HomeMy WebLinkAbout08/27/2015 PRC Agenda - Regular MeetingParks & Recreation Commission AGENDA Thursday, August 27, 2015 7:00 p.m. THE WINDMILL ROOM at DIAMOND BAR CITY HALL - 1St FLOOR 21810 Copley Drive Diamond Bar, California Chairperson Kim Hsieh Vice -Chair Lew Herndon Commissioner Dave Grundy Commissioner Benny Liang Commissioner Ted Owens Written materials distributed to the Parks and Recreation Commission within 72 hours of the Parks and Recreation Commission meeting are available forpublic 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 11 of the Americans with Disabilities Act of 1990, the City of Diamond Barrequires 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 MEETING RULES PUBLIC INPUT The meetings of the Diamond Bar Parks and Recreation Commission are open to the public. A member of the public may address the Commission on the subject of one or more agenda items and/or other items of which are within the subject matter jurisdiction of the Diamond Bar Parks and Recreation Commission. A request to address the Commission should be submitted in writing to the Secretary of the Commission. As a general rule the opportunity for public comments will take place at the discretion of the Chair. However, in order to facilitate the meeting, persons who are interested parties for an item may be requested to give their presentation at the time the item is called on the calendar. The Chair may limit the public input on any item or the total amount of time allocated for public testimony based on the number of people requesting to speak and the business of the Commission. Individuals are requested to conduct themselves in a professional and businesslike manner. Comments and questions are welcome so that all points of view are considered prior to the Commission making recommendations to the staff and City Council. In accordance with Government Code Section 54954.3(a) the Chair may from time to time dispense with public comment on items previously considered by the Commission. (Does not apply to Committee meetings.) In accordance with State Law (Brown Act), all matters to be acted on by the Commission must be posted at least 72 hours prior to the Commission meeting. In case of emergency or when a subject matter arises subsequent to the posting of the agenda, upon making certain findings, the Commission may act on an item that is not on the posted agenda. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COMMISSION Agendas for Diamond Bar Parks and Recreation Commission meetings are prepared by the Community Services Department and are available 72 hours prior to the meeting. Agendas are available electronically and may be accessed by a personal computer through a phone modem. Every meeting of the Parks and Recreation Commission is recorded on cassette tapes and duplicate tapes are available for a nominal charge. ADA REQUIREMENTS A cordless microphone is available for those persons with mobility impairments who cannot access the public speaking area. The service of the cordless microphone and sign language interpreter services are available by giving notice at least three business days in advance of the meeting. Please telephone (909) 839-7060 between 7:30 a.m. to 5:30 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Friday. HELPFUL PHONE NUMBERS Copies of Agenda, Rules of the Commission, Recordings of Meetings (909) 839-7060 General Information (909) 839-7060 CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA THURSDAY, AUGUST 27, 2015 - 7:00 PM 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: ❑ Provide — ❑ Advice to the City Council. ❑ A quality parks system that is safe, properly maintained and equally accessible to all residents of the City of Diamond Bar. ❑ Quality recreational programs for all ages. ❑ Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. ❑ Be open and actively responsive to input from individuals and community organizations. ❑ Develop facilities that will accommodate the needs of our active and growing community. City of Diamond Bar Parks and Recreation Commission Approved May 27, 1999 CALL TO ORDER: 7:00 PM PLEDGE OF ALLEGIANCE: ROLL CALL: PARKS & RECREATION COMMISSIONERS GRUNDY, LIANG, OWENS, VICE-CHAIRMAN HERNDON, AND CHAIRPERSON HSIEH PRESENTATION to Summer Volunteens of 2015 — Alison Meyers 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. August 27, 2015 PAGE 2 PARKS & RECREATION COMMISSION CALENDAR OF EVENTS Tuesday, September 1 — City Council Meeting - CANCELLED Monday — September 7 — CITY OFFICES CLOSED — In observance of Labor Day Thursday, September 10 — Senior Excursion — Harrah's Rincon Casino — Level 1 9:OOam — 5:30pm — Departs DBC @ 9:OOam Tuesday, September 15 — City Council Meeting - 6:30pm -AQMD Main Auditorium 21865 Copley Drive, Diamond Bar Thursday, September 17 — Senior Italiano Dance — 6:OOpm — 9:OOpm — Diamond Bar Center — 1600 Grand Avenue — Diamond Bar Thursday, September 24 — Senior Excursion — Diamond Bar Day at the Fair — Level 2-3 — 11:45am — 5:45pm — Departs DBC @ 11:45am — Fairplex, Pomona Thursday, September 24 — Diamond Bar Day at the LA County Fair — Fairplex, Pomona Thursday, September 24 — Parks and Recreation Commission Meeting — 7:OOpm - The Windmill Room, 1St Floor, 21810 Copley Drive, Diamond Bar Tuesday, September 29 — DB 4Youth and DB 4Youth "In Action" Meeting—6:OOpm The Diamond Bar Center — 1600 Grand Avenue — Diamond Bar CONSENT CALENDAR 1.1 Approval of Minutes for July 23, 2015 1.2 Transmittal of Letters of Commendation to LACF Captain Richard Ruelas and DBHS staff Doug Medford 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation — 2.2 Parks Report — Anthony Jordan, Parks & Maintenance Superintendent 1. Power Point Presentation — August 27, 2015 PAGE 3 PARKS & RECREATION COMMISSION 2.3 CIP Projects — Bob Rose, Community Services Director 1. Diamond Canyon Park Design 2. Design of Heritage Park and Community Center Improvements 3. Pantera Park Trail & Steep Canyon Trail 4. Design of Longview Park South & Star Dust Park 5. Longview Park North — New swings & rubber surfacing 6. Larkstone Park Design 2.4 List of pending Commission requests — Bob Rose 3. OLD BUSINESS — None 4. NEW BUSINESS — 4.1 Commission Meeting Schedule for September 2015 — The Commission meeting is scheduled for Thursday, September 24, 2015. Diamond Bar Day at the Fair is also scheduled for Thursday, September 24, 2015. Historically, staff and the Commission attend this annual event. Recommended Action — Adjourn the August 27, 2015 Parks and Recreation Commission meeting to October 22, 2015 due to anticipated lack of quorum on September 24, 2015. 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. 6. ADJOURNMENT CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 JULY 23, 2015 CALL TO ORDER: Chair/Hsieh called the Parks and Recreation Commission meeting to order at 7:05 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Vice Chairman Herndon led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Benny Liang, Ted Owens, and Vice Chairman Lew Herndon and Chairwoman Kim Hsieh Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Andee Tarazon, Community Services Coordinator, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by CSD/Rose 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the June 25, 2015 regular meeting - as presented. C/Grundy moved, C/Liang seconded, to approve the meeting minutes of June 25, 2015 as presented. Motion carried by the following Roll Call vote: AYES: COMMISSIONERS: Grundy, Liang, Owens, VC/Herndon, Chair/Hsieh NOES: COMMISSIONERS: None ABSENT: COMMISSIONERS: None 1.2 Transmittal of "Letter of Commendation" to the Diamond Bar Soccer League. VC/Herndon moved, C/Liang seconded, to approve and transmit the Letter of Commendation to the Diamond Bar Soccer League. Without objection, the motion was so ordered. July 23, 2015 2. INFORMATIONAL ITEMS: PAGE 2 P&R COMMISSION 2.1 Recreation Program Update — RS/Murphey VC/Herndon spoke off -mike. 2.1.1 Power Point Presentation on 4th of July Blast — CSC/Tarazon C/Grundy asked if the City sends thank you letters to some of the more notable contributors/collaborators. CSC/Tarazon said it is typically not done but if the Commission would like to send letters staff can make that happen. C/Grundy said he would go with CSC/Tarazon's judgement for anyone she feels goes the extra mile to help make the event a success and he thinks it would be great to let them know how much their participation is appreciated. C/Owens asked if the school district charged the City for using their facility and if so, what was the charge, and CSC/Tarazon said the school district does charge the City for the facility, personnel, etc. and this item is included in the City's annual budget. Chair/Hsieh asked what the school district charged in the past and CSC/Tarazon said that depending on the amount of preparation the school district has to do prior to the event the charge has been in the $3,000 to $3,500 range. In this case ValleyCrest Landscaping took care of the preparation and the cost will likely be in the $2,000 range for this year's event. CSC/Tarazon responded to VC/Herndon that typically, the school district will send an itemized invoice which includes the flat fee for the school and any additional prep work. Chair/Hsieh asked how this year compared to last year. CSC/Tarazon said she believed attendance was definitely up compared to attendance at Lorbeer. Diamond Bar High School is a premier location with onsite parking whereas, the City has to shuttle people from parking lots to Lorbeer Middle School because there is virtually no onsite parking. In addition, larger shuttles can be used at Diamond Bar High School. During the wrap up meeting some tweaks were discussed, the most notable being that the audience will be moved back 50 feet to account for prevailing winds. She said her preference would be to hold the event at Diamond Bar High School. CSD/Rose said that he and PMS/Jordan fully support using Diamond Bar High School because one of the big benefits of that location is that it allows for the football field at Lorbeer to be closed immediately after school is out to begin growing grass and installing turf for the next season. July 23, 2015 PAGE 3 P&R COMMISSION 2.2 Parks Report — PMS/Jordan 2.2.1 Power Point Presentation on Ronald Reagan and Star Shine Parks — PMS/Jordan C/Grundy asked if there were any plans to replace the grass on the hill at Ronald Reagan and PMS/Jordan said the area is considered to have "gratuitous" grass. Staff is looking at replacing the grass in the future with drought tolerant plants/trees. Chair/Hsieh asked if the median along Diamond Bar Boulevard belonged to the City and PMS/Jordan said they are City owned. Chair/Hsieh said everything is turning brown and wondered if the City could use recycled water. PMS/Jordan said the City has recycled water in town. Unfortunately, there is no recycled water available at that elevation. Diamond Bar Boulevard is irrigated with potable water and the City has a mandate from the State Water Board effective June 1 that any medians that were irrigated with potable water had to be turned off which is why the medians are getting crunchy and turning brown. The City has a large investment in the trees along Diamond Bar Boulevard and is paying West Coast Arborists to hand water the trees to sustain them until the City gets the grant funding from MWD to complete a turf replacement which is coming in the next few months. 2.3 CIP Projects — CSD/Rose A. Diamond Canyon Park— in plan check. The permitting process is expected to be on the LA County Board of Supervisors August 4 agenda with construction to begin shortly thereafter. B. Design of Heritage Park and Community Center Improvements — Staff met with the consultant to review items being considered for improvement. At this point staff is waiting for basic drawings for configuring improvements in the park. C. Pantera Park Trail & Steep Canyon Trail — plans are about 70 percent complete. Staff expects an update next week and hopes to get the project out to bid soon. D. Design of Longview Park South and Stardust — The City's consultant reviewed the play equipment at both parks to make sure that the City has the most current information on play equipment for the two play areas before moving forward. E. Longview Park North — New swings & rubber surface — The City's consultant is working on plans and once he has the approved plans the project will go out to bid. July 23, 2015 PAGE 4 P&R COMMISSION F. Dog Park Improvements — Pantera Park — trees have been planted and the solar irrigation controller system is operational. The park looks quite different since 50 trees have been planted. G. Larkstone Park Update — Staff met today with Lewis Operating Corp, the owner of the property adjacent to the park for development of a housing tract. Lewis is in the process of selling its project and their goal is to continue putting everything together, respond to all of the corrections required by the City and move the project into a Final Map at which time they will sell the property. Lewis said they have 12-20 different developers that are interested in looking at the project and the hope is that the property will be sold to a very anxious -to -build developer because the park will be built with the housing development. CSD/Rose updated the Commission on items discussed during the previous Commission meeting. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: Chair/Hsieh announced that following last Tuesday's Council Meeting she spoke with Joe Ruzicka about the water tour and he asked if the Commissioners would be interested in participating in a tour and if so, he would make the arrangements. It is an educational forum for explaining the area water source. C/Grundy and VC/Herndon said they would be interested in participating in the forum. C/Grundy said that seeing the Power Point presentation on the 4th of July Blast and all of the preparation that goes into the event opened his eyes to how much effort is put into the event. He said great job and thank you to staff and all of the other participating partners. C/Liang echoed C/Grundy's statement and also said it was a great job. There is a lot of work involved which requires a lot of interpersonal skills for which he commends the entire Community Service Department. VC/Herndon said the 4th of July Blast was very nice and the vendor portion went well too. He was not happy with his booth's location but the event came off well. Several of the food vendors were out among the crowd trying to sell their wares which his booth did not do because he wanted to follow the rules. Next year staff might want to reinforce those rules. C/Grundy asked which groups were moving through the crowd and VC/Herndon said he believed it was primarily the Scouts and Fire Explorers. They had a lot of people in their booths and they were kept busy. July 23, 2015 PAGE 5 P&R COMMISSION VC/Herndon said that following the field, allocation meeting and controversy about Pop Warner not being able to practice the City came through. Part of the problem is that the City is trying to maintain Lorbeer but the drought has compounded the issue of lack of field availability. Saturday he attended the Pop Warner dinner following their golf tournament and there were a lot of wet golfers which to him was a little ironic. C/Owens said he attended the 4th of July Blast and congratulated CSC/Tarazon and her staff. It was the first time he had been to Diamond Bar High School since all of the improvements had been made and wondered how it would work. It seemed there were significantly more attendees and no problems. The Concerts are nice too. Chair/Hsieh thanked staff for their great work and concurred with other Commissioner's comments. She asked for a copy of tonight's PowerPoint. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Chair/Hsieh adjourned the meeting at 8:12 p.m. The foregoing minutes are hereby approved this day of 2015. Respectfully Submitted, BOB ROSE, SECRETARY Attest: KIM HSIEH, CHAIRWOMAN Steve Tye Mayor Nancy A. Lyons Mayor Pro Tem Carol Herrera Council Member Jimmy Lin Council Member Jack Tanaka Council Member August 23, 2015 City of Diamond Bar 21810 Copley Drive • Diamond Bar, CA 91765-4178 Mr. Doug Medford Diamond Bar High School 21400 Pathfinder Road Diamond Bar, CA 91765 Dear Mr. Medford, (909) 839-7000 . Fax (909) 861-3117 www.DiamondBarCA.gov The City of Diamond Bar Parks and Recreation Commission would like to commend you for your participation with the planning of the City's Annual 4th of July Fireworks Show held at Diamond Bar High School. Your part in the logistics of this very popular event and your willingness to work with City staff helped make it a success. Sincerely, Parks and Recreation Commission Lew Herndon Vice Chairman Benny Li Commissiaer— Kim Hsieh, Chairman Dave rund Commissioner Ted Owens Commissioner Steve Tye Mayor Nancy A. Lyons Mayor Pro Tem Carol Herrera Council Member Jimmy Lin Council Member Jack Tanaka Council Member August 23, 2015 City of Diamond Bar 21810 Copley Drive . Diamond Bar, CA 91765-4178 (909) 839-7000. Fax (909) 861-3117 www.DiamondRarCA.gov Mr. Richard Ruelas Los Angeles County Fire Department Schools/Institutions 7733 Greenleaf Ave. Whittier, CA 90602 Dear Captain Ruelas, The City of Diamond Bar Parks and Recreation Commission would like to commend you for your participation with the planning of the City's Annual 4th of July Fireworks Show held at Diamond Bar High School. Your part in the logistics of this very popular event and your willingness to work with City staff helped make it a success. Sincerely, Parks and Recreation Commission Lew Herndon Vice Chairman _ V Benny Li CommissZs er - r` Kim Hsieh, Chairman Dave rund Commissioner Ted Owens Commissioner AUGUST PARKS REPORT TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS AND MAINTENANCE SUPERINTENDENT SUBJECT: AUGUST PARKS REPORT DATE: 8/20/15 MEETING DATE: 8/27/15 During the previous month, the Community Services Maintenance Staff has been working on various tasks throughout the City. The following is a brief recap of routine maintenance items completed. Diamond Bar Center • Re-lamped six (6) parking lot pole lights. • Removed, repaired and replaced locks on five (5) doors. • Adjusted door closer on office door. • Repaired leaking kitchen sink (2x). • Re-lamped fifteen (15) interior light fixtures and six (6) exterior light fixtures. • Replaced four (4) interior ballasts and three (3) exterior ballasts. • Retrofitted four (4) landscape tree lights with LED fixtures. • Replaced three (3) carpet tiles. • Repaired two (2) light bollards in the motor court. • Cleared suction line screen in water feature to restore water flow. • Cleaned and reset video projector filter in GVBR. • Reset HVAC package unit #10. • Installed new NFS-320 fire alarm control panel (Pyro). Diamond Bar High School Assisted with the set up and operation of the City's "4th of July Blast". Heritage Park • Re-lamped two (2) building lights. • Re-lamped four (4) parking lot lights. • Installed new 50 amp circuit with a twist lock receptacle. • Removed microwave oven and replaced with new unit. • Assisted with the setup and operation of Summer Day Camp's "Community Heroes Day'. Longview North Mini -Park • Replaced one (1) metal trashcan. Lorbeer Middle School • Re-lamped two (2) security lights on field poles. Maple Hill Park • Re-lamped three (3) parking lot lights. • Repaired chain link fence on 4' fence near trash enclosure. Pantera Park • Re-lamped two (2) parking lot lights. • Removed Tiny Tot signs from building. • Replaced seven (7) vinyl fence caps. • Installed 100' of �/4" x 24" hardware cloth to contain wood chips at the large dog park. • Repaired temporary fence panel for field renovation. Paul C. Grow Park • Replaced home plate on the softball field. • Repaired pitching rubber. 0 Repaired bleachers on 3rd base side of the field. Peterson Park • Cleared two (2) drinking fountain drains. • Treated various areas for fire ants. • Removed graffiti from skate park signs and decks. • Performed various plumbing repairs in the men's room. • Replaced three (3) metal trash cans. • Installed new barbeque. Ronald Reagan Park • Replaced two (2) metal trash cans. Starshine Park • Removed rust stains from concrete beneath picnic tables and benches. Steep Canyon Trailhead • Repaired wooden stair treads at two (2) locations. Sycamore Canyon Park • Assisted with setup and operation of Concerts and a Movie in the park events. • Assisted with setup and operation of "Teen Night Out" event. • Replaced toilet paper holder in men's restroom. • Repaired damaged urinal divider. • Treated upper walkway ramp for rust stains. • Performed various plumbing repairs in the men's and women's restrooms. • Repaired drinking fountain at the trail head. • Painted 4" irrigation backflow device. • Pressure washed decks adjacent to park office and upper tot lot (H2o). Washington Park • Staff responded to a report of no water at the drinking fountain. Upon inspection it was found that the meter was turned off due to a malfunctioning backflow device. The backflow seals and diaphragms were apparently damaged due to excessive pressure in the domestic main line. Backflow was rebuilt and a pressure regulator was installed to prevent future high pressure damage. Drinking fountain cartridge was repaired as well as it exhibited symptoms of pressure damage. • Cleaned and polished stainless steel power pedestal. City Hall/Library • Re-lamped two (2) parking lot pole lights. • Re-lamped nine (9) light fixtures in library space and five (5) fixtures in City Hall space. • Retrofitted/Installed three (3) new LED can lights in City Hall spaces. • Retrofitted/Installed two (2) T8 LED lights in Library spaces and one (1) in City Hall. • Repaired and adjusted automatic gate at City vehicle parking area. • Painted fire, irrigation and domestic backflow devices. • Painted post indicator valve (PIV). • Performed monthly generator test. • Repaired ceiling tiles by Public Works offices. • Repaired wooden sliding door to the Friends of the Library book store. • Performed quarterly carpet cleaning in the Library and City Hall spaces (DFS). • Pressure washed exterior decks (H2o). • Assembled wire shelf at PI storage. Citywide • Storm Inspection. • Removed U.S. flags posted for 4th of July. Removed event banners. • Assist with the setup and operation of the Senior Food Drive. • Inspected and filled doggy bag dispensers at all parks and trial heads. • Washed, fueled and serviced as needed all City pool vehicles. Inspected fire extinguishers and first aid kits at all City Facilities. Park Walkthrough Schedule The Parks and Maintenance Superintendent will be performing park walkthroughs monthly commencing on the Monday two weeks prior to the Parks and Recreation Commission meeting. Walkthroughs will have mid-morning start times. Start times and dates will be flexible to accommodate any Commissioners who would like to attend. Inspection locations may change as issues or new projects arise that may be of interest to the Commission. Please review the schedule below and feel free to contact me with any questions or concerns. The schedule will be as follows: January (Com. Lew Herndon) Paul C. 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A PDF of the Fall 2015 guide is also available online at www. DiamondBarCA.gov. Contract Classes Summer Contract Classes -- The Summer semester began on May 30 and will run thru August 21. As of August 17 there are 922 students enrolled in 208 available classes. Popular classes this season were; Tennis for all ages, Kundalini Yoga, Pilates, Jazzercise, Zumba for the Mature Adult, Beginning Gymnastics, Baby Ballet, Lego Camps, Fun Acrylic Painting and Pencils & Pastels. Fall Contract Classes -- Registration began on August 1. The Fall semester will begin on August 29 and will run thru December 4. As of August 17 there are 151 students enrolled with 241 available classes. New classes this season include; Hip Hop Funk, Chess, Ballet Intensive, and Yang Style Tai Chi, Youth Programs Tiny Tots -- The Tiny Tot Summer Session ended on Friday, August 14. Pantera Park will remained closed most likely until the Heritage Park renovation in 2016 is complete. Enrollment for the fall session at Heritage Park started on Monday, July 27. Classes start on Monday, August 24. Currently enrolled are nineteen participants in the 3 year old class and 14 in the 4-5 year old class. Some of the children who were enrolled at Pantera Park Tiny Tots are now enrolled at Heritage Park_ DB 4Youth "In Action" -- On August, 12, eight youth sold glow necklaces and the ever popular bubble guns at the last Concert in the Park. They will meet on Tuesday, August 18 for their regular monthly meeting. This meeting will include information on the Food Drive at Walmart to take place on September 19, signing up for Diamond Bar Day at the LA County Fair, choosing a theme for the November 6th, 7th and eighth grade dance, discussion about the snack bar for the fall fun festival in October and upcoming dates for the holiday food drive in Diamond Bar Volunteens --The Volunteen Program had 93 participants. Staff did two team trainings with the Volunteens. At the training staff introduced an activity where the Volunteens took a quiz. Based on the results they were broken up into different personality groups. From there they did group discussions and got to know each other better. They learned how and why people respond to situations differently. It encouraged the Volunteens learn to accept the personalities of their peers. Another activity was to create their own skits based on scenarios of different situations that could occur while they were volunteering. They all did a great job. The Volunteens responded very well to team trainings. Melanie Rodriguez, Community Services Leader II and Kayla Norys, Community Services Leader I worked all summer making sure the Volunteens had their schedules and trainings. They will be recognized at the August Park and Recreation Commission Meeting. They worked in Concerts in the Park, Summer Day Camp, Tiny Tots, Youth Sports, and Senior Programming. Summer Day Camp -- The 2015 Summer Day Camp ended on Friday, August 14. It is always so hard to believe how fast the summer goes. The last week of camp took the campers to Disneyland on Tuesday and Corona Del Mar on Wednesday. The weather held up for camp to finish the excursions comfortably. Friday was the beginning of the heat wave so they just made it through. Friday afternoon they had the low key activity of watching a movie and eating popcorn to stay out of the heat. Madison Chavarria, Community Services Specialist and Lauren Reynosa, Community Services Leader II worked together to lead this summer to be the most successful summer ever. There were 1,111 campers enrolled throughout the summer. Youth and Adult Sports Adult Basketball -- We are currently taking registration for the fall season. We will begin with practice games on Sunday, August 30, and start with the regular season on Sunday, September 13. The $360 registration fee covers 10 league games plus a qualification game, scorekeepers, and championship awards. Teams also pay $21 per week for the officials. Adult Volleyball -- We are currently taking registration for Adult Volleyball. The tentative dates are scheduled for August 31 thru November 16. For only $40, participants receive 10 weeks of play on two courts. Action takes place at South Pointe Middle School's gym on Mondays from 7-9pm. Skate Park -- The skate park has been closed temporarily for the installation of a new fence. During this closure we have a security guard 24 hours a day monitoring the park. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 11 participants), Thursday (average of 13 participants), and Sunday (average of 11 participants) evenings. Open play takes place from 7:30-11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-10pm. Youth Baseball -- The season concluded with games the week of August 3. We had 176 participants enrolled this season. The annual baseball picnic was held Saturday, August 8. Players, coaches, and parents were invited to a day of activities including games and prizes, an inflatable obstacle course, and snow cones. We also handed out trophies, as well as announced the sportsmanship winners from each division for this season. Adult Excursions July 18 – Spend the Day in Santa Barbara -- The excursion sold out with 45 participants enrolled to spend the afternoon at their leisure in Downtown Santa Barbara, Stearns Wharf or along the beach. Despite inclement weather throughout Southern California, Santa Barbara was gorgeous. It wasn't until our bus ride home that we experienced thunder, lightning and heavy rain. We made it back to Diamond Bar safely and on time. Excursion included roundtrip transportation, and a snack for the ride home for $35/person. September 19 – Solvang's Annual Danish Days -- We are SOLD OUT early for this trip with 46 enrolled, so we started a waiting list. We had so many people interested in attending that we decided to reserve a larger bus. We are now SOLD OUT with 54 enrolled. There will be folk dancers, village singers and a village band. Lunch is available for an additional cost with the local street fair or try an authentic smorgasbord at one of the popular Scandinavian restaurants. There are plenty of shops and boutiques that line the streets of Solvang to explore. Excursion includes roundtrip transportation and a snack for the ride home for $35/person. Senior Programs 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, Heritage Park and City Hall. The classes vary from computer to exercise and fine arts—most are filled to capacity each session. The new Fall session will start August 24 and end December 18, 2015. Yoga Highlight -- Yoga is one of our most popular classes for our seniors. Currently there are 29 seniors in this class. Seniors who've taken this class have said that the class has improved stress levels, their balance, agility and so much more. Yoga is held at Heritage Park on Tuesday and Thursday from 7:30am-9am (moved to the DBC for the summer). Senior Seminar -- 8/17 Final Expense Insurance - 8 participants Senior Activities and Services • Bridge every Wednesday — 8-10 per session, average • Mahjong every Wednesday — 40 per session, average • Bingo every Tuesday and Friday — 165 per session, average • Complimentary Legal Services 1st Wednesday of each month — 5 appointments were booked for August Senior Special Events Cowboy/Cowgirl Western BBQ — 131 participants "saddled up" on August 13th to attend night of dancing, a raffle as well as a western themed bar-b-que dinner. 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 315 members. They meet each Tuesday with approximately 167 at each meeting at the Diamond Bar Center this month. • The Diamond Bar Evergreen Club has 313 members. They hold classes throughout the week at the Diamond Bar Center. • The Diamond Age Seniors has 207 members. They meet each Monday, Wednesday, and Friday. • The Sunshine Seniors has 800 members on their books; 210 attend their programs on a regular basis this month. They meet the second and fourth Sunday of each month and every Saturday. • The Super Diamond Age Seniors has 190 members. They meet each Tuesday, Thursday, and Friday. Senior Excursions August 6, 2015 -- Discover LA - A group of 55 seniors headed to Downtown LA for lunch and exploration of the city. Lunch was at the "Mad Men" Featured restaurant HMS Bounty, The next stop was LA's famous Cuban bakery Porto's where seniors perused the store. The trip culminated at Galco's Soda Pop Stop a well renowned and established Italian grocery store known for its Italian sodas. August 20, 2015 -- Valley View Casino - 43 seniors are signed up to spend the day in Valley Center at this luxurious casino. This is an $18 trip with $25 given back in slot play credit by the casino. Lunch is at participants' own expense. Special Events 4th of July Blast Financial summary and evaluation attached. Concerts/Movies in the Park -- All good things must come to an end. That is the feeling the Diamond Bar crowd faced as the last concert held on Wednesday, August 12 came to an end. However, the last few concerts really had the series end rocking! Bands like "Cold Duck" and "Stone Soul" played dance favorites and had tons of participants dancing up by the stage. Then ending the series with the "Surfin" a tribute to Beach Boys. The Diamond Bar Community Foundation once again sponsored the last concert and had DB4 Youth selling glow sticks. On August 5, the Diamond Bar Community got a chance to get up close and personal with the men and women keeping Diamond Bar safe. The City celebrated its annual Diamond Bar Night Out! The Diamond Bar Sheriff's Team and L.A. County Fire Department joined us in celebrating this fun and informational night. The goal of this event is to heighten crime prevention awareness, generate support for and participation in local anti-crime programs, strengthen neighborhood spirit and law enforcement -community partnerships and send a message to criminals letting them know that neighborhoods are organized and fighting back! Save the Date! Diamond Bar Day the Fair — Thursday, September 24. Diamond Bar Day Activities: • 9am-12pm FairKids Expo • 1-6pm Business Expo • 3-4:30pm Community Reception - Hometown Hero Presentation (during the reception) • 5pm Community Parade Additional information can be found on the City's website at www.dimaondbarca.gov/fair Purchase a $5 advance admission ticket using promo code diamondbar at Lacountyfair.com or bring the coupon to the ticket booth for scanning. Coupons are available for print on the City's website. Facility Rentals Diamond Bar Center -- The Diamond Bar Center was the location for a total of 36 private, business and non-profit rentals during the month of July. There were 16 church rentals, 2 Toastmasters meeting, 1 Sunshine Senior event, 3 seminars and 1 club banquet. There were also 10 weddings, 1 birthday party, 1 baptism and 1 Quinceanera. A total of $38,768.35 in rental fees was collected during the month of July for Diamond Bar Center rentals. In July 2014 a total of $45,305.76 was collected. Heritage -- There have been 10 rentals of Heritage Park Community Center for the month of August. Rentals include 5 church rentals, 1 birthday party, 1 anniversary party, 1 bridal shower and 2 baby showers. Total revenue for these rentals is $2,430.00. The revenue for August 2014 was $1,810.00. Picnic Reservations -- As of August 15, 2015 there have been 20 picnic reservations made for the month of August. There has been 3 at Pantera Park, 3 at Heritage, and 14 at Sycamore Canyon Park. The revenue from these picnic rentals is $600. The revenue for August 2014 was $775. Ronald Reagan and Peterson Park picnic areas are currently closed to picnic reservations due to parking lot construction. The Community Services Department has been notified that both parking lots are scheduled to be completed in mid-September. Program Evaluation and Financial Summary Program Title: 4th of July Blast Date: August 13, 2015 Evaluation Prepared by: Andee Tarazon, Community Services Coordinator Diamond Bar High School was filled with patriotic cheer and smiles of delight as an estimated 6,000 people attended the 4th of July Blast on Saturday, July 4. Adults and children of all ages enjoyed the festivities of the day and waited in anticipation for the firework show guaranteed to light up the Diamond Barsky. The crowd was entertained by party music from "Yard Sale" on stage. The highlight of the day's activities was when the sun set and Mayor Tye announced for the fireworks to begin. The field became dark and the crowd roared with oohs and awes, as the fireworks burst into the sky. This event is offered free of charge to the residents of Diamond Bar and those from surrounding cities that choose to attend. Staff turns in a proposed budget for the event each spring as part of the City's budget process. The approved budget reflects the Council's interest in continuing to offer these events for free. 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 4th of July Blast Expenditure Recap Fiscal Year General Fund and Prop A Expenditures 2009/10 $30,845.80 2010/11 $32,925.45 2011/12 $32,881.83 2012/13 $46,795.43 2013/14 event cancelled 2014/15 $49,531.57 2015/16 $52,786.81 Staff Recommendations • Use Diamond Bar High School for 2016 venue. • Continue to organize traffic control plan with Sheriff and Public Works team prior to event. • Need to add band name to post card flyer • Rent additional 10 tables and 25 chairs • Do not use Park & Ride or residential as shuttle stops. Utilize South Pointe Middle School. • Order a portable restroom and sink for South Pointe. • Add on post card: under traffic control — Subject to Change. • Need to order red, white and blue flagging tape • Need signage directing wheelchairs and strollers to use tennis court entrance. • Have 12 feet plus extensions for legs on canopy over stage. • Remove center panels of softball fence • Change wording for signs in pathway to "No seating in Emergency Lane" • Add signage to softball fence —"Additional Seating" • Have fall out zone for fireworks extend additional 50ft. • Have all shuttles drop off at Brea Canyon entrance. City Manager Recommendations • Advertise and market the event as one where no dogs (or any other pets) will be permitted. • If we have the event at DBHS next year, please improve the access routes for disabled guests and/or those in need of easier access (wheel chair users, walkers, parents with child strollers, etc.). There is an elevator on the campus. Please look into the location of the elevator and permission to use it. • Gain permission to use the existing restrooms on the field level in addition to the rented port - a -potties. Assign staff members who will be responsible to ensure that every restroom is regularly checked for cleanliness and is stocked with supplies. CITY OF DIAMOND BAR FINANCIAL SUMMARY -- 4th of July Blast - 2015 As of 8.13.2015 Projected General Fund Expenditures Projected Revenue Difference $ 54,464.78 $0.00 $ 54,464.78 Actual General Fund Expenditures $46,886.81 Actual Revenue $0 Difference $46,886.81 PERSONNEL SERVICES $ 4,333.53 Projected Amount $4,564.78 Part- Time (001.5350.40030) Event $ 2,537.76 (6) CS Leader II - 8 hours @ $13.31 $ 638.88 (9) CS leaders - 8 hours @ $11.68 $ 840.96 (11) CS Workers - 8 hours @ $10.41 $ 916.08 (1) Facility Attendant II - 8 hours @ $17.73 $ 141.84 Office Assistance $ 355.80 (1) CS Leader II - 15 hours @ $13.31 $ 199.65 (1) CS Workers - 15 hours @ $10.41 $ 156.15 Full - Time (001.5350.40020) $ 1,083.60 Event Set -Up (1) CS Coordinator (OT) - 8 hours @ $30.96 $ 247.68 Event (1) CS Coordinator (OT) - 18 hours @ $46.44 $ 835.92 Personnel Services (001-5350- 40000) $ 356.37 Worker's Compensation (40083) @ 3.0% $ 119.31 Medicare (40085) @ 1.45% $ 57.66 Social Security (40085) @ 6.2% $ 179.40 SUPPLIES (001-5350-41200) $ 817.24 Projected Amount $1,700.00 Reimbursement for Staff Meals $ 474.03 Balloons/Decorations $ 52.23 Misc. Supplies $ 290.98 CONTRACT SERVICES (001-5350-45300) $30,067.95 Projected Amount $29,100.00 Fireworks $14,000.00 Entertainment $ 4,200.00 Banners/Signage $ 2,425.95 Valley Crest $ 2,475.00 Special Event Insurance $ 1,767.00 MICE (estimated) $ 1,200.00 Traffic Control Equipment (estimated) $ 4,000.00 PRINTING (001-5350-42110) $ 735.75 Projected Amount $800.00 Posters $ 735.75 Projected Amount $15,300.00 Sound System $ 4,250.00 Tables and Chairs $ 356.15 Stage and Canopy $ 1,366.10 Light Tower Rental $ 1,085.79 Restrooms/Sinks $ 2,818.00 Projected Amount $3,000.00 Diamond Bar High School $ 1,056.30 PROP A (112-5350-45310) $ 5,900.00 Projected Amount $7,700.00 Shuttles $ 5,900.00 Program Title: Date: Evaluation Prepared By: Tiny Tot Program Summary Program Evaluation and Financial Summary Tiny Tots August 17, 2015 Alison Meyers, CS Coordinator The City of Diamond Bar's Tiny Tot program offers children ages 3-5 an opportunity to prepare for elementary school. Our part time benefited teachers provide a stimulating program for preschool children three, four and five years old. Children are introduced to a special place where they can grow and explore through a variety of experiences. Combining stories, songs, art projects and playtime help foster growth and development that builds a sense of self-worth, confidence, and respect in a safe and positive environment. In addition to socialization skills, the children are introduced to early learning such as colors, shapes, numbers, and the alphabet. The Tiny Tot program is offered from gam to 12:30pm. Monday, Wednesday and Friday is the 4-5 year old class. Tuesday and Thursday is the 3 year old class. There are 4 sessions each year (Winter, Spring, Summer and Fall) and each runs 10, 11 or 12 weeks long. Holiday Mini Camp is a three week camp. Classes were available at Heritage and Pantera Park. Mrs. Karen Barnett was the teacher for the Pantera Park Tiny Tots Class. Mrs. Karen changed the environment to meet the needs of the children through her teaching methods. The positive changes continue to be reflected throughout the year. The Pantera Park Tiny Tot classes have averaged 19 children in each class throughout the year. Mrs. Karen's life changed in May of 2015 and she resigned her position as Tiny Tots Teacher. There were still three weeks left of the spring session including graduation of the 4-5 year olds. Part time staff member Ligia Chang had been working in the class as Mrs. Karen's assistant. She stepped up and made this difficult situation a little easier. She finished the session in the teacher's absence. Other part time staff assisted her. The class ran well and the parents were pleased in the end. The decision was made to not have Pantera Park Tiny Tots resume for the summer to give staff time to decide the best plan for the future. Miss Mariela's class at Heritage Park continues to do well. Her classes have been averaging 18 children per session. Mariela continues to be involved with collaborative with Walnut Unified School District, LA County and Castle Rock Elementary School through the Professional Learning Community Partnership. This partnership introduces the preschool teacher to the Pre -K and Kindergarten teachers in the surrounding area. They share ideas and Mariela is learning what is expected of the children as they enter the public school setting. Both Pantera Park and Heritage Park Tiny Tots four -five year old classes go on two excursions a year. They go to the La Habra Children's museum in the spring and to the Enchanted Pumpkin Patch in Brea in the fall. Buses are chartered for these two trips. In the past few years both classes have gone on the same day and shared a bus for both excursions. During the summer the parents drop the children off at Sycamore Canyon Park where they meet the teachers for a hike up the trail to the waterfall. They spend the morning at the park doing crafts related to nature and end their day with a picnic lunch. At the end of the school year in June the Tiny Tot program comes together at the Diamond Bar Center for graduation. Both classes learn the pledge of allegiance and a song they perform for their parents and family that day. Each child is given a certificate and a graduation cap. The ceremony is followed by a parent provided pot luck and entertainment provided by the program. The entertainment varies from year to year and usually follows a theme chosen by the Tiny Tots Teachers. For 2014-15 the theme was the Ocean. Ocean creatures of different shapes and sizes adorn the Grand View Ballroom (in the form of balloons). There was an activity table with ocean themed crafts and a Bubble Show as part of the celebration. Issues to be Re-evaluated (based on Customer Evaluations & Staff Recommendations) 1. How to best handle the temporary or complete closure of Pantera Park Tiny Tots. 2. Consider Heritage Park Tiny Tots using the Pantera Park activity room during the construction to take place within the next year 3. Continue to include the neighborhood around Pantera Park in advertising for Heritage Park Tiny Tots. 4. Continue working with Professional Learning Community Partnership, fostering a great relationship with Los Angeles County Department of Education and our local school districts. CITY OF DIAMOND BAR Tiny Tots Financial Summary FY 14-15 Projected General Fund Expenditures 141,109.23 Projected Prop A Expenditures $ 1,700.00 Projected Revenue $ 109,298.00 Difference $ (31,811.23) Actual General Fund Expenditures $ 132,528.23 Prop A Expenditures $ 686.53 Actual Revenue $ 107,079.00 Difference $ (25,449.23) REVENUE SOURCES Total Revenue: $ 107,079.00 Projected Amount- $109,298.00 SUMMER 2014 $ 16,730.00 FALL 2014 $ 28,490.00 MINI SESSION 2014 $ 3,444.00 WINTER 2015 $ 28,945.00 SPRING 2015 $ 29,470.00 PERSONENEL SERVICES (001-5350-40030) Total Expenditure: $ 127,310.29 Projected Amount - $130,549-23 Part Time Staff Teachers (001-5350-40030) $ 69,620.65 Part Time Rec Staff (40020) $ 17,170.31 Personnel Services (40000) $ 4,295.61 Benefits (001-5350-40080) pers $ 8,077.00 Allotment Benefits (001-5350-40090) $ 24,396.00 Life Insurance (001-5350-40070) $ 648.00 3 employees X $18.00 per month X 12 months STD/LTD (001-5350-40070) $ 524.76 Vision/Dental $ 2,577.96 Operating Supplies (001-5350-41200) Total Expenditure: $ 4,224.84 Projected Amount - $8, 000 Target $ 406.53 Discount School Supply $ 660.35 CM School Supply $ 869.91 Scholastic Books $ 136.00 Smart and Final $ 1,163.33 Fun Express $ 481.48 Other $ 507.24 Admissions (001-5350-42410) Total Expenditure: $ 540.00 Projected Amount - $1,000 Excursions $ 540.00 PRINTING (001-5350-42110) Total Expenditure: $ Projected Amount - $500.00 EDUCATION AND TRAINING (001-5350-42340) Total Expenditure: $ Projected Expenditures - $260 CONTRACT SERVICES (001-5350-45300) Total Expenditure: $ 453.10 Projected Amount -$800 $ 453.10 PROP A (001-5350-45310) Total Expenditure: $ 686.53 Projected Amount - $1700 $ 686.53 Interoffice MEMORANDUM To: Honorable Chairman and Members of the P rks and Recreation Commission From: Bob Rose, Community Services Director k -- Date: August 19, 2015 Meeting Date: August 27, 2015 Re: CIP Projects Up -date CIP Proiects Up -date: Steep Canyon Trail Connector & Pantera Park Trail — The design team continues to work on the construction documents; some revisions have had to be made to meet budget limits. After the construction documents are completed, the project will go out to bid to obtain a construction contractor. The Steep Canyon Connector will result in a trail from the top of the stairs at Steep Canyon that connects to the Canyon Loop Trail. The Pantera Park Trail will result in a trail going up the steep slope above the dog park at Pantera Park. It will also include a set of concrete stairs leading down the slope from Pantera Drive. Our goal is to have these trails constructed by the end of the calendar year. Diamond Canyon Park — Staff has completed its 4th round of plan check and the corrections have been forwarded to Lennar Homes for them to up -date the plans. The LA County Board of Supervisors has approved the easement for the placement of the pedestrian bridge over the flood control channel. Staff is now working with the LA County Flood Control District to execute the use agreement so that the District can issue the permit necessary for construction to begin. Construction of the park is expected to start this fall and be completed by next spring. It should be open for public use by next summer. Design of Heritage Park Improvements — The consultant team has developed a concept plan for a new outdoor restroom building with added storage space. Staff is now reviewing the concept plan to determine if it will be incorporated into the renovation plan for the park. Design of Longview Park South & Star Dust Park Improvements — Due to new Consumer Product Safety Guidelines that have been implemented since the installation of the play equipment at Longview Park South and Star Dust Park in 1985, it is necessary to remove the play equipment at both parks. Both tot lot areas have been fenced off to limit liability to the City, and the equipment will be removed as soon as the bidding process for a contractor is completed. The City Council has approved funds for both sites to install new accessible play equipment during the 2015/16 FY. Installation of Swings at Longview Park North — The team from ICG, Inc has completed the survey work and has completed the concept plan for this project. A two -bay swing set for 2 to 12 year-old children and the expansion of the accessible play area are a part of this project at Longview Park North. Also, the ADA accessible walkway from Longview Drive to the tot lot has been re -designed. 2 zz ID c z J v Iz of m m C 0 epi O l a I O p o 0 0 N m C O O m C L L LL C O 1 O v m 6] I [1] zz ID N z p Iz of M 0 epi I l a n p o 0 0 0 `w 3 � n I v � II Q U Eq d 0p '. 9 O 6 m 1 L � N 9 ❑ � C Q L C G U L N > ✓ d N NI � v '° = i• a o O L d y N N m O C e'1 10 lD j C Y O h I o L o � n v a� o 13 � i•� a v � °: n O V i -Np j N v o 4 o c W o r U u 1O n o s N I v o N p of of M epi I l a n p o 0 0