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HomeMy WebLinkAbout10/27/2011 PRC Agenda - Regular MeetingParks & Recreation Commission AGENDA Thursday, October 27, 2011 7:00 p.m. THE GOVERNMENT CENTER HEARING BOARD ROOM 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 1l of the Americans with Disabilities Act of 1990, the City of Diamond Barrequires that any person in need of any type of special equipment, assistance or accommodation (s) in order to communicate ata Citypublic 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. CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA THURSDAY, OCTOBER 27, 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 — 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 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. October 27, 2011 PAGE,2 PARKS & RECREATION COMMISSION CALENDAR OF EVENTS Sunday & Monday, October 30 & 31 — 6-9pm — Hall of Horrors Haunted House Heritage Park Community Center, 2900 S. Brea Canyon Road, Diamond Bar Monday, October 31 — Fall Fun Festival — 4:30-8:30pm — Heritage Park 2900 S. Brea Canyon Road, Diamond Bar Tuesday, November 1 — City Council Meeting — 6:30pm —The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Wednesday, November 2 — Senior Excursion - Palm Springs Follies - Departs the Diamond Bar Center at 9:30am/Returns: 6:45pm Friday, November 4 — DB4Youth "In Action" proudly presents the "Wizarding Good Time" 6t" 7th and 8th Grade Adventure Dance, 7-10pm - Diamond Bar Center - 1600 Grand Avenue Sunday, November 6 — Adult Excursion - Carlsbad Village Street Faire - Departs City Hall 8:30am/Returns: 5:30pm Tuesday, November 8 — Election Day Wednesday, November 9 — Veterans Recognition Ceremony — 9am - Grand View Ballroom. Diamond Bar Center Saturday, November 12 —The Diamond Bar Community Foundation Holiday GALA "Stars of Diamond Bar" 6-11 pm — Diamond Bar Center Monday, November 14 — Senior Excursion - Fantasy Springs Casino - Departs City Hall 8:30am/Returns: 6:30pm Tuesday, November 15 — City Council Meeting — 6:30pm — The Government Center Auditorium, 21865 Copley Drive, Diamond Bar Thursday, November 17 — Parks & Recreation Commission Meeting — 7pm Government Center Hearing Board Room, 21865 Copley Drive, Diamond Bar Thursday, November 24 — Thanksgiving — City Hall closed Friday, November 25 — City Hall closed Wednesday, November 30 — DB 4Youth and DB 4Youth "In Action" Meeting — 6pm — The Government Center, 21865 Copley Drive, Diamond Bar October 27, 2011 PAGE 3 PARKS & RECREATION COMMISSION 1. CONSENT CALENDAR 1.1 Approval of Minutes for September 22, 2011 Regular Meeting 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 1. Power Point Presentation on Youth Baseball Program — Mickey McKitrick, Recreation Specialist 2.2 Parks Report — Anthony Jordan, Parks and Maintenance Superintendent 1. Power Point Presentation on Heritage Park 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 — Transmittal of Electronic Format 3. OLD BUSINESS — None 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 AUDITORIUM DIAMOND BAR, CA 91765 SEPTEMBER 22, 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 Auditorium, 21865 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: C/ Herndon 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; Alison Meyers, Community Services Coordinator; Andee Tarazon, Community Services Coordinator; and Stella Marquez, Senior Administrative Assistant. PRESENTATION: Summer Volunteens of 2011 — CSC/Meyers RECESS: Chair/Roberto recessed the meeting at 7:25 p.m. for a reception for the Summer Volunteens of 2011. RECONVENE: Chair/Roberto reconvened the meeting at 7:30 p.m. MATTERS FROM THE AUDIENCE: CALENDAR OF EVENTS: 1. CONSENT CALENDAR: As presented in the agenda. 1.1 Approval of Minutes for the August 25, 2011 Regular Meeting. VC/Herndon moved, C/Owens seconded, to approve the August 25, 2011 Regular Meeting Minutes as presented. Without objection, the motion was so ordered with C/Grundy abstaining and C/Liang being absent. SEPTEMBER 22, 2011 PAGE 2 P&R COMMISSION 2. INFORMATIONAL ITEMS 2.1 Recreation Program Update — CSC/Tarazon VC/Herndon asked why staff was soliciting only one food vendor for the entire Concerts in the Park series. He felt there should be two at each concert because the waiting lines tend to get quite long at times. He thanked staff for the additions to the financial statement which is more in line with what the commission is looking for. CSC/Tarazon explained that one vendor is staff's recommendation. The majority of the non -profits that operate food booths do not necessarily do so, on a consistent basis. Unfortunately, there were some community members who voiced concerns about the quality of the food, how it was being held and the actual food itself. Whereas some of the organizations were outstanding at providing a high quality meal, others fell short and as much as staff can help them by picking out a good menu and assuring good service, it does not always happen. Therefore, it made more sense to have one food vendor as long as they offered a different menu from time to time. Also, there has never been a second vendor at the event because the concert series runs for such a short time and the majority of food is purchased during the concert time from 6:30 to 8:00 p.m. and most vendors felt it was not worth having two vendors on scene. Chair/Roberto asked how much the vendors make at the Concerts in the Park. CSC/Tarazon responded that most vendors expect to sell about 250 meals averaging $6 to $7 per meal for a total of $1500 gross per event. C/Owens asked the fee for the Rose Bowl. CSD/Rose responded that it was $84 per person. C/Owens commented that the commercials are a nice touch at the Concerts at the Park. CSC/Tarazon responded that the Public Information Department creates those commercials. C/Owens felt they were a great marketing tool. C/Grundy asked if the City offered classes specifically aimed at helping folks through tough economic times. CSD/Rose responded that in the past there have been financial planning classes but he is not sure they were geared toward current economic conditions. He will check on that possibility. 2.1.1 PowerPoint Presentation — D.B. Day at the LA County Fair — CSC/Tarazon. 2.2 Parks Report — PMS/Jordan C/Owens asked if there were many rabbits in the parks and PMS/Jordan responded yes, especially at Pantera Park, Peterson Park and sporadically throughout other parks. The Coyote count is lower and there was extended cool weather after the rain which creates perfect breeding weather and environment for the rabbits to reproduce in high numbers. SEPTEMBER 22, 2011 PAGE 3 P&R COMMISSION C/Grundy asked if the vandalism at Sycamore Canyon Park was taking place at night and PMS/Jordan responded "yes." C/Grundy asked the general vandalism rate. PMS/Jordan said there had been no major incidents until recently. VC/Herndon reiterated his recommendation that the City invest in some security cameras that could be moved from location to location. In fact, if it was advertised that the areas were under surveillance it might act as a deterrent. 2.3 Status of CIP Projects — CSD/Rose 2.3.1 Washington Park — CSD/Rose reported that bids were opened on September 13. Sixteen bids were submitted with a range of $383,000 to $623,000. Since bid opening, there was a bid protest against the lowest bid by two of the bidders. The bid protest was upheld and the low bid was rejected. The second low bidder's bid was also protested. After reviewing the bid, the City Attorney rejected the protest and the plan is to award the contract on October 4. During the time from the award of contract through the pre -construction meeting staff will schedule a time for the Washington Park neighborhood children to complete the tiles during a ground -breaking ceremony. Construction is expected to take about 200 days. C/Owens asked why there was such a wide range in the bids for a small project and wondered if there was a problem with the bid documents. CSD/Rose explained that the first round low bid was $508,000 and staff listed the shade structure and monument sign as "bid alternate items." Bid amount on those two items were estimated to be about $80,000. The current low bid of $412,000 from $508,000 is comparable to the previous bid. C/Grundy asked for a simple understanding of the bid protest process. CSD/Rose explained that the number 3 bidder protested at least five items from the new low bidder. There is only $2000 separating the two bids. Some of the items were errors on the bid sheet — one for two cents and one for 18 cents. There is a statement in the City's specifications that the City has a right to reject any bid that contains any mathematical errors. On that particular item, the protesting contractor asked that the City reject the bid based on mathematical errors. Since the net result of the error was 80 cents the attorney said that it was an irregularity that could be waived. If the City Attorney determines there is no advantage to the low bidder, the protest would likely be rejected. 2.3.2 Silver Tip Mini -Park — CSD/Rose stated that the contract was awarded on September 20. Contract documents have been requested and once received, staff will schedule the pre - construction meeting with construction to commence in two or three SEPTEMBER 22, 2011 PAGE 4 P&R weeks from that meeting date. Construction is scheduled to take about 120 days. VC/Herndon asked if this project would shut down the park and CSD/Rose responded affirmatively. 2.3.3 Sycamore Canyon Park Trail — Phase IV — CSD/Rose reported that the contract was awarded on September 20. This project will cover the trail behind Rio Lobos as well as, the 10 free-standing information panels included in the grant award. Construction is scheduled to take about 90 days. 2.3.4 Parks Master Plan Update — CSD/Rose stated that all corrections have been completed. Staff anticipates delivery of the electronic format next week. As soon as it is received it will be delivered electronically to each of the Commissioners. In addition, the master copy will be delivered to staff for copying which will require a six to eight week lead time. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Grundy thanked everyone involved with the Concerts in the Park series. He again expressed a general appreciation for the great job staff does. The City and the parks are very well kept. C/Owens thanked staff for their participation in the very well -organized D.B. Day at the LA County Fair. It appeared that everyone was having a good time. He was very impressed with the organization, attendance and commercial feature for this year's Concert in the Park series. He announced he would be attending Lorry's retirement breakfast. VC/Herndon echoed his appreciation for staff. He was delighted to have all of the Summer Volunteens present to be honored. He felt it was a fantastic program that would continue forward and might possibly be expanded. Chair/Roberto concurred with previous speakers and congratulated Alison Meyers on the Volunteen program. He asked if there was any update on the NFL Stadium. CSD/Rose said he believed there was a news conference in D.B. yesterday but he has not heard any details. He said he believed that players were present in support of the stadium. He reiterated that the City would not likely have any further information until the end of the season (February/March). Chair/Roberto said that a lot of what might come out of the Parks Master Plan will hinge on whether the stadium is going to be local. C/Owens said there was an article in the paper yesterday indicating that they were pushing for this location but that nothing would be forthcoming for awhile. SEPTEMBER 22, 2011 PAGE 5 P&R COMMISSION C/Owens said he attended the AARP Conference in Los Angeles today and wondered if any D.B. seniors were attending because there was a lot of very good information. Next year the conference is in New Orleans. ADJOURNMENT: VC/Herndon moved, C/Grundy seconded, to adjourn the meeting. With no further business before the Parks & Recreation Commission, Chair/Roberto adjourned the meeting at 8:17 p.m. The foregoing minutes are hereby approved this day of , 2011. Respectfully Submitted, BOB ROSE, SECRETARY Attest: DAVE ROBERTO, CHAIRMAN TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: October 19, 2011 MEETING DATE: October 27, 2011 Community Recreation Guide The Fall 2011 Community Recreation Guide was 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. The Winter 2012 guide is being finalized by Public Information and will be mailed to the residents of Diamond Bar the first week of December. Fall 2011 — Fall session began 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. Thus far there are 675 participants enrolled in 194 classes. Tiny Tots -- The fall excursions to Cinderella's Enchanted Pumpkin Patch in Brea happened the week of October 17. Pantera Park went on Wednesday, October 19 and Heritage Park went on Friday, October 21. The children participated in activities, including a bounce house, a zoo and ended the morning picking out their very own pumpkin. The Tiny Tot fall session will end on November 18. They will have a break for the Thanksgiving holiday then Holiday Camp will begin on Monday, November 28. _„ DB 4Youth "In Action" -- On Mondays and Tuesdays 110" "Athroughout the month of October the youth have been meeting to help create Mardi Gras Masks as a fund raiser for the Diamond Bar Community Foundation's Mardi Gras themed Holiday Gala. Tuesday, October 11, the DBHS Interact Club and DB 4Youth joined forces to continue creating masks. There are 147 masks completed. During the week of October -17 17 they finished up the final details of each mask. The youth 4` also worked on the decorations for the Wizarding Good Time Dance (Harry Potter theme) taking place on November 4. The invitations to the Dance were delivered the week of October 17 to the 6t" 7t" and 8" grade classes in Diamond Bar. Please visit the DB 4Youth "In Action" snack booth at the Fall Fun Festival on Monday, October 31 at Heritage Park between 4 to Bpm. Adult Basketball -- The fall 2011 season began on September 18. There are 36 teams in the league this season. Playoff games will begin October 23 for two of the five divisions. Three divisions begin their playoff games on November 6. The season is scheduled to conclude November 20. Included in the $360 registration fee are 10 league games plus a qualification game, scorekeepers, and championship awards. Teams also pay $20 per week for the officials. Adult Volleyball -- Adult Volleyball continues play from 7-9pm every Monday in the South Pointe Middle School gym. We currently have 12 participants enrolled with only 4 dates left of play for this session Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 7 participants), Thursday (average of 9 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 began for youth basketball on Tuesday, September 6 for Diamond Bar Residents and on Monday, September 12 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 over 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 and full enrollment 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. Current enrollment is at 208. m .mom . Saturday, October 8, 2011 - USS Midway 24 participants explored the floating city known as the USS Midway. Admission included a self guided audio. 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. 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 43 participants enrolled and 2 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 44 participants enrolled and 1 space 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 24 participants enrolled so far and 21 spaces available. 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 and Heritage Park. These classes vary from computer to exercise to 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. Quilting, Needlework, Drawing, Gardening and most of the Computer classes are full as well. Quilting -- This full class covers patchwork, applique, and various ways to form quilting patterns. This fun, artistic class helps seniors learn different techniques and patterns to help them make a quilt that they will be proud to show off at the end of the session. Senior Seminars 10/3 Are you Obese? - 6 10/3 Premier Travel Slides - 8 10/5 Trust & Will Planning - 9 10/7 Reverse Mortgages - 2 10/10 Taking Care of Me - 11 10/12 Long Term Care- 5 10/17 Legal Seminar -17 Senior Activities and Services ® Bridge every Wednesday — 8-12 per session average ® Mahjong every Wednesday — 30 per session average ® Bingo every Tuesday and Friday — 190 per session average Senior Excursions October 5, 2011 — Harrah's Rincon Casino — This was another sold out trip. Everyone enjoyed $25 in free slot play. There were 8 different restaurants to choose from. Lunch was not provided. Our seniors love this fun and exciting trip! October 20, 2011 — Pomona Valley Mining — 45 seniors will enjoyed spending the day with a Showtime Cabaret performance called "All I Do Is Dream of You". A fantastic lunch of either Salmon or Chicken Supreme was being served. Senior Special Events October 4, 2011 — Lorry's Retirement Breakfast There were 200+seniors, employees and friends in attendance to celebrate all the accomplishments Lorry provided to the City of Diamond Bar Senior programs in her 9 years of employment with the city. The Diamond Bar Seniors Club hosted the event, with great speakers and a nice breakfast. She will truly be missed! October 20, 2011 Halloween The Halloween dance will be the first senior dance without Lorry. We are hoping to make this dance enjoyable for all who attend. Currently there are 119 guests registered. Music will be provided by DJ Keith Johnson. To keep in the spirit of Halloween there will be best male and female costume prizes! Admission is $15 per person. 31) - Halloween Haunted House -- Staff has really been working hard to create new rooms and ideas for this year's event including bringing back the 3D maze. New HD ChromaDepth 3D glasses will help create the eye twisting attractions. On October 30 only a special coupon is available for a buy one get one free entrance into the Haunted House. The coupon is now available for print off the City's web site, and available for pick up at City Hall, and the Diamond Bar Center. The Haunted House will operate on Sunday & Monday, October 30 & 31. The event will be held at Heritage Park, 2900 S. Brea Canyon Road from 6-9 pm. Admission will be $5 and is recommended forages 8 and up. 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, 2010 at Heritage Park. Game/Craft cards are $5 and the event begins at 4:30pm and runs until 8:30pm. Ages recommended are 2 to 8 years old. Save the Date! Candy Cane Craft Fair -- The City of Diamond Bar invites you to experience our 6th annual holiday craft boutique. This one day craft fair has free admission, free parking and local crafters featuring hundreds of handmade seasonal items. There are currently 35 crafters registered for this fun event. Also, the popular Santa's workshop and pictures with Santa will return to make this event a huge success with the youth in attendance. Please join us for this spectacular event on Saturday, December 3 from 9am to 2pm at the beautiful Diamond Bar Center. Diamond Bar Center -- The Diamond Bar Center was the location for a total of 44 private, business and non-profit rentals during the month of September. There were 24 church rentals and 2 Toastmasters meetings. There were also 10 weddings, 4 birthday parties, a bridal shower, a business meeting, an AYSO meeting and a cultural event. A total of $57,734.65 in rental fees was collected during the month of September for Diamond Bar Center rentals. In September 2010 $46,115.55 in revenue was collected. The clean and neutral build of the Grand View Ballroom allows for an array of different decor and events. Decorations from natural colors of trees and plants to the bold colors of extravagant drapery and flowers are fitting for each renters taste. Heritage -- There have been 10 rentals of Heritage Park Community Center for the month of October. Rentals include a church, an ongoing meditation class, two birthday parties and a baby shower. Total revenue for these rentals is $1,640. The revenue for October 2010 was $1,785. Pantera -- There have been 2 rentals of the Pantera Park Activity Room for the month of October. Both events were Toastmasters meetings. Total revenue for these rentals is $40. The revenue for October 2010 was $370. Picnic Reservations -- As of October 13, 2011 there have been 23 picnic reservations made for the month of October. There have been 9 for Sycamore Canyon Park, 5 for Ronald Reagan Park, 4 for Peterson Park, 4 for Pantera Park, and 1 for Heritage Park. The revenue of these picnic rentals is $675. The revenue for October 2010 was $1,000. Land and Water Conservation Grant Fund 2011-12-- Staff is preparing the application for the Land and Water Conservation Grant Fund for 2011-12. The project is the Grand View Trail Link. This trail will make it possible to hike from the lower parking lot of the Diamond Bar Center to the lower part of the Canyon Loop. The application is due November 1, 2011 and was in the mail by October 21. Last year 2010-11 funds were awarded for the development of the Grand View Trail that goes from the lower parking lot of the Diamond Bar Center and ends at a small vista area just above the homes near Little Quail Avenue and Grubstake Drive. The Grand View Trail link will lead off from this trail. to. Access from Enamond ear Center RoeE And Grand Avenue ¢, L'Man a Jamea D,,SYefsnn "11—nd Replecenlo11I a shorn In P—W,n Program .,. r ` 1 October II PreparedEvaluation By: Mickey McKltrick, Recreation Specialist Youth Baseball Program Summary The City of Diamond Bar's youth baseball program offers local youth ages 4-11 the opportunity to enjoy America's pastime in a safe, relaxed, and enjoyable atmosphere while refining their skills and fundamentals. The 2011 season featured a total of 20 teams in four age divisions; four teams in the 4-5 Tee Ball division, five teams in the 6-7 Coach Pitch division, six teams in the 7-9 AA division and five teams in the 9-11 AAA division, with a total of 216 participants. 185 participants were charged an $84 registration fee, while 31 additional participants from the same household paid $79. Along with $58 in cancellation fees, these registrations brought in $18,047.00 in revenue. Registration fees included ten games, a baseball hat and jersey, and a participation trophy. The attached financial summary shows what the direct costs of the league were. Staff's budget does not include indirect costs such as full time salaries and benefits, printing in the Recreation Guide, vehicle maintenance, etc. As a convenience to participants and their parents, team and individual picture packages were offered through Horvath Photography. Teams again competed for the prestigious Sportsmanship Award. Players, coaches, and fans were rated by staff following every game, with the team in each age division with the most points at the end of the season receiving the honors. Sportsmanship Award winners were recognized at the league -wide picnic at Heritage Park on August 13, and also received personalized certificates, a photo on the City Website, and a team pizza party courtesy of Round Table Pizza in Diamond Bar. Volunteer Assistance Players were instructed by volunteer coaches, many of whom had previously participated in other City sponsored youth athletic programs. This particular program featured the help of 20 team managers and approximately 14 assistant coaches, not to mention the many team moms and dads who also contributed time and energy to their respective teams. Staff estimates that these volunteers collectively gave approximately 900 hours of their time during the season. This estimate does not include any additional time spent at extra practices or team gatherings. As with all other City youth sports programs and in compliance with Megan's Law, each volunteer is fingerprinted using the Live Scan process at the Walnut/Diamond Bar Sheriff's Station. Coaches are screened through an application process, and must sign a Code of Ethics agreement prior to the season. Purchase new batting helmets and catchers mitts for the program. Secure several temporary trash receptacles for the awards picnic. 3. Continue to have a pitcher's mound constructed in June. Coaches and staff feedback on the mound was favorable. CITY OF DIAMOND BAR Youth Baseball Financial Summary 2011 Projected General Fund Expenditures $22,136.00 Projected Revenue $18,982.00 Difference ($3,154.00) Actual General Fund Expenditures Actual Revenue Difference $16,171.73 $18,047.00 $1,875.27 Subsidy level - Summer Youth Baseball is offered to the residents of Diamond Bar for a reasonable fee. This fee covers uniforms, trophy, and staff time. This financial summary does not include indirect costs such as printing of the recreation guide, full time staff salaries and benefits, field maintenance, etc. PRINTING (001.5350.42110) $467.00 Projected Amount - $700 Program Flyers $467.00 SUPPLIES (001.5350.41200) $8,475.00 Projected Amount - $12, 230 Equipment $1,253.00 Uniforms $4,476.00 Trophies $1,040.00 Coaches Shirts $1,156.00 Picnic $550.00 PERSONNEL SERVICES (001.5350.40030) $7,099.73 Projected Amount - $9,011 Personnel (40020) Part -Time Staff $6,305.00 Full -Time Staff OT $118.00 Personnel Services (40000) Workers Compensation (40083) @ 3% $192.69 Medicare (40085) @ 1.45% $93.13 Social Security (40085) @ 6.2% $390.91 LIGHTS (001.5340.42126) $130.00 Projected Amount - $195 18 Days x 2 hours @ $3.61 per hour $130.00 OCTOBER PARKS REPORT TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: OCTOBER PARKS REPORT DATE: 10/20/11 MEETING DATE: 10/27/11 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 • Replaced five (5) bench light ballasts • Repaired GEM car charging cable and replaced defective batteries. Also repaired damaged wiring caused by rodent activity. • Replaced defective wiring in folding pole light adjacent to wheel chair ramp. • Repaired Sycamore Room ceiling light by replacing the ballast and a faulty lamp socket. • The annual fire inspection was performed by the Los Angeles County Fire Department. The purpose of the inspection was to identify any hazardous conditions or violations. Their inspection found that the City needed better signage on the main electrical panel (to help firefighters kill power to the building in the event of a fire) and that there was not enough clearance around one of the exterior post indicator valves as well as one of the fire hydrants. All issues have been corrected by City staff. • Replaced emergency ballast for ceiling can light in upper men's room. Heritage Park • Repaired and reset Tiny Tot restroom toilet. • Repaired "EXIT" sign in main activity room. • Repaired toilet in interior men's room. • Installed two (2) new drinking fountain drainage sumps and sand traps. Maple Hill Park • Unplugged men's room urinal. • Re-lamped two (2) tennis court light poles. Pantera Park • Unplugged drinking fountain adjacent to the snack bar. • Repaired tennis net in court #1. Paul C. Grow Park • Re-lamped women's restroom. Peterson Park • Unplugged urinal in men's room. Ronald Reagan Park • Installed one (1) new drinking fountain drainage sump and sand trap. • Repaired urinal in men's restroom. Re-lamped two (2) tennis court pole lights. Sycamore Canyon Park • Continued work on rebuilding the portable stage. Interoffice MEMORANDUM To: Honorable Chairman and Members of the Parks and Recreation Commission From: Bob Rose, Community Services Director , co/It Date: October 20, 2011 Meeting Date: October 27, 2011 Re: CIP Projects / Parks Master Plan Up -date Report CIP Projects Up -date: Washington Park — The Ground Breaking Ceremony for this project will be held on Saturday, October 22 at 9:00 A.M. at the Washington Park site, 21208 Washington Street. Letters were mailed last week to all the neighborhood residents inviting them to this event, plus a sign has beer posted on site. Children will have the opportunity during this ceremony to decorate tiles that will be incorporated into the construction of the park. The pre -construction meeting for this project will be held on Tuesday, November 1. The construction start date will be determined at this meeting. The project is scheduled to take six and a half months to complete. Silver Tip Park — The pre -construction meeting for this project was held on Tuesday, October 18. Construction is scheduled to start on Monday, October 24. The project is scheduled to take four months to complete. Sycamore Canyon Park Trail — Phase IV — The pre -construction meeting for this project was held on Thursday, October 20. Construction is scheduled to start on Tuesday, November 1. The project is scheduled to take three months to complete. Parks Master Plan Up -date: Parks Master Plan — The final electronic version of the Parks Master Plan will be transmitted to the Commission at this meeting.