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HomeMy WebLinkAbout08/25/2011 PRC Agenda - Regular MeetingParks & Recreation Commission AGENDA Thursday, August 25, 2011 7:00 p.m. THE GOVERNMENT CENTER 21865 Copley Drive Diamond Bar, California Chairman Dave Roberto Vice -Chairman 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 21825 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 21825 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 II 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 Hearing Board Room. and encourages you to do the same. 7!1 1W FROM VOLUNTARY REQUEST TO ADDRESS THE PARKS AND RECREATION COMMISSION SECRETARY OF THE COMMISSION Ja S -P, if ne—A- ~ s DATE: ':617,'S / ! I ADDRESS: Y(o0 mea( Cl n(704 Z11-. PHONE: Ctv 1 45� 70 5� ORGANIZATION: l ✓l a Opt Y va,o lz� '3� AGENDA #/SUBJECT: IN FAVOR OF/AGAINST? S I expect to address the Commission on the subject agenda item. Please have the Commission Minutes reflect my name and address as written above. 7n Signature: VOLUNTARY REQUEST TO ADDRESS THE PARKS AND RECREATION COMMISSION TO: FROM: ADDRESS: ORGANIZATION: AGENDA #/SUBJECT: IN FAVOR OF/AGAINST? SECRETARY OF THE COMMISSION J�S5tCG �a����Pc) DATE: g 26 It l IGD PHONE: gog757 7 /5!V r i Sc o 04-Tn-0--Z I expect to address the Commission on the subject agenda item. Please have the Commission Minutes reflect my name and address as written above. Signature: 7n VOLUNTARY REQUEST TO ADDRESS THE PARKS AND RECREATION COMMISSION TO: FROM: ADDRESS: ORGANIZATION: AGENDA #/SUBJECT: IN FAVOR OF/AGAINST? SECRETARY OF THE COMMISSION DATE: '91zs II c{(,2 O iZa n( 0- ( oszC4 PHONE: Croq 9S7 215V 5 I expect to address the Commission on the subject agenda item. Please have the Commission Minutes reflect my name and address as written above. a �!^ 4— l rr> o Signature: CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA THURSDAY, AUGUST 25, 2011 - 7:00 PM THE GOVERNMENT CENTER HEARING BOARD ROOM 21865 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 CHAIRMAN ROBERTO 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 25, 2011 PAGE 2 PARKS & RECREATION COMMISSION CALENDAR OF EVENTS Monday, September 5 — Labor Day — City offices will be closed and re -open on Tuesday, September 6 Tuesday, September 6 — City Council Meeting canceled Thursday, September 15 — Diamond Bar Day at the LA County Fair, FairKids Expo — 9am-1 pm, Horse Race — 2pm, Reception — 4pm Parade — 5pm, Community Hero presentation — 6pm Thursday, September 15 — Senior Excursion — Fairplex Horse Races Departs the Diamond Bar Center: 11:30am/Returns: 6:30pm Saturday, September 17 — Adult Excursion — Danish Days in Solvang Departs City Hall, 21825 Copley Drive: 7:30am/Returns: 7:30pm Tuesday, September 20 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Thursday, September 22 — Senior Italiano Celebration Dinner Dance - Diamond Bar Center — 6 to 9pm Thursday, September 22 — Parks & Recreation Commission Meeting — Volunteen Recognition 7pm - AQMD/Government Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, September 28 — DB 4Youth and DB 4Youth "In Action" Meeting 6pm — The Government Center, 21865 Copley Drive, Diamond Bar Wednesday, September 28 — Senior Excursion — Temecula Wine Tasting and Pairing at Leonesse Cellars - Departs the Diamond Bar Center: 8am/Returns-5pm 1. CONSENT CALENDAR 1.1 Approval of Amended Minutes for May 12, 2011 Study Session 1.2 Approval of Minutes for July 28, 2011 Regular Meeting INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation — Senior Softball/Senior Excursions — Lorry Meyer, Recreation Specialist AUGUST 25, 2011 PAGE 3 PARKS & RECREATION COMMISSION 2.2 Parks Report — Anthony Jordan, Parks and Maintenance Superintendent 2.3 Status of CIP Projects — Bob Rose 1. Washington Park 2. Silver Tip Park 3. Sycamore Canyon Park Trail — Phase IV 3. OLD BUSINESS — None 4. NEW BUSINESS — 4.1 Philosophical Discussion of Program Finances Recommended Action: Discuss methods of reporting program subsidies in the Program Financial Summary Reports 4.2 Erosion Control of Sycamore Canyon Park Creek Recommended Action: Receive staffs report and power point presentation and consider options for a temporary safety barrier between the Tot Lot and creek in Sycamore Canyon Park. 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 APPROVED AS AMENDED CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION STUDY SESSION DIAMOND BAR CITY HALL CONFERENCE ROOM B DIAMOND BAR, CA 91765 MAY 12, 2011 STUDY SESSION: 5:00 p.m. ROLL CALL: Present: Commissioners Dave Grundy, Benny Liang, Ted Owens, Vice Chairman Lew Herndon and Chairman Dave Roberto. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent. PRESENTATION OF UPDATED DRAFT PARKS MASTER PLAN — Ron Hagan, TKE Engineering & Planning, gave a PowerPoint presentation of the most current updates. VC/Herndon asked if there was expansion scheduled for the seniors and Mr. Hagan responded yes, that is at Summitridge Park on the pad next to the Diamond Bar Center. Senior and teen needs are addressed in the Master Plan but they are not at the current County Library and Fire Station sites. C/Owens asked if this plan included plans to build out the Walnut Elementary site. Mr. Hagan responded no. Walnut is recommended to pursue lighted sports field development because of its location, the ability to light it and the input from the sports groups wanting to have fields at that site. Therefore, if they do proceed with calling it surplus and selling that site, the Master Plan will be updated with a recommendation to try and negotiate with the school to get the site or a portion of the site. Mr. Hagan shared that in Fullerton, the City worked with the developer on the site behind City Hall and took half of the school site for sports uses and the other half for senior housing. CSD/Rose explained that the City has had to make decisions on where to focus changes since there are a lot of things that have happened since the consultant team conducted the interviews with the school district and visited all of the sites. Mr. Hagan stated that only about 30 percent of the stimulus money has been released by the federal government thus far with plans to release another 30 percent this October and the remainder the following October. Therefore, because there will be a lot of public works money coming to cities in the next two years, this document is very important because the City is now "project ready" to go after those funds. Chair/Roberto asked where the new building would be located at Peterson Park. C/Grundy asked for clarification. Mr. Hagan responded the new building needed to be MAY 12, 2011 PAGE 2 P&R COMMISSION moved due to expansion of the parking lot. The tot lot will be redone as well. C/Grundy asked if the foundation of the old building will be pushed further in. Mr. Hagan responded that it will be a new building. CSD/Rose pointed to #9. Mr. Hagan stated that the old building will be razed. C/Owens asked if the new building was larger and Mr. Hagan responded "yes." VC/Herndon asked how difficult it would be to light the basketball court. Mr. Hagan responded that it would not be difficult; however, lighted basketball courts were not a high priority. The basketball courts are highly used and gym space was a high priority but not outdoor lighted basketball courts. VC/Herndon asked if there had been any studies done about how long people stay in dog parks on average. Mr. Hagan said he had not seen studies on that particular subject but from his experience in doing a lot of dog parks, dog parks are more about humans than they are about dogs. It is a social thing for people. Depending on how many friends are there determines how long people stay. People who go to exercise their dogs involves about a 15 -minute stay. Some people who go to socialize will spend a couple of hours, particularly during morning and after work hours, as well as Saturday and Sunday mornings. Many people hire dog walkers who load dogs into cars and take them to the park, let them run and then leave. Times vary according to purpose. Generally speaking there is a posted rule about how many dogs a person can have in the park at any one time and the general rule is three. Mr. Hagan discussed the desire by a few residents to have a walking path in Ronald Reagan Park and whether it would qualify for CDBG funds. CSD/Rose said the walkway was being evaluated by the CDC that administers the CDBG funds to see if this would qualify for funding. Because there is no access to the grass area, it does not mean it would necessarily qualify, but there is a nice view at the point area and adding an area where folks could get to in a wheelchair might be desirable. C/Grundy asked if it would strengthen the argument to put an overlook or covered shelter at the view point and CSD/Rose said that could be done. CDC asked for a graphic and visited the site to determine whether this was something that would justify the walkway. VC/Herndon asked if Mr. Hagan intended to show the existing lights at Heritage Park and Mr. Hagan responded that they are shown at the site. Mr. Hagan stated that the Lorbeer Middle School site is one of the sites recommended to be a major sports complex to resolve field needs in the future. There is already a joint use agreement in effect. VC/Herndon asked if there was a possibility of using this as a "named" sports complex. Mr. Hagan said it would work. He put together a strategy for implementing field improvements and naming rights is a part of that. There is extremely high visibility on Golden Springs Drive so signage with the name of the field would have a lot of advertising appeal. VC/Herndon asked if fencing was considered for school sites that would permit or exclude access to the school. Mr. Hagan said the main concern for school sites is access to restrooms and if the user groups use the school's facilities, the schools want to be reimbursed for those costs. Those costs should be included in the tournament schedule. Chair/Roberto asked if there was still a plan to build Larkstone Park and CSD/Rose MAY 12, 2011 PAGE 3 P&R COMMISSION responded yes, that the developer is on the hook to build the park and is working on the plans. All of the grading plans need to be finished and approved for the total project and the park can be built at that time. Mr. Hagan said there was a design which included restrooms because this park will be heavily used if sports fields are included at South Pointe Middle School, which is across the street from the park. C/Grundy asked what the amounts attached to soccer fields, for example, would be. Mr. Hagan responded that schools have cut back on their budgets, and fields have deteriorated to the point that it does not do any good to come in and try to bring the fields up to standards. The $150,000 allows for a complete re -do of the irrigation, grading, replanting and other site improvements. This would be done on a joint use basis only. VC/Herndon asked Mr. Hagan if, based on his study of the community and its needs, he could prioritize the items. Mr. Hagan said he would be able to do that. First, he commented on the funding strategies and then discussed how he would arrive at the priorities for implementation of the sports fields. In order to accomplish the implementation of sports fields, the City would need to host a sports group focus workshop and present it in the Master Plan. Mr. Hagan said that in his opinion, the sports groups would immediately be on board and ask when it could be done. The City may raise the risk of raising expectations, but it is the only way in which to set the priorities. After the presentation, the City would work with the sports groups. Perhaps a subcommittee of the Commission could be appointed and they, along with the consultants, could set the priorities. In order to get the biggest bang for the buck, the priority would likely be accomplishing the Lorbeer and South Pointe Middle Schools scenarios, plus the Walnut Elementary School site. The City would fulfill all of its tournament needs and all of its lighted sports complex needs for the foreseeable future. Mr. Hagan said it would be preferable to have a centralized sports complex, take over the golf course and change it to a sports complex, take over Lanterman and change it to a sports complex or the AERA property and convert 40 -acres to a sports complex; however, all of those are just not politically or financially feasible to acquire and build so we have to work with what we have. There will be a group that says they would really rather have the improvements to the fields. It all depends on what the City wants to accomplish. If it is to improve existing conditions to get rid of the complaints, the City can do the field improvements. If the City wants to accomplish the goal of having lighted sports fields/complexes to provide for evening and weekend tournaments, then the three priority sites would be done. Groups need to be involved in setting that priority. Mr. Hagan acknowledged it would take about $7 million to accomplish the three priority sites. C/Liang asked if the costs were based on the current costs. Mr. Hagan said it is, but he believes the current costs are not projected to go up in the next five to ten years because there are contingencies, inflation factors, etc. built in. Chair/Roberto asked if there was a reason why the funding of the Pony League baseball facility was not included in the discussion. Mr. Hagan responded that it is. When this presentation was made to the City Council and with the administration, the Council and administration were not desirous of making improvements to property the City does not own nor has any joint use or joint development agreement with. They felt the City's direction should be to improve City property and school district property and only school district property for which there is a joint use agreement. They did not feel that a joint use agreement with the Pony League would work from a political standpoint and an operational standpoint and that the City would get stuck with all of the cost and MAY 12, 2011 PAGE 4 P&R COMMISSION none of the use. The improvements are in the Master Plan and if the policy direction of Council changes, the Commission could pursue that as one of the sports field improvements. His direction from Council at that meeting was to solve the sports field needs on City and school property and to come up with recommendations that would deal with providing the sports groups with practice fields, game fields and tournament fields. He was also tasked with identifying the lighted field spaces that could be done in the City and only on City owned or school owned property where they were assured the City could control the use. Mr. Hagan continued that once the Commission has determined priorities with the user group, it would need to determine the funding needed for the priorities and assist those funding efforts with the expansion of the Diamond Bar Community Foundation by adding a sports improvement subcommittee. The biggest single factor that makes this type of strategy a success is finding an advocate or leader to be the face of the fundraising efforts. Once the priorities are set, the sports groups are on board, the Foundation is expanded with a specific emphasis to raise money for the implementation of those improvements, and an advocate has been recruited; the three -pronged approach is implemented: Fundraising, asset management and implementation. VC/Herndon asked if it was possible to use the equestrian center within "The Country Estates." Mr. Hagan said he believed it was subject to acquisition but it has been eliminated. The problem was that the City Council said it was not being used as an equestrian center. It is being rented out for private parties such as weddings and community events. RS/Murphey shared that someone came to the Diamond Bar Center about a month ago to check about programming and believed that they were going to be refurbishing rooms and holding classes and other activities as well. C/Grundy asked, if in her opinion, they were trying to get an idea about programming and RS/Murphey responded yes, various types of classes. CSD/Rose said staff hears that they may be doing large banquet type events and staff is not sure whether it is intended just for the residents of "The Country Estates" or if it will be opened to the public. Mr. Hagan said the Council felt that the City did not want to get into the equestrian business which was backed up by the survey that revealed "equestrian use" being very low on the priority list. Also, the Council did not need it for "park use" so it was deleted from the Master Plan. CSD/Rose stated that when the Sports Complex subcommittee was active a few years ago, it looked at sites including Lots 1 and 61 (Summitridge and Longview) and the area behind Pantera Park. Civil engineers looked at these areas and for grading alone, it was in the $15-25 million dollar range to create a pad only, without development and without access that would accommodate a sports park. Mr. Hagan said that discussions about costs that included development and access became $40-60 million. Mr. Hagan explained that $12 million to do all of the sports facilities that were discussed this evening is not a big number considering how many facilities would be improved and how many fields and lighted fields the City would have access to that would provide tournament facilities. The process as outlined may set the goal at the $12 million mark and he felt that in fact, $8 million was a number that would accomplish the goal. Mr. Hagan stated that if the Diamond Bar Community Foundation agreed to raise $500,000 (10% toward $5 million) and did so, it would be a lot easier for Council to vote yes on an assessment or to allocate public works funds for that kind of project. MAY 12, 2011 PAGE 5 P&R C/Grundy asked if staff planned to make a presentation to the sports groups and talk about these priorities, could the City or Foundation suggest that the sports groups form a permanent committee consisting of one member from each sports group that works jointly on fundraising so that it could be coordinator with the Foundation subcommittee. The time to strike is during the presentation so that excitement can be created to get everyone working together to accomplish the ultimate goal. Mr. Hagan felt that such a group could facilitate finding an advocate to steer the fundraising effort. C/Grundy said that most of the groups have a board made up of long-time members with strategic vision and short term folks who are there for their kids. If there are enough long term members who have a strategic vision, the City can probably convince them to put a position on the board that is the committee representative for this effort and then the people who really run the board (long term individuals) would be able to get that supported. VC/Herndon said he would feel more comfortable approving the document once he had a chance to look at the final draft to see if any additional corrections should be made. CSD/Rose said the Council would not be making a decision until the end of July and from this time forward, editorial changes can be made to the document. The policy statements will remain the same. Editorial changes can be made even after the document has been recommended for approval until the final document is printed for distribution. VC/Herndon asked if the new City Hall address could be put on the document to make the document appear more current. Commissioners concurred that they would like to have the new address on the document. C/Owens asked if this was a 10-15 or 20 year plan and CSD/Rose said he looks at this as a 10 -year plan. Mr. Hagan has put this together as a 20 -year plan because a lot of the items will not get done in 10 years. Mr. Hagan said this is a planning guide for 20 - years. Council has made policy changes and so, from CSD/Rose's perspective, he can now work on his Capital Improvement Program for the next 10 years. He cannot really look beyond that because of potential changes in the community after 10 years. CSD/Rose stated that according to the General Plan, the Parks Master Plan should be updated every 10 years and whether it is a wholesale change or just a cursory look at the recommendations and updates based on current needs, staff decided to go out and do a wholesale change to update the entire document. That will happen again in 10 years in some form. With respect to the trails, he met with individuals from L.A. County whose job it is to update the L.A. County Trails Master Plan. The meeting involved property in "The Country Estates" where a developer is developing a neighborhood and there are trail easements for the Schabarum Trail that go through that property. The purpose of the meeting was to realign the Schabarum Trail so that it would work with that new development and create the best opportunity for today and for the future. The Schabarum Trail goes in and out of the City and that is exactly what was happening in that development. It was going into the development and then going out of the City limits into unincorporated L.A. County and then back into the development two or three times. Therefore, the developer has agreed to create a working trail through the development that would work for the residents and they will also improve and maintain that portion of the easement. So, in the future when the Schabarum Trail is built out, these easements will connect. CSD/Rose gave the representatives a copy of the Trails MAY 12, 2011 PAGE 6 P&R COMMISSION Master Plan Map and after the meeting the representatives went out and walked some of the trails to get a feel for the type of improvements being made in the City. When the representatives got back to him, they voiced their support at how much the City was doing with trails in D.B. There will continue to be a synergy between the City and County while working together to improve alignments and trail connections. CSD/Rose said he appreciated Table 7.1 with the graphics. VC/Herndon made a motion to present the Parks Master Plan to the City Council with the understanding that the Commission can continue to make minor editing changes on the document. He also requested that the new City Hall address be included. C/Owens seconded the motion. Without objection, the motion was so ordered. CSD/Rose thanked Mr. Hagan for doing such a great job on this document. Mr. Hagan stated that the Commissioners and staff are great to work with and they are proud of the product in spite of typos, etc. He appreciates the Commissioners applying their fine toothed comb to the document. ADJOURNMENT: C/Grundy moved, C/Liang seconded, to adjourn the study session. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 7:00 p.m. The foregoing minutes are hereby approved this _ day of 2011. Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE ROBERTO, CHAIRMAN CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION THE GOVERNMENT CENTER HEARING BOARD ROOM DIAMOND BAR, CA 91765 JULY 28. 2011 CALL TO ORDER: Chairman Roberto called the Parks and Recreation Commission meeting to order at 7:02 p.m. in the SCAQMD/Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: C/Owens led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Dave Grundy, Ted Owens, Vice Chairman Lew Herndon and Chairman Dave Roberto. Absent: Commissioner Benny Liang was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Alison Meyers, Community Services Coordinator, and Marcy Hilario, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: Irene Kim, 24231 Softwind Drive, thanked the Commission and staff for their timely response in addressing her concerns about connecting the two park trails. She asked if there were any plans to connect to the Schubarum Trail and CSD/Rose stated there are plans but that it may not happen in the near future. Ms. Kim said that she and many people who hike on a daily basis have said they would appreciate a connection because it would add to the quality of life in D. B. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the May 12, 2011 Study Session. C/Grundy moved, VC/Owens seconded, to approve the Minutes of the May 12, 2011 Study Session as presented. Without objection, the motion was so ordered. 1.2 Approval of Minutes for the May 26, 2011 Regular Meeting. VC/Herndon moved, C/Grundy seconded, to approve the May 26, 2011 Regular Meeting Minutes as presented. Without objection, the motion was so ordered. JULY 28, 2011 PAGE 2 P&R COMMISSION 1.3 Transmittal of updated Trails Map to Commissioners — Received and Filed. VC/Herndon suggested adding the new City Hall address on the Trails Maps and he felt that a copy of the maps should be printed in the City Newsletter at least once a year. C/Grundy asked if the map was available on the City's Website and CSD/Rose responded affirmatively. 2. INFORMATIONAL ITEMS 2.1 Recreation Program Update — RS/Murphey C/Grundy asked about the site of the Battle of the Dance excursion and RS/Murphey said she believed it was held in a hotel in Anaheim. C/Owens asked about the next senior softball game to which RS/Murphey responded that the next home game is scheduled for Thursday, August 4 at Peterson Park at 10:00 a.m. VC/Herndon asked if the Summer Day Camp enrollment was at 95 percent and RS/Murphey responded yes. She shared that the first couple of weeks, one of the school districts, PUSD, was not out of school yet, so there was a slightly lower enrollment during that period. VC/Herndon asked why the net revenue for the contract classes did not take into consideration the indirect cost of staff, facility maintenance, printing, etc. RS/Murphey reiterated that in staff's financial reports, only the direct costs are included because staff works on other programs and projects as well. Chair/Roberto asked if staff could project those costs. CSD/Rose reiterated that part of the printing cost is the City Newsletter and none of the full time staff costs are included in the programs in the financial evaluation. The City's philosophy is to break even on direct program costs. The cost evaluation is based on revenue goals as part of the budget process, as well as the additional costs other than full time costs as listed in the City's budget. Everything the City does regarding the programs is subsidized and if every cost was included, the City would have to charge rent for the building, the bond and insurance that is paid on the buildings, maintenance costs, etc. All of these costs could be factored in toward setting fees to be recovered; however, that would exceed the market demand for what folks would be willing to pay for these programs. People pay taxes and believe they are entitled to affordable recreation programs and do not want to have to pay that a second time. Staff is attempting to reflect the budgeted costs to the City Council for this program in the financial report, not all of the other costs that the City incurs in order to make it possible for these programs to exist. Only the direct costs are included. Chair/Roberto asked about travel costs and RS/Murphey responded that it was for one person to attend training for contract classes which included enrollment, hotel and incidentals. JULY 28, 2011 PAGE3 P&R VC/Herndon asked how the Commissioners are to evaluate these kinds of programs if they are not privy to the true costs. It seems to him that the Commissioners should have a better idea about the true costs. Chair/Roberto said that on its face, it appears to be a positive revenue and the comment states there are other costs that are associated which represents a negative to him. It may be better to communicate to anyone reading the report to know that the City is subsidizing these programs so the public understands they are getting something at a lesser than actual cost. This would help them realize the benefit to them. C/Owens asked if the City had a subsidy level policy for the user programs. CSD/Rose responded that there is not a City Council adopted policy; it is more a matter of when the programs originally began. Each program had a philosophy about what amount it would recover and each year during the budget process, those are the factors that staff works with. For example, many cities require 100 percent recovery for adult excursions but because D.B. uses Prop A Transportation funds to pay for the buses, the recovery for the bus cost is only 70 percent. Staff may be able to add that philosophical discussion as part of the evaluation so that there is understanding about what staff and the City Council is attempting to achieve with respect to each of the programs offered. This would enable the reader to more clearly understand that there are other costs involved. When D.B. first began its contract classes program, the City was a very "facility poor" community. That was prior to the City having the Diamond Bar Center, Heritage Park, etc., therefore, it appeared that the subsidy of the classroom rental space was a cost of doing business. However, it was not the City's intent to recover the cost for the rental of the facilities in the program costs. The costs for rental of facilities have significantly decreased since the program began. There was a time that the budget was over $100,000 for rental facilities and that is now down to about $19,000. The rental fees could be included as direct costs for this program. Staff can add these factors in the program report in the future. VC/Herndon asked if staff would follow up on that and CSD/Rose responded that he would. 2.1.1 PowerPoint presentation — Summer Day Camp/DB4 Youth in Action — CSC/Meyers. Chair/Roberto said that he would like to be reminded about upcoming events for DB4 Youth via e-mail. VC/Herndon asked if the camp kids repeat week after week and CSC/Meyers explained that the majority of the kids come all 11 weeks, but there are new kids as well. Some kids only sign up for certain weeks of the year and some go on vacation. VC/Herndon stated that he assumed the activities change from week to week and CSD/Meyers responded yes, the activities are not repeated JULY 28, 2011 PAGE 4 P&R COMMISSION over and over because many kids attend each week. Every week there is something new. VC/Herndon said he was extremely impressed with both of these programs. Staff does a phenomenal job and it is obvious that the kids really enjoy the activities. C/Owens asked if the July 15th Teen Night Out was the biggest turnout that D134Youth has had. CSC/Meyers said it is difficult to know because last year's trail hike included a large number of kids who were spread out so much that a true count was not possible. It appeared that there were about 200 teens at that event, whereas in the past, there have been closer to possibly 150 who attended. The turnout was very good and she hopes to keep the same venue for next year. With more publicity, she hopes to attract even more teens. C/Grundy asked if Teen Night Out was targeted toward middle school. CSC/Meyers responded that it was targeted toward high school age students; however, middle school youth are also welcome. C/Grundy asked if, in the past, dances had been for the middle school and CSC/Meyers responded yes. C/Grundy asked if this is the one event that the City has for high school kids or if there are other programs for high school kids. CSC/Meyers responded that this is the only event the City has for the high school teens. C/Grundy asked if there were plans to expand offerings for the high school. It appears that Teen Night Out is very popular and it seems there might be an appetite for more. CSC/Meyers responded that staff would love to see more things happen for the high school teens; however, it is a matter of what, where and how. CSD/Rose interjected that the "how" CSC/Meyers refers to is the budget. 2.2 Parks Report — PMS/Jordan 2.2.1 Power Point Presentation on Park Walkthrough — Pantera Park — PMS/Jordan. In reference to the slideshow, C/Grundy asked how successful it has been to try to do fill-in in areas of the park where the bushes have been beat down by foot traffic. PMS/Jordan explained that the stand of shrubs at the batting cages is the original stand of shrubs that was placed in the area when the batting cages were installed. Staff has not replaced any shrubs since that time and this will be the first attempt at trying to re -grow the shrubs. Along the Bowcreek Drive side of the park, there were issues with people parking along that side of the slope and there were a lot of wear patterns through the shrub area. Staff planted Diosma shrubs and behind those, Pyracantha was planted. PMS/Jordan explained that with the right plantings, foot traffic is usually deterred. However, if people choose to walk on the bushes, no matter what, there is not much that can be done about that. JULY 28, 2011 PAGE 5 P&R COMMISSION CSD/Rose shared that staff had the same problem behind the bleachers at Pantera Park and solved that problem the same way as the Bowcreek Drive problem. 2.3 Status of CIP Projects — CSD/Rose 2.3.1 Silver Tip Mini -Park — CSD/Rose stated that with the plans being approved by L.A. County Community Development Commission (CDC) for this project, plans and specs were made available to contractors this past Tuesday. The bid opening is scheduled for Thursday, August 25, with award of contract at the first City Council meeting in September. 2.3.2 Washington Park — CSD/Rose explained that this project has been out to bid for a few weeks and 34 contractors have picked up plans and specs. Bids are due back next Tuesday, August 2 for bid opening. The goal is to have the award of contract on August 16, with construction commencing sometime in September. Within the plans and specs, there are spaces for about 100 tiles to be done by the kids. Once the contractor is on board, there will be a ground- breaking ceremony and the neighborhood kids will be invited to make handprints on the tiles at that time. 2.3.3 Sycamore Canyon Park Trail — Phase IV — CSD/Rose reported that staff just received the sign -off from the geotechnical engineer. Approved plans were received today and staff has advertised that plans and specs are available for sale tomorrow. Bid opening for this project will be on Tuesday, August 23 with award of contract the first or second Council meeting in September. VC/Herndon asked if it was normal to have so many contractors bidding on the one project — the Washington Park project. CSD/Rose responded that it is an extremely high number. It will be interesting to see how many will actually turn in bid packages. Many times, contractors will see there are so many bidders that they will drop out. 2.4 Parks Master Plan Update — CSD/Rose CSD/Rose reported that the Parks Master Plan was adopted by the City Council on July 19. The final corrections were submitted this week and rather than providing another printed copy, the consultant will provide an electronic copy for staff to verify the corrections. Staff asked to have until August 3 to conclude the final review. He believed the only corrections that needed to be submitted were on the trails, as discussed this evening. As soon as the document is approved, printing will commence with 25 copies being printed. The document will be placed on the City's website and will also be made available on disc. CSD/Rose congratulated the Commission on its completion of the Parks Master Plan process; moving JULY 28, 2011 PAGE6 P&R the plan forward, completing its review, and making the recommendation to the City Council. Once the City Council received the document, he heard only praise about the quality of the work done to put the document together, as well as, the public comment and outreach efforts which resulted in a very usable document. He thanked the Commission for sticking with the process for three years to get it prepared for Council approval. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Owens thanked staff for the PowerPoint presentation and for hosting the very successful Teen Night Out. C/Grundy thanked staff for great presentations which are very informative for the Commission. The presentations also show what a great job staff is doing in the field and in creating such high quality programs. He received feedback on the 4th of July event and wondered if there was a miscue at the end when the music continued and the fireworks abruptly stopped. CSD/Rose shared that he learned from the fireworks show provider that the shooting team made an effort to do an alternative grand finale, which had to do with wiring fireworks together so that they would all go off together. Just before the fireworks ceased, there was a big hiss and that was the alternative grand finale. Staff has since instructed the provider to stick with the traditional grand finale because the alternative grand finale was a flop. C/Grundy said this was the first time he and his family sat in the back and the sound was barely audible and they could not hear any announcements or speakers. When he saw the fences surrounding the construction areas, he thought traffic would be bad when folks were trying to leave at the same time; however, he was pleasantly surprised that traffic cleared out rather quickly. Overall, the show was very good and he thought last night's Concerts in the Park was good as well and thanked staff for the nice job on the summer programs. VC/Herndon said he too attended the 4th of July event and was very impressed with the number of people who were at the event, which shows a lot of community interest and participation. He asked if kids from other communities participated in the Teen Night Out and CSC/Meyers replied that staff has no way of determining that; however, staff does know that kids from D.B. invite a few kids from other cities. She is familiar with the majority of the kids, so she knows the majority are D.B. residents. VC/Herndon shared that at the concert last evening, he saw people who were visiting from La Verne. He is not sure that the City realizes how much the free entertainment provided means to folks. He believes that during these economic times, it is an essential outlet for folks who have no other means to participate. Chair Roberto echoed all previous comments and thanked staff for a great job staff does for the community. JULY 28, 2011 PAGE? P&R ADJOURNMENT: VC/Herndon moved, C/Owens seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 8:08 p.m. The foregoing minutes are hereby approved this day of 2011. Respectfully Submitted, BOB ROSE. SECRETARY Attest: DAVE ROBERTO, CHAIRMAN DI MOND BAR Recreation Program Update TO: Honorable Chairman & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: August 18, 2011 MEETING DATE: August 25, 2011 Community Recreation Guide The Fall 2011 Community Recreation Guide has been mailed to the residents of Diamond Bar, along with a mailing list of approximately 300 non-residents. It is available to be picked up at City Hall, Diamond Bar Center, Heritage Park Community Center, Pantera Park Activity Room and Diamond Bar Public Library, Contract Classes See the attached financial summary and program evaluation for fiscal year 2010/2011. Summer 2011 -- Summer is in full swing and it is a great summer! The biggest hit this summer has been Lego Pre - Engineering and Lego Engineering Camp. These two classes, each offered twice, had 79 participants from ages 5 to 12. The two weeks were full of learning, playing and friends. Art classes have been a big hit this summer. Classes begin for students as young as 18 months with the parent and me class. Unexpected creatures and pre-school drawing introduce tiny artists to various mediums of art. Elementary drawing, cartoon drawing, fun and familiar face, masterpieces with pencils and pastels and fun acrylic painting teach youth aged 6 to 12 more advanced art techniques. Total enrollment for these classes is 84 students. Total summer enrollment is 1,215 students in 198 classes. Summer session officially ends on September 16. Fall 2011 --Registration has begun for fall 2011! We are offering 194 classes this session. The new classes this fall are: introduction to Excel, country line dance level 2, yoga flow, Spanish for beginners, youth movement, parent and me reading, tiny tumbling tykes, parent and me tumbling tykes, and tot and me ice skating. Fall session begins September 17 and ends December 9. Youth Programs Tiny Tots — Heritage Park Tiny Tots summer session finished with 16 students in the 3 year old class and 14 in the 4-5 year old class. Pantera Park had 15 in the 3 year old class and 13 in the 4-5 year old class. Both classes did a summer excursion to Sycamore Canyon Park. The excursion included a hike to the waterfall, a stroll along the stream, nature related crafts and water play. They finished the morning with lunch (a treat, as they usually have lunch at home). Registration for the fall session started on August 1. Classes will begin on Monday, August 29. At the time of this report Heritage Park Tiny Tots Fall session has 11 students enrolled in the 3 year old class and 10 in the 4-5 year old class. Pantera Park Tiny Tots enrollment for fall is 5 in the 3 year old class and 9 in the 4-5 year old class. DB 4Youth "In Action" — On Wednesday, August 17 the youth sold Glow Necklaces and Glow Toys at the last Concerts in the Park. The youth sold these items at three different concerts throughout the summer. Their August meeting is on Wednesday, August 31. Plans are in the works to be part of the Diamond Bar Day at the LA County Fair FairKids Expo and Diamond Bar Day Parade on Thursday, September 15. Volunteens — Volunteens have completed their assignments for the summer. They will join the Parks and Recreation Commission next month, September 22 to be recognized for all their efforts. Summer Day Camp — Summer Day Camp ended on August 19. Eleven weeks flew by for staff and campers alike. You can see from the list below many campers have enjoyed many varied activities over the whole summer. In addition to the major and minor excursions the campers visited the Brea Plunge on Thursday's throughout the summer. Summer's Last Blast was Thursday, August 11. Over 100 campers from Chino Hills joined Diamond Bar's campers to celebrate the end of another wonderful summer at camp. Fun activities included: water slides, laser tag, carnival games, snow cones, popcorn, a barbeque lunch and a photo booth for memories never to be forgotten. There were 1052 campers enrolled in Summer Day Camp this year. Youth and Adult Sports Youth Baseball — This past Saturday's Baseball Picnic concluded the season for the 216 participants in our program. Teams were invited to come enjoy a 15 -foot inflatable double slide, an inflatable multi -sport game, snow cones, and of course to receive their trophies for a well played season. Teams provided their own food. We also. presented the coveted sportsmanship award to the Tee Ball Reds, Coach Pitch Giants, AA Dodgers, and AAA Padres. Teams were rated all season based on the amount of positive sportsmanship shown by coaches, parents, and players. These four teams excelled in all areas and were given a certificate for 2 large pizzas and free drinks at Round Table Pizza for setting the example out on the field. Adult Basketball — After a short break in August, we will be starting Adult Basketball back up for the fall season. Priority registration began August 8, for teams who have played in our league in the past. Open registration began August 15, and will continue until the league fills up with 36 teams. Once we have the league full, teams will be separated based on skill level into 4 divisions, D minus, D, D plus, and C. The registration fee is $360 plus a $40 forfeit fee. The registration fee provides teams with 10 league games in a gym, a practice game, and staff to keep score and standings. In addition teams provide $20 cash every game for the officials. Practice games will be held September 11, with league play starting the following Sunday September 18. Table Tennis — The Table Tennis program continues play at Heritage Park on Tuesday (average of 9 participants), Thursday (average of 10 participants), and Sunday (average of 11 participants) evenings. Open play takes place on 3 Butterfly Tables from 7:30- 11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-10pm. Participants supply their own paddles and ping pong balls. Adult Volleyball — We are currently taking registration for Adult Volleyball which begins on September 12. Participants pay a $40 fee which guarantees 10 sessions of play at South Pointe Middle School on Mondays from 7-9pm. Adult Excursions Friday, July 22, 2011- Pageant of the Masters Another returning favorite this summer was the Pageant of the Masters excursion. This year's theme was "Only Make Believe" and featured amazing works of art. The actors stood motionless within the frame in order to portray the pieces. The excursion included roundtrip transportation, admission to the show and a snack for $55. There were 33 participants enrolled in the excursion. Saturday, August 13, 2011- A Day in Lake Arrowhead- SOLD OUT On Saturday, August 13 staff escorted a sold out trip to sunny Lake Arrowhead. The day started with a bus ride to Lake Arrowhead. The morning and early afternoon was time to explore this quaint town. At 2 PM they met to take the Arrowhead Queen, the biggest boat on the lake for a 60 minute narrated tour. After the tour participants boarded the bus to head back home. Excursion included roundtrip transportation, cruise and a snack for $31. A bigger bus was not ordered because Cal Trans limits the size of bus that can travel the road and the largest is a 45 passenger bus. Saturday, September 17, 2011- Danish Days in Solvang- SOLD OUT This year is the 75th anniversary of Danish Days in Solvang. Eat delicious Danish food, buy pastries from one of the many delicious bakeries, enjoy the dancers, watch the parade or shop in the many quaint stores. Excursion includes roundtrip transportation and a snack for $31. Staff is looking in to taking two 45 passenger busses to help alleviate the 44 person waitlist. Saturday, October 8, 2011 - USS Midway Explore the floating city known as the USS Midway. This craft holds nearly 50 years of history because it is the longest serving aircraft carrier of the US Navy. View the sleeping quarters, galley, engine room, ship's jail, post office, flight control and more while on the carrier. Admission includes self guided audio tour to explore the carrier at your own pace. After you are done exploring the afternoon is yours to spend at Seaport Village. Excursion includes roundtrip transportation, USS Midway audio tour and a snack for $41. There are 14 participants enrolled and 31 spaces available. Sunday, November 6, 2011 — Carlsbad Street Faire Get a jump start on your holiday shopping with the largest one day street faire in the nation. The 35th Annual Carlsbad Village Street Faire will take place with over 900 vendors selling food, crafts, household products, unique items and art. There is something there for everyone, everything from a beer and wine garden to a kid's area. The street faire is right next to Carlsbad Premium Outlets. Excursion includes roundtrip transportation, admission to the faire and a snack for $23. There are 25 participants enrolled and 20 spaces available. Saturday, December 10, 2011 — Ronald Reagan Library Experience what the White House was like during the Christmas Holidays. The exhibit includes over 30 beautifully decorated Christmas trees, which represent cultures and traditions from a variety of countries. Your day starts with a two hour docent led guided tour of the museum. Learn all about Reagan's time in the White House and view the famous Air Force One pavilion. Enjoy a "Marine One" delicious buffet lunch served in the Air Force One pavilion. The rest of the afternoon is yours to explore the museum and soak up the holidays. Excursion includes roundtrip transportation, tour, lunch and a snack on the way home for $54 per participant. There are 18 participants enrolled and 27 spaces available. Monday, January 2, 2012 — Rose Parade The parade is on Monday, January 2, 2012 due to a history of never holding the parade on Sunday. Experience the Rose Parade in style. No camping on the cold streets or fighting traffic to get there. This year's theme is "Just Imagine." Be a part of the magic, experience the beauty of the floats in person, listen to the sounds of the marching bands and wave to the equestrian units. Excursion includes continental breakfast, roundtrip transportation, seat cushion, official Rose Parade Program, and a snack on the way home. Other cities offer this excursion without the program and seat cushion for a cheaper price. Instead of discontinuing the perks, staff adjusted other costs in order to make the trip competitively priced. The fee this year for Diamond Bar is only $84. This is because the staff leading the excursion is paid less than staff in previous years and we are using 100% of Prop A funds in order to cover the transportation costs of the excursion. Senior Programs Senior Classes -- Mt. San Antonio College partners with the City of Diamond Bar to offer free classes to seniors at the Diamond Bar Center. The classes vary from computer to exercise and fine arts. Currently classes are on break with the Fall session beginning August 29. Senior Seminars 8/3 Attorney Appointments 8/8 How to Talk with Your Physician 8/19 Reverse Mortgage Specialist Senior Activities and Services Bridge every Wednesday -- 4-8 per session Mahjong every Wednesday -- 30 per session average Bingo every Tuesday and Friday -- 190 per session average Senior Excursions August 3, 2011 — Ballona Wetlands, Lunch and Bay Cruise — This sold out trip, was a brand new venue for us and because it was a walking tour for an hour, I was a little surprised that we sold out. Everyone raved about the lunch at PJ's with a view of the Marina and it was a perfect day for a cruise. All for $51. August 24, 2011 — Valley View Casino — We had to order the big bus for this sold out trip of 55 passengers. This casino is in San Diego County and is advertised to have the "loosest slots". This is our second year going, so maybe it's true! This casino trip is just $20. Senior Extended Excursions — Two Diamond Bar seniors traveled to the Colorado Rockies for an extended trip starting August 20, 2011. Senior Special Events July 21, 2011 - Senior Barn Dance This a senior tradition that sees 120 people at this dinner dance. Complete with barbecued ribs and chicken, macaroni and cheese, fruits, salads and bread pudding for dessert. Keith Johnson Entertainment provided the music for dancing. Senior Softball — The Diamond Bar Diamonds have been playing every Thursday since April 21 in the Inter City Sr. Softball League. So far they are 2 and 1 (3`d place) in the playoffs. Special Events 4t" of July Blast Full Financial Summary and Evaluation attached. Concerts/Movies in the Park — All good things must come to an end. That was the feeling when the last concert took place on Wednesday, August 17. The band was Lights Premier a tribute to Journey and what a way to end the series. The crowd loved listening to favorites like "Don't Stop Believing" . Also the Diamond Bar Community Foundation was present with a booth and sponsored that night's concert. Seven summer concerts and movies have taken place and all have been a big success! The Diamond Bar community raised the bar in crowd participation at both events. On August 3, the Diamond Bar Community got a chance to get up close and personal with the men and women keeping Diamond Bar safe at National Night Out! The Diamond Bar Sheriff's Team, and L.A. County Fire Department stations 120 and 121 joined us in celebrating this annual event. Please come and join us next season. Diamond Bar Day at the Fair — Thursday, September 15, 2011 Please come and join us for a fun and exciting day at the Fair to celebrate Diamond Bar! Diamond Bar Day Activities: • 9am — 1 pm FairKids Expo • 12 — 7pm Business Expo • 2:30 — 3:30pm (3:05pm - Diamond Bar Day Designated Horse Race) • 4pm Community Reception 5pm Community Parade • 5:30pm Hometown Hero Presentation 6 - 9pm Community Entertainment Facility Rentals Diamond Bar Center — The Diamond Bar Center was the location for a total of 47 private, business and non-profit rentals during the month of July. There were 22 church rentals and 2 Toastmasters meetings. There were also 10 weddings, 5 birthdays, 3 business meetings, and 2 graduation ceremonies. There was also, a christening reception, a pre -wedding celebration and a fundraiser. A total of $52,427.60 in rental fees was collected during the month of July for Diamond Bar Center rentals. In July 2010 $63,270.00 was collected. Heritage — There have been 12 rentals of Heritage Park Community Center for the month of August. Rentals include a church, an ongoing meditation class, a birthday party, a baby shower and a parent appreciation dance. Total revenue for these rentals is $1,620.00. The revenue for August 2010 was $2,162.50. Pantera — There have been 2 rentals of the Pantera Park Activity Room for the month of August. Both events were Toastmasters meetings. Total revenue for these rentals is $40.00. The revenue for August 2010 was $820.00. Picnic Reservations — As of August 6, 2011 there have been 27 picnic reservations made for the month of August. There have been 12 for Sycamore Canyon Park, 6 for Ronald Reagan Park, 2 for Peterson Park, 3 for Pantera Park, and 4 for Heritage Park. The revenue for these picnic rentals was $700. The revenue for July 2010 was $1,025. Hosting a picnic at one of Diamond Bar's beautiful parks is popular during the summer season. The picturesque views, playground equipment and barbeque pits make the parks a great location for family gatherings and birthday parties. Sycamore Canyon Park, Heritage Park and Ronald Reagan Park tend to be the most popular picnic rental locations. Program Evaluation and Financial Summary Program Title: 4th of July Blast Date: August 16, 2011 Evaluation Prepared by: Andee Tarazon, Community Services Coordinator Diamond Bar High School was filled with patriotic cheer and smiles of delight as an estimated 11,000 people attended the 4th of July Blast on Monday, July 4, 2011. 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 Bar sky. During the event children were given the chance to participate in the popular kid zone area which featured: face painting, lanyards, sandy candy, bracelet making, patriotic tattoos, coloring, gliders, decorating of hats and visors and of course bouncers! In addition picnic games turned out to be a big hit. Tug -of war had competitions from child - adult, the potato sack race also proved to be very exciting. All winners from these races received a patriotic prize. The crowd was entertained by party music from "SoundBytes" on stage. The highlight of the day's activities was when the sun begun to set and Mayor Steve Tye announced for the fireworks to begin. The stadium became dark and the crowd roared with oohs and awws, 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. Staff Recommendations • Look for 2012 venue, Diamond Bar High School may not be available, due to construction. • Coordinate possible new location with Pyro Spectaculars to verify fall out zone. • Coordinate grand finale with Pyro to ensure traditional end. • Organize traffic control plan with Sheriff's team prior to event. • Continue to grow kid zone area due to popular demand. • Provide better signage for event seating and walking areas. • Order 3-D firework viewing glasses for giveaway. CITY OF DIAMOND BAR 4th of July Blast - 2011 FINANCIAL SUMMARY as of 8.15.2011 Projected General Fund Expenditures $ 34,498.00 $ Projected Revenue $ - Coordinator (Overtime) Difference $(34,498.00) Projected Prop A $ 2,500.00 Actual General Fund Expenditures 301.00 $ 32,881.83 Actual Revenue $ $ Difference $(32,881.83) Actual Prop A 45.00 $ 2,393.60 PERSONNEL SERVICES Social Security (40085) @ 6.2% $ 3,387.00 Projected Amount $3,498.00 Part Time (40030) $ 2,236.00 Workers $ 481.00 Projected Amount $2,200 Leaderl $ 782.00 Leader II $ 973.00 Full Time (40020) $ 850.00 Coordinator (Overtime) $ 850.00 Personnel Services (40000) $ 301.00 Worker's Compensation (40083) @ 3.8% $ 117.00 Medicare (40085) @ 1.45% $ 45.00 Social Security (40085) @ 6.2% $ 139.00 SUPPLIES (001-5350-41200) $ 2,837.66 Projected Amount $2,200 Reimbursement for Staff Meals $ 503.25 Balloons/Decorations $ 792.00 Children's Activity Booth $ 1,452.75 Misc Supplies $ 89.66 CONTRACT SERVICES (001-5350-45300) $ 18,342.73 Projected Amount $21,300 Fireworks $ 12,900.00 Entertainment $ 2,500.00 Banners/Signage $ 528.73 Valley Crest $ 540.00 Special Event Insurance $ 1,874.00 PRINTING (001-5350-42110) $ 500.00 Projected Amount $500.00 Flyers/ Posters $ 500.00 EQUIPMENT RENTAL (001-5350-42130) $ 4,075.86 Projected Amount $4,000.00 Sound System $ 1,480.00 Tables and Chairs $ 911.68 Light Tower Rental/equipment $ 674.68 Restrooms/Sinks $ 1,009.50 FACILITY RENTAL (001-5350-42140) $ 1,344.98 Projected Amount $3,000 Diamond Bar High School $ 1,344.98 Projected Amount $2,500 Shuttles $ 2,393.60 CITY OF DIAMOND BAR 4th of July Blast BUDGET DISCUSSION FY11-12 PROJECTED GENERAL FUND EXPENDITURES $ 34,498.00 PROJECTED REVENUE $ PROJECTED PROP A $ 2,500.00 PROJECTED PROGRAM COST $ 34,498.00 PERSONNEL SERVICES $ 3,498.00 Personnel Part -Time staff (001-5350-40030) $ 2,500.00 Workers $ 500.00 Leaders $ 1,000.00 Leaders II $ 1,000.00 Full Time (001-5350-40020) $ 700.00 OT Coordinator $ 700.00 Personnel Services (001-5350- 40000) $ 298.00 Worker's Compensation (40083) @ 3.0% $ 96.00 Medicare (40085) @ 1.45% $ 47.00 Social Security (40085) @ 6.2% $ 155.00 SUPPLIES (001-5350-41200) $ 2,200.00 Reimbursement for Staff Meals $ 500.00 Children's Activity Booth Decorations Supplies CONTRACT SERVICES (001-5350-45300) $ 21,300.00 Fireworks $ 12,900.00 Special Event Insurance Entertainment Banners/Signage Valley Crest 2,000.00 5,000.00 600.00 800.00 PRINTING (001-5350-42110) $ 500.00 Flyers/Posters $ 500.00 EQUIPMENT RENTAL (001-5350-42130) $ 4,000.00 Sound System Light Tower Rental/Generators Tables/Chairs/Canopy Restrooms/Sinks 1,000.00 1,000.00 1,000.00 1,000.00 FACILITY RENTAL (001-5350-42140) $ 3,000.00 Event Location $ 3,000.00 PROP A (112-5350-45310) $ 2,500.00 Shuttles $ '2,500.00 Program Evaluation and Financial Summary Program Title: Contract Classes Date: August 1, 2011 Evaluation Prepared by: April Batson, Recreation Coordinator Contract classes serve as one of the foundation programs of our recreation department. The classes allow for the City to operate a wide range of classes for residents without the cost of hiring staff to run them. The classes are offered at a lower rate to make recreational opportunities affordable. Many view the contract class program as the bread and butter of the department because classes are rather stable, provide a firm foundation and bring in revenue which can be applied towards a variety of costs. Those include direct costs such as instructors, facility rental, and professional organization membership. The contract class program is also able to recover some of the indirect costs such as printing the recreation brochure, staff, administrative and our own facility costs. Potential instructors submit proposals and a packet of supplemental information, including a class syllabus and class fee to staff. Classes chosen to run are determined based on a variety of factors including: instructor credentials, community need, facility availability, and cost. There is a $7 administrative fee added to each class, this fee covers insurance and some of the administrative costs. Once the classes are selected the brochure is compiled, edited, sent to be printed and mailed to residents of Diamond Bar as well as a mailing list of over 300 households. The Public Information Department handles the layout, printing, and mailing of the guide. Participants can register by going on line, calling Recreation Services, faxing in a registration form or going to the Diamond Bar Center. Instructors must sign and return a contract prior to their classes starting. Those who work with youth must be fingerprinted and cleared prior to class starting. Instructors are responsible for bringing all necessary equipment. Some classes, such as art, have a material fee to cover the cost of the items the students use in class and/or take home. At the end of the class Recreation Services processes the check request form in order to pay the instructor 60% of the fee, not including the $7 administrative fee. For example if the instructor charges $100 for the class, the City adds $7 and the participants pay $107 each. At the end of the class the instructor is paid 60% of $100 or $60 per participant. The only exception to this is Tennis Anyone, who gets a 70% payment and the City keeps 30%; we still keep the $7 administrative fee. The majority of the classes offered are introductory level classes. Baby ballet, Tae Kwon Do, youth art and Intro to Computers are all basic level courses designed to give participants the opportunity to experience the activity without paying high prices. These classes can typically be taken at a private studio for a higher cost. If the instructor has a local studio, then the classes they run through the City must be priced lower than if the participant signed up at the studio. Staff works with local CPRS Districts and other municipalities in order to make sure their classes are current and meeting the standard set by other cities in the area. Staff is also a member of LERN, the Learning Resources Network which provides resources for those who are involved in lifelong learning. LERN offers such services as a brochure critique, webinars and helpful tips on relevant topics. The 2010/2011 fiscal year was surprising in a variety of ways. This year we saw a decrease in Summer and Fall 2010 tennis enrollment, causing enrollment numbers and subsequently revenue to drop below where they were for Summer and Fall 2009. However, in Spring 2011 we did much better than Spring 2010 and had an increase in enrollment and revenue. These fluctuations are attributed to the fact that tennis raised the cost of classes and then lowered them due to poor enrollment. Fiscal year 10/11 enrollment Session Number of Participants Classes Run Classes Cancelled/ Percentage of Classes _ Fiscal year 09/10 enrollment Session Number of Participants Classes Run Classes Cancelled/ Percentage of Classes 05/06 $267,910 06/07 $300,034 07/08 $337,117 08/09 $311,998 09/10 $307,231 10/11 i Taking into consideration that we are offering fewer classes, but more classes that get enrollment, Recreation Services is keeping up with the changing economy. There has been an increase in adult fitness enrollment and we are offering more adult fitness classes in order to accommodate the needs. Classes with low enrollment have been eliminated so that resources are being allocated to classes with a history of good enrollment or to new classes. LERN recommends that agencies should be cancelling 10-12% of classes each session. In the annual budget the City finance department lists the actual revenue collected for the programs. This number does not take into consideration the amount paid to instructor; it is only the amount of money Recreation Services collected in registration fees including the $7 administration fee. Revenue Listings (Per City Budget) Fiscal Year 03/04 Amount $213,942 04/05 $279,980 05/06 $267,910 06/07 $300,034 07/08 $337,117 08/09 $311,998 09/10 $307,231 10/11 $298,825 FY 10/11 saw reduction in anticipated revenue from $315,000 to $287,250 at mid -year budget review time. The mid -year numbers (from Summer and Fall) were less than the year before by about $25,000 and staff expected the trend to continue. Our final revenue numbers were $298,825 which was $11,575 above our projections. CITY OF DIAMOND BAR Contract Classes Financial Summary FY 10-11 Projected General Fund Expenditures $202,915.00 Projected Revenue $287,250.00 Difference $84,335.00 Actual General Fund Expenditures Actual Revenue Difference $171,004.68 $298,825.00 $127,820.32 Meetings (001.5350.42325) $95.00 Projected Expenditures - $300.00 Staff trainings $95.00 Travel -Conferences (001.5350.42330) $1,422.46 Projected Expenditures - $1,200.00 CPRS Seminars & Conference $1,422.46 Membership and Dues (001.5350.42315) $550.00 Projected Expenditures - $580.00 CPRS Annual Membership $155.00 LERN Annual Membership $395.00 RENTAL LEASE OF REAL PROPERTY (001.5350.42140) $1,932.00 Projected Amount - $19,000.00 Walnut Valley USD $1,932.00 CONTRACT SERVICES (001.5350.45320) $166,785.33 Projected Amount - $168,960.00 Contract Class Instructors $165,334.13 Contract Class Insurance $1,451.20 PRINTING (001.5350.42110) $0.00 Projected Amount - $1,200.00 Comment Cards $0.00 SUPPLIES (001.5350.41200) $0.00 Projected Amount - $600.00 Contract Class Showcase $0.00 Contract Class Instructor Meeting $0.00 PERSONENEL SERVICES (001.5350.40030) $219.89 Projected Amount - $615.23 Personnel (40020) CS Leader 1 - 2 hours @ $9.31 $18.62 Recreation Coordinator OT- 5.25 hours @ $24.23 $190.81 Personnel (40000) $10.46 COMPUTER MAINTENANCE (001.5350.42205) $0.00 Projected Amount - $0.00 IS Budget- Vermont Systems, RecTrac $0.00 CITY OF DIAMOND BAR Contract Classes Budget Discussion FY 10-11 Mid Year PROJECTED GENERAL FUND EXPENDITURES $ 222,455.23 $ 202,915.00 PROJECTED REVENUE $ 315,000.00 $ 287,250.00 PROJECTED PROGRAM COST DIFFERENCE $ 92,544.77 $ 84,335.00 PROJECTED REVENUE Contract Classes (34780) $315,000.00 Meetings (001-5350-42325) Amount Budgeted: $300.00 Orange County Area ($15x4x2) $120.00 San Gabriel Valley Area ($10x4x2) $80.00 WILS Seminars (4x$20) $100.00 Travel- Conferences (001-5350-42330) Amount Budgeted: $1,200.00 LERN Seminars $1,200.00 Membership & Dues (001-5350-42315) Amount Budgeted: $580.00 WILS Annual Membership $25.00 LERN Annual Membership $400.00 CPRS Annual Membership $155.00 Rental Lease of Real Property (001-5350.42140) Amount Budgeted: $19,000.00 Walnut Valley Unified School District $8,000.00 Pomona Unified School District $5,000.00 Mt. Calvary $2,500.00 LA Royal Vista Golf Course $3,500.00 Contract Services (001-5350-45320) Amount Budgeted: $198,960.00 Contract Class Instructors $190,000.00 Finger Printing (30x$32) $960.00 Instructor Insurance $8,000.00 Printing (001-5350-42110) Amount Budgeted: $1,200.00 Comment Cards $1,000.00 Online Registration Cards $200.00 Supplies (001-5350-41200) Amount Budgeted: $600.00 Supplies for Class Performance $500.00 Supplies for Instructor Meetings $100.00 Personnel Services (001-5350-40030) Amount Budgeted: $615.23 2 -CS Leader 1-5 hours @$11.25 $112.50 1 -Specialist- 24 hours @ $18.48 $443.52 Personnel Services (001-5350-40000) $59.21 Worker's Compensation (40083) @ 3% $16.68 Medicare (40085) @ 1.45% $8.06 Social Security (40085) @ 6.2% $34.47 Computer Maintenance (001-5350-42205) Amount Budgeted: $0.00 Rec Trac Annual Maintenance Fee IS Budget AUGUST PARKS REPORT TO: HONORABLE CHAIRMAN AND MEMBERS OF THE PARKS AND RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS AND MAINTENANCE SUPERINTENDENT SUBJECT: AUGUST PARKS REPORT DATE: 8/17/11 MEETING DATE: 8/25/11 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 • Repaired brass electrical floor box by fabricating a new hinge. • Repaired portable mirror (used for dance classes) by reinstalling the caster frame. • Serviced ice maker and installed new ice sensors. Replaced lighting ballasts in GVBR-A sconce light and upper women's room up light. • Adjusted lobby entrance door to eliminate intermittent sticking. • Painted six (6) post indicator valves and two (2) 8" fire service backflow devices. • Painted Summitridge Dr. fire access gate. • Reinstalled decorative wooden corner molding on the GVBR-E section door opening. • Performed monthly generator test. • Repaired leaking kitchen sink drain. • Unplugged Pine room A/C condensate line and adjusted blower belt tension. Clogged condensate line was causing a water drip in the adjacent hallway. Heritage Park • Replaced 2nd Base peg on softball field. • Repaired faucet in exterior women's room. • Welded ping pong table leg and caster. Maple Hill Park • Unplugged men's room urinal. Pantera Park • Re-lamped men's and women's restrooms. • Repaired hand dryer in women's restroom. • Nailed loose planks on playground bridge. • Tightened loose bolts on various play equipment. • Re-lamped five (5) fixtures in the Tiny Tot classroom. Paul C. Grow Park • Unplugged drinking fountain drain at parking lot. Peterson Park • Unplugged urinal in men's room (3 occurrences). • Re-lamped one (1) walkway perimeter light. Ronald Reagan Park • Unplugged urinal in men's room. Sycamore Canyon Park Set up and take down for "Concerts in the Park". • Set up and take down for "Teen Night Out". • Pressure washed park building and adjacent walkways. Park Walk Throughs Heritage Park Walkthrough June 7, 2011 Visited by: Chairman Roberto, Anthony Jordan, David Seiler, Claude Bradley and Martin Avila deme„e ivy and tendrils frem e.,te. e estreem wall VG 2. Remove "Haunted House” cables from interior ballroom. DB 3. Replace broken glass cube in ballroom. DB 4. Patch and paint wall by kitchen sink backsplash. DB 5. Patch wall by kitchen pass through window and add chair rail. DB • Obtamn GGst estimate from VC to install new dFinking fountain drain sumps DB 7. Retetill playground sand. Move sand from high spots to lew spots. VC 8. Pressure wash play equipment. DB o r_rin,t various sidewalk di6pl..nementc D13 -Scheduled 10. Ch Gk mower deck height and blades teprevent s alping \�!` 11 Replaee hreken softball baekstep board nQ 12. Re -stretch and re -tie chain link fabric at softball backstop. DB Items #2, 3, 4, 5, 8, and 12 are in progress now that Summer Day Camp is out of session. Pantera Park Walkthrough June 27, 2011 Visited by Vice Chairman Herndon, Anthony Jordan, Marty Avila (VC) 1 Trim hedges at 139wGreek and Pantere \ 2. Mulch and plant at flood control gate. VC 8. Spray and remove dallisgrass at north end of park. Re -seed as needed. VC 9. Add plant material at interior flood control gate. VC 11. Add cotoneaster shrubs at interior flood control gate. VC 12. Spray out crabgrass along flood control driveway. VC 13. Provide proposal to block pedestrian traffic through playground planter. VC 14. GheGk irrigation at sauth end of playgreund. VC 15. Cheek lee6e screw at play structure oof. n❑ rzrrsrr.,■�aerv_esa�n_r_rrs�:r�,.,ae.:,.r:m:�.� . - .- Add h. G-ReysIAGkle at west ef tennis rA, -4f; VC southern23. Add plant material at g lot entrance.24. Consider turf .. - - entrances. D: 25. Repair/replace damaged dugout shade covers. VC - Paiist 6F FeislaGe wate"ama5e+if. Source of wateF (a/c OF PFiGF FOOf leak). .- 27. Change burned eut bulbs in Tiny Tot room. .- Interoffice MEMORANDUM To: From Date: Re: Honorable Chairman and Members of the Parks and Recreation Commission Bob Rose, Community Services Director A0V)---gh-7A k August 17, 2011 CIP Project Up -date Report CIP Project Up -date: Meeting Date: August 25, 2011 Washington Park — Due to irregularities in the lowest and second -lowest bids, all bids were rejected for this project at the August 16 Council meeting. Plans and specs are now being up- dated by our consultant so this project can go back out to bid. Staff's goal is to have the documents ready for bidding by August 25 and to open bids on Tuesday, September 13. This timeline will allow staff to make a recommendation for award of contract at the September 20 Council meeting. Silver Tip Park — Thirty-six contractors have picked up sets of plans and specs to bid on this project. Bids are due from contractors for bid opening on Thursday, August 25. Award of contract is planned for September 20. Sycamore Canyon Park Trail — Phase IV — Thirty-three contractors have picked up sets of plans and specs to bid on this project. Bids are due from contractors for bid opening on Tuesday, August 23. Award of contract is planned for September 20. Interoffice MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director '//v/( Date: August 18, 2011 Meeting Date: August 25, 2011 Re: Philosophical Discussion of Program Finances At the last Parks & Recreation Commission meeting, the Commissioners had a discussion about program finances and how costs are accounted for in Program Evaluation reports. During that discussion, staff reported that directs costs are accounted for in the evaluation reports, but indirect costs are not listed. The Commissioners stated that they would like to see more information about indirect costs. As a place to start, following are the appropriated and actual General Fund budget numbers for the 2010/11 FY Budget that ended on June 30, 2011, Expenditures Program Area Appropriations Actual Expenditures Administration $292,590 $309,340 Diamond Bar Center $878,500 $854,323 Parks Maintenance $912,226 $924,916 Recreation $1,675,955 $1,600,850 Total Expenditures $3,759,271 $3,689,429 98.1% Revenues Program Area Revenue Goals Actual Revenues Recreation Programs $793,348 $760,752 Rents & Concessions $191,500 $261,894 Diamond Bar Center Rental $580,000 $612,674 Facility Security $22,700 $20,026 Heritage Park Bldg Rental $25,000 $22,940 Parks & Field Rental $20,000 $17,619 Total Revenue $1,632,548 $1,695,905 103.8% Overall Subsidy Level: 54% (including recreation brochure: 54.5°/x) Expense Not Included Above: Quarterly Recreation Brochure $41,600 (includes mailing) Recommended Action: Discuss methods of reporting program subsidies in the Program Financial Summary Reports Interoffice MEMORANDUM To: Honorable Chairman and Members of the P ks and Recreation Commission From: Bob Rose, Community Services Director Vk/f Date: August 18, 2011 Meeting Date: August 25, 2011 Re: Erosion Control of Sycamore Canyon Park Creek Staff has solicited proposals from consultants with experience correcting erosion problems similar to those the City is experiencing at Sycamore Canyon Park. Staff is evaluating the proposals to determine which consultant will be selected to design the solution to this problem. Only the design work is budgeted in the 2011/12 FY budget. Construction funds will not be available until next fiscal year at the earliest. Staff expects the solution to include a seating wall between the Tot Lot and the creek in the park. This seating wall will created a barrier between the Tot Lot and the creek. The attached letter is from Diamond Bar Brownie Troop #2234 and they are requesting a safety railing to keep young children from accidentally falling down the slope adjacent to the Tot Lot into the creek. The seating wall described above will create this "safety barrier". Since the seating wall is not expected to be constructed for at least a year, the Commission may wish to explore a temporary solution until the permanent construction is completed. Recommended Action: Receive staff's report and power point presentation and consider options for a temporary safety barrier between the Tot Lot and creek in Sycamore Canyon Park. Steve Tye Mayor Ling -Ling Chang Mayor Pro Tem Ron Everett Council Member Carol Herrera Council Member Jack Tanaka Council Member kec cledpaper August 18, 2011 21825 Copley Drive • Diamond Bar, CA 91765-4178 Jessica R. Fajardo Leader of Brownie Troop 2234 460 Red Cloud Drive Diamond Bar, CA 91765 Dear Jessica Fajardo: (909) 839-7000 • Fax (909) 861-3117 www.Cityof Diamond Bar.com I received a copy of your Troop's letter to the Parks and Recreation Commission regarding the slope between the Tot Lot and Creek at Sycamore Canyon Park. This topic will be discussed at the next Parks and Recreation Commission meeting, which is scheduled for Thursday, August 25, 2011 at 7:00 P.M. You and your Troop are invited to attend this meeting and to provide your ideas for a temporary solution to the problem described in your letter. A permanent fix should begin construction in about a year or so. The Parks and Recreation Commission meeting will take place at the Hearing Board Room in the AQMD building, located at 21865 Copley Drive, in Diamond Bar. If you would like to discuss this issue with me or have any questions about the meeting, feel free to contact'me at (909) 839-7061. I look forward to meeting you at the Parks and Recreation Commission meeting at 7:00 P.M. on Thursday, August 25. Since4eN, %r Doti Ro,�e� Director of Community Services Cc: Parks and Recreation Commission