field use would be made to the youth sports organizations. After sitting in on several Field Allocation Meetings I believe this additional time would be greatly appreciated by the sports groups and the city staff. One year trial — I believe that a three month trial of this arrangement is in order to test the results. The city has no direct costs as the Diamond Bar Community Foundation has agreed to pay the rental fees for the three months involved. if the program is a failure or is sufficiently flawed then it obviously should not be continued. However if the program successfully relieves congested sports fields during the critical months of Aug., Sept. and Oct. it should be renewed if at all possible. Respectfully submitted, Lew Herndon, Parks and Recreation Commissioner InVOLUNTARY REQUEST T8ADDRESS THE PARKS AND RECREATION COMMISSION TO: SECRETARY OFTHE COMMISSION FROM: DATE: ADDRESS: � PHONE: ' - ORGANIZATION: ' AGENDA#/SU8JECT: JA |NFAVOR OFAAGA|NST7 | expect to address the Commission onthe subject agenda hem. Please have the Commission Minutes reflect myname and address as written above. Signature: VOLUNTARY REQUEST TO ADDRESS THE PARKS AND RECREATION COMMISSION TO: SECRETARY OFTHE COMMISSION FROM: D�TE� `~ ADDRESS: PHONE: ORGANIZATION: AGBNDA#/SUBJECT: |NFAVOR OFA\GA|NGT? | expect to address the Commission nnthe subject agenda item. Please have the Commission Minutes reflect myname and address nnwritten above. 11 VOLUNTARY REQUEST TOADDRESS THE PARKS AND RECREATION COMMISSION TO: SECRETARY OFTHE COMMISSION FROM: DATE: ADDRESS: PHONE: ORGANIZATION: IN FAVOR OF/AGAINST? |expect to address the Commission on the subject agenda item. Please have the Commission Minutes reflect my name and address as written above. Signatur : 4,�t� VOLUNTARY REQUEST TQADDRESS THE PARKS AND RECREATION COMMISSION TO: FROM: ADDRESS: ORGANIZATION: SECRETARY OFTHE COMMISSION u� IN FAVOR OFIAGAINST? AGENDA #/SUBJECT: an8 6o u reflect my name and address as written above. ' Signature: ff 4 I expect to address the Commission on the subject algen�a item. Please !ethe Commission Minutes VOLUNTARY REQUEST TOADDRESS THE PARKS AND RECREATION COMMISSION TO: SECRETARY OFTHE COMMISSION FROM; DATE: ADDRESS: PHONE: ' ORGANIZATION: AGENDA#/SK]BJECT: iNFAVOR OF/AGA[NbT7 | expect to address the Commission on the subject agenda item. npaao have the Commission Minutes reflect myname and address enwritten above. Signature: