Loading...
HomeMy WebLinkAbout09/22/2011 PRC Agenda - Regular MeetingParks & Recreation Commission AGENDA Thursday, September 22, 2011 7:00 p.m. THE GOVERNMENT CENTER AUDITORIUM 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 for public 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 11 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. Be and encourages you to do the same. CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA THURSDAY, SEPTEMBER 22, 2011 - 7:00 PM THE GOVERNMENT CENTER AUDITORIUM 21865 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — Li 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 PRESENTATION to Summer Volunteens of 2011- 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. September 22, 2011 PAGE 2 PARKS & RECREATION COMMISSION CALENDAR OF EVENTS: Wednesday, September 28, — Senior Excursion to Temecula Wine Tasting Departs from the Diamond Bar Center: 8:OOam / Returns: 5:OOpm Tuesday, October 4 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, October 5 — Senior Excursion to Harrah's Rincon Casino Departs from the Diamond Bar Center: 8:30am / Returns: 5:30pm Saturday, October 8 — USS Midway, SeaPort Village, San Diego Departs from the Diamond Bar Center: 7:45am / Returns: 5:30pm Tuesday, October 18 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, October 19 — Senior Halloween Dinner Dance - Diamond Bar Center, Grandview Ballroom 6-9pm Thursday, October 20 — Senior Excursion to Pomona Valley Mining Company Departs from the Diamond Bar Center: 11:00am / Returns 4:OOpm Wednesday, October 26 — DB 4Youth and DB 4Youth "In Action" Meeting — 6pm — The Government Center, 21865 Copley Drive, Diamond Bar Thursday, October 27— Parks & Recreation Commission Meeting — 7pm Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar Sunday, October 30 — Halloween Haunted House 6-9pm, Heritage Park Monday, October 31 — Halloween Haunted House 6-9pm and Fall Fun Festival 4:30-8:30pm — Heritage Park 1. CONSENT CALENDAR 1.1 Approval of Minutes for August 25, 2011 Regular Meeting 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation on DB Day at L.A. County Fair, Andee Tarazon, Community Services Coordinator. September 22, 2011 PAGE 3 PARKS & RECREATION COMMISSION 2.2 Parks Report — Anthony Jordan, Parks and Maintenance Superintendent 2.3 CIP Projects — Bob Rose, Community Services Director 1. Washington Park 2. Silver Tip Park 3. Sycamore Canyon Park Trail — Phase IV 4. Parks Master Plan Update 1�i319l-i1191►1*142111110reM2 2 4. NEW BUSINESS — None 5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their activities, request staff to return with information at a future meeting or request that a matter of business be placed on a future agenda. 6. ADJOURNMENT CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION THE GOVERNMENT CENTER HEARING BOARD ROOM DIAMOND BAR, CA 91765 AUGUST 25, 2011 CALL TO ORDER: Chairman Roberto called the Parks and Recreation Commission meeting to order at 7:00 p.m: in the SCAQMD/Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: C/ Liang led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Benny Liang, Ted Owens, Vice Chairman Lew Herndon and Chairman Dave Roberto. Absent: Commissioner Dave Grundy was excused. Staff Present: Bob Rose, Community Services Director; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Lorry Meyer, Recreation Specialist, and Marcy Hilario, Senior Administrative Assistant. MATTERS FROM THE AUDIENCE: Jessica Fajardo, Troop Leader, Brownie Troop #2234, and troop members Isabella Fajardo, and Jasmine Armas, shared that they were concerned about a falling hazard between the tot lot and the creek at Sycamore Canyon Park. The girls provided pictures as Ms. Fajardo read the offered suggestions. They suggested "falling hazard" signage and, better still, a temporary fence to prevent kids from falling and also to direct foot traffic to a safer access path to the creek side. The third suggestion, and recommended solution, would be to create a hedge fence. Ms. Fajardo said that the troop would offer to participate in the acquisition of materials and/or installation to make Sycamore Canyon Park a safer place. (New Business Item 4.2 was moved up on the agenda to address the concerns and suggestions presented) 4. NEW BUSINESS - 4.2 Erosion Control of Sycamore Canyon Park Creek — PMS/Jordan a. Sycamore Canyon Power Point Presentation PMS/Jordan stated that, with respect to the area of concern expressed by the Brownies and to keep water out of the playground, staff is considering installing a barrier/seating wall. 'This would serve to AUGUST 25, 2011 PAGE 2 P&R COMMISSION preclude access by a small child into the creek, and it would also create a seating surface for parents. Potential temporary fixes include signage, snow fence/temporary barrier which would offer on-going maintenance considerations, vinyl coated 36 to 42" high chain link fencing, vinyl fence (aesthetically pleasing), and lodge pole fencing (aesthetically the best solution). Currently, staff is evaluating four design firm proposals. Because there are no funds set aside for this project during the current fiscal year, the earliest there would be funding available would be in fiscal year 2012/2013. A temporary fix can commence fairly quickly once the decision is made about the materials with possible assistance from the California Conservation Corp on the lodge pole fencing. The principal costs would be for the material. Staff recommends lodge pole fencing. The hedge is a good solution as well; however, there could be a problem with the time it would take to grow the hedge. It would take years to get the full growth benefit from 15 gallon plantings. Chair/Roberto asked if staff intended to put gabion fencing along the creek bed as a permanent solution. CSD/Rose responded no, that the gabion fence would be at the point of erosion only and the rest would be left in its natural state for the most part. He went on to share about 15 years ago staff went through this and it is an on-going issue. PMS/Jordan said that the rate of erosion that the City experiences in this location is substantially less than what is experienced on the upper creek. Although the volume of water that moves through this area is much greater, the area that it flows through is much wider, which in turn makes the velocity relatively slow and, in the short term, the erosion of soil would be fairly insignificant. VC/Herndon stated that it appeared to him that there are boards on the bridge that prevent the kids from falling in and he would feel more comfortable bringing that fencing around. Even with the lodge pole fencing kids could climb over or through the lowest rail and although it may not be as aesthetically pleasing, it would probably be a lot safer. C/Owens asked if signage would be necessary and/or desirable in addition to the fencing and PMS/Jordan responded that it could be done. CSD/Rose stated that from a liability standpoint, this is considered to be an "open and obvious" issue which has been there for years and whether it is lodge pole or some other kind of structure, staff is not necessarily looking at this as a barrier to keep people out. The area was designed so that people could come in on the other side of the bridge as well and staff does not plan to block complete access to the creek. This is one of the recreation elements people enjoy and use in that park. Whatever material is used would be to help slow down individuals and give parents time to react to kids who are trying to run from the tot lot and not paying close attention to where they are headed. Staff wants to be very sensitive to the aesthetics of the park which is the reason there is nothing in place at this time. The goal was to keep it an open area. There are two tot lots; one tot lot was designed for two to five year olds so that they do not have an adjacent AUGUST 25, 2011 PAGE 3 P&R COMMISSION drop off. The tot lot in question is designed for five to 12 year olds and five year old kids have more skills and are more easily directed as to their boundaries. However, because some of the younger kids find their way into this tot lot area, it makes sense to put some kind of barrier up to help keep kids from charging into the creek area. VC/Herndon asked for input from the Brownies about a pole fence. Isabella Fajardo replied that she liked the pole fence and signage. C/Owens thanked both girls. C/Owens said he would favor the pole fence as a barrier with signage as a reminder to folks. He would not favor having a seating area because kids will play on it and it could be yet another hazard. He liked the idea of keeping the area open. C/Liang asked what the length of the pole fence would be and PMS/Jordan responded about 100 feet. C/Liang asked if a sign would relieve the City's liability. CSD/Rose responded that nothing eliminates the City's responsibility; therefore, the design of the fence is very important with respect to liability. Also, if the fence is placed right along the sidewalk and someone climbed the fence and fell over, they would fall on the grass on the other side. The design would be better and the liability would not be so great. Because this is an open an obvious situation, the expectation is that a reasonable person should stay away from the creek. Once a barrier is erected it could create an expectation that one would not have to be as vigilant. VC/Herndon moved, C/Owens seconded, to move forward with installation of a lodge pole fence with a couple of signs. Without objection, the motion was so ordered. CALENDAR OF EVENTS: As presented in the agenda. 1. CONSENT CALENDAR: 1.1 Approval of amended Minutes for the May 12, 2011 Study Session. VC/Herndon moved, C/Owens seconded, to approve the Minutes of the May 12, 2011 Study Session as amended. Without objection, the motion was so ordered with C/Grundy being absent. 1.2 Approval of Minutes for the July 28, 2011 Regular Meeting. VC/Herndon moved, C/Owens seconded, to approve the July 28, 2011 Regular Meeting Minutes as corrected. Without objection, the motion was so ordered with C/Liang abstaining and C/Grundy being absent. AUGUST 25, 2011 PAGE 4 P&R COMMISSION 2. INFORMATIONAL ITEMS 2.1 Recreation Program Update — RS/Murphey VC/Herndon asked if the financial summary for 2010/11 showing 'rental lease of real property" projected to be about $19,000, even though it was listed as only $1,900 actual. RS/Murphey responded that it is correct. The amount varies from year to year. When she started with D.B. almost 10 years ago, the City spent more on facilities because the Diamond Bar Center and other facilities were not available. The City still budgets in case it is able to offer a really popular class for which the City might not have space and wants to make sure the money is available for rental. Chair/Roberto asked if the totals on the mid -year were actual totals and RS/Murphey responded no, those are mid -year projections. The financial summary page shows the actual totals. C/Owens asked if senior softball was over. RS/Murphey referred C/Owens to the next agenda item. 2.1.1 PowerPoint Presentation — Senior Softball/Senior Excursions — RS/Meyer. RS/Meyer thanked everyone for their kindness to her over the years and reported that she would be retiring from the City of D.B. on October 5. 2.2 Parks Report — PMS/Jordan 2.3 Status of CIP Projects — CSD/Rose 2.3.1 Washington Park — CSD/Rose explained that there were irregularities in the lowest and second lowest bids that were submitted. Also, there were budget protests from the second and third bidders who threatened litigation if the City awarded the contract to the lowest bidder. CA/Jenkins advised the City that the project could be delayed for quite some time if there was litigation; therefore, all bids were rejected by the City Council on August 16. As a result, the plans and specs were updated and the project is ready to go out to bid with bid opening on September 13 and award of contract projected for September 20. C/Owens asked how many contractors bid on the first project and CSD/Rose responded 18. Chair/Roberto asked if the contractors have to pay again and CSD/Rose responded yes, because this is essentially a new project. 2.3.2 Silver Tip Mini -Park — CSD/Rose stated that the bid opening was supposed to take place today. However, staff had to issue an AUGUST 25, 2011 PAGE 5 P&R COMMISSION addendum yesterday to delay the opening to September 1. There were a few issues with the plans and specs that were brought to staff's attention later which left insufficient time to complete the addendum and continue with the bid opening today. Thirty-eight contractors have picked up plans and specs for this project. Staff plans to award the contract on September 20. 2.3.3 Sycamore Canyon Park Trail — Phase IV — CSD/Rose reported that staff opened the bids on August 23 and the award of contract is scheduled for September 20. There were 13 contractors that submitted bids and the bids ran from $345,000 to $695,000. Ace Construction is the apparent low bidder and staff is checking references. Ace was previously called Mega Way, which is the company that built Sycamore Canyon Trail Phase III. VC/Herndon asked how frequently staff has to put projects out for rebid. CSD/Rose said it is very unusual that contractors are willing to litigate. The problem with the low bidder was that the bidder forgot to submit the required acknowledgement that he received the fifth of five addendums and he was willing to forgo the additional $200 for the fifth addendum. The City Attorney originally ruled that it was a minor irregularity that could be waived but the second bidder threatened to file an injunction if the contract was awarded to the low bidder. After speaking with their attorney, CA/Jenkins determined that it was not worth the risk that the project could be delayed by months. This does not often happen because most contractors are too busy to get involved in litigation. 3. OLD BUSINESS: None 4, NEW BUSINESS (Continued): 4.1 Philosophical Discussion of Program Finances - CSD/Rose CSD/Rose asked for Commission input as to how the report would best suit its needs. Staff has a program budget including the contract class budget that shows how much money is budgeted for each program and the Program Evaluation Financial Report reflects the real numbers which helps the program director determine what adjustments need to be made to the program and what needs to be budgeted. However, the reports need to also serve the Commission and from past discussions there have been many comments and a good amount of discussion indicating that the current reporting format may not serve the Commission's purposes. The report contained in the Commissioner's packet lists the actual expenditures for the programs or about 98.1% of the appropriated funds during the last fiscal year. The revenues are listed in the same categories as listed in the budget. D.B. collected 103% of the revenues that were projected. The overall subsidy level is basically the actual revenues divided by the actual expenditures which came out to about a 54% subsidy level. One expense that is not included in the current number is AUGUST 25, 2011 PAGE 6 P&R the quarterly recreation brochure, which is in a different budget from the Community Services budget. That expense is approximately $41,600 per year. Chair/Roberto stated that he felt that the point of past discussions was that the subsidy was somewhat hidden within the report and the Commissioners wanted to be sure that information was being properly communicated to the community reading the brochures when trying to determine the value of signing up for classes at a certain price. VC/Herndon asked if it was correct that the City was subsidizing those classes and CSD/Rose responded yes. For example, the classes that are held at the Diamond Bar Center are not charged rent for use of the Center, so utilities, loss of potential revenue, space, etc. are being subsidized. Chair/Roberto reiterated that in the past when the City did not have those facilities, it was paying someone for the rental space. CSD/Rose responded that Chair/Roberto was correct. CSD/Rose said he believed the highest amount that was paid to the school districts was about $120,000 per year. CSD/Rose confirmed to C/Owens that the City essentially subsidizes the programs at about a 54% level which includes full time employees, benefits, utilities, maintenance, etc. VC/Herndon felt that the recreation brochure should be included and he also believed that the breakdown of different costs included a statement indicating that, based on previous years' experience; the subsidy levels for this program would have been XX percentage. He believed this would provide a truer picture of what is happening. Chair/Roberto concurred with VC/Herndon and felt that statements at the bottom of each program would be an effective way of presenting the fact that there is an additional benefit to the participants. 5. ANNOUNCEMENTS: C/Liang thanked staff for the great job on the safety issues at Sycamore Canyon Park and for keeping the residents and the City safe. C/Owens shared that he attended several Concerts in the Park programs and was impressed with the crowds. He attended the Youth Baseball Picnic Awards and was impressed with the number of attendees. He thanked staff for organizing the events. VC/Herndon echoed comments about the great job staff does. He appreciates the great presentations and is always impressed with the results of the obvious efforts put forth by staff. When the Commission met to discuss the Parks Master Plan, there was a discussion about finding a spokesperson to help raise funds to AUGUST 25, 2011 PAGE 7 P&R COMMISSION develop sports fields. There was a budget mentioned and the possibility of organizations within the City getting involved. He would like to see a Council Member or someone of prominence in the City spearhead getting support for these sports fields. He believed there was a tremendous opportunity at this time with a tremendous adopted Master Plan. In addition, as was pointed out in the minutes, there may be funds available at the Federal level that could be utilized toward this effort and he would hate to see the ball dropped on this effort. He would like to see some forward movement on this issue. Chair/Roberto thanked staff for tonight's presentations and congratulated RS/Meyer on her retirement. He asked if the City had plans to recognize her and RS/Murphey responded that there would be a recognition ceremony for Lorry at the October 4 senior meeting. Once the details are made public, she will invite the Commissioners to attend. Chair/Roberto said he had no problem with staff opening mail that is addressed to him in care of the City. He appreciated the presentation on Item 4.2. He asked what staff would recommend that the Commission propose to the City Council to move forward with the Parks Master Plan. CSD/Rose stated that the first effort was to get the City Council to finance the new City Hall to get money back into the General Fund so that money could be earmarked for the sports facilities at Lorbeer and South Point Middle Schools. However, the City Council chose not to finance the facility and leave it as a cash purchase. Staff will propose to the City Council to see if they are interested in spearheading a fundraising effort. A number of years ago, then City Council Member and Mayor Bob Zirbes appointed a Sports Complex Task Force to study the matter which is how fundraising efforts began through the Diamond Bar Community Foundation. As a result, there are funds that have been set aside for a future sports complex; however, there needs to be more momentum and a citywide effort to move the matter forward. ADJOURNMENT: VC/Herndon moved, C/Liang seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 8:28 p.m. The foregoing minutes are hereby approved this day of 2011. Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE ROBERTO, CHAIRMAN Recreation Program Update TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: September 14, 2011 MEETING DATE: September 22, 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 Summer 2011 — Summer session is officially over, classes ended on September 16. This summer we had 1,282 students enrolled in 197 classes. In summer 2010 we had 1,228 students enrolled in 205 classes. The revenue from summer 2010 was $86,249.00 and summer 2011 made $97,454.00. This increase is partially attributed to the addition of one more week of Lego Camp. Lego camp had 83 participants at $164 per participant. Last summer we only had 46 participants at $157 per participant; the doubling of enrollment in a class of this price had a positive effect on revenue. Another reason for the increase in revenue was youth art classes. Last summer we had 31 participants in four youth art classes. This summer we had 84 participants in eight classes. Tennis enrollment this summer was the same as it was last summer with 223 participants in summer 2010 and 227 in summer 2011. Popular classes this summer were: tennis, youth soccer, online driver's education, Tae Kwon Do, Lego Engineering Camp, Lego Pre -Engineering Camp, math classes for youth, Zumba, adult yoga, youth art classes, Karate, baby ballet, Kajukenbo, youth basketball, multi -sport, and pilates. Fall 2011 — Fall session begins September 17 and ends December 9. Fall offers a handful of new classes including tot and me ice skating, parent and me early reading, youth movement, Spanish for beginners, introduction to journalism, yoga flow, and introduction to Microsoft Excel. Gymnastics has also been moved to a different time and day with a new instructor in order to help spur more participation in the classes. Thus far there are 183 participants enrolled in 194 classes. Youth Programs Tiny Tots — Fall session started on Monday, August 29. At the time of this report Heritage Park Tiny Tots had 20 in the 3 year old class and 19 in the 4-5 year old class. Pantera Park Tiny Tots had 20 in the 3 year old class and 14 in the 4-5 year old class. October is time for the fall excursion to the Pumpkin Patch. Heritage Park is scheduled to go to the Cinderella Pumpkin Patch in Brea on Friday, October 21. The children participate in activities, including a bounce house, a petting zoo and end the morning picking out their very own pumpkin. DB 4Youth "In Action" — On Wednesday, September 7, ten youth met to turn in paperwork to be in the Diamond Bar Day at the LA County Fair Parade. The youth met at the parade line up area at 4pm on Thursday, September 15. Staff rented a trackless train for them to ride. They decorated the train with DB 4Youth "In Action" balloons and banners. The train holds 12 -15 youth and it was full. This was the best parade for DB 4Youth "in Action." Everyone had a great time. Volunteens — The Volunteens will join us for recognition for all the work they did this summer. There were 61 volunteens working in 5 different programs. Summer Camp had 31, Concerts in the Park had 19, Tiny Tots had 6, Senior Programming had 4 and Youth Sports had 1. They worked a total of 7258.25 hours throughout the summer. Applications for next year will be available the end of February 2012. Youth and Adult Sports Adult Basketball — The fall season started off on Sunday September 11 with a round of practice games for new and returning teams. The first game of official league play will start on Sunday, September 18. We currently have 27 teams registered and will continue taking registration until we fill up the league with 36 teams. Teams will be divided into divisions ranking from D -minus, D, D -plus east/west, and C. The $360 fee guarantees 10 games, scorekeepers, and championship awards. Teams must also provide $20 each game for officials. Adult Volleyball — Volleyball is back after a short summer break! The season began play at South Pointe Middle School from 7-9 pm on Monday, September 12. There are currently 7 players enrolled. For only $40 players receive 10 weeks of game play on two indoor courts. Table Tennis — The Table Tennis program continues play at Heritage Park on Tuesday (average of 13 participants), Thursday (average of 11 participants), and Sunday (average of 9 participants) evenings. Open play takes place on 3 different Butterfly Tables from 7:30- 11 pm on Tuesdays and Thursdays, while Sunday is open from 6:30-10pm. Youth Basketball — Registration will begin for youth basketball on Monday, September 19 for Diamond Bar Residents and on Monday, September 26 for non residents. The $84 registration fee entitles participants to a basketball jersey, a trophy, and 10 games. Skills day will be conducted on Saturday, December 3 at South Pointe Middle School. In addition to our regular 4-11 age group, we have added a new 12-13 year old division after high demand from past participants over the years. Games will start Saturday, January 7 at either Mt. Calvary or South Pointe Middle School depending on age and team. Adult Excursions 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. This excursion was tremendously popular with 90 participants. Two busses were taken in order to accommodate the high demand. 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 in 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 16 participants enrolled and 29 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. The international food court will serve everything from Thai to Hawaiian cuisine. There is something there for everyone, everything from a beer and wine garden to a kid's area. Of course there will be live entertainment and plenty to see. 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 32 participants enrolled and 13 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 39 participants enrolled and 6 spaces available. Monday, January 2, 2012 — Rose Parade 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. There are 14 participants enrolled so far and 35 spaces available. 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. The classes vary from computer to exercise and fine arts. Fall classes are in session from August 29th to December 18th. All of the exercise classes including Tai Chi are at maximum capacity. So is Quilting, Needlework, Drawing and the Gardening class. Most of the computer classes are full as well. Senior Seminars 9/7 Attorney Appointments — 6 9/16 Reverse Mortgage Specialist— 3 Senior Activities and Services Bridge every Wednesday — 8-12 per session Mahjong every Wednesday— 30 per session average Bingo every Tuesday and Friday — 190 per session average Senior Excursions September 15, 2011 — Diamond Bar Day at the Races — This was another sold out trip. li is the 4th year for this trip and it has become a favorite. The seniors enjoy a free program, a wonderful lunch and a private terrace to enjoy the races. Ticket price is $38. September 28, 2011 — Leonesse Cellars in Temecula — It was the first time for this venue. Although you were getting quite a lot for your money, I believe this was a little too expensive for the seniors. It was $68 for a tour of the Olive Oil Factory and then a tour and tasting at Leonesse Cellars. Lunch was at the winery and there was a wine and chocolate pairing for dessert. Currently there are 30 passengers signed up. Senior Special Events September 8, 2011 — Evergreen Sr. Club Quarterly Meeting There were 350 seniors in attendance at the Evergreen quarterly meeting at the Diamond Bar Center. During this meeting they have business, birthday celebrations, and entertainment. A lunch is served to those who purchased a ticket in advance. This meeting was special because they also celebrated the Moon Festival and thanked and recognized Lorry Meyer, Sr. Programs Specialist on her retirement. The pictures above show them recognizing birthdays and their teachers. September 22, 2011— Italiano Celebration This is the 6th annual Italiano celebration and 160 people are slated to attend. There will be music by DJ Keith Johnson and authentic Italian cuisine will be provided by Frantone's from Cerritos. Admission is $15 per person. Special Events Concerts/Movies in the Park -- Full Financial Summary and Evaluation attached. 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 (3:05 race) Diamond Bar Day Designated Horse Race • 4pm Community Reception • 5pm Community Parade • 5:30pm Hometown Hero Presentation • 6 - 9pm Community Entertainment Halloween Haunted House — The Haunted House dates have been set for Saturday & Sunday, October 30 & 31, 2011. The event will be held at Heritage Park, 2900 S. Brea Canyon Road from 6-9 pm. Admission will be $5 and is recommended for ages 8 and up. Planning for this event is well on its way. Staff is bringing back the popular 3-D maze that is guaranteed to put a fun twist on haunting. Volunteer Information — The City is looking for local high school students to help with the set-up and operation of the popular Haunted House starting Monday, October 24 thru Monday, October 31, 2011. Volunteers must be in high school and either live in Diamond Bar or attend Diamond Bar or Diamond Ranch High School. School identification and waiver will be required. An informational meeting will be held on Wednesday, October 19 starting at 6pm at the Diamond Bar Center. Event detail and volunteer roles will be discussed, and waiver forms will be handed out. Fall Fun Festival -- This is a safe and fun alternative to trick or treating. The event will include game booths, craft area, prizes and of course candy! The festival date is Monday, October 31, 2011 at Heritage Park. Game/Craft cards are $5 beginning at 4:30pm and running until 8:30pm. Ages recommended are 2 to 8 years old. Facility Rentals Diamond Bar Center — The Diamond Bar Center was the location for a total of 50 private, business and non-profit rentals during the month of August. There were 28 church rentals and 2 Toastmasters meetings. There were also 6 weddings, 4 business meetings, 4 AYSO meetings, and 2 engagement parties. Also there was a birthday party, a Quinceanera, a debut, a fundraiser, and a memorial reception. A total of $56,314.70 in rental fees was collected during the month of August for Diamond Bar Center rentals. There was a total of $46,295.95 in revenue in August 2010. The view from the hilltop of the Diamond Bar Center is a site to see! No matter the season the natural surroundings make for a beautiful photo opportunity. Stop by to see the seasons change or to take a stroll along the walking trails that wrap around the building. Heritage — There have been 10 rentals of Heritage Park Community Center for the month of September. Rentals include a church, an ongoing meditation class, a birthday party, and a baby shower. Total revenue for these rentals is $1,320.00. The revenue for September 2010 was $865. Pantera — There have been 4 rentals of the Pantera Park Activity Room for the month of September. There was a moon festival, a birthday party and two Toastmasters meetings. Total revenue for these rentals is $436. The revenue for September 2010 was $130. Picnic Reservations — As of September 9, 2011 there have been 25 picnic reservations made for the month of September. There have been 10 for Sycamore Canyon Park, 6 for Ronald Reagan Park, 2 for Peterson Park, 4 for Pantera Park, and 3 for Heritage Park. The revenue of these picnic rentals is $800. The revenue for September 2010 was $775. Program Evaluation and Financial Summary Program Title: Concerts/Movies in the Park Date: September 12, 2011 Evaluation Prepared by: Andee Tarazon, C.S. Coordinator Concerts in the Park The 21st Annual Summer Concert in the Park Series was presented by the City of Diamond Bar Community Services Department. An estimated 1,000 concert attendees filled the park's grass area every Wednesday night starting July 6 and continuing through August 17. Adults and children of all ages danced and sang along to their favorite songs. The last concert Lights, a tribute to Journey was sponsored by the Diamond Bar Community Foundation who donated $2,000 towards this event. Seven non-profit community organizations participated in this year's series by providing concessions during the event. The Diamond Bar Historical Society and the Miss Diamond Bar Pageant provided fresh popcorn and ice cream each week. The other organizations that participated were: L.A. County Fire Explorer Post 19, Red Dragon Karate, Diamond Bar Soccer League, Boy Scout Troop #777, Boy Scout Troop #730 and the Walnut Valley Kiwanis. The community also received an opportunity to check out several non- profit community organizations that operated information booths. The Diamond Bar Womans club was just 1 that participated who held a shoe drive to benefit "Shoes that Fit", a national organization that helps thousands of children by providing them with new shoes and clothes. The LA county Fair was also in attendance providing information about Diamond Bar Day. Lastly, the City information booth, and solid waste/oil and recycling booth, passed out information on City programs and informed people about recycling. Helping hands were in place as the City of Diamond Bar's Volunteen program was in charge of the "Kid Zone" area once again. This area featured a different craft/activity every week. 21 volunteens attended each concert to help assist staff with set-up and tear down, monitor playground areas, assist patrons off the shuttles, pass out promotional materials and be Nutz the concert squirrel. In order to become a volunteen the applicant must submit an application and have an oral interview. The concert volunteens were a vital part of the success of each concert. Movies under the Stars Sycamore Canyon Park was filled with 700 movie seekers loaded with their ice cream and hands full of popcorn. Adults/children of all ages enjoyed the unique atmosphere of the park while watching some cool characters on Diamond Bar's "Big Screen". The crowd was kept entertained during the transition from concerts by commercials prepared by the City's Public Information Department. The commercials featured up -coming special events, emergency preparedness information, snapshots in the community, a Diamond Bar Center promo and residents stating why they love Diamond Bar! A good time was had by all who participated. This concert and movie series is offered free of charge to the residents of Diamond Bar. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Council's interest in continuing to offer 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. Financial Note - The concert and movie series is offered free of charge to the residents of Diamond Bar. This represents a 100% subsidy of the program by the City except for the $2,000 donation from the Diamond Bar Community Foundation. Staff turns in a proposed budget for the series each spring as part of the City's budget process. The approved budget reflects the Council's interest in continuing to offer these events for free. The attached 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: 1. Solicit 1 food vendor for whole concert series to provide consistency and quality food. 2. Continue to allow teenagers by picnic shelter during concerts and up top during movie. 3. Continue to use same method of monitoring check in and out for volunteens. 4. Continue to expand kid zone area, very crowded. 5. Utilize trailers all series for additional storage. 6. Continue to clean movie screen prior to first concert. 7. Discuss issues with staff about dogs in park, alcohol and private club events. CITY OF DIAMOND BAR Concerts/Movies in the Park Summer 2011 Projected General Fund Expenditures Projected Revenue Difference Actual General Fund Expenditures Actual Revenue Difference $34,881.00 $2,000.00 $32,881.00 $33,686.90 $2,000.00 $31,686.90 Subsidy level - The concert and movie series is offered free of charge to the residents of Diamond Bar. This represents a 100% subsidy of the summer series by the City except for the $2,000 donation from the Diamond Bar Community Foundation. PERSONNEL SERVICES $7,831.28 Projected Expenditures - $7,746.00 Part Time (001.5350.40030) $7,077.28 Workers $469.35 Leaders $4,684.75 Leader II $1,923.18 Personal Services (001.5350.40000) $754.00 Workers Compensation (40083) @3.0% $212.00 Medicare(40085) @1.45% $103.00 Social Security (40085) @6.2% $439.00 OPERATING SUPPLIES (001.5350.41200) $2,012.62 Projected Expenditures - $1,210.00 Propane $60.00 Table Covering & Skirting $867.28 Crafts $757.33 Supplies $328.01 PRINTING (001.5350.42110) $260.00 Projected Expenditures - $775.00 Flyers $260.00 Hand Fans $0.00 CONCERTS IN THE PARK (001.5350.45305) $20,661.00 Projected Amount - $22,150.00 Bands - 7 Concerts $8,350.00 Sound System - 6 Concerts $4,550.00 Concessionaire Reimbursements $897.50 Special Event Insurance $1,946.50 Banners $3,617.00 Annual ASCAP $650.00 Annual BMI $650.00 CONTRACT SERVICES (001.5350.45300) $2,922.00 Projected Amount - $3,000.00 Movie Rentals $2,922.00 11�n intro even eeonn� QR 9QQ 4Q Projected Amount - $4,000 Shuttles - July $3,593.39 Shuttles - August - estimate $2,700.00 'Prop A amounts are not included in the General Fund Expenditure totals. SEPTEMBER PARKS REPORT TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: SEPTEMBER PARKS REPORT DATE: 9/13/11 MEETING DATE: 9/22/11 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 • Adjusted latching mechanisms on both doors in GVBR- Section A to the pre -function lobby. • Reattached/re-wired the platform control panel to the scissor lift. Damage was caused by rodent activity. The City's exterminator (contractor) was contacted to increase the frequency of bait station service in the adjacent area. • Re-lamped one (1) up light and five (5) bench lights in the grass oval and water feature area. • Replaced weather strip in the GVBR- Section A patio door. • Completed a temporary repair (due to vehicle damage) to one (1) of the tree up lights in the motor court. • Remodeled two (2) men's and two (2) women's restrooms by replacing the counter tops, sinks, cabinets, and mirrors. Automatic faucets and soap dispensers were added as part of the upgrade. Heritaqe Park Repaired plumbing alley lock. • Moved "Summer Day Camp" cabinets and materials from community center and stored them in exterior storage containers. Maple Hill Park • Replaced men's restroom light sensor. • Installed/replaced seven (7) trash cans at various locations. Pantera Park • Repaired and relocated shelving in the Tiny Tot store room. • Changed door on refrigerator to open from right to left. • Installed/replaced eight (8) trash cans at various locations. • Reset pier blocks under batting cage storage possibly upset by mowing activity. Paul C. Grow Park • Re-lamped women's restroom. • Re-lamped two (2) exterior building security lights. • Unplugged drinking fountain drain at parking lot. Peterson Park • Unplugged urinal in men's room. • Installed/replaced two (2) trash cans at various locations. • Cleared weeds from bench along trail. Ronald Reagan Park • Replaced men's restroom soap dispenser. • Re-lamped four (4) tennis court and two (2) basketball court lights. • Replaced tennis court alarm light bulb. • Installed/replaced six (6) trash cans at various locations. • Unplugged urinal in men's room. Sycamore Canyon Park Maintenance staff is in the process of rebuilding the stage used for "Concerts in the Park" and various other City special events. Due to the frequent use of the stage and the damp conditions that it is subjected to, several of the plywood deck sections have begun to decay. New marine grade exterior plywood was purchased and is being sealed with an epoxy resin to help preserve the wood. Once cured, the panels will be painted and reinstalled into the twelve (12) sections that make up the stage. Interoffice MEMORANDUM To: Honorable Chairman and Members of the P k nd Recreation Commission From: Bob Rose, Community Services Director Date: September 14, 2011 Meeting Date: September 22, 2011 Re: CIP Projects / Parks Master Plan Up -date Report CIP Projects Up -date: Washington Park — Bids for this project were opened and publicly read on Tuesday, September 13. Sixteen bids were submitted, with a range from $383,756.47 to $623,803. Staff is currently reviewing the bid documents and checking references of the low three bidders. Staff hopes to recommend award of contract at the September 20 Council meeting. Silver Tip Park — Bids for this project were opened and publicly read on Thursday, September 1. Seventeen bids were submitted, with a range from $417,000 to $696,750. Staff is currently reviewing the bid documents and checking references of the apparent low bidder, Avi-Con, Inc. Staff plans to recommend award of contract at the September 20 Council meeting. Sycamore Canyon Park Trail — Phase IV — Bids for this project were opened and publicly read on Tuesday, August 23. Thirteen bids were submitted, with a range of $345,217.08 as the low bid and $698,575 as the high. Staff is currently reviewing the bid documents and checking references of the apparent low bidder, ACE Construction. Staff plans to recommend award of contract at the September 20 Council meeting. Parks Master Plan Up -date: Parks Master Plan — Corrections to the Parks Master Plan have been completed and the Final Version of the electronic format is scheduled to be delivered to staff next. Staff will then forward the electronic format to the Commissioners via "YouSendlt". The hard copy version should be delivered six to eight weeks later.