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HomeMy WebLinkAbout11/21/2013 PRC Agenda - Regular MeetingMOEN& 'M AGENDA 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 Ne 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 /I 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 paper and encourages you to do the same. City o Diamond B PARKS AND RECREATION COMMISSION s 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(x) 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. 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. Copies of Agenda, Rules of the Commission, Recordings of Meetings (909) 839-7060 General Information (909) 839-7060 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 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. November 21, 2013 PAGE 2 PARKS & RECREATION COMMISSION 15FATRA 7111ITTUX601JUATIA2,143 Tuesday, November 26 — D134Youth and DB4Youth "In Action" Meeting, 6:00pm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Tuesday, November 26 — Planning Commission Meeting, 7:00pm, The Windmill Room, Vt Floor, 21810 Copley Drive, Diamond Bar Thursday & Friday, November 28 & 29 — CITY OFFICES CLOSED — In observance of the Thanksgiving Holiday Tuesday, December 3 — City Council Meeting, 6:30pm, AQMD Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, December 4 — Tentative Field Allocation Meeting, 6:00pm, The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Thursday, December 5 — Senior Excursion, Harrah's Rincon Casino, Level 1, 8:30am -- 6:00pm, Departs DBC @ 8:30am Saturday, December 7 — Candy Cane Craft Fair, 9:00arn — 2:00pm Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Tuesday, December 10 — Planning Commission Meeting, 7:00pm, The Windmill Room, Vt Floor, 21810 Copley Drive, Diamond Bar Thursday, December 12 — Traffic & Transportation Commission Meeting, 7:00pm The Windmill Room, 1s' Floor, 21810 Copley Drive, Diamond Bar Tuesday, December 17 — City Council Meeting, 6:30pm, The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Thursday, December 19 — Senior Excursion, Holiday Lights at Mission Inn, 2:30pm -- 8:45pm, Departs DBC @ 2:30pm Thursday, December 19 — Parks and Recreation Commission Meeting, 7:00pm The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Saturday, December 21 — Adult Excursion, Candlelight Pavilion, 10:30am — 3:30pm, Departs DBC @ 10:30am Tuesday & Wednesday, December 24 & 25 — City Offices CLOSED — In observance of the Christmas Holiday Z •. 7 • '' is PA 3. 9 1.1 Approval of Minutes for October 24, 2013 Regular Meeting 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation by Andee Tarazon, Veterans Day 2.2 Parks Report - Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation 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 OLD BUSINESS — None NEW BUSINESS — 4.1 Commission Meeting Schedule for December 2013 - The Commission meeting is scheduled for Thursday, December 26. In past years, the Commission has held this meeting a week earlier (December 19) or has adjourned the Meeting due to an anticipated lack of quorum, depending on the business scheduled to come before the Commission, or Commissioner's holiday plans. Recommended Action — Determine if the Commission will meet during the month of December, 2013, and if it will meet, determine the date. 5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their activities, request staff to return with information at a future meeting or request that a matter of business be placed on a future agenda. CITY OF DIAMOND BAR -14INUTES OF THE PARKS & RECREATION COMMISSIOI DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 OCTOBER 24, 2013 1 Chairman Dave Grundy called the Parks and Recreation Commission meeting to order at 7:91 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. Fiewq�� Present: Commissioners Lew Herndon, Benny Liang, Dave Roberto, Vice Chairman Ted Owens, Chairman Dave Grundy Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Mickey McKitrick, Recreation Specialist, and Debbie Gonzales, Administrative Coordinator. ITI r -A a 9:4 ZIC11111;111;0• CALENDAR OF EVENTS: As presented by CSD/Rose. -JE6 HIMENUfJo "J#ZkJW1U41,N IDJAJ C/Hemdon moved, VC/Owens seconded, to approve the Consent Calendar as presented. Without objection, the motion was so ordered with C/Liang abstaining. 1.1 Regular Meeting Minutes for September 26, 2013 — approved as submitted. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey VC/Owens asked if there are seniors who participate in more than one group and RS/Murphey responded that there are quite a few seniors who participate in more than one group. 2.1.1 Power Point Presentation on Field Attendants — RS/McKitrick Chair/Grundy asked if the City kept a portion of deposits if staff has to clean up after a scheduled park event. RS/Murphey said that staff turns in a form to the staff members who make the OCTOBER 24, 2013 2.2 PAGE 2 P&R COMMISSION reservations and a portion or all of the deposit is retained, depending on how much work the Field Attendants have to do. In a recent incident, two Field Attendants spent about three hours cleaning up after a scheduled event, which definitely affected the deposit. VC/Owens asked if groups take advantage of the parks without scheduling. RS/McKitrick responded that it happens periodically; however, the bigger issue is that a regular group of individuals drive around looking for fields. Each time they are caught doing so, they are told they have to submit evidence of insurance and go through the proper channels to have field access. If user groups leave lights on and leave the field, adults will often come onto the fields for pickup soccer games. The lights automatically go off at 10:00 p.m. User groups are requested to let staff know if they intend to leave the field early, however, they do not always do so and staff will then discover that the lights have not been turned off when they conduct their rounds. Parks Report — PMS/Jordan VC/Owens said there was a previous discussion about placing bollards in parks to prevent vehicles from driving up to the picnic tables and wanted to know if staff had completed its investigation. PMS/Jordan responded that Pantera Park has removable bollards. Peterson Park is more open which would likely require something like white vinyl fencing to preclude access. To VC/Owens' question, no further mitigation measures have been investigated or considered. 2.2.1 Power Point Presentation on Dog Park Improvements — PMS/Jordan 2.3 CIP Projects — CSD/Rose 2.3.2 Dog Park — CSD/Rose reported that Geronimo Concrete started work on October 7 and expects to be finished prior to Thanksgiving. 2.3.3 Grandview Trail and Grandview Trail Link — CSD/Rose stated that the revised plans were submitted by TKE and have been approved by Building and Safety. Plans are now with the Public Works Department for approval of the grading plan and once approved, the project will go out to bid. 2.3.4 Site D Public Park — CSD/Rose reported that the Parks and Recreation Commission reviewed the Conditions of Approval at its last meeting and those conditions were reviewed and approved by the Planning Commission on October 8. The Commission packet contains a memorandum listing the Conditions that were recommended for City Council approval on November 19. OCTOBER 24, 2013 PAGE 3 P&R COMMISSION Chair/Grundy asked if any of the Parks and Recreation Commission's recommended changes were eliminated or changed by the Planning Commission. CSD/Rose responded that the only condition that was tweaked was Condition No. 2, which had to do with the Building Permit and the time frame for completion of the park. 2.3.5 Diamond Bar Center Improvements — CSD/Rose stated that office doors are being installed by the contractor early next week. 2.4 List of Pending Commission Requests — CSD/Rose said that the non- binding MOU with the school districts would be added to the list of Commission requests. 3. OLD BUSINESS: 3.1 Pony Baseball Fields -- CSD/Rose presented staff's report and stated 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 recommended that the City pass on the opportunity. C/Roberto asked who conducts the risk assessment for the City and CSD/Rose responded the JPIA and management staff. C/Herndon read his response to CSD/Rose's email into the record. OCTOBER 24, 2013 PAGE 4 P&I2 COMMISSION 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 He further stated that if there is a concern about whether the Diamond Bar Community Foundation will pay the money he is sure that the Foundation would make the money available to the City's treasury long before the program went into effect. Chair/Grundy said he was uncertain why the money would have to be available to the City because would not the Foundation pay the money directly? C/Herndon said he believed the Foundation would pay at the City's direction. Chair/Grundy said if the City was concerned about OCTOBER 24, 2013 PAGE 5 P&R COMMISSION entering into an agreement, an alternative would be to have the Foundation pay the rental without the City being directly involved and therefore, he believed there would be no liability issue. C/Hemdon said that the problem with that scenario is that the Foundation has very limited personnel. There is no paid staff and everyone participates on a volunteer basis. There are a lot of programs the Foundation is involved in and it makes sense to him that these fields would be allocated through the City. CSD/Rose stated that the maintenance provided at the Pony Baseball fields is provided by Pony League volunteers or independent contractors under the control of Pony Baseball — they are not under the control of the City and the City does not want control over the maintenance because this is an ongoing obligation. One of the liability concerns is that the City has a contractor that is maintaining the parks, and with respect to the fields owned by the school district that the City allocates, the City is in charge of the maintenance. The Pony fields would be maintained under another entity which would present a liability concern. C/Herndon said that for most of the schools the City does not conduct any maintenance. CSD/Rose agreed and stated that the City does not allocate any other school fields except Paul C. Grow and Lorbeer Middle School, both of which are maintained by the City. C/Roberto asked if Pony League would agree that the City had no contractual responsibility for maintaining the fields. Pony has already said that it would continue to do the maintenance and the City would not have any responsibility for the maintenance. CSD/Rose explained that without controlling the maintenance, the City does not have control of the condition of the fields and if something were to occur as a result of the City allocating the facility, the City could be held liable and even though other insurance coverage is in force, the City could ultimately be held liable for injuries. C/Hemdon asked how RS/McKitrick would use those fields if he had 476 additional hours to allocate during critical months. RS/McKitrick responded that he would be able to schedule baseball/softball teams to use the Pony fields, as the current situation leaves baseball/softball in a position to where coaches are unable to teach children how to track a fly ball. The possibility of being able to hit into the outfield would likely be greatly appreciated. Sophia Rice Gonzales asked if denial of the Pony League allocation would affect the Commission's endorsement of a new facility. C/Hemdon said that use of the Pony fields during the three month period would not solve the City's field shortage problem. Jill Ferris said it would be great to play with an outfield. She felt the real liability issue was how congested the parks are becoming and thought it would be worth a try to use the Pony fields. OCTOBER 24, 2013 PAGE 6 P&R COMMISSION Greg Busch, 518 Navajo Springs has 24 years with AYSO and 13 years with Diamond Bar Girls Softball, said the Pony fields afford an opportunity to open other fields for the kids and when someone makes an offer to use an established facility it should be considered. The Commission and staff have always been very supportive of the community organizations and the City needs to continue that posture. Roger Pearce, 652 Blenfield Place, Upper Division Commissioner for AYSO in Diamond Bar, in response to whether or not IRS/McKitrick could use another 476 hours for field allocation, suggested that if RS/McKitrick and others were to contact the sports organizations a lot could be accomplished. VC/Owens said he thought Pony League was in the process of scheduling the facility. C/Hemdon said he spoke with the President of Pony League this evening before coming to the meeting and he was told they are willing to rent the facilities to the City on weekday afternoons, not on weekends and not on Holidays. However, he understood the big need was for practice fields and not for games. VC/Owens wondered why the City would want to get involved at all. He asked why the Pony League would not just continue to work with the user groups. C/Hemdon said that it would be more cumbersome because for this to work, in his opinion, it needs a central control for allocating field time to the various groups. Chair/Grundy said it sounds to him like the heavily congested period of time is actually August through October and that time frame has passed this year. Is there any value to reconsidering this for Spring to position the groups for next year? C/Hemdon said he was talking about next August to October (2014) which would give RS/McKitrick time to plan and discuss options with the organizations. This year there is nothing available that would benefit the organizations. Chair/Grundy said that given the time to consider alternatives he would suggest that the Commission ask the City to consider a three month trial for next August through October (2014) to see if there is any liability strategy for the three month period of time and determine how much value is provided. After the three month trial the City could consider whether there was enough value to enter into a more permanent arrangement and work to overcome the potential liability issues. C/Liang asked RS/McKitrick how long it would take for him to work with the user groups to allocate the hours. RS/McKitrick responded that he sends paperwork to the user groups and they have a few weeks to turn in their field requests. A couple of weeks after that staff meet with the user groups which gives him about a month to prepare. With the increase in travel groups, new groups are also requesting field use. It usually takes another two weeks to map out the calendar. OCTOBER 24, 2013 PAGE 7 P&R COMMISSION C/Roberto agreed there was time to consider an arrangement for next year and felt it was important to continue to attempt to work it out. C/Hemdon moved to recommend that the City move forward with the project if possible, and that staff and the City Council attempt to mitigate insurance liability concerns. Motion died for lack of a second. Chair/Grundy moved, VC/Owens seconded to recommend that this be sent back to staff for further study to determine whether the City can enter into an agreement and mitigate the liability issue. Motion passed 4-0 with C/Roberto abstaining. CSD/Rose asked what the time period was on the Commission's recommendation. C/Hemdon asked when RS/McKitrick needed the information and RS/McKitrick responded that he would like to have the information available by June 2014. 4. NEW BUSINESS: 4.1 Request to Study Funding Options for Athletic Facility Improvements - CSD/Rose presented staff's report and recommended that the Parks and Recreation Commission 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. Chair/Grundy asked for confirmation that staff's recommendation does not contain a specific recommendation for use of the proceeds of the Site D property, which he received from CSD/Rose. C/Hemdon read his response to the recommendation for Item 4.1 into the record: OCTOBER 24,2013 PAGE 8 P&R COMMISSION Response toInteroffice 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 $1.70,000 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 vp^nthe prioritylist. & recent article in a local newspaper stated that only 1 in 3 of the kids in our schools can pass the minimum requirements ofthe California Physical Fitness Test. In my estimation this is a great tragedy. Atthe same time vve(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, Disouss)pn—| again agree with Mr. Rose's statement that "the Park and Recreation Cononnissior 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 bythe sale ofthe city property adjacent toSite Oshould be devoted solely to the overlooked and decades old problem of sports fields. We need $5K8to 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 iscertain ,oconsider numerous options for the use of these one-time funds". That is the problem, they have a history ofalways considering other options for all funds. On'GminOMeintenance Costs - Yes the economy has been weak and yes itiyimproving. |nfact, a recent article in the local paper tells us that average property value tax assessment in the are' has increased 4.7Y6this 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 OCTOBER 24, 2013 PAGE 9 P&I2 COMMISSION 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, V3/ Lew Herndon, Parks and Recreation Commissioner OCTOBER 24, 2013 PAGE 10 P&R COMMISSION C/Herndon further commented that upgrading the Lorbeer Middle School field would cost $1.5 million and if the City gets $1.8 million from the sale of Site D that leaves $300,000 to cover the maintenance for that property for five years which would give the City time to improve its financial situation. Jill Ferris, Publicity Chair, Diamond Bar Girls Softball, and volunteer advocate for the American Heart Association, talked about the need for more sports facilities in the City and asked the Commission to recommend to the City Council that it set aside $1.8 million from the sale of the property adjacent to Site D for that purpose. She presented a petition with 300 plus signatures in support of the proposed recommendation. Tom Balderama, 1502 Strawflower Lane, President, FC Man United, said he agreed with speakers that the biggest challenge to the City is lack of fields. It is very difficult to train on a 15' x 20' piece of grass. He said he supported the request to study funding options for athletic facility improvements. His organization is seeking funding from Cal South Foundation that looks to cities for capital improvement plans on a matching funds basis. He recommended that the Commission consider potential funding from Cal South Foundation. Chair/Grundy asked if the funds would have to be dedicated to soccer or could they be used toward field improvements. Mr. Balderama said he believed the funds could be used toward field improvements; however, The Foundation is obviously looking to develop soccer fields and he felt that strong usage of fields for softball and soccer could be of interest to The Foundation. Mr. Balderama said he would provide staff with a contact name. Mr. Busch said that Walnut Valley Unified School District has taken AYSO for tens of thousands of dollars and he would like to see the funds go to a school district that is supportive of youth athletics such as the Pomona Unified School District which never charges for use of fields for athletics. Mrs. Ferris asked what else the money could be used for in addition to lighting facilities. CSD/Rose responded that the only other project he is aware of at this time is an update of the General Plan which he understands will cost the City $2 million. Mrs. Ferris asked if the main concern about using the money was "maintenance" and CSD/Rose explained that money is always a concern whether it is building or maintaining a facility. Mrs. Ferris thought the user fees paid for ongoing maintenance. CSD/Rose explained that the City of Diamond Bar does not charge for use of its athletic facilities or for the lighting. Staff has asked the City Council to consider charging fees for field use, but the City Council has chosen not to charge user fees for athletic fields. OCTOBER 24, 2013 PAGE 11 P&R COMMISSION C/Hemdon reminded the Commission that over 1,700 people have signed the petition asking the City to use the Site D proceeds for sports fields. He asked CSD/Rose if he was aware of any other item that had received more than 1,700 signatures and CSD/Rose said he was aware of one other time when the City incorporated. Chair/Grundy said he would agree to include a reference to the $1.8 million to the effect that the City use part or all of the $1.8 for future athletic facilities. He acknowledged C/Hemdon's desire to recommend that all of the $1.8 million be used for athletic fields, and his only concern about that was that if the recommendation left no wiggle room and was not palatable to the City Council, it may negate the original intent, as opposed to saying the Commission would like to have it all but that the Commission is willing to settle for at least part of the proceeds, should that be the will of the Council. C/Roberto agreed with Chair/Grundy and believes the City has to be fiscally responsible in determining the best use of funds. If some of the money could be set aside for improvement on some of the sports complexes the City currently uses, it should be done. VC/Owens agreed with C/Roberto that the opportunity to use some of the funds from the sale of Site D for some of the Master Plan items such as Lorbeer would open a lot of opportunities for sports fields, especially if they are lighted fields that can be used during the day, into the evening and on weekends. C/Hemdon said that this issue has not been addressed for a number of years and he is concerned that unless something specific is decided he cannot imagine the City moving forward with athletic fields. $1.8 million would allow everything in the Parks Master Plan to be done for Lorbeer as well as provide five years of maintenance for that facility. C/Liang asked how South Point Middle School fields could be lighted with so many homes adjacent to the school. There was an issue of neighbors concerned with the use of fields at Maple Hill School even during the daylight hours. CSD/Rose said that anytime lights are installed on a ball field there are concerns about potential issues with the residents. The City had the issue with Peterson Park and also at Pantera Park. In fact, Pantera Park is still in the midst of mitigation. Most of the lighted fields are open until 10:00 p.m. and at Pantera, unless there is a game in process that extends beyond that hour, the lights are on only until 9:00 p.m. The outreach process would include working with neighbors to mitigate their concerns, which is always balanced against the benefit to the entire community. The lights do not spill over into the neighborhood; however, the neighbors can see the lights, which to some is an issue. OCTOBER 24, 2013 PAGE 12 P&R COMMISSION C/Liang asked what would happen if the $1.8 million was set aside for Lorbeer and during the outreach process the City ran into problems and by the time the issues were resolved, $1.8 million might not be enough. CSD/Rose said it was always a possibility an outreach process might take longer than anticipated and there is never a guarantee that the outcome will be favorable. The last time the City went through the Lorbeer process it was a pretty smooth process with no outcry from the community; however, another field that is located closer to homes could certainly lengthen the public process. Chair/Grundy called for a vote on staff's recommendation which was rejected by a 5-0 vote. Chair/Grundy asked for a vote on a revised recommendation that included the following: "that the proceeds of $1.8 million from the sale of Site D will be used for future funding of athletic fields" which failed by a voice vote of 1 Aye and 4 No votes. Chair/Grundy asked for a vote on a second revision of staff's recommendation to include the following: "that part or all of the $1.8 million proceeds from the sale of Site D should be included in the future funding and construction of athletic fields." C/Hemdon asked for a specific minimum amount to be included. Chair/Grundy asked the Commission to comment on what a minimum threshold should be and C/Hemdon suggested 50 percent. C/Liang asked if the City Council had to accept the Commission's recommendation and CSD/Rose responded "no." Chair/Grundy asked for a vote on a third revision of staff's recommendation to include the following revision: "that at least half up to all of the $1.8 million proceeds from the sale of Site D will be used for future construction of athletic fields." Without objection, the motion was so ordered. C/Herndon said the school districts have not been approached about a joint use agreement and the districts are in the dark about the Parks Master Plan. The (non-binding) MOU would clear up that issue and ensure their cooperation and agreement when funding becomes available. If the City Council grants the Commission's request it may not bode well with the school district if the City suddenly told the district what it intended to do with the district's land. The (non-binding) MOU clearly states what the City would like the school district to know and seeks their cooperation when funding becomes available. CSD/Rose explained that when Agenda Item 2.4 was discussed this evening the non-binding MOU was added back onto the list and staff will OCTOBER 24, 2013 PAGE 13 P&R COMMISSION move forward with the item. VC/Owens thought that when the Master Plan was developed the two school districts bought into that plan during the development process. CSD/Rose said that the school boards did not officially vote on whether to support it or approve it. The non-binding MOU is actually a communication between the City Council and school boards. C/Herndon moved to direct staff to resume activity on the Memorandum of Understanding with Walnut Valley Unified School District and Pomona Unified School District regarding the possible joint use of district property as suggested in the Parks Master Plan. Without objection, the motion was so ordered. C/Roberto thanked staff for the Power Point presentations and the work they do. He asked that a list of the current and future projected expenditures for the Dog Park to be included in the Commission's meeting agenda. C/Herndon thanked his colleagues for their presence and staff for the outstanding job they do. He asked for a report from RS/McKitrick on the field allocation meetings. He does not want staff to feel that any of his comments this evening were directed at them. His motivation is strictly to help the kids in the City and it was not his intention to offend anyone. C/Liang thanked staff for their informative presentations. He appreciated the thoughtful discussion by his colleagues and the ability for each Commissioner to feel free to express his concerns. He thanked the user group participants who spoke this evening. VC/Owens thanked staff for the Power Point presentations. He advised staff he will attend the Veterans event. He thanked the user group individuals who were present this evening. Chair/Grundy thanked staff for the great reports and for doing such a great job day in and day out as witnessed by how well the City's facilities are maintained. He thought tonight's discussion was great and wished for more public input during Commission meetings. OCTOBER 24, 2013 PAGE 14 P&R COMMISSION ADJOURNMENT: C/Hemdon moved, VC/Owens seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 9:10 p.m. The foregoing minutes are hereby approved this day of 2013. Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE GRUNDY, CHAIRMAN TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: November 14, 2013 MEETING DATE: November 21, 2013 6 1-15 Ift I I �11 I I �61 OR mt- 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 is also available online at www. Diamond BarCA.,qov. The Winter 2014 Recreation Guide will be available the first week of December. Fall 2013 -- The Fall 2013 session began August 31 and is scheduled through December 6. As of November 14 there are 856 students enrolled with 237 available classes. Popular classes this season include Tennis for all ages, Baby Ballet, Reading and Written Expression, Kundalini Yoga, Pilates and Smart Phone Smarts. Winter 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. Registration for Winter 2014 classes will open the first week of December. Spring 2014 -- Spring class proposals are due by December 4. We have received proposals for new programs such as Volleyball and Capture the Flag. The Spring session will run March 15 thru May 30. Tiny Tots -- Halloween was a festive time in both classes. Pantera Park Tiny Tots celebrated with costumes and treats the week of Halloween. Heritage Park Tiny Tots celebrated the week before Halloween due to the closure of their classroom for the Haunted House. Heritage Park Tiny Tots had a Halloween party with a book exchange and costumes. Miss Mariela joined Mrs. Karen to teach the classes at Pantera Park the week of Halloween. The Holiday Mini Camp session registration is coming along; Heritage Park Tiny Tots has 6 enrolled in the 4- 5 year old class and 4 enrolled in the 3 year old class. Pantera Park Tiny Tots has 9 enrolled in the 4- 5 year old class and 8 enrolled in the 3 year old class. 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. Santa will be visiting the classes on Tuesday, December 17 and Wednesday, December 18. D13 4Youth "In Action" -- The DB 4Youth 6th 7t" and 81h grade "Hawaiian Dance" took place on Friday, November 8 with 225 in attendance. By 6pm the volcano and grass but were built, tikis were constructed and an island scene was put up for a photo backdrop. Twenty DB 4Youth volunteered their time and enjoyed pizza donated by the staff of the new Chase Bank branch opening in December. There were 12 people checking in the youth as they arrived. Using the thinner conference tables proved to be a good idea and check- in/check-out went smoother than ever before. Over the Veteran's Day weekend several youth helped the Diamond Bar United Church clear their vacant lot for a community garden. Twenty youth are signed up to help at the Diamond Bar Community Foundation Dinner on Friday, November 15. They will help with decorations, greet guests at the door and distribute silent auction items. 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. Championship games will be held Sunday 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 19. For only $40, participants receive 10 weeks of play on two courts of action from 7-9pm. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 12 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 6:30-1 Opm. Youth Basketball -- There are currently 333 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 9 users per hour on weekdays, with 15 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 use of the fields and courts. The deadline to submit an application is Wednesday, November 20. The allocation meeting is scheduled for December 4 at 6pm at the Diamond Bar Center. U,rim I a M =0 Fall 2013 Adult Excursions -- The Fall series of adult excursions started off with the 27th Annual AVOFESTTM , taking place in the beachside community of Carpinteria. The sold out excursion of 45 set out on Saturday, October 5. Excursion included roundtrip transportation and a snack for the ride home for $35/person. On Saturday, November 9, 32 excursion goers set off to the Fillmore Railway Murder Mystery Luncheon, for $80/person. The afternoon train ride included a three -course lunch, hearty laughs and murderous entertainment. Passengers participated in the entertainment to help solve the mystery. Lastly, we will enjoy the show at Candlelight Pavilion on Saturday, December 21, for $75/person. Each fall 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 is, "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 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 375 members and meets each Tuesday with approximately 181 at each meeting. • The Diamond Bar Evergreen Club has 260 members and hold classes throughout the week. ® The Diamond Age Seniors has 220 members and meets each Monday, Wednesday, and Friday. ® The Sunshine Seniors has 178 members and meets the second and fourth Sunday of each month and every Saturday. ® The Super Diamond Age Seniors has 210 members and meets each Tuesday, Thursday, and Friday. Senior Seminars 11/1 You Life Your Legacy 5 people 11/12-13 AARP Driving Class 10 people 11/13 Reverse Mortgage 2 people 11/13 Wills and Trust 6 people 11/16 Long Term Care 7 people 11/20 Annuities 6 people 11/20 How to Deal with Alzheimer's 2 people 11/25 Preparing for the Big Move 7 people 11/26 Managing Depression 3 people 11/28 Legal Seminar Part 1 6 people ® Bridge every Wednesday: 8-10 per session average ® Mahjong every Wednesday: 43 per session average ® Bingo every Tuesday and Friday: 185 per session average ® Talk with the Attorney: November had 6 appointments booked. Fantasy Springs - 11/13 -- 52 seniors spent the day in Indio at Fantasy Springs Casino. Upon arrival everyone received $20 to spend on their player's card. There was matinee Bingo from 2:30 until 4 pm. Bus departed at 4pm (after Bingo) for home. Lunch was on their own. Lawrence Welk Resort - 11/21 -- A sold out bus will be off to the famous Lawrence Welk Resort for a matinee performance of Hairspray. This play is known to be full of life with energetic music and dancing. A wonderful buffet lunch will be included before the show. Everyone that has signed up is really looking forward to this trip! Halloween Haunted House --The Haunted House operated on October 30 and 31 from 6pm to 9pm each night. The maze was 3-D and consisted of several different room themes and hallways. The rooms featured were: camping, clowns, faces, killer doctor, dot room and graveyard. All were dark with creatures lurking around corners. Staff were equipped with flashlights and whistles in case of emergency. On October 30 only, a special coupon was available for a buy one get one free entrance into the Haunted House. The coupon was available for print off the City's web site. 96 people were frightened in the hall of horrors on October 30 while 234 people were horrified on October 31. Over 30 volunteers from Diamond Bar and Diamond Ranch High Schools volunteered each night the event was in operation. A full financial summary and evaluation will be available in the next Commission report. Fall Fun Festival -- This was a safe and fun alternative to trick or treating. The event included game booths, prizes and of course candy! The Festival was held on October 31 at Heritage Park. Game/Craft cards were available for purchase for $5 starting at 4:30pm and running until 8:30pm. There were 14 different games and 3 crafts for children 8 and under. Some of this year's popular games were graveyard dig, skee ball, trick or treat toss and pumpkin bowl toss. Lastly, each game was operated by Leo Club volunteers from Chaparral Middle School and Diamond Bar High School. The event sold 262 game/craft cards. A full financial summary and evaluation will be available in the next Commission report. Veterans Day Recognition Ceremony -- The City of Diamond Bar and City Council hosted the annual event on Thursday, November 7, 2013 at the Diamond Bar Center. The event started at 9am with a welcome speech from Mayor Tanaka followed by presentations to eleven honored veterans. One armed forces banner was also presented back to the family of Timothy Whitlock. The event concluded with a musical selection from South Pointe Middle School and light refreshments. Candy Cane Craft Fair -- The City of Diamond Bar invites you to experience our 8t" annual holiday craft boutique. This one -day craft fair has free admission, free parking and local crafters featuring hundreds of handmade seasonal items. The event will feature 77 crafters, Santa's workshop (children's craft area) and pictures with Santa. Please join us for this spectacular event on Saturday, December 7 from 9am to 2pm at the beautiful Diamond Bar Center. Diamond Bar Center -- The Diamond Bar Center was the location for a total of 47 private, business and non-profit rentals during the month of October. There were 20 church rentals, 1 dental seminar, 1 memorial service, 2 HOA meetings, 1 d6but, 1 birthday party and 1 legends soccer meeting. There were also 9 weddings, 2 Garbas, 2 Fundraisers, 2 Toastmaster meetings, 1 networking events and 4 business meetings. A total of $63,128.54 in rental fees was collected during the month of October for Diamond Bar Center rentals. In October 2012 a total of $55,626.00 was collected. On October 23, 2013 the Diamond Bar Center co -hosted a bridal networking event with OC Brides. It was a great opportunity to network with different vendors in the wedding industry, meet potential brides, and show off our venue. Vendors were able to showcase their businesses by providing food, decorating our ceremony oval, and displaying their merchandise. There were approximately 40 vendors and brides in attendance. Heritage -- There have been 9 rentals of Heritage Park Community Center for the month of November. Rentals include 4 church rentals, 1 baby shower, 1 meeting and 3 birthday parties. Total revenue for these rentals is $2,447.50. The revenue for November 2012 was $1,840.00. Pantera -- There have been 3 rentals of the Pantera Park Activity Room for the month of November. Rentals included 3 birthday parties. Total revenue for these rentals is $627.50. The revenue for November 2012 was $735.00. Picnic Reservations -- As of November 7, 2013 there have been 15 picnic reservations made for the month of November. There have been 2 at Heritage Park, 3 at Pantera Park, 2 at Peterson Park, 3 at Ronald Reagan and 5 at Sycamore Canyon Park. The revenue of these picnic rentals is $575.00. The revenue for November 2012 was $425.00. TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: NOVEMBER PARKS REPORT DATE: 11/13/13 MEETING DATE: 11 /21 /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 0 Repaired bollard (twice) in motor court. AQMD inspection performed on the facility's "Energy Lab" air handler. Permits needed to be issued due to compressors holding more than 100 lbs. of Freon refrigerant. ® Cleaned carpet in GVBR at various locations. ® Adjusted LED lights for dance floor and stage. Installed new Mecho shade switch in GVBR section C. Repaired Mecho shade switch in Pine room. ® Adjusted doors to lower storage. ® Rewired vacuum cleaner. ® Repaired electronic magnet on fire doors. ® Performed monthly generator test. ® Cleaned roof drains. ® Installed new boiler manifold gasket. ® Repaired various malfunctioning locks throughout the facility. Installed new soap dispenser in lower women's restroom and two (2) soap dispensers in lower men's room. ® Unclogged drain at retaining wall pit and on IDG path. e Cleared kitchen sink and floor drains. ® Re-lamped one (1) park pole light. ® Cleared leaves and debris from community center roof. ® Performed roof inspection and water tested roof. Found source of leak over main hallway and repaired. (Tremco). ® Assisted with the setup and operation of the Haunted House and Fall Fun Festival. ® Replaced two (2) tennis court light bulbs. ® Cleared clogged drinking fountain drain. Pantera Park ® Re-lamped two (2) basketball court light fixtures. Staff responded to a concern of stolen copper wire adjacent to softball field #2. Upon inspection, staff found four (4) pull boxes open and approximately 600' of copper wire pulled from the field lights. It appears as if something scared off the thieves before they could make off with the wire as most of it was accounted for in the field. Unfortunately, due to the locations of the cuts, the wire was not able to be reused. It can and will, however, be sold as scrap by the City to offset some of the repair costs which totaled $1,420. The value of the scrap is estimated to be 200 to 300 dollars. This is the first copper theft encountered at Pantera Paul C. Grow Park ® Cleared clogged drinking fountain adjacent to parking lot. Peterson Park ® Cleared two (2) clogged drinking fountain drains ® Re-lamped two (2) walkway lights. Repaired spalls and resurfaced one (1) ramp in the skate park to evaluate the effectiveness of the "Plexipave" product and "Nano" coating for skate park applications. If the repair holds up well, staff will expand the use of this product throughout the skate park (Zaino Tennis Courts). ® Unplugged urinal in men's room. ® Re-lamped one (1) park pole light. 0 Re-lamped two (2) tennis court light fixtures. Sycamore Canyon ® Re-lamped three (3) park pole lights. ® Repaired drinking fountain at west side of softball field. Installed posts and chain to restricted access to flood control district easement. Washington Street Park ® Removed sand and cleared drain at drinking fountain. City Hall/Library ® Re-lamped six (6) interior light fixtures. ® Replaced six (6) interior ballasts. ® Performed roof inspection (Tremco). ® Tested facility backflow prevention devices (contractor). ® Performed monthly generator test. ® Performed quarterly carpet cleaning of entire library space (DFS Floors). Interoffice MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director A PXIOI-----, 11/131 Date: November 13, 2013 Meeting Date: November 21, 2013 Dog Park — The contractor for this project, Geronimo Concrete, completed this project on November 12, 2013. The Notice of Completion will be considered by the City Council at their November 19, 2013 meeting. This project provided for the construction of three ADA accessible walkways to the dog park entrances, plus a set of stairs to the fourth entrance. Five park benches are also scheduled to be installed by staff next week. At the Commission meeting on October 24, 2013, Commissioner Roberto requested a breakdown of costs for the construction of improvements, and potential future improvements at the dog park. Original Phase I Estimated Budget: $131,600 Actual Phase I Costs: $234,408 Construction Contract Change Order Design Documents Bidding & Environmental Processes Site Preparation Inspection & Testing Fencing & Concrete Curbs Wood Chips Amenities & Signage TOTAL PHASE I COSTS Original Phase 11 Estimated Budget: $26,000 Actual Phase 11 Costs $35,843 Construction Shade Shelter & Footings Two Drinking Fountains Six Benches TOTAL PHASE 11 COSTS 2011/12 FY Budget Completed 12/11/12 $94,491.25 $ 9,434.74 $19,934.00 $ 4,459.23 $ 4,840.08 $ 3,671.00 $45,700.50 $35,350.00 $16,527.20 $234,408.00 $ 7,500.00 $21,843.00 $ 3,500.00 $ 3,000.00 $35,843.00 Original Phase III Estimated Budget: $60,000 2013/14 FY Budget Actual Phase III Costs: $54,376-38 Completed 11/12/13 Construction Contractor (Original Contract) $37,200.00 Construction Change Order #1 $ 9,500.00 Geotechnical Plan Check / Inspection $ 6,200.00 Building & Safety Plan Check / Inspection $ 800.00 Plans & Specs Photocopies and Bid Release Ads $ 676.38 TOTAL PHASE III COSTS $54,376.38 There are no other improvements planned for the Dog Park at this time. However, staff is receiving requests from the community to have more trees planted. In order to plant more trees, the irrigation system will need to be expanded. Estimated cost to plant an additional 50 trees adjacent to the dog park is: Expand irrigation system $ 4,000.00* Plant 50ea 24" box trees $10,410.00 $14,410.00 * Assumes labor provided by California Conservation Corps (CCC) 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. Site D Public Park — The conditions of approval go to the City Council for final approval at their meeting on November 19, 2013. Staff will report on the results of this item at the 11/21 Commission meeting. 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