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HomeMy WebLinkAbout5/27/2003 Minutes - Jt. Study Session Meeting with Parks & Rec Comm1 CITY OF DIAMOND BAR JOINT MEETING OF THE CITY COUNCIL AND PARKS & RECREATION COMMISSION STUDY SESSION MINUTES TUESDAY, MAY 27, 2003 Call to Order: Mayor Herrera called the City Council to order at Chair Hull called the Parks & Recreation Commission to order at P.m. p.m. Roll Call: Present: Council Members Chang, O'Connor, Zirbes, Mayor Pr Tem Huff, and Mayor Herrera; and Parks and Recreation Commissioners Lyons, T rres, Vice Chairman Grundy, Chairman Hull. Absent: Commissioner Lui was excused. Staff Present: Linda Lowry, City Manager; James DeStefano, Depu4, City M Bob Rose, Community Services Director; Kim Crews, Senior Management, Lynda Burgess, City Clerk; Nancy Whitehouse, Executive Assistant; and Somenzi, Administrative Assistant. Topics for Discussion: 1. Bud et Im acts for 2003/04 - Report by CM/Low M/Herrera explained that it is difficult to proceed with the budget without knc how much money the State of California is going to give to the cities. Councl staff have been considering different scenarios — a rollover budger, a $1, n reduced budget, and a $2 million reduced budget, in order to be pref iared for may befall the City. CM/Lowry presented the Council and Commission with an encaps lated breakdown reviewing the use of the City's General Fund and the nsd to deliberate use of the City's reserves. and In addition, the City Council is investigating the building of and ongoing operatioi is of a library. Despite potential funding mechanisms and resources, startup funding for the library could equal $3,000,000. CM/Lowry stated that as everyne is asA are, there are a series of expectations in the parks' projects. Council has already approved the creation of the Youth Master Plan, and the Trails Ma ter Plan and Parks Master Plan are on the horizon. In addition, the Council as rece ved numerous requests for soccer fields, an aquatic center, and a sports complex Further, the County has decided that responsibility for long-term mair ter reinvestment of sewers may now fall to cities. The same would be true for liabilities there are with regard to the continuance of Diamond Bar's stc permit through LA County. MAY 27, 2003 PAGE 2 JOINT CC/P&R COMM STUDY SESSION In accordance with Diamond Bar's goals and General Plan, the City is continuing to make investments in ways that traffic management responsibilities for its signal timing can be assumed, as well as improvements to neighborhoods and main arterials. The final consideration is whether, at the end of the 10 -year period, the City would want to repurchase the bonds, estimating the balance to be close to $8,500,000. 2. Facilities (Implementation of the Parks Master Plan a. Site D Status and Plans M/Herrera stated that she and MPT/Huff serve on the Walnut Valley School District's liaison committee. The school district is considering the sale of Site D in order to generate income to build their academy at the South Pointe Middle School 70 -acre site. The school district is seeking $20 to $30 million for Site D. School district officials have spoken with developers about development at the site. M/Herrera reiterated that an additional $1,000,000 is necessary to consider projects such as the Community/Senior Center; she cited that there are not many properties left within the City. M/Herrera responded to Chair/Hull that the San Gabriel Valley --- Rivers and Mountains Conservancy has first right of refusal on Site D. VChair/Grundy stated that if Site D becomes economically unfeasible for use, the Commission still feels there is a very strong desire from the community to have an athletic or multi -use youth facility somewhere. He wondered what alternatives might be available. M/Herrera said the Council was aware of the community's desire for such a facility, however, it may not be at Site D. It is important for the Commission to be apprised of the school district's plans and other possibilities the City could consider. VChair/Grundy said it was the Commission's preference to find a location that could be developed into an athletic facility. He said he was aware that there was a contingency pushing for soccer fields, but the Commission envisions a separate multi -use facility with soccer being a component. If it is economically unfeasible, a joint -use agreement should be pursued with the school district for their fields although that is not a solution the Commission favors. There was a brief exchange as to the City's current joint -use agreement with the school districts and user fees by the City, as well as other organizations. MPT/Huff said that the City has entitlements in accordance with its General Plan regarding development of property. M/Herrera explained that the school district could build a school on the site without asking anybody's permission. They only need permission from the State. If they want to do anything other than build a school, they must come to the City for approval. MAY 27, 2003 PAGE 3 JOINT CC/P&R COM STUDY SESSION C/O'Connor questioned the appraised value of Site D. DCM/DeSte ano resp nded that the City is appraising the property at this time. Two years ago, th 9 school district obtained an appraisal amount of $12,900,000. He has heard amounts varying from $7,000,000 to $17,000,000. He responded that it depends on the zoninCl The school district's appraisal anticipated residential use and the ity's appraisal anticipates residential and retail use. b. Joint Use A reements with School Districts CSD/Rose said that staff has been working with the Pomona Unified School C istrict on a joint -use agreement for Lorbeer Middle School. Staff just received a response from the district's attorney, which was forwarded to the City's Attorney, Mike Jenkins. When the original document was authored, the City had potential redevelopment funding sources. From staff's point of view, this is a i iew dOCL ment citing the differences between the City and School District being the functional use of the fields. Now, due to the poor condition of the fields, even AYSO did not use the facility during its recent tournament. At the request of M/Herrera, CSD/Rose explained that the City's conti act withCoca- Cola reaches renewal date the end of July. Coca-Cola asked to place a pow r -aid and water machine at Paul C. Grow Park. Staff met with the Duall Su mit Elementary School Principal and she has no problem with placement o the machine. However, the City's agreement with Walnut Valley Unified School District for the Paul C. Grow Park site calls out that any changes to the site riot spelled out in the joint -use agreement would require an amendment and would go to the school district and City Council for approval. Brief discussion ensued as to problems and difficulties experienceJ with shared facilities and each organization focusing on its own needs. b. Programming of Heritage Park Community Centei after the Communi /Senior Center 013ens — Multi -Use 1. Teens - Next P & R Agenda should include defining "at- isk- out ` for possible CDBG funding. CSD/Rose said that when the new Community/Senior Center opens, eritage ark will have somewhat of a void in programs as they move to the ne facility. Staff anticipates there will still be senior programs at Heritage. The City need to encourage a certain amount of programming in that area because Heri age was 3uilt using CDBG funds. Classes and meetings will likely be split between the two facilities. Fu 1her, thal the Commission has discussed teen programs for the Community/Senior Center. Discussion continued concerning the completion of the Youth Master P document and the direction to take with the location of the teen program, the con an enience and MAY 27, 2003 PAGE 4 JOINT CCIP&R COMM STUDY SESSION r--. location of using Heritage, and the likelihood of summer teen programs. CSD/Rose explained that the senior programs are mostly funded through CDBG and that process takes place in December and January. By the time the budget process begins, staff knows what CDBG funding is available for planning. There is no such process for teen summer programming because by the time budget planning begins it is too late for that summer program planning. M/Herrera said that at this point, the Youth Master Plan has not been completed so it is difficult to determine a budget for unknown programming. At this time particularly, it would be difficult to make a commitment to the Youth Master Plan as budget prospects are unknown and potentially damaging. Commissioner Torres said Diamond Bar has been very successful obtaining funding for senior programs and questioned similar funding sources for teens. CSD/Rose said that there are certain types of programs that qualify for funding. In fact, staff would be bringing a proposal for At -Risk Youth programs and there are specific funds available through the L. A. County State Parks Act — Prop A. Currently, there is.about $80,000 to $90,000 in that category. Explanation was provided about the use of Prop A funding, that City Council determines at -risk youth, and that the funding is available on an annual basis for 20 years. Chalr/Hull asked if this item could be placed on the Parks and Recreation Commission agenda for discussion, and M/Herrera agreed that there was a lot of potential available. 2. Tiny Tots CSD/Rose stated that the Tiny Tots program would continue to be held at Heritage Park. 3. Senior Groups It was determined that some senior programming must continue at Heritage because of use of CDBG funds to build the facility. Staff would look into whether there is an expiration date on CDBG funding restrictions. 4. Community Meetings d. Sycamore Canyon Park ADA Retrofit - Staff to look into re lacin the ortable building. Chair/Hull explained that the Commissioners realize they are advisors to Council and that they were presenting a "wish" list. When the Commissioners put this agenda list together, there was already an ad hoc committee in place considering the design. It was his understanding that some of the planning was put on hold at MAY 27, 2003 PAGE 5 _ JOINT CC/P&R COM s discussed, including the cost amount for the retrofit totaling $2,048,581. C/O'Co inor asked STUDY SESSION the existing permanent building would be retained. Commissioner Lyo s responded the last Council Study Session. affirmatively and added that there would not be a lot of changes to th t facility. CSD/Rase said that the amount available from proposition monies is $,.47,500. Commissioners Lyons and Grundy have spent a great deal of time op would appreciate the Council's consideration. CSD/Rose referenced containing a rendering of the proposed building and ancillary facilities. this issug the ha and idout VChair/Grundy explained the proposal and that the City should p better facility to the community than the portable building now standi The ad hoc committee wanted to look at the entire park and address uses. They looked at the use of the building and the current state of and considered what could be done to provide a better facility, play reality, this is an extension of what was planned for the ADA retrofit esent a g at the all pot the bui round, etc. uch park. ntial ding, In Commissioner Lyons took pictures of the facility so the Council could public saw when entering the building. It is literally falling apail unwelcoming site for any child attending day camp program. see what and a the very VChair/Grundy said that the Commission recognizes the City's cur position. Although this is a wish list, they are quite serious about the Commission would not recommend continued use of that facility. Commissioner Lyons cited the excellence of the day camp program and that it should available to the community. However, to continue to hold the event facility is shameful. ent economic vision. reinain in the curent The VChair/Grundy said that some things are beyond just an ADA retrofit. The Commission would propose a multi -use building that would be light, a ry, and open. In addition, attached to the other end is a patio area that extenc s out onto a platform that becomes a very easy platform for band shells and cther types of entertainment that projects out onto the ball field. For the playground, t le comm ttee started with a set of drawings that showed a utilitarian ADA grant strucl ure. Wha the committee attempted to do was to define more of a ramp and way of doing th tot lots that molded into the contour of the park. The City's parks are very i fice buts me are more developed. Sycamore remains one of the last parks that prof acts a na ural feel and the committee wanted to retain that feel. Discussion progre sed witt the varied features, contours and design of the park, as well as the p posed ADA walkway. The permanency of the building replacing the portable building w s discussed, including the cost amount for the retrofit totaling $2,048,581. C/O'Co inor asked if the existing permanent building would be retained. Commissioner Lyo s responded affirmatively and added that there would not be a lot of changes to th t facility. CSD/Rase said that the amount available from proposition monies is $,.47,500. F Plan B is to split the project into a Phase III and Phase IV. With Phase 111 projected to complete the ADA retrofit work, that takes care of the park needs, ncluding the building in a Phase IV. In that scenario, Phase I II would be about a $77 ,000 project MAY 27, 2003 PAGE 6 JOINT CC/P&R COMM STUDY SESSION with some of the Prop A and LA County Safe Parks Money to make up the difference. If the new building was excluded, the current portable building would have to be moved to the future building location. Another option is to put in a different portable building. M/Herrera said that the school district just completed installation of a two-story portable and stucco'd the outside because it was a lot less expensive. CSD/Rose said that. staff is investigating that option. A lot of the cost is for deliver and setup, as well as removal of the old facility and size of the new portable. CSD/Rose responded to C/Zirbes that the quote to move the portable building is $3,500. ClZirbes asked if there was a provision in the lease contract for trade-in and CSD/Rose responded that the City could purchase the building. He stated that staff would pursue several options. At one time, there was even consideration given to getting a triple -wide and ADA retrofit the existing building. When evaluated by the architect, it was not probable that the building could be retrofitted to conform to the proper size of stalls, etc. Brief conversation continued regarding maintenance costs, possibilities with retrofitting, and CDBG funding within Phase 11 of the project. M/Herrera questioned if the $1.6 million in the park fund was part of the $8,500,000. CM/Lowry responded "no." C/Chang agreed that the Sycamore Canyon Park facility was rundown and deteriorated but he did not feel that a new building was high on the City's priority list at this time. The City has a responsibility to maintaining its, suggesting a checklist for repairs. In the meantime, special funds should be utilized to fix the bull ding. ClZirbes liked the conceptual plan presented by the ad hoc committee. CSD/Rose continued that if the City renovated the existing bathrooms to meet ADA standards, the restrooms would be lost. ADA retrofit monies could not be used for that renovating existing restrooms. C/O'Connor would like for the City to use park development funds as they were intended and improve the park to the greatest extent possible. ClZirbes would like to improve the park but the point was made during the last study session that the City is coming on-line with a lot of floor space at Summitridge. It would be premature to begin planning additional space. Dialogue continued for the best possibilities in usage, portable versus permanent, location, repair, and programming. M/Herrera indicated more information is needed to fully consider this matter. C/Zirbes favored moving forward with a new portable for the location no matter what but definitely moving it to the back area as planned. If the City does not need to ADA the restrooms, then maybe some of the 1.6 could be used to bring the current restrooms up to a higher standard. Chair/Hull said that from the Commissioner's standpoint, they would like the Council MAY 27, 2003 PAGE 7 JOINT CC/P&R C, STUDY SESSION to keep an open mind about the possibilities, study the matter further, and seE what can be done in the current economic climate. He thanked Commissioner Lyons and VC/Grundy for their excellent presentation. e. Starshine Park ADA Retrofit CSD/Rose stated that design funding is included in this year's fiscal year bL dget. During a recent neighborhood meeting, residents suggested enlar ing the Wt lot, adding elementary -age play equipment, tot bucket swings, and no picnic st elter. The residents also requested to have a perimeter -walk on the northe rn bound ary of the lot, adjacent to the houses and security lights. Following di cussion bout whether a drinking fountain would change the character of the par, the resi ents agreed it would be okay. CSD/Rose responded to M/Herrera that Starshine is a two -acre park - greenbelt. C/O'Connor questioned why picnic shelters were not wanted. CSDi Rose reported that residents imagined people would come from outside the neighborhood with their families to picnic. They don't mind picnic tables but do not want barbecues. in response to MPT/Huff, CSD/Rose said that about 15 residents attended the meeting. f. Tennis Courts — Uodate on New Rules CSD/Rose reported that no one has contacted the City about terms court i sues since December 2001. There are six permitted instructors working nder theity's rules and he personally observed people self -policing the courts. I f 3. Strategic and Master Planning a. Youth Master Plan MSA/Crews stated that she and CSD/Rose met with the consultants last weE4 for a kick-off meeting. The first order of business was to develop a ti meline fc r the activities in order to achieve the goals of the plan. Bottom line is the t staff pie ns to bring a draft copy of the final document to the City Council next spr'ng. One of the first tasks is to identify a stakeholder group and a steerinC 1 committ a by the middle of June. Included in the packet is a definition of Each gro p. A stakeholder group is a group of individuals interested in working with youth and programming for youth and families. There is no limit to the merr bership il, i the stakeholder group. These people will provide input on the process Staff anthe consultant intend to meet with the stakeholder group three times dud g the pro ess. MAY 27, 2003 PAGE 8 JOINT CC/P&R COMM STUDY SESSION The steering committee is much more restricted in numbers — no less than 12 and no more than 20. They would be charged with a lot of responsibility as outlined. The steering committee would meet six times and take a leadership role in helping develop the document and building the telephone survey. Staff would like to meet with the Mayor to discuss Council's role in developing a steering committee. b. Teen Programming VChair/Grundy said he would encourage Commissioner Torres and Chair/Hull to become involved. The teen program has a way to go, that there are under developed programs for teens, and wanted the Council to understand the Commission's concerns in this area. Commissioner Torres said he does not have a good sense about how robust the community is with respect to teen programs. He expressed his willingness to do whatever is necessary to assist the City in its pursuit of funding. M/Herrera commented that CSD/Rose was very aggressive about applying for funding from many different sources, and for the most part, he is very successful. Sports Complex M/Herrera asked if the group would like to discuss the possibility of a sports complex and a likely location. MPT/Huff talked about the possibility of using Lanterman land. In addition, the City of Industry has a lot of property. Just as we hold development rights for Site D, we hold some discretionary ability on some of the land that Industry owns. In that we're trying to be good neighbors and that we have different interests, it is on the radar screen. They know we want sports facilities and it is not unlike them to trade, that option is being explored. Chair/Hull asked if D.B. had anything in its inventory that might interest the City of Industry. MPT/Huff said there is no trade at this point but they have 700 acres in our City limits. Brief discussion continued relating to possible exchanges and ownership of properties and their locations. MPT/Huff said the Tres Hermanos portion is in Chino Hills, but there is 700 acres of it in Diamond Bar, Diamond Ranch High School is sitting on property that was formerly owned by the City of Industry and they worked a legislative trade. MPT/Huff continued that Industry owns the land behind Honda. Also, they own 5,000 acres between the Tres Hermanos and Boy Scout property, with another 600 acres in the hills. VChair/Grundy questioned developers' reasoning to develop a new shopping center when the Country Hills Towne Center had so much unused space. MPT/Huff said that the flip side is if that is not a good retail location, why would you want to have stores locate there. M/Herrera said that businesses the Council Members visit want to know the income MAY 27, 2003 PAGE 9 JOINT CC/P&R COMM STUDY SESSION of the residents, what are the traffic counts, who are the shopping c nter and what is the distance and visibility from the freeway. Various development concepts, motivations, identifying prime real a tate, ownership, and public use for the Country Hills Towne Center and Site D Nere shared. The Calvary Chapel property was then added to the discussion, citin g the impact of the displacement of the Farmer's Market and sales tax revenues. C/Chang suggested a sports complex should be a joint -venture between the cit es of Diamond Bar and Walnut. Chair/Hull said he would agree except for the inherent disputes over use of the facilities. M/Herrera said that is one of the complications with the Lanterman property, it is in Pomona and is State owned. Chair/Hull said a sports complex seems to be a priority in this City. M/Herrerc, said that when the Walnut Valley Unified School District builds its acaderr y, they pl n to include a swimming pool. There was some discussion about doing a joint-ve iture with them on the South Point 70 acres. C/O'Connor added that the YMCA % /ould also like to have a pool. Chair/Hull commented that having a one- or two -field complex would of acco plish much. Walnut has a four -field complex that is tucked into the hillside. Four fields would encompass about 8 or 9 acres. He was very pleased to see the subject of soccer fields and sports complex added to the discussion. The Commission has not seen much enthusiasm from the City about a sports complex. M/Herrera said that the Parks and Recreation Commission pro rams ar the programs that most closely touch the residents. CM/Lowry said that staff was excited about the idea of looking outside of our vacant properties. Them. are opportunities that have development potential. It may be possible to reach both goals of economic development and parks and recreation; our thoug it prosesjust has to broaden. She stated that when plans are made and there are no resources available, here are still opportunities for letting the community know what could be dc ne given hose resources. It may be enlisting support from the community to unders and wha their real options are to have the programs and facilities desired. Sha empha ized Council's impact to create the vision, the Commissioners responsibil ty to "palt the picture", and staff's responsibility to implement. Chair/Hull commented that once M/Herrera and MPT/Huff explaii investing and developing Site D at a cost of $20-$30 million, understanding. In his mind, Site D no longer represents an opport commented that Council Members explore all possibilities with n and joint -ventures on a continuing basis. the rea ity of hada etter Iy. M/H rrera hboring cities C/Zirbes noted that each member, Council and Commissioners, share witf their MAY 27, 2003 PAGE 10 JOINT CC/P&R COMM STUDY SESSION constituents and neighbors. The expectations are understood and work is progressing, individually as well as a group, to reach the goals. The two bodies may be charged with different levels of authority, however, everyone is working to that larger vision. In response to VChair/Grundy, C/Zirbes said that in his opinion, any "plan Bn should be considered at the Commission level and brought to the Council for consideration. it may be a viable option, some very exciting possibilities were shared this evening. M/Herrera suggested that perhaps another joint meeting should be scheduled for six or eight months. The Commissioners concurred that they would like to meet more frequently, especially during the months ahead when so many items were pending. M/Herrera asked staff to schedule a follow up joint meeting. 4. Trails (Implementation of the Trails Master Plan) a. Trail and Trail Head at Sycamore Canyon Park CSD/Rose reported that as everyone is aware, the City received a Land and Water Conservation Grant of $118,903. Late last week the City was notified that it was still in the running for the Rivers and Mountains Conservancy (RMC) Grant for a. requested amount of $124,081. Staff has an onsite meeting with the RMC board members on Thursday, June 5, at 9:15, at Sycamore Canyon Park. Staff will give a five minute presentation and then conduct a tour of the site and what is proposed for the Trail and Trail Head. If the City is successful with the grant request and an in- kind donation from the Diamond Bar Community Foundation, the funding would be completed for the project. Additional questions/comments: Commissioner Lyons thanked Mayor Herrera and the Council for inviting them to participate in the joint meeting. It assisted in their understanding economic considerations to the benefit of Diamond Bar. Commissioner Torres also expressed appreciation for the Council's time this evening. He learned a lot and appreciated the Council's work on the City's behalf. Public Comments: Clyde Hennessee wanted a solid answer as to why the City needed a sports complex. Adjournment: There being no further business to come before the City Council Mayor Herrera adjourned the joint study session at 8:22 p.m. Respectfully submitted, Nancy B. itehouse, Acting 'ity Clerk MAY 27, 2003 PAGE 11 JOINT CC/P&R CON STUDY SESSION The foregoing minutes are hereby approved this 15th day of Ju 2003. Carol Herrera, Mayor There being no further business to come before the Parks Commission, Chairman Hull adjourned the study sesjsion at 8:22 p Respectfully submi Bob Rose, The foregoing minutes are hereby approved this day of 2003. Jeff Hull, Chair r�