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HomeMy WebLinkAbout05/22/2014 PRC Agenda - Regular Meetingz -1v AGENDA M. -W-1,4- i;�l n071=_ 21810 Copley Drive Chairman Ted Owens Vice -Chair Benny Liang Commissioner Dave Grundy Commissioner Lew Herndon Commissioner Kim Hsieh Written materials distributed to the Parks and Recreation Commission within 72 hours of the Parks and Recreation Commission meeting are available for public inspection immediately upon distribution in the City Clerk's office at 21810 Copley Drive, Diamond Bar, California, during normal business hours. Copies of staff reports or other written documentation relating to agenda items are on file in the Community Services Office, located at 21810 Copley Drive, and are available for public inspection. If you have questions regarding an agenda item, please call 909.839.7060 during regular business hours. In an effort to comply with the requirements of Title // of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting must inform the Community Services Department at 909.839.7060 a minimum of 72 hours prior to the scheduled meeting. Please refrain from smoking, eating or drinking The City of Diamond Bar uses recycled paper in the Windmill Room. and encourages you to do the same. City of Diamond Bar PARKS AND RECREATION COMMISSION The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. Amember 0fthe public may address the Commission oDthe subject 0fone Ormore agenda items and/or other items Ofwhich are within the subject matter jurisdiction of the Diamond Bar Parks and Recreation Commission. Arequest k] address the Conl[OiSeioD Sh0UN be submitted in writing to the Secretary Ofthe Commission. As8general rule the opportunity for public comments will take place otthe discretion 0fthe Chair. However, in order to facilitate the Ol88iing, persons who are interested parties for an item may be requested to give their presentation @ithe time the item iScalled Onthe calendar. The Chair may limit the public input oDany item O[ the total amount of time allocated for public testimony based on the number of people requesting to speak and the business ofthe Commission. Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and questions are vv8)cOnna no that all points of view are considered prior to the CODlDliGSion 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 72hours prior tOthe Commission meeting. |Dcase Ofemergency O[when 8subject matter arises subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item that isnot Onthe posted agenda. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION Agendas for Diamond Bar Parks and Recreation Commission meetings are prepared by the Community Services Department and are available 72hours prior [Othe meeting. Agendas are available electronically and may beaccessed byopersonal computer through 8phone modem. Every meeting of the Parks and R8C[e@t)OD COnonnioSion is nSCOPded OO C8SS8tte tapes and duplicate tapes are available for nOnnino| 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 atleast three business days iOadvance 0fthe meeting. Please telephone /908\839'7000 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 (9OS)O3S-70OO CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA 111,111111m,"'SNA-11, ITIF, PIIIIII , 1111 51 � 1111" THE WINDMILL ROOM at Diamond Bar City Hall — 1st Floor 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: u Provide — u Advice to the City Council. Li A quality parks system that is safe, properly maintained and equally accessible to all residents of the City of Diamond Bar. u Quality recreational programs for all ages. L) Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. In Be open and actively responsive to input from individuals and community organizations. u Develop facilities that will accommodate the needs of our active and growing community. City of Diamond Bar Parks and Recreation Commission Approved May 27, 1999 CALL TO ORDER: 7:00 PM PLEDGE OF ALLEGIANCE: ROLL CALL: PARKS & RECREATION COMMISSIONERS GRUNDY, HERNDON, HSIEH, VICE-CHAIRMAN LIANG, AND CHAIRMAN OWENS 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. May 22, 2014 PAGE 2 PARKS & RECREATION COMMISSION F973*411k I �T_. f�11 � Monday, May 26 — CITY OFFICES CLOSED — In observance of Memorial Day Saturday, May 31 — Bow -Wow Bash, 1 0:00am — 2:00pm, Pantera Park, 738 Pantera Drive, Diamond Bar Tuesday, June 3 — City Council Meeting, 6:30pm, AQMD Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, June 11 — Senior Excursion, Harrah's Rincon Casino, Level 1, 8:30am — 6:00pm, Departs DBC @ 8:30am Tuesday, June 17 — City Council Meeting, 6:30pm, AQMD Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, June 18 — Concerts in the Park, 6:30pm, 25th Anniversary Celebration, Concerts in the Park "Neon Nation" 80's Tribute / Movies under the Stars "The Little Mermaid" Rated PG, Sycamore Canyon Park, 22930 Golden Springs Drive, Diamond Bar Thursday, June 19 — Senior Excursion, Abracadabra — Level 1-2, 1 1:00am — 5:00pm, Departs DBC @ 1 1:00am Saturday, June 21 — Adult Excursion, Mission San Juan Capistrano, 9:00am — 5:00pm, Departs DBC @ 9:00am Tuesday, June 24 — DB4Youth and DB4Youth "In Action" Meeting, 6:00pm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar Wednesday, June 25 — Concerts in the Park, 6:30om "Doo-Wah Riders" Country Music/ Movies underthe Stars "Monsters University" Rated PG, Sycamore Canyon Park, 22930 Golden Springs Drive, Diamond Bar Thursday, June 26 — Parks and Recreation Commission Meeting, 7:00pm The Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar 1. CONSENT CALENDAR 1.1 Approval of Minutes for April 24, 2014 Regular Meeting �01119[41:%Ti 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation on 4th of July Blast by Andee Tarazon, CS Coordinator [May 22, 201I PAGE 3 PARKS & RECREATION COMMISSION 2.2 Parks Report - Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation by Anthony Jordan 2.3 CIP Projects — Bob Rose, Community Services Director 1. Construction of Grand View Trail & Grand View Trail Link Project 2. Update on status of Site D Public Park 3. Design of Heritage Park Improvements 2.4 List of pending Commission requests — Bob Rose 4. NEW BUSINESS — None 5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their activities, request staff to return with information at a future meeting or request that a matter of business be placed on a future agenda. CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSIO DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 AP RI L 24, 2014 1 Chairman Owens called the Parks and Recreation Commission meeting to order at 7:01 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Herndon led the Pledge of Allegiance. 11-10111way-AIN Present: Commissioners Dave Grundy, Lew Herndon, and Chairman Ted Owens Commissioner Kim Hsieh arrived at 7:10 p.m. Absent: Vice Chairman Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Alison Meyers, Community Services Coordinator; Cloris Vargas, Recreation Specialist, and Debbie Gonzales, Administrative Coordinator. A. D134YOUTH — RECOGNITION OF OUTGOING/INCOMING BOARD MEMBERS: CSC/Meyers Dick Clippinger, 24315 Delta Drive, said that over 100 dog lovers have joined the Dog Park Facebook page. Between the hours of 5:00 and 7:00 p.m. the park is very busy and parking is very limited at Pantera Park. It is a long walk from the parking area to the dog park entrance. He asked if steps similar to the steps at the back of the Diamond Bar Center that go down to the trail could be installed from Pantera Drive down to the dog park. Sharon Aubert said that when there are activities at Pantera Park there is no parking available and dog park visitors have no choice but to go down the steep slope. C/Grundy agreed that steps should be considered. C/Herndon asked if it was difficult to find parking when there are no activities at the park and Mr. Clippinger responded no, but now that summer is coming and the basketball courts are full and baseball practice and games are taking place it is difficult to find a parking spot close to the dog park. CSD/Rose explained that the City has a grant and was recently notified that it had received a second grant for the trail that goes up the access to the Pantera Park Trail APRIL 24, 2014 PAGE 2 P&R COMMISSION and he has asked CSC/Meyers to look into the possibility of extending the trail to Pantera Drive and add a set of stairs and walkway from Pantera Drive to the existing walkway by the drinking fountain. Staff expects to begin design of the park trail in the new fiscal year. CSC/Meyers said she expects to hear back any day and if she does not hear by Monday she will call them and does not see this as being a big scope change and is hopeful that the City will be told it can move forward. CSD/Rose said that the City has photos of Pantera prior to construction of the dog park that shows people accessing the trail going up to Pantera Drive through what is now the location of the dog park so a trail and stairs seems to be a reasonable scope of work change for this project. The second grant funds do not become available until September/October which would be the earliest the City could begin doing the design work. C/Hemdon asked if the stairs would have to be ADA compliant and CSD/Rose explained they would not because there is ADA access into the dog park. David Busse said he would like to see steps from Pantera Drive down to the dog park to free up Pantera Park parking for regular activities. The park is an outstanding amenity and gathering spot for Diamond Bar and he would also like to see lights installed at the dog park at a future date as well. 4. NEW BUSINESS: 4.1 Presentation of Site D Park Concept Plan — CSD/Rose CSD/Rose stated that as a condition of the development of a new residential neighborhood at the corner of Diamond Bar Boulevard and Brea Canyon Road by Lennar Homes, a new (approximate) 4 -acre City Park would be constructed when the homes are built. The plan being presented this evening by applicant Geoff Smith is the result of a public input process conducted at three meetings between September 16, 2010 and May 9, 2013. Staff requests that the Commission review the concept plan and forward its recommendation to the City Council for approval at the May 6 Council meeting. C/Hsieh asked what material would be used for the playground area and whether rubber mulch would be used. CSD/Rose referred C/Hsieh to Mr. Smith and said that he believed wood mulch was proposed because the City constructed almost all of its parks with rubberized surface when the ADA retrofit accessibility began in 1995. In the next fiscal year staff has had to budget to remove the rubberized surfacing and replace it and for Ronald Reagan Park alone the cost is about $40,000 whereas Sycamore Canyon Park can receive wood chips on top of the existing material at a much lower cost with respect to ongoing maintenance and operation. Geoff Smith, Lennar Homes, stated that Lennar Homes is very excited to bring this park to Willow Heights and the community at large. Lennar has spent a considerable amount of time developing the concept and are proud of the outcome. APRIL 24, 2014 PAGE 3 P&R COMMISSION Edward Doll, Summers/Murphy & Partners, Inc., landscape architect for Willow Heights, presented the proposed design concept for the park via a Power Point presentation. Using the map, Mr. Doll pointed out the location of the 11 or 12 off-street parking spaces plus handicapped parking spaces for the park for C/Hsieh. Mr. Doll explained that the designated parking is intended to bring vehicles off of the main boulevard into the parking area where there is a pedestrian access across the channel. C/Hsieh expressed concerns about the lack of parking for a park this size as it relates to Pantera Park and Mr. Doll responded that he believed that this park would be a big draw in terms of pedestrian walking, jogging and hiking. This park does not provide program events that are provided in other parks such as Pantera Park. Residents will come in from the residential side to use the park and residents will bicycle from the main boulevard. C/Herndon said that he believed this was considered to be a neighborhood pocket park rather than a destination park and he is very interested in getting more definition on how the neighbors will be able to access the park from Castle Rock, for example. Mr. Doll responded that there would be access for the Castle Rock neighborhood as well as from the adjacent neighborhood and the new development by the lower tot lot via the pedestrian trail. C/Hemdon asked if trail lighting was proposed and Mr. Doll said that low-level passive lighting (bollard lighting) was proposed for security reasons. C/Herndon said he felt that lighting would be a nice addition to what Mr. Doll was presenting. Mary McCormick -Busse, 21455 Ambushers Street, said she and her husband have lived in Diamond Bar for 35 years and have hoped for a park in this area and have been actively involved with Site D since 1989. She attended all of the public meetings and ultimately, there are several design elements which are included and for which she is very grateful including the tot lots. Based on the small group discussions there were a couple of requests she did not find included in the design concept, including the request that it would not be a pocket park but a regional park and a destination park. There is a tot lot proposed on Brea Canyon Road and Diamond Bar Boulevard which is at one of the busiest intersections in the City with very little parking. Based on several community meetings the Ambusher neighborhood anticipates this park for the area and many people will be interested in visiting the park, some of whom will walk and some of whom will not and she believed that the limited amount of parking would not be sufficient to accommodate visitors. While the water features are beautiful, the residents would appreciate more grassy area in the park. She said she was very pleased to learn there would be lighting, especially in the second tot lot area. The residents hoped that the foot trail would have been extended to circumference the Site D area instead of stopping at the cul-de-sac. PAGE 4 P&R COMMISSION Frank Abt, 3414 Castle Rock Road, resides next to the proposed park area and wanted to know what would be next to his home. David Busse, 21455 Ambushers Street, reiterated that he and his wife have been involved in a compromise on this entire park project and there are three or four things that the Commissioners need to determine. Please do not rubber stamp this project. The first view people will have entering Diamond Bar is a tree -lined storm sewer. Lennar Homes did not want to spend the money to cover the channel and paid the City $700,000 so they would not have to cover the channel. Never in any discussion was there an agreement or understanding there would be a paved service road instead of a trail. Darci Gunter, 3422 Castle Rock Road, asked if there would be a fence cutting off the cul-de-sac and if there is fencing what will be done about people parking on her very narrow street. She would like to be assured there will not be park overflow parking on her street. What time will the park be open to the public? She has attended several public meetings and believes the public has nothing to say because it is a done deal. Harlan Curtis, 3528 Castle Rock Road at Gold Run complained about the storm drain. Kurt Jorgensen, 3471 Castle Rock Road asked that the applicant seriously consider relocating the parking lot because Brea Canyon Road and Diamond Bar Boulevard is a traffic mess and did not understand how people could get in and out of the proposed parking lot. Patricia Goulet, 20917 Ambushers Street, said she was extremely surprised to see the service access road running the entire stretch. She is also concerned about how far behind the residential properties (easement area) the trail would be located and at what elevation, where the trees will be located and whether the access road would look down into the houses. Joyes Tweed, 21155 Running Branch said she looks forward to having a park to walk with her grandchildren and did not see playground equipment on the drawing. CSD/Rose pointed out the location of the playground equipment and responded to Mrs. Tweed that the equipment is for two age groups: 2-5 and 5-12. Mrs. Tweed said she felt there would be a trash problem in the walk over area. Karita Tan, 21472 Cold Spring Lane asked if there was a possibility that a tennis court could be considered for the park if the space is sufficient. CSD/Rose said there is no plan for a tennis court because there is no regional draw for this neighborhood park. Tennis courts, basketball Courts, etc. are normally included in much larger community parks. Mr. Doll responded to a speaker that the plan suggests that the Castle Rock cul-de-sac be separated from the park by a tubular steel fence (view APRIL 24, 2014 PAGE 5 P&R COMMISSION fence) with buffer landscape separating the cul-de-sac from the parking lot which would also act as a security element. The City will maintain this public neighborhood park and the City will determine what the hours will be. C/Grundy asked if there would be an entry from the Castle Rock cul-de- sac into the lower area of the park and Mr. Doll responded yes, on the lower right portion of the circle at the point of the dark green trees through a gate that would be locked at night with a pedestrian trail to the pedestrian bridge that crosses the channel. CSD/Rose stated that traditional neighborhood park hours are Y2 hour before sunrise to Y2 hour after sunset which is set by ordinance and enforced by the Sheriff's Department. Mr. Doll stated that the parking lot is off-street parking. The primary intent of this neighborhood park is to attract pedestrian traffic. Mr. Smith stated that the evolution of the parking lot was to attempt to get cars off of Castle Rock. Whether there is a parking lot or not is at the City's discretion. CSD/Rose stated that staff requested Lennar to place a parking lot at this location. It is a neighborhood park and it is a very small parking lot. The City operates other neighborhood parks such as Washington Park, Starshine Park and five small pocket parks within LLD No. 39 none of which has a parking lot. However, these are primarily residential areas where one can park on the street and if there is no parking on Castle Rock and because residents expressed a concern about parking on Presado Drive, it is his feeling that if people are not afforded some parking they will most likely park in the businesses parking lots to visit the park so he asked Lennar Homes to include a parking lot, at the City's discretion. Therefore, based on information received this evening it would be up to the Commission whether or not to recommend that a parking lot be included in the concept plan. Mr. Doll showed pictures of the three elevations and design concepts for each of the areas. In order to maximize the space the park will be graded to have no more than a two percent slope to the lawn area beyond the tot lot which is between the parking lot and the open lawn area which is separated from Brea Canyon Road with a two -rail fence representing a Diamond Bar theme and incorporation of the downtown design program with monuments and rail fencing. The slope on the left is the existing slope down to the residences below. The roadway is a trail for a portion of the area and there is a trail up and around off of the roadway with removable bollards at the cul-de-sac, which is strictly intended for emergency vehicles. Removable bollards are also located at the trail that goes west toward the channel. Mr. Smith stated that what is being referred to as a roadway is intended to be a trail and is widened in certain areas to accommodate emergency services only and not be used for maintenance. This area will not be used by the public and will not look like a road but will act, look and feel like a trail. Mr. Doll said the trail will be decomposed granite with a four percent cement solution which was APRIL 24, 2014 PAGE 6 P&R COMMISSION approved by flood control for vehicle access. Visually, this will provide a more appropriate base for a trail and still accommodate emergency vehicles. CSD/Rose further explained that the flood control channel has a service entrance off of Diamond Bar Boulevard and the service access travels along the channel. Mr. Doll stated that as intended, this is a neighborhood park with trails. CSD/Rose said that if the channel emits an offensive odor the City will ask LA Flood Control District to mitigate the situation. With respect to covering the channel, after considering all of the issues involved, the City Council decided that it will not be covered and the Commission, while not having any discretion on that subject has the opportunity to make recommendations to the Council on the conceptual plan. Mr. Doll said that currently there is natural area surrounding the flood channel which is not maintained. This plan proposes that beyond the edges of the concrete landscape improvements will be included to enhance the edge of the channel with trees, shrubs and other flora to mitigate the issues surrounding the channel. The landscape will be consistent throughout the park and new residential area. Chair/Owens asked staff to address why the tot lot location was selected and Mr. Doll explained that it is located in a triangular area so that there is enough space for equipment to accommodate the age groups that will use that equipment. There will be a berm between Brea Canyon Road that encapsulates the tot lot site, and landscape and hardscape will provide a safety barrier to the zone. CSD/Rose said that with a request to have a trail encircle the entire project, the Trails Master Plan includes a trailhead site for Crooked Creek trail which is intended to ultimately attach to the Schabarum trail which is south of this development. While there is a long term goal to have trails in this area it is not incorporated into the neighborhood around this project. C/Herndon asked the speed limit along Brea Canyon Road. He asked if residents of Castle Rock would prefer not to have a gate at the cul-de-sac to access the park. CSD/Rose stated the speed limit is 45 to 50 MPH. An audience member stated there is a desire for some access from Castle Rock. C/Hsieh said that as a resident of Diamond Bar living close to Pantera Park she would not wish to prevent people from parking in the area in order to visit the park. She asked if the tot lot and parking areas were switched would it help the Castle Rock cul-de-sac residents to feel it was not a matter of parking there except to accommodate the children's play area. A speaker said that there is a new traffic plan being considered for Castle Rock because of this development and if a parking lot was installed just APRIL 24, 2014 PAGE 7 P&R COMMISSION before the confluence of Brea Canyon Road and Diamond Bar Boulevard it could cause additional traffic issues. The public was informed that because the traffic study had been done prior to the building of HMart that mitigation included the widening of Diamond Bar Boulevard that has not been done at this time and if the parking lot and tot lot are switched it could present a choking point at the intersection. Chair/Owens asked if the City's Traffic Engineer had looked at this issue and CSD/Rose responded that he had and it is the reason the parking lot is placed at the proposed location. CSD/Rose said he believed Brea Canyon Road would have an additional right turn lane as a result of this project and that Diamond Bar Boulevard would be widened at the intersection with changes in the traffic signal. Mr. Smith said that CSD/Rose was correct that the project would include a traffic signal modification moving the poles back and adding new poles. The geometry shown on the plan includes all of the necessary street widening. C/Hemdon said he was concerned about the tot lot being next to the boulevard and said he would feel more comfortable if the kids were playing on the other side of the channel instead of next to the boulevard. Mr. Smith explained that the footprint of the rain garden is pre -determined and in order to get a decent sized tot lot in that area it would be problematic. Mr. Doll elaborated on the obligation of the rain garden and catch basins and said at this point he had about 30 feet of buffer between the sidewalk and the tot lot and there will be grading to make sure that the tot lot cannot be seen or accessed from the street. CSD/Rose explained that LA County has a storm management policy that requires storm water to flow through this type of a system and get filtered before it enters the storm drain to keep the ocean cleaner. The engineers have a queue of how big the system needs to be to accomplish that process for the entire property. C/Hemdon asked the distance from the tot lot to the street and CSD/Rose responded about 30 feet. There was discussion about an additional fence between the tot lot and Brea Canyon Road. C/Hemdon said he felt a five foot fence would be appropriate and CSD/Rose agreed. Mr. Doll said that there could be a five-foot high tubular fence, a black or dark green fence with landscape, foliage and trees. He thanked C/Herndon for the recommendation. Frank AN reiterated he did not know what was being built adjacent to his house. Mr. Doll again stated that the intent was to place the tubular fence around the cul-de-sac and the wall next to his house would not go away. Additional trees will be planted on the opposite side of the wall to provide a buffer. APRIL 24, 2014 PAGE 8 P&R COMMISSION C/Hemdon said he wanted more discussion about the name of the park. C/Hsieh asked what sets this park apart and should be named something that reflects the atmosphere of the City. C/Grundy asked CSD/Rose to recap the proposed changes. CSD/Rose recapped the proposed recommended changes and additions to the concept plan: Fencing at the Castle Rock cul-de-sac would be solid with no gate and the current opening from Castle Rock to Brea Canyon would remain; tubular fencing would be added along the walkway at least the length of the tot lot and past the picnic shelter to create a barrier to prevent children from moving toward Brea Canyon Road; and the road surface would match the trail surface (decomposed granite). C/Hemdon moved to recommend approval of the park concept plan to the City Council with recommended changes including the suggestion that the park be named "Diamond Canyon Park." C/Hsieh seconded the motion. Without objection, the motion was so ordered with VC/Liang being absent. CSD/Rose stated that this item will go to the City Council on Tuesday, May 6. The meeting starts at 6:30 and takes place in the SCAQMD Auditorium. CALENDAR OF EVENTS: As presented by CSD/Rose. 1.1 Approval of Minutes for March 27, 2014 Regular Meeting. C/Grundy moved, C/Hemdon seconded, to approve the Minutes as amended by C/Hemdon and Chair/Owens. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Grundy, Herndon, Hseih, Chair/Owens NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: VC/Liang 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — CSC/Meyers Chair/Owens asked how many Volunteen applications the City received and CSC/Meyers responded that 96 applications were received; however, three or four were not accepted because they were not residents or were not the right age. 2.1.1 PowerPoint Presentation on Senior Dances— RS/Vargas APRIL 24, 2014 PAGE 9 P&R COMMISSION C/Hemdon asked about the numbers and whether the program was self-supporting and RS/Vargas said due to some cancellations and rescheduling she rounded the numbers. The program is self- supporting to a point; however, she sometimes goes over budget on catering. 2.2 Parks Report — PMS/Jordan C/Hsieh asked if there was a lot of vandalism in the City parks and PMS/Jordan said it is somewhat cyclical and compared to other communities, Diamond Bar experiences very low average vandalism rates. C/Hsieh said it is very difficult to see one's reflection in the mirrors at Pantera Park. PMS/Jordan responded that the mirrors are stainless steel and sometimes become scratched. Staff needs to determine the threshold for replacement the City can accept because they are very expensive and very durable as opposed to a glass mirror. PMS/Jordan said he would look into the matter. 2.2.1 Power Point presentation on Pantera Trail and Silvertip Trailhead — PMS/Jordan. C/Hsieh asked if the City experienced a lot of poison oak and PMS/Jordan responded affirmatively. C/Hsieh asked if there was signage and PMS/Jordan showed that signage is placed in front of the poison oak areas. C/Hsieh asked about fencing and PMS/Jordan responded that unless there is a very precarious area that needs to be cordoned off for safety, generally there is no fencing. The trails are wide enough for two people to walk side by side. C/Hsieh asked if there are mileage markers on the trails and PMS/Jordan said all trail maps have mileage indicators, not the trails. C/Hsieh asked if at the beginning of the trail there is a picture of what the trail looks like and CSD/Rose said that some trails have maps that show paths such as Sycamore. The pictures are on the maps. CSD/Rose responded to C/Herndon that when the trail is completed there will be a grand opening. Chair/Owens asked where the California Conservation Corp is based and PMS/Jordan responded that they are currently based out of the Lanterman facility in Pomona. 2.3 CIP Projects — CSD/Rose 2.3.1 Construction of Grandview Trail and Grandview Trail Link — CSD/Rose reported that the pre -construction meeting was held and APRIL 24, 2014 PAGE 10 P&R COMMISSION the starting date is early May. There are several components of the trail that require a long lead time for ordering. A notice to proceed will be issued when the submittals are approved and the timeline is determined for those items to be delivered. 2.3.2 Update on Status of Site D Public Park — CSD/Rose (discussed under New Business 4.1. 2.3.3 Design of Heritage Park Improvements — Zachary Lu, senior, Diamond Bar High School, asked for an update on the school's proposal for assisting with funding of different types of equipment to Support special needs and disabled children in memory of Darren Payne, a Diamond Bar High School Senior who recently passed from Cancer if they could be included with the improvements proposed. CSD/Rose stated that the request for proposal includes a stipulation that the City wants equipment that is fully accessible for all disabilities. The RFP has not yet been released and is currently under review by the City's Public Works Department and the City Manager. When released the process begins for engaging an architect (two -three months) after which the architect will commence his background work and public meetings which will likely take place in the fall of 2014. During the process the community is invited and there are opportunities to develop subcommittees for the eventuality of redesigning the entire park and refurbishing the community center. In regards to funding, there is always a need for funding and Mr. Lu may wish to expand his efforts to additional elements that would be dedicated to the memory of the departed student including a plaque. Mr. Lu said he believed it was very valuable that students of Diamond Bar High School have impacts on parks and recreation and he would like to see the value translated into more than simple improvements as well as the mentality behind the effort and importance of leaving an important impact on the community. CSD/Rose said this is a major departure from the way parks are normally updated and Mr. Lu's input has been valuable and educational to the City. Mr. Lu submitted a Special Needs Park Ideas list which was prepared by Sherry Robinson, Diamond Bar High School teacher. Mrs. Robinson thanked the Commissioners for their consideration. 2.3.4 Larkstone Park Update — CSD/Rose reported that it is rumored that Lewis Homes may be selling its development and appear to be in negotiations at this time. This item will not remain on the agenda until staff is advised that something concrete is taking place. APRIL 24, 2014 PAGE 11 P&R COMMISSION smms��� a. Design for Stardust and Longview Parks b. Construction of the Longview South Park Project c. Steep Canyon Trail Connector to the Canyon Loop d. Installation of a swing set at Longview Park North, pad repair e. Design and construction of slope creep repairs at the Diamond Bar Center f. Trail improvements at Pantera Park and Silver Tip Park Trailhead, stairs and path from Pantera Drive to the dog park C/Hsieh asked about her recommendation for a video to introduce the City's parks to the community. CSD/Rose said he spoke with PIM/Roa who has a long list of items she is working on with her new videographer and proposes to display current footage of the trails. C/Herndon said he has seen video of the trails on the government channel. 2.4 List of Pending Commission Requests — CSD/Rose said he spoke with DCM/McLean about work he is doing with the school districts regarding school facilities and reported that WVUSD already works directly with the Youth Sports Organizations to reserve facilities. CSD/Rose said he discovered that since Chaparral completed construction of the new gym and reconfigured the football and soccer field, they are no longer making the outdoor facilities available to AYSO. 3. OLD BUSINESS: None 5. ANNOUNCEMENTS: C/Grundy said he would not be available for the June meeting. C/Hemdon thanked staff for the work product and said he was pleased to hear the tone of aggression in the audience seemed to be mitigated during tonight's meeting. Chair/Owens thanked staff for their hard work on the City Birthday Party. He attempted to attend the Easter Egg Hunt but could not find a place to park and noticed when it was too late that there was designated parking for the Commissioners. ADJOURNMENT: C/Hemdon moved, C/Grundy seconded, to adjourn the Parks and Recreation Commission meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Owens adjourned the meeting at 10:16 p.m. APRIL 24, 2014 PAGE 12 P&I2 COMMISSION The foregoing minutes are hereby approved this day of , 2014. Respectfully Submitted, BOB ROSE, SECRETARY Attest: TED OWENS, CHAIRMAN I=Drlro�n Bim. TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: May 14, 2014 MEETING DATE: May 22, 2014 •MeeTtireff" "'M Summer 2014 Recreation Guides are available for pickup at City Hall, the Diamond Bar Center, Heritage Park Community Center, Pantera Park Activity Room and the Diamond Bar Public Library. A PDF version of the Spring and the Summer Guide are also available online at www. Diamond BarCAagv. Contract Classes Spring 2014 -- The Spring session began March 15 and runs through May 30. As of May 11, there are 788 students enrolled with 197 available classes. There are also more than 250 online classes available through www.Ed2Go.com/DiamondBar. The next session runs May 21 through July 21. Summer 2014 -- The Summer session will begin May 31 and will run through August 22. Several camps will be held including LEGO, Mad Science, Art, Basketball, Coast 2 Coast Soccer, Tennis, Flag Football and Track & Field. 1313 4Youth "in Action" -- On April 26, eight DB 4Youth "In Action" youth helped out at the Diamond Bar Community Foundation "Spotlight on the Arts". They directed traffic, helped serve refreshments at intermission and worked as stage hands. Fifteen DB 4Youth "In Action" met on Tuesday, May 6 for Dance Orientation. Eight youth came in early to work on the 6th 7th and 8th grade dance decorations for the dance on Friday, May 9. The theme was `Rockin' Out In Hollywood'. They made red carpet backdrops and mounted the parent and rule signs. In addition to dancing, there was a fun voice competition with 5 participants. The dance ran from 7pm to 10pm with 181 attending. Their next event will be as a team at Relay for Life at Lorbeer Middle School on June 7 and 8. Tiny Tots -- The Spring Session, themed "Balls of Fun!" is winding down. At the time of this report Pantera Park is full with 20 in the 3 year old class and 21 in the 4-5 year old class. Heritage Park has 16 in the 3 year old class and 21 in the 4-5 year old class. The students celebrated spring with an egg hunt and goodies the week of April 14. Both classes prepared plants for the children to give their moms on Mother's Day. The spring session includes an excursion to the La Habra Children's Museum set for Friday, May 16 and the Circus themed Graduation for the 4-5 year old classes set for Friday, June 13. Registration for the Summer Session themed "Splashing Into Summer!" will begin on Monday, May 27 with classes beginning on Monday, June, 16. Volunteens -- A total of 97 applications were received for the 2014 program. Interviews were held on Monday, April 28, Tuesday, April 29 and Friday, May 2. Eligible applicants were notified of acceptance and invited to an orientation on Wednesday, May 14. At the orientation they were assigned to five different recreational programs: Summer Day Camp, Concerts in the Park, Tiny Tots, Senior Programming and Sports. They were also given one Volunteen shirt and their first schedule of shifts. Summer Day Camp --t- Summer Day Camp Registration continues until all weeks are full. Registration is available in person at the Diamond Bar Center, by mail or by fax. At the time of this report, a total of 1084 campers were signed up out of a total 1,100 spaces available. Camp is now 98% full and 266 (or 25%) of all registered signed up online. Weeks 5, 6, 8, and 9 still have space available. There are currently 175 on the waiting list for the full weeks. Summer Day Camp starts on June 2 and goes through August 15. Day Camp is limited to 100 campers per week. Held at Heritage Park, the campers use the building and the outside grounds for activities when they are not on excursions off site. Adult Basketball -- The spring season will come to a close on June 8. Due to a lack of gym space, the next season likely won't begin until September. Games are played at Diamond Bar High School and South Pointe Middle School. Included in the $360 registration fee are 10 league games plus a qualification game, scorekeepers, and championship awards. Teams also pay $20 per week for the officials. Adult Volleyball -- The current session ends on May 19. There are 22 participants currently enrolled in the program. For only $40, participants receive 10 weeks of play on two courts of action from 7-9pm at South Pointe Middle School. Skate Park -- The skate park averages 12 users per hour on weekdays, with 18 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 8arn - Dusk on the weekends. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 10 participants), Thursday (average of 12 participants), and Sunday (average of 12 participants) evenings. Open play takes place from 7:30-11 pm on Tuesdays and Thursdays while Sunday is open from 6:30-10pm. Youth Indoor Soccer -- There are 136 children enrolled in the program, which began April 5 and will conclude on May 31. Participants practice and play games on Saturdays at Mt. Calvary Lutheran School. The $84 registration fee includes a jersey, trophy, and eight games. Youth Baseball -- Registration began on April 7. The $84 registration fee includes a team jersey, team hat, trophy, and ten games. We will hold a parent meeting on June 4 at the Diamond Bar Center at 6pm for new and returning participants. Skills Day will be held at Heritage Park for the Double A and Triple A divisions on June 7. Teams will be drafted immediately after Skills Day. Practices will begin the week of June 9 and games will start June 30. There are currently 36 participants enrolled and we will take registration until the league fills. Spring 2014 Adult Excursions -- There are 27 signed up to spend the evening at the Temecula Balloon and Wine Festival on May 31. This excursion includes admission to the festival, roundtrip transportation and a snack for the ride home for $50/person. There are 13 people currently enrolled for the excursion to the Mission San Juan Capistrano on June 21. Excursion includes roundtrip transportation, admission, docent tour and a snack for the ride home for $35/person. Lunch and shopping will be on your own. Each excursion has a maximum enrollment of 45. 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. Most of these classes are filled to capacity. The Spring session began on February 24 and will conclude June 13. Senior Seminars 5/8 FHA Home Loan Program -- 1 participant 5/12 Fall Prevention -- 3 participants 5/14 Alzheimer's/Dementia — 22 participants 5/15 Case Management -- 1 participant 5/19 Preventing Gum Disease -- 2 participants 5/22 Healthy Aging -- 5 participants ® Bridge every Wednesday -- 8-12 per session ® Mahjong every Wednesday -- 33 per session ® Bingo every Tuesday and Friday -- 195 per session ® Complimentary Legal Services are held on the 1 st Wednesday of every month. In May, 5 appointments were booked. Senior Special Events May 8 — Cinco de Mayo Dinner Dance -- On May 8 97 seniors came for our Cinco de Mayo dance. As a bonus we had folklorico dancers entertain our seniors for 45 minutes. There was dinner and dancing, and everyone enjoyed the fiesta. Diamond Bar Senior Citizens Club -- This club's Annual Mothers Day Luncheon was celebrated on May 6th at the Diamond Bar Center from 1 Oam- 12:30pm. The room was bustling with over 200 people in attendance. Everyone had a fantastic time. OARD Award -- 3 Diamond Bar seniors were honored for their Volunteer work on Thursday, May 8 by Supervisor Don Knabe during the 49th annual Older Americans Recognition ceremony at the Kenneth Hahn Administration building in Los Angeles. The ceremony also included entertainment and lunch. The honorees were Surendra Mehta -Sunshine Seniors, Lupe Cassetta-Diamond Bar Seniors and Albert Cheung -Diamond Age Senior Club. 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 367 members and meets each Tuesday with approximately 181 at each meeting. ® The Diamond Bar Evergreen Club has 220 members and holds classes throughout the week. ® The Diamond Age Seniors has 185 members and meets each Monday, Wednesday, and Friday. ® The Sunshine Seniors has 220 members and meets the second and fourth Sunday of each month and every Saturday. The Super Diamond Age Seniors has 195 members and meets each Tuesday, Thursday, and Friday. 61-076M May 14 — Valley View Casino — 29 seniors spent the day at Valley View Casino. Upon arrival everyone received $15 to spend on their player's card. First time guests received a free buffet coupon when they signed up for their Valley View player card. May 22 — Santa Anita Seniors Day Races — This trip is sold out with 45 seniors registered for a day of horse races. The ticket includes admission into the racetrack, a buffet lunch in the clubhouse and a daily program. The first post will start at 1:00 pm and the last race ends approximately at 5:00 pm. 25th City Birthday Party -- Financial Summary and Evaluation Attached. Easter Egg Hunt -- Financial Summary and Evaluation Attached. Arbor Day -- On Friday, May 9 the City of Diamond Bar celebrated Arbor Day at Pantera Elementary School in honor of the City's designation as Tree City U.S.A. for the 13th consecutive year. Children from the school were invited to participate in a special tree planting ceremony to recognize and observe Arbor Day. Each student assisted with the planting of five camphor trees donated by West Coast Arborists. They also took home an Italian Stone Pine seedling. Los Angeles County Fire Department/Forestry Division donated the seedlings and Adam Carrillo with the Forestry Division provided the students with a demonstration and planting instructions. The ceremony included special comments by Mayor Carol Herrera, including recognition of the 2014 Pantera Elementary School Poster Contest winner, 5th grader Megan Ho. Mayor Herrera presented her with a $50 gift card to Target and her winning poster in a frame. The students, organized by Principal Todd Riffell and 4th Grade teacher Kim Lowe, made presentations in support of Arbor Day. At the end of the day each student was presented with a recycled litter bag filled with Arbor Day goodies. Bow -wow Bash -- Please join the City of Diamond Bar on Saturday, May 31 from 1 Oam-2prn as we celebrate and spend the afternoon with our furry K-9 friends at Pantera Park's "Bark Park" for the Bow -Wow Bash! This exciting event for residents and their dogs will feature games and contest such as: bark contest, bobbing for hot dogs, red light green light and doggie agility course. There will also be 18 vendors offering pet products and services located on the basketball courts, a doggie treat bar, photo booth, pet adoption and donation drop off benefiting the. Inland Valley Humane Society & S.P.C.A. Lastly, lots of giveaways and fun! 4th of July Blast -- The event will take place on Friday, July 4, 2014 at Lorbeer Middle School, from 5-9:30pm. The day will kick off with a variety of entertainment including music from, "Bumptown". The night will conclude with a fireworks show starting at 9pm, guaranteed to light up the Diamond Bar sky. Grass Seating- so don't forget your chairs, blankets, and picnic dinners. Concerts in the Park -- The City of Diamond Bar will present the 24th Annual Concerts in the Park series this summer. The series will begin on June 18th and run through August 13th on Wednesday evenings.from 6:30pm until 8:00pm. The concerts are held at Sycamore Canyon Park, 22930 Golden Springs Road. Free Parking & Shuttle from the Diamond Bar Golf Course parking lot will begin at 5:30pm. There will also be free activities for the kids and concessions available for purchase. Special Concert Dates: August 6th — Diamond'Bar Night out! August 13th- Sponsored by the Diamond Bar Community Foundation. Performance Date June 18 June 25 July 9 July 16 July 23 July 30 August 6 August 13 Band Name Neon Nation Doo —Wah Riders The Skinny Little Twits Retro Soul The Answer Box Car 7 Cold Duck Little Lies Band Movies "Under the Stars" Music Style 80's Tribute Country Rock Varity Dance Music Classic Rock Blues, Soul, R&B 70's Top 40 Fleetwood Mac Tribute Movies "Under the Stars" will take place on Wednesday evenings at dusk after Concerts in the Park. The movies will run from June 18th through August 13th. All movies will be "PG" rated and are family oriented. A shuttle service between the golf course and Sycamore Canyon Park will be operating. Please come and join us for this whole night of fun! Date Rating Date June 18 PG The Little Mermaid June 25 PG Monsters University July 9 PG Frozen July 16 PG Honey I Shrunk the Kids July 23 PG The Great and Powerful OZ July 30 PG Free Birds August 6 PG The LEGO Movie August 13 PG Despicable ME2 Info: 909.839.7070 or www.diamondbarca.gov/specialevents r Diamond Bar Center -- The Diamond Bar Center was the location for a total of 31 private, business and non- profit rentals during the month of April. There were 12 church rentals, 2 Toastmasters meetings, 9 weddings, 1 birthday party, 1 DPSS meeting, and 1 Bunco night. Also held was the Walnut Military Support Group honors dinner, the DBFOL annual wine soiree and 3 business meetings. A total of $86,759.03 in rental fees was collected during the month of April for Diamond Bar Center rentals. In April 2013 a total of $43,037.38 was collected. The Diamond Bar Center hosted a 3 -day double wedding on April 30th, May 1St and May 2nd There were 400 guests in attendance each day and wonderful decorations that transformed the room during each day. That week we were able to successfully host 9 events Wednesday to Sunday. Pantera Room -- There has been a total of 5 rentals of Pantera Park Community Center for the month of May. Rentals included 2 soccer registration nights, 2 birthday parties, and 1 board meeting. Total revenue for these rentals is $596.25. The revenue for May of 2013 was $360.00 Heritage Room -- There have been 8 rentals of Heritage Park Community Center for the month of May. Rentals include 4 church rentals 1 bridal shower, 1 baby shower and 2 birthday parties. Total revenue for these rentals is $1,650. The revenue for May 2013 was $1,798.00 Picnic Reservations -- As of May 8 there have been 43 picnic reservations made for the month of May. There have been 5 at Heritage, 1 at Maple Hill, 10 at Ronald Reagan, 9 at Pantera Park, 3 at Peterson and 15 at Sycamore Canyon Park. The revenue of these picnic rentals is $1,225.0. The revenue for May 2013 was $1,225.00 Program Title: City Birthday 2014 Date: May 9, 2014 Evaluation Prepared by; Andee Tarazon, Community Services Coordinator Pantera Park was jumping as an estimated 7,000 people attended the annual celebration. The highlight of the day's activities took place on stage at 3pm as the Mayor and members of the City Council cut the official birthday cake and joined the community in singing Happy Birthday to Diamond Bar! In addition Mayor Herrera along with the rest of the City Council presented the Outstanding Diamond Bar Volunteer awards to 8 recipients and a City tile to Bill Bartholomae. Once again the Regional Chamber of Commerce San Gabriel Valley operated the Business Expo and the Diamond Bar Friends of the Library operated the beer and wine garden. The City operated the car show with 43 cars on display. 22 non - profit service organizations participated by operating an information booth. In addition, there were 14 delicious food booths, 16 kid zone game booths, 14 teen action zone games, and 11 carnival rides operated during the event. The event also featured an emergency operations and vehicle display with LA County Fire and Sheriff's departments participating. LA County Fire gave a special Jaws of Life demo on the baseball field. Lastly, residents were amazed by the great entertainment on stage with 21 local groups twirling, dancing, singing and cheering! Due to the City celebrating its 25th the City added additional attractions. This included second stage near the car show and business expo featuring classic rock music from the band "The Ravelers". Also added was a western theme photo area called "Grubstake Gulch" that had many cut outs and props for participants to pose next to for pictures. This area was operated by DB 4Youth and proved to be very popular. This event is offered for nominal charges to the residents of Diamond Bar. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Council's interest in continuing to offer this event at low cost. The following financial summary shows what the direct costs of the event were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. Past City Birthday Revenue and Expenditure Recap Revenue Net Cost 2008 $ 20,667..00 $ 59,553.36 2009 $ 22,799.45 $ 58,997.13 2010 $ 21,591.20 $ 49,760.26 2011 $ 19,673.15 $ 46,836.82 2012 $ 15,799.00 $ 65,507.57 2013 $ 18,578.25 $ 66,850.85 2014 $ 19,075.00 $ 73,366.31 ® Add one additional ticket booth with large signage ® Re-evaluate the use of wristbands for rides ® Continue to have two stages ® Repair water heater on one 3 compartment hot/cold sink ® Discuss trash" disposal issues with food vendors & proper sink use Continue to have public works build ramp ® Continue to use breakout box for power needs ® Continue to use James Events for high quality of rides ® Budget additional funds for additional kiddie rides ® Budget additional funds for two spider boxes ® Have equipment companies address the high stakes in ground for large tents (need to be covered with cones or tape) City of Diamond Bar 1,, ItIf 7iV -.Fj j MS rIiV City Birthday Party 2014 Budgeted Actual PROJECTED GENERAL FUND EXPENDITURES $ 106,619.00 $ 92,441.31 PROJECTED REVENUE $ 18,100.00 $ 19,075.00 PROJECTED PROP A (112-5350-45310) $ 3,300.00 $ 2,879.94 PROJECTED PROGRAM COST $ 88,519.00 $ 73,366,31 PERSONAL SERVICES Budgeted $9,644 Actual $7,543.95 Account Number Actual PT Staff $5,000 001.5350.40030 $ 4,266.51 Event set-up $ 1,192.26 (1) CS Leader 11 - 9 hours @ $12.24 $ 110.16 (2) CS leaders - 9 hours @ $10.23 $ 184.14 (10) CS Workers - 9 hours @ $9.20 $ 828.00 (1) Facility Attendant I - 6 hours @ $11.66 $ 69.96 Event $ 2,936.25 (2) CS Leader 11 - 12.75 hours @ $12.24 $ 312.12 (5) CS leaders - 12.75 hours @ $10.23 $ 652.16 (13) CS Workers - 12.75 hours @ $9.20 $ 1,524.90 (2) Facility Attendant 11 - 10.5 hours @ $17.68 $ 371.28 (1) Facility Attendant I - 6.5 hours @ $11.66 $ 75.79 Office Assistance $ 138.00 (1) CS Workers - 15 hours @ $9.20 $ 138.00 Full Time Staff $2,500 001.5350.40020 2,702.80 Event set-up 526.89 (2) CS Coordinator (OT) - 13 hours @ $40.53 $ 526.89 Event $ 2,175.91 (2) CS Coordinator (OT) - 12 hours @ $40.53 $ 972.72 (1) Admin Assistant (OT) - 10 hours @ 35.80 $ 358.00 (1) Administrative Coordinator (OT) - 9 hours @ $49.27 $ 443.43 (1) Sr. Admin Assistant (OT) - 9 hours @ $44.64 $ 401.76 Personal Services (4000) $644 $ 574.64 Worker's Cpmpensation (40083) @ 3.0% $ 209.07 Medicare (40085) @ 1.45% $ 101.05 Social Security (40085) @ 6.2% REVENUE Account Number Budgeted $ 264.52 Revenue 001.5350.34720 $ 18,100.00 $19,075.00 Carnival Rides @ $100 $ 1,000.00 $ 500.00 TidZone Game Booths @ $100 $ 1,600.00 $ 1,600.00 TAZ Game Booths @ $100 $ 1,400.00 $ 1,300.00 Food Booths @ $100 $ 1,000.00 , $ 1,400.00 Info. Booths @ $100 $ 2,500.00 $ 2,000.00 Chamber's Business Expo $ 100.00 $ - Car Show $ 1,500.00 $ 1,130.00 Revenue from Rides/Games $ 9,000.00 $11,145.00 TOTAL EXPENDITURES Account Number Budgeted Actual 001.5350.42353 $ 96,975.00 $ 84,897.36 Expenses $ 28,500.00 Vertical/Horizontal Banners $ 5,300.00 $ 4,379.75 Promo/ Flyers $ 8,500.00 $ 4,710.59 Committee Member Shirts $ 900.00 $ 600.00 kwik Covers (Table skirts Covers) $ 500.00 $ 1,616.94 Special Event Insurance (Driver) $ 1,800.00 $ 1,672.00 Wrist Bands $ 500.00 $ 711.15 Game Cards $ 300.00 $ 250.00 Event Set-Up/ Decorations/misc supplies $ 3,000.00 $ 1,488.76 Food Reimbursement $ 700.00 $ 216.24 Pantera Parking Lot $ 250.00 $ - Birthday Party Logo $ 350.00 $ 350.00 Commemorative Pins $ 2,400.00 $ 2,400.00 Entertainment $ 4,000.00 $ 4,000.00 Rental Equipment $ 18,300.00 Tables, chairs,canopies $ 14,500.00 $ 14,211.36 Generators and power supplies $ 1,000.00 $ 99.27 Sound System $ 1,700.00 $ 1,700.00 Restrooms and hand washing sink Birthday Cakes $ $ 1,100.00 600.00 $ 1,142.76 Albertsons - 10 full sheet cakes $ 500.00 $ 559.87 Cake cutting supplies Carnival Rides/Attractions $ 100.00 $ 46,250.00 $ 38.01 Carnival Rides/Attractions $ 29,300.00 $ 26,860.00 Petting Zoo $ 1,550.00 Game Prizes/Candy $ 3,500.00 $ 2,032.22 Game materials $ 900.00 $ 1,353.15 Organization Revenue Share Contract Staff $ $ 11,000.00 1,850.00 $ 11,145.00 Security $ 450.00 $ 954.00 Armored Car Service $ 400.00 $ - Valley Crest Staff Car Show $ $ 1,000.00 1,475.00 Trophies $ 175.00 $ 176.04 Tee Shirts $ 1,000.00 $ 1,252.00 Bags $ - $ 450.00 Supplies $ 300.00 $ 528.25 Total game/ride revenue = $11,145 $11,145 divided by 34 vendors = $327.75 per vendor T,rogram Title: Easter Egg Hunt 2014 Vate: May 9, 2014 i -valuation Prepared by.: Andee Tarazon, Community Services Coordinator � The [�vofDiarnondBar and the 0annondBar Breakfast Uons(]ubhosted the 31~Annual Easter Egg Hunt onSaturday, April l9,20I4atPanteraPark. This FREE fun -filled event started at8:30amnwith pancake breakfast provided by Fire Explores Post 19. The group provided pancakes, eggs,hash browns, two sausages or bacon and a drink for $6. The egg hunting began promptly at 10am. The hunt was for children ages toddlers through 12years old. Hunting areas were separated based upon their age. Children had ablast hunting for eggs and enjoyed aspeoia|appearannebytheEester Bunny and his friends the "Peeps"! Pictures with the Easter Bunny were available inside the tiny tot room for a nominal fee. This event is offered free of charge to the residents of Diamond Bar and those from surrounding cities that choose toattend. Staff turns inaproposed budget for the event each spring aypart ofthe City's budget process. The approved budget reflects the Council's interest in continuing to offer this event for free. The following financial summary shows what the direct costs ofthe event were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, field maintenance, etc. Staff Recommenclatio'ns • Separate hunt areas onlarger children side. • Make the two small kids hunt areas larger, need torun diagonal • Continue topre mark where all the stakes get set • Paint beaks on"peep"costumes • Budget additional funds for new horizontal banners • Budget additional funds for new age signs CITY OF DIAMOND BAR Easter Egg Hunt Financial Summary FY 2014 Projected General Fund Expenditures $ 5,945.00 Actual General Fund Expenditures $ 5,807.45 PERSONNEL SERVICES $ 1,406.19 Projected Amount $1,304 Part- Time K0U1.S35Q/40O3Q\ Event (2)CSLeader U-8.25hours 8D$12,24 (3)CGleaders -8.25hours @ $1128 Office Assistance /1\CGLeader U-15hours @$12.24 (1)CSWorkers - 15hours @ $9.12 Full - Time (001.5350.40020) Event Personnel Services WK30UQ\ Worker's Compensation @1U% Medicare (40085) @ 1A5% Social Security (40085) @ 6.2% $ 969.90 $ 153,00 $ 211.50 $ 285OO $ 183.60 $ 136.80 $ 31882 $ 31882 $ 117.47 $ 38,66 $ 18.68 $ 60,13 SUPPLIES (001.5350.41200) $ 2,984.01 Projected Amount $3,000.00 Plastic Easter Eooa $ 1.21818 Baskets, chocolate, candies $ 1.17070 Decorations/ Supplies $ 415.13 Costume Suits Cleaned $ 180.00 PRINTING (001.5350.42110) $ 458.75 Projected Amount $500.00 Postcards $ 458.75 CONTARCT SERVICES (001.5350.45300) $ 958.50 Projected Amount $1,050.00 Restn»omn $ 57050 Special Event Insurance $ 378.00 RENTAL/LEASE OF REAL PROP (001.5350.42140) $ Projected Amount $100.00 PonharaParking Lot $ - 1111 Pililtill 211IM-11i;', 111� Z Til - fff "I1N IAMUZ112 TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: MAY PARKS REPORT DATE: 5/14/14 MEETING DATE: 5/22/14 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 ® Worked with volunteer church group in painting lodge pole fences, metal hand rails, and trail sign at trail head. ® Completed installation of exterior LED sconce lights. ® Installed new security camera at northeast side of parking lot. • Snaked restroom drains. ® Re -tamped twelve (12) interior and seventeen (17) exterior light fixtures. Replaced two (2) exterior ballasts. ® Replaced two (2) junction boxes for tree up -lights. ® Repaired vacuum breaker leak in upper men's room urinal. ® Fabricated and installed 10 exterior tree light lenses. ® Repaired rodent damage (wires) on scissor lift. ® Repainted fire hydrants. ® Performed water element (stream) maintenance. Cleaned pump and filter. Pumped out sludge from lower pond. Reset time clock and checked auto fill valve. • Repaired Vt base anchor block on field #1. • Cleared main sewer drain for park building. • Cleared urinal drain in men's room. Ronald Reagan Park • Cleared urinal drain in men's room. Silvertip Park Cut 6X8 treated landscape ties for trail steps. Cut rebar anchors. Steps will be installed by the CCC on their next scheduled work date in the City. Sycamore Canyon Park • Repaired bench on trail. • Removed large dead branch along trail. • Repaired and reinstalled park information sign. • Painted exposed/rusted metal on CS1, CS2, and E02 special event trailers. City Hall/Library • Repaired drywall in library women's restroom. • Re-lamped five (5) lights in library space. • Installed new LED lights in reading garden to replace metal halide lights. • Unclogged drinking fountain drain. Drain was clogged due to low volume of usage at the drinking fountain. • Installed new security camera at southwest building exterior and at server room hallway. • Performed monthly emergency generator test. • Performed quarterly carpet cleaning in City Hall (DFS Flooring). • Performed quarterly carpet cleaning in Library (DFS Flooring). ® Replaced fuse on Pine room package A/C unit and installed new filters on all eight (8) package units. ® Reset ice maker electronics. ® Repaired three (3) motor court bollards and installed two (2) bulbs. ® Performed monthly generator test. Heritage Par ® Repaired HVAC vent in main activity room. ® Hung pictures in Tiny Tot classroom. ® Installed new coat hangers in Tiny Tot classroom. ® Installed new cove base in the main activity room. • Resurfaced basketball courts (California Surfacing), Lorbeer Middle School ® Repaired rodent damage on the running track. Maple Hill Park ® Re-lamped men's restroom. Pantera Park ® Installed new stainless steel mirror in women's restroom. • Cleared urinal and floor drains in men's restroom. ® Assisted with setup and operation of City Birthday Party. ® Assisted with setup and operation of City Easter Egg Hunt, ® Repaired and re -installed bumper pads in batting cages. ® Pressure washed concrete around park building. ® Repaired toilet paper holder in men's restroom, ® Assisted Public Works with grinding concrete in front of Tiny tot classroom. Paul C. Grow Park ® Cleared drinking fountain drain adjacent to parking lot. ]ofvi -I imi 7 77 37 NOR 'I MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director Date: May 14, 2014 Meeting Date: May 22, 2014 CIP Projects Up -date: Grand View Trail & Grand View Trail Link — The start of construction on this project has been delayed until June 2. We are waiting for the results of the soils test from Leyton & Associates. The soils test will determine the exact design of the footing for the two bridges. The bridges cannot be ordered until the proper design is determined. Delivery of the bridges takes 45 to 60 days. The contractor is required to complete the project no later than 120 days after the start date. Therefore, the start date has been delayed so that the bridges will be delivered with plenty of time to install them. With a June 2 start date, the project should be completed by the beginning of October. Site D Public Park — The park concept plan and park name recommended by the Parks & Recreation Commission were presented to the City Council at their May 6, 2014 meeting. The City Council wants staff to hold another public meeting to get input for the portion of the park west of the flood control channel. The name for the park has also not been finalized. The meeting will be held on THURSDAY, MAY 29, 2014, at 7:00 P.M. at: Heritage Park Community Center 2900 S. Brea Canyon Road Diamond Bar Commission members are encouraged to attend, but this is a public meeting that will be conducted by City staff. Design of Heritage Park Improvements — The revised RFP is still being reviewed by the City Manager's office. After the review is complete, it will be released to local civil engineers, architects and landscape architects to solicit proposals. Projects included in the Proposed 2014/15 FY Budget: The budget is planned to go to the City Council for approval at their May 20th meeting. Staff will provide an oral report at the Commission meeting on the status of the following proposed projects: Design of Star Dust and Longview Park South Improvements — This design work will result in the design for ADA accessible play equipment and the removal of architectural barriers at both Star Dust Park and Longview Park South. Design and Construction of Steep Canyon Trail Connector to Canyon Loop Trail — This project will result in the design and construction of a developed trail from the top of the stairs at Steep Canyon to the Canyon Loop Trail. Installation of Swing Set at Longview Park North — This project will result in the expansion of the accessible play area and the installation of a two -bay swing set for 2 to 12 year-old children. Design of Trail Improvements at Pantera Park — This project will result in the design of a developed trail going up the steep slope above the dog park at Pantera Park. Design will include a set of concrete stairs leading down the slope from Pantera Drive. Dog Park Improvements — Addition of trees, irrigation, and solar irrigation controllers to the dog park. 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