HomeMy WebLinkAbout08/25/2016 PRC Agenda - Regular MeetingCITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA THURSDAY, AUGUST 25, 2016 — 7:00 PM THE WINDMILL ROOM at Diamond Bar City Hall —1St Floor 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — 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 HERNDON, HSIEH, LIANG, VICE -CHAIR SULAKHE, AND CHAIRMAN GRUNDY PRESENTATION to Summer Volunteens of 2016 — Alison Meyers MATTERS FROM THE AUDIENCE: This time is reserved on each agenda to provide an opportunity for members of the public to directly address the Commission on items or matters of interest to the public that are not already scheduled for consideration on this agenda. Those who wish to speak on Agenda Subjects or Matters from the Audience may complete voluntary Speaker's Cards at the desk of the Commission Secretary. Speakers are limited to five (5) minutes. AUGUST 25, 2016 CALENDAR OF EVENTS: PAGE 2 PARKS & RECREATION COMMISSION Monday, September 5 — CITY OFFICES CLOSED — In observance of the Labor Day Holiday Tuesday, September 6 — City Council Meeting - 6:30pm - AQMD Main Auditorium 21865 Copley Drive, Diamond Bar Monday, September 15 — Senior Excursion — Diamond Bar Day at the Fair— Level 2-3 — 12:30pm — 6:30pm — Departs DBC at 12:30pm Tuesday, September 20 — City Council Meeting - 6:30pm - AQMD Main Auditorium 21865 Copley Drive, Diamond Bar Wednesday, September 21 — Senior Excursion — Pala Casino — Level 1 — 9:OOam To 5:30pm — Departs DBC at 9:OOam Thursday, September 22 — Parks and Recreation Commission Meeting - 7:OOpm The Windmill Room, 1 sc Floor, 21810 Copley Drive, Diamond Bar Tuesday, September 27 — DB4Youth and DB4Youth "In Action" Meeting - 6:OOpm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar 1. CONSENT CALENDAR 1.1 Approval of Minutes for July 28, 2016 Regular Meeting 2. INFORMATION ITEMS 2.1 Recreation Program Update — Christy Murphey, Recreation Superintendent 2.2 Maintenance Report — Anthony Jordan, Parks & Maintenance Superintendent 1. Power Point Presentation — Park Walk Through 2.3 CIP Projects — Christy Murphey, Recreation Superintendent 1. Stardust Park Improvements / Peterson Park Play Equipment Projects 2. Pantera Park Trail 3. OLD BUSINESS — None 4. NEW BUSINESS — None AUGUST 25, 2016 PAGE 3 PARKS & RECREATION COMMISSION 5. ANNOUNCEMENTS — Commissioners may briefly respond to public comments, make announcements, ask a question of staff, and make a brief report on their activities, request staff to return with information at a future meeting or request that a matter of business be placed on a future agenda. 6. ADJOURNMENT CITY OF DIAMOND BAR MINUTES OF THE PARKS & RECREATION COMMISSION DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 JULY 28, 2016 Chair/Grundy called the Parks and Recreation Commission meeting to order at 7:00 p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. PLEDGE OF ALLEGIANCE: Commissioner Liang led the Pledge of Allegiance. ROLL CALL: Present: Commissioners Lew Herndon, Benny Liang, Vice Chair Manisha Sulakhe and Chair Dave Grundy Absent: Commissioner Kim Hsieh was excused. Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Monique Saliu, Recreation Coordinator, and Debbie Gonzales, Administrative Coordinator MATTERS FROM THE AUDIENCE: None CALENDAR OF EVENTS: As presented by ACM/McLean. 1. CONSENT CALENDAR: 1.1 Approval of Minutes for the June 23, 2016 Regular Meeting. Upon motion by C/Herndon, seconded by VC/Sulakhe, Regular Meeting Minutes of June 23, 2016 were approved as presented with C/Liang abstaining and C/Hsieh being absent. 2. INFORMATIONAL ITEMS: 2.1 Recreation Program Update — RS/Murphey C/Herndon asked if 162 baseball participants was typical of past years and RS/Murphey responded she believed it was about 20 less than last year. Numbers have been declining each year. Chair/Grundy said the 4th of July Blast was a wonderful event and the fireworks were fantastic. His family sat toward the back and were unable to hear the announcements and asked RS/Murphey to consider better PA JULY 28, 2016 PAGE2 P&R system coverage for next year. RS/Murphey asked if Chair/Grundy could hear the band and he responded that he could but it was not very loud. RS/Murphey said she would add it to her list. 2.1.1 Power Point Presentation - Diamond Bar Center Update — RC/Saliu C/Herndon said it appeared that the shortfall on the facilities is about $1.4 million per year including payment on the bonds. ACM/Ryan responded yes and that the bond payment is approximately $850,000 this year which is not included in the reported expenditures. VC/Sulakhe asked if the projectors that come down covers the stage and RC/Saliu responded that it covers the back portion of the stage. VC/Sulakhe said she has had people tell her that it does not work well because when an artist is performing both things cannot be done at the same time. The options she offered were that they could have side screens. RS/Murphey said that the new screen will not come down as far. VC/Sulakhe said she was talking about the position of the screen which is almost at the edge of the stage. If someone is performing the orchestra is not seen. She wanted to know if the screen could be moved back and RS/Murphey said there were no plans to move it back. The issue is that the further back the screen is the closer in people have to sit to be able to view what is on the screen because of the pillars. VC/Sulakhe asked if there could be two screens, one in the front and one at the back. RS/Murphey said staff could look into the matter. VC/Sulakhe said she was asked about hanging items and what should she tell people about what is allowed. RS/Murphey responded that people should talk with RC/Saliu to get their decorations approved. She can help them come up with options for their decorations which have to be approved. RC/Saliu said that decorations are supposed to be free-standing to prevent damage to surfaces that will increase expenditures. If people wish to hang items 3M command strips are allowed because they do not leave residue on the walls. It depends on the weight of the item. 2.2 Maintenance Report — PMS/Jordan 2.2.1 Introduction of City Operation and Maintenance Manual — Parks, Facilities and Equipment — PMS/Jordan. Chair/Grundy asked if this was a new or updated plan and PMS/Jordan responded that it is new. ACM/McLean stated that this is a new document that was a joint effort between the City Manager's Office and the Public Works JULY 28, 2016 PAGE 3 P&R COMMISSION Maintenance Division. It is a digest for the basic maintenance standards the City has (cliff notes version). The City is in the process of completing a full revision of the technical specs which is the document that gets into the length of the grass and specific types of service in the maintenance plan. The goal is to create a full maintenance strategic plan that will include Inventory of Amenities, Replacement Schedule, and detailed Schedules for Maintenance for every facility, with the goal being to stay on top of the maintenance program, to be proactive, and to budget accordingly for future years to make sure funds are available for these projects. For example, the maintenance staff has secured a citywide roof maintenance inspection plan that looks at all of the roofs on all of the City's facilities (City Hall, Diamond Bar Center, picnic shelters, etc.) and identified which will need upgrades in the coming years. Part of the Diamond Bar Center is scheduled in the CIP this year. He anticipates that other pieces will be brought forward to the Commission for its information as they become available. VC/Sulakhe talked about including all standards (Federal and State) and contractor checkoff lists in the manual and ACM/McLean explained that the City has all of those documents, some of which are standalone documents that are outside of this particular document. The City has an IIPP. The ADA is a separate federal act that falls outside of this. As far as the scope of work, it is included with each of the contracts the City has for maintenance of each facility. When referencing technical specs he referred to those types of things and the City is revising the specs that have been in place since 2007. They will be updated and more specific technical specs will be included with each of the contracts that go for those services. VC/Sulakhe said she believed that those should be referenced at the end of the document. C/Herndon said he did not see any reference to the sprinkler system fertilization program. PMS/Jordan said there is no reference to the fertigation program. This is something that is being done in-house. The City has a contractor that is doing it but in terms of specification, there is no specification requiring the landscape contractors to do it. C/Herndon asked if he could get a contact list for all of the City's vendors and PMS/Jordan responded "yes." C/Herndon asked if it was cost-effective to get more solar panels for facilities. JULY 28, 2016 PAGE 4 P&R COMMISSION VC/Sulakhe suggested the manual contain a disclaimer about the City's Fertigation program and its guidelines. ACM/McLean said staff would attempt to include as much information as possible. He reiterated that this document is a "digest" and not all of the technical specs. When there are technical items such as the Fertigation System it would be included in the specs under that specific contract. Again, the City will be revising its specs and there will be a lot more detailed information. This document contains the "basic standards" for the City's parks and what they are expected to look like and the types of maintenance that is done on a regular basis. The detailed items and specifics of those detailed items will be included in the "specs" document. C/Herndon said the document reflects a great deal of work and he is happy to see such a document and thanks to staff for their diligence. Chair/Grundy felt it was a great document that reflects a great deal of work and it is a very valuable document. He appreciates that staff put this together and he plans to go through it to help educate him about what is done on a periodic basis. 2.3 CIP Projects — ACM/McLean 2.3.1 Stardust Park Improvements/Peterson Park Play Equipment Approximately $300,000 of the Stardust portion of this project is funded with a Prop A grant which means the City must complete the project to get the reimbursement by the end of December 2016 which makes Stardust the highest priority project. As of yesterday, the Plans, Specs and Bid Docs were available to contractors that wish to bid. Bid opening is scheduled for August 9 provided the City gets a responsible bidder that meets all of the qualifications. Staff will evaluate the bids and make its recommendation to the City Council on August 16. If approved, the contract will move forward and the project will begin construction after Labor Day with completion mid to late November, weather providing. This project involves replacement of the play equipment, ADA access improvements, drainage and landscaping and new tables, benches and drinking fountain. Peterson Park is replacement of the play equipment and the rubberized safety surfacing. C/Herndon asked if swings would be included at Stardust Park and ACM/McLean said that swings were intended to be a part of Longview North mini -park and is a separate project in the CIP. JULY 28, 2016 PAGES P&R 2.3.2 Longview Park South Improvements This project is very similar to the Stardust project and includes replacement of play equipment, pour -in-place safety rubberized surfacing, ADA accessibility improvements, landscape improvements as well as benches, tables and drinking fountain. This was originally bundled with Stardust and Peterson but a partial component of this project is funded with CDBG Funds which have specific reporting requirements that tend to stretch the project timeline and given the very tight deadline for the Stardust project and the Prop A grant needing to be done by December the Public Works Director made the decision to separate out the Longview Park Project. Plans and specs are available for this project and the department is in the process of prioritizing the projects. He anticipates this project will begin in the later second half of this Fiscal Year and will likely be bundled with other CDBG funded projects in the CIP program. 2.4 List of pending Commission requests — ACM/McLean 2.4.1 Recommendation to redo drainage at Stardust As noted, the Stardust project includes landscaping and drainage improvements. C/Herndon asked that this and the next item about the Ballfield Lights in Sycamore Canyon Park be removed from the pending list. 2.4.2 Request for breakdown of the number of events at the Diamond Bar Center annually. Staff is now in the very beginning process of conducting a full Diamond Bar Center use analysis which includes looking at the use of every room in the building. Staff will be compiling the total hours available, the total hours used and break it down by event type. This will be the first attempt in the history of the facility to get a real good look at how the facility is used and use that data to try and learn more about the trends of use, type of events, where the City may be missing out on potential uses, etc. Every attempt will be made to complete the Use Analysis during this fiscal year. 2.4.3 Request for additional lighting at the Diamond Bar Center near the rear entrance to the kitchen. Staff is developing in-house options for lighting at that particular area. One of the concerns is the proximity to the generator and the electrical panels and whether implementing this option would attract more use toward those areas given that safety distance needs to be maintained. JULY 28, 2016 PAGE 6 P&R COMMISSION 2.4.4 Investigate the possibility of irrigating Sycamore Canyon Park with water from the creek at the park. This is a difficult project because there are significant environmental barriers when dealing with a blue -line creek. The City would have to overcome significant environmental standards, determine if the creek had measurable impact (sufficient water flow) throughout the year, create storage facilities, have pump transfer and irrigation lines, etc. Based on initial review, staff believes the cost would outweigh the benefits because of the lack of flowing water. At this time, staff does not believe it is an option to irrigate the park with water from the creek. C/Herndon asked that this item be stricken from this report. 2.4.5 Request for additional fencing between Brea Canyon Road and the play area at Diamond Canyon Park. Fencing was included as an original component in the original plans for the park and at some point the fencing was not included in the final plans. That said, PMS/Jordan has been working closely with the project manager from Lennar, the housing project and park developer and they have provided verbal confirmation that there will be fencing in the area near the playground and staff will continue working with Lennar to make sure it happens. PMS/Jordan said that the item was noted on the punch list when the walkthrough was completed. Lennar is currently designing the fence so as not to interfere with the irrigation that is in place. C/Herndon said he appreciated that this would be taken care of. 2.4.6 Request for City staff to research grant applications for lights at ballfields. Staff has done some preliminary work and will continue to do so until information can be provided to the Commission. 2.4.7 Request for information on the Diamond Bar Center annual bond payment and duration of the Bond Issue. As previously stated, the payment of $860,606 is budgeted for Fiscal Year 2016-17. The Bond Issue runs through 2033. In 2011 the City refinanced the bond to take advantage of the record low interest rates at that time. 2.4.8 Request for annual Diamond Bar Center revenues Covered by staff under Item 2.1. He reiterated that the expenditures noted in the Revenue and Expenditure presentation do not include the bond payment which comes from the Debt Service Fund. JULY 28, 2016 PAGE 7 P&R COMMISSION C/Herndon stated that Items 2.4.7 and 2.4.8 have been answered and can be removed from the list as well. 3. OLD BUSINESS: None 4. NEW BUSINESS: None 5. ANNOUNCEMENTS: C/Herndon thanked staff for their work. He is always proud to be associated with this Commission and he appreciates the reports which help the Commission to understand what is going on in the City. He believes that Chair/Grundy requested information and updates on the Pony League Field situation when available and asked if that item should be on the Request for Information sheet. He is interested in more information on the item as well. ACM/McLean stated that as he reported at the last meeting, there is no change to the Pony League field situation. Staff has reviewed the data that came back from the City's polling consultant which indicated that it was "not feasible' for 2016. The voter appetite for such a measure was not evident and so as of this time the Council has yet to determine whether there might be any future options available. C/Herndon noted there was a Closed Session about the fields and asked if there was anything from that meeting that could be elaborated on and ACM/McLean responded that as reported by the City Manager, there was no reportable action from the Closed Session. C/Liang thanked staff for their work on the Operations and Maintenance Manual which provided a great overview. VVC/Sulakhe thanked staff for their reports and the manual which is a good overview and is a static document. It is a good document for the Commission and Parks and Recreation Department but it would be a good idea to provide a copy for the rest of the City. She had a good trip. She took seven flights in 15 days traveling to Mumbai, Nepal, Frankfurt, and Los Angeles. Chair/Grundy thanked staff for all of the reports and the effort put forth. Great job! The 4'h of July Blast was very successful and enjoyable. ADJOURNMENT: C/Herndon moved, C/Liang seconded to adjourn the meeting. With no one objecting and no further business before the Parks and Recreation Commission, Chair/Grundy adjourned the meeting at 7:58 p.m. JULY 28, 2016 PAGE S P&R COMMISSION The foregoing minutes are hereby approved this day of 2016. Respectfully Submitted, RYAN MCLEAN. SECRETARY Attest: DAVE GRUNDY, CHAIRMAN fl DIVIO t'D_ Recreation Program Update TO: Honorable Chair & Members of the Parks & Recreation Commission FROM: Christy Murphey, Recreation Superintendent DATE: August 17, 2016 MEETING DATE: August 25, 2016 Community Recreation Guide The Fall 2016 Guide is available online at www.DiamondBarCA.gov. The Guide has been mailed to Diamond Bar residents and is available at the Diamond Bar Center, City Hall and Heritage Park. Contract Classes Contract Classes — The Summer semester began on May 28 and runs through August 19. As of August 10, there are 878 students enrolled in 189 classes and camps. The Fall semester begins August 20 and runs through December 2. Registration began August 8. As of August 10, there are 39 students enrolled in 274 classes. We are revising our Instructor Contracts to ease the process in which they are completed for a more efficient turn around and to include more precise information. The contract is currently under review by the City Attorney. We hope to have the new contracts put in use for the Winter Session. Youth Programs Tiny Tots -- Tiny Tots summer session, "Oceans of Fun!" ended on August 12. Thirteen enrolled in the 3 year old class and twenty enrolled in the 4-5 year old class. The Tiny Tots will visited Sycamore Canyon Park for their summer excursion on Friday, August 12. Tiny Tots fall session, "Acorns and Apples!" registration started on Monday, August 8 for students currently enrolled. Both classes filled to a max capacity of 20 on Tuesday, August 17. Classes begin on Monday, August 22. DB 4Youth "In Action" -- DB 4Youth will meet for their regular monthly meeting on Tuesday, August 30. August has been a quiet month with the only activity being helping at Concerts in the Park, where they helped with seating people and carrying their items from their cars. September will start with the "Drive Electric" event on September 10 and then Diamond Bar Day at the LA County Fair on Thursday, September 15. Volunteens -- A total of 65 volunteens volunteered in five programs where they were assigned to work at summer programs including, Summer Day Camp, Tiny Tots, Senior Programming, Youth Baseball and Concerts in the Park. The Volunteens will be recognized for their hours of service at the August Parks and Recreation Commission meeting. Summer Day Camp -- Day Camp finished up on Friday, August 12. The final week included trips to Raging Waters, Corona Del Mar Beach and the Brea Plunge. Total program participation was 1,081 of 1,100 total spots (98.3% capacity). Youth and Adult Sports Adult Basketball -- We are currently taking registration for the fall season. We will begin with practice games on Sunday, September 11, and start with the regular season on Sunday, September 18. The $360 registration fee covers 10 league games plus a qualification game, scorekeepers, and championship awards. Teams also pay $21 per week for the officials. Adult Volleyball -- We are currently taking registration for Adult Volleyball. The tentative dates are scheduled for September 12 thru November 21. For only $40, participants receive 10 weeks of play on two courts. Action takes place at South Pointe Middle School's gym on Mondays from 7-9pm. Skate Park -- The skate park is averaging 13 users per hour on weekdays, with 8 users per hour on the weekend. Field attendants check in on the skate park a few times each day, from 4pm - Dusk on weekdays, and from 8am - Dusk on the weekends. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 10 participants), Thursday (average of 12 participants), and Sunday (average of 11 participants) evenings. Open play takes place from 6-10pm on Tuesdays, Thursdays, and Sundays. Youth Baseball -- The season concluded with games the week of August 3. We had 162 participants enrolled this season. The annual baseball picnic was held Saturday August 13. Players, coaches, and parents were invited to a day of activities including games and prizes, a home run derby, an inflatable obstacle course, and snow cones. We also handed out trophies, as well as announced the sportsmanship winners from each division. Adult Excursions Summer Adult Excursions -- On September 10 we have an excursion scheduled for the Long Beach Lobster Festival. Excursion includes festival admission, roundtrip transportation, and a snack for $42/person. There are only 13 enrolled at this time. Senior Programs Senior Classes -- Mt. San Antonio College partners with the City of Diamond Bar to offer 15 free classes to seniors at the Diamond Bar Center, Heritage Park and City Hall. The classes vary from computer to exercise and fine arts—most are filled to capacity. The Fall session begins on August 29th and concludes on December 15th Senior Seminars 8/1 -Ageless Living Cancelled 8/15- Social Security Secrets 17 participants 8/18- AARP Mature Driving 9 participants Senior Activities and Services • Bridge every Wednesday - 8-10 per session • Mahjong every Wednesday - 40 per session average • Bingo every Tuesday and Friday - 175 per session average. • Complimentary Legal Services 6/1 - 5 appointments were booked for August Western BBQ Dance — On August 11th, 153 seniors signed up for Cowboy/Cowgirl Western BBQ. Wood Ranch catered the event, and DJ Keith Johnson provided a variety of western line dances. The event concluded with everyone's favorite: raffle prizes! Senior Groups and Clubs Five senior clubs regularly meet and hold events at the Diamond Bar Center and Heritage Park Community Center: • The Diamond Bar Senior Citizen's Club has 309 members. They meet each Tuesday with approximately 170 at each meeting at the Diamond Bar Center this month. • The Diamond Bar Evergreen Club has 313 members. They hold classes throughout the week at the Diamond Bar Center. • The Diamond Age Seniors has 190 members. They meet each Monday, Wednesday, and Friday. • The Sunshine Seniors has 800 members on their books; 175 attend their programs on a regular basis this month. They meet the second and fourth Sunday of each month and every Saturday morning. • The Super Diamond Age Seniors has 192 members. They meet each Tuesday, Thursday, and Friday. Senior Excursions August 4, 2016 -- The Marion Davies Beach House excursion saw 46 seniors traveling to Santa Monica to beat the heat. The first stop was to Third Street Promenade where they enjoyed some free time and lunch on their own. Following that was a 30 minute docent lead tour of the famed Marion Davis Guest Beach House. Before returning home our trip concluded at Santa Monica History Museum. Special Evens 4th of July Blast Financial summary and evaluation attached. Concerts in the Park -- All good things must come to an end as the annual Concerts in the Park series wrapped up for the summer on Wednesday, August 3. "Cold Duck" entertained the crowd with fun upbeat dance songs. In addition, we celebrated Diamond Bar Night Out, where the Diamond Bar Community got a chance to get up close and personal with the men and women keeping Diamond Bar safe. The Diamond Bar Sheriff's Team and L.A. County Fire Department station 120 joined us for a fun and informational night. Movies under the Stars -- Sycamore Canyon Park was filled with 900 movie seekers loaded with their ice cream and hands full of popcorn. 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 and snapshots in the community. The last night's crowd demonstrated how much participants love Movies under the Stars, as so many residents showed up to watch another great Disney feature "The Good Dinosaur'. Save the Date! Diamond Bar Day the Fair — Thursday, September 15, 2016 Diamond Bar Day Activities: • gam-12pm FairKids Expo • 3-4:30pm Community Reception - Hometown Hero Presentation (during the reception) • 5pm Community Parade Additional information can be found on the City's website at www.dimaondbarca.gov/fair Purchase a $5 admission advance ticket using promo code diamondbar at Lacountyfair.com or bring the coupon to the ticket booth for scanning. Coupons are available for print on the Cities website. Barktober Fest — Saturday, October 15, 2016 -- Come have a howling good time with your favorite furry friend. The City will be hosting a Halloween themed event geared towards dogs at the Pantera dog park from 9am-1 pm. The event will feature a costume contest, games, photo station, giveaways and vendors offering pet products and services. In addition, the Inland Valley Humane Society will be on site for pet adoptions and microchipping. For additional information please contact Recreation Coordinator, Andee Tarazon at 7067. 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 July. There were 20 church rentals, 13 weddings, 5 meetings/seminars, 5 private parties, 3 birthdays, 2 memorials, 1 wedding anniversary, and 1 brunch. A total of $50,617.45 in rental fees was collected during the month of July for Diamond Bar Center rentals. In July 2015 a total of $38,808.35 was collected. Heritage Room — As of August 16, there have been 8 rentals of Heritage Park Community Center for the month of August. Rentals include 4 church rentals, 1 baseball picnic, 1 grad party and 2 birthday parties. Total revenue for these rentals is $1,790.00. The revenue for August 2015 was $1,850.00. Pantera Room — As of August 16, there have been 3 rentals of the Pantera Park Community Center for the month of August. There was 1 baptism, 1 family gathering and 1 birthday party. Total revenue for these rentals is $437.50. The revenue for August 2015 was $700. Picnic Reservations -- As of August 7, 2016 there have been 27 picnic reservations made for the month of August. There has been 5 at Ronald Reagan, 1 at Peterson, 1 at Pantera Park, 4 at Heritage, 1 at Maple Hill and 15 at Sycamore Canyon Park. The revenue of these picnic rentals is $1,025.00. The revenue for August 2015 was $725.00. Program Evaluation and Financial Summary Program Title: 41h of July Blast Date: August 11, 2016 Evaluation Prepared by: Andee Tarazon, Community Services Coordinator EVENT OVERVIEW The City's 4th of July Blast event was held at Diamond Bar High School on July 4, 2016. The event, which featured live entertainment by the popular local band Cold Duck and a variety of food choices provided by local non-profit groups, was capped off by a 23 -minute fireworks display that was introduced by Mayor Lyons at 9pm. Thousands of adults and children participated throughout the day. Due to the free event admission and scale of the event, it is highly likely that the event draws significant participation from residents living outside the City limits. Staffing was provided by full and part-time employees from the Parks & Recreation and Public Works Departments. Fire suppression, safety, emergency services, law enforcement, and traffic and crowd control support was provided by the Los Angeles County Sheriff's and Fire Departments. AMR ambulance transportation was also on site to provide first responder coverage. There were no participant injuries reported. The preparation for this event involved several key City departments as well as coordination between multiple agencies. To start, planning meetings took place months in advance between Public Works and Recreation staff to discuss the logistics of the event, this included details such as equipment layout, signage, food booth requirements, power needs, parking and shuttle routes. In addition, meetings took place with the Diamond Bar Sheriff team to devise a crowd and traffic control plan for both before and after the event. City staff also met with Los Angeles County Fire personal several weeks prior to the 4th of July to discuss the fireworks display and campus preparation. The meetings provided valuable information about tree debris, leaf litter and ground saturation. Coordination also occurred months in advance between the City and Walnut Valley Unified School District for use of Diamond Bar High School. City staff worked with school personnel to develop a responsibility list for the weeks leading up to the event and the day of. The list included a watering schedule, mowing and campus clean up expectations and their role for the actual event. Preparation for this event is a critical and labor intensive process that is important to the success of this event. FINANCIAL IMPACT The 41h of July Blast is a free public event that generates no revenue offsets. As outlined in the attached financial summary, direct costs of $51,996.32 were incurred, with the three largest cost centers being contract services (fireworks, entertainment, etc.), equipment rental (portable stages, restrooms, lights, etc.), and shuttle services. Because long-term event planning by full-time staff in the months preceding the event was not accounted for as a direct cost, personnel services costs do not fully account for all event -related costs. The following is an annual expenditure comparison: Fiscal Year General Fund and Prop A Expenditures 2016/17 $51,966.32 2015/16 $52,786.81 2014/15 $49,531.57 2013/14 Event Cancelled 2012/13 $46,795.43 2011/12 $32,881.83 2010/11 $32,925.45 2009/10 $30,845.80 STAFF OBSERVATIONS—ADD OTHERS HERE Each year following the event, staff conducts a self-evaluation to identify areas in which the events can be further improved. This year, staff noted the following: 1. Consider a canopy -free zone directly in front of the stage to limit obstructed views. 2. Make adjustments to the sound system to ensure announcements are audible across the event area. 3. Work with City contractors and event partners to ensure site preparation is fully complete prior to the event. 4. Secure adequate staffing from event partners to ensure the handicapped -accessible elevator is available throughout the event. 5. Create barricade around food booth lines/ area for better traffic flow into the event. 6. Work with Los Angeles County Sheriffs to discuss an alternative shuttle drop off location from 2016. 7. Have Los Angeles County Sheriffs discuss emergency plan with school personal working event. CITY OF DIAMOND BAR FINANCIAL SUMMARY -- 4th of July Blast - 2016 As of 8.10.2016 Projected General Fund Expenditures $ 51,125.74 Actual General Fund Expenditures $ 45,771.32 Prop A Expenditures $ 6,195.00 Total Direct Expeditures $ 51,966.32 PERSONNEL SERVICES $ 3,644.21 Projected Amount $4,975.74 Part- Time (001.5350.40030) Event (2) CS Leader II - 7.5 hours @ $12.95 $ 194.25 (3) CS Leader II - 8.5 hours @ $12.95 $ 330.22 (2) CS Leader II - 9 hours @ $12.95 $ 233.10 (6) CS leaders - 8.5 hours @ $10.81 $ 551.31 (3) CS leaders - 7.5 hours @ $10.81 $ 243.22 (10) CS Workers - 8.5 hours @ $10.11 $ 859.35 (1) Facility Attendant II - 8 hours @ $17.73 $ 141.84 Office Assistance (1) CS Leader II - 20 hours @ $12.95 $ 259.00 (1) CS Leader - 20 hours @ $10.81 $ 216.20 Full - Time (001.5350.40020) (1) CS Coordinator (OT) - 6 hours @ $46.44 $ 278.64 Personnel Services (001-5350- 40000) Worker's Compensation (40083) @ 3.0% $ 94.95 Medicare (40085) @ 1.45% $ 45.89 Social Security (40085) @ 6.2% $ 196.24 2,553.29 $ 475.20 $ 278.64 $ 337.08 SUPPLIES (001-5350-41200) $ 870.41 Projected Amount $1,700.00 Reimbursement for Staff Meals $ 416.44 Decorations $ 5.98 Supplies $ 447.99 Projected Amount $28,900.00 Fireworks Special Event Insurance Entertainment Banners/Sinage Vallev Crest Projected Amount $950.00 $16,500.00 1,868.00 4,300.00 2,624.10 731.25 Flyers/ Posters $ 988.15 Resident Notice $ 114.45 AD Design $ - EQUIPMENT RENTAL (001-5350-42130) $ 13,080.75 Projected Amount $12,600.00 Light Tower Rental $ 1,924.39 Tables and Chairs/ Stage $ 2,298.91 Restrooms/Sinks $ 3,217.45 Sound Services $ 4,500.00 Temp Fence $ 1,140.00 FACILITY RENTAL (001-5350-42140) $ 1,050.00 Projected Amount $2,000.00 $ 1,050.00 Diamond Bar High School ($1,050 approximate) PROP A (112-5350-45310) $ 6,195.00 Projected Amount $6,500.00 Shuttles $ 6,195.00 50 i I La L ® Q) .� P 1 AUGUST PARKS REPORT TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS AND MAINTENANCE SUPERINTENDENT SUBJECT: AUGUST PARKS REPORT DATE: 8/18/16 MEETING DATE: 8/25/16 During the previous month, the Public Works Maintenance Staff has been working on various tasks throughout the City. The following is a brief recap key maintenance items completed. Diamond Bar Center • Re -tamped twenty two (22) light fixtures throughout the facility. • Replaced eight (8) lighting ballasts. • Replaced two (2) light fixtures. • Serviced water feature weekly (contractor). Drained cleaned and filled water feature additionally as needed. • Repaired and replaced acoustic wall panel in the rear of the GVBR. • Repaired gate and panic bar hardware on the exterior Sycamore Room patio gate. • Repaired damaged chair cart. • Inspected and tested wheel chair lift. • Performed monthly emergency generator test. Passed. • Performed monthly exterior lighting maintenance. (Best) • Installed new batteries on the scissor lift. Heritage Park • Repaired park drinking fountain and cleared drains and sand traps. • Welded/repaired legs on table tennis tables. • Replaced lock for flag pole halyard. • Repaired refrigerator door handle. • Installed new television on stand. • Trimmed shrubs (BV). • Installed new quick coupler valve at softball field. Maple Hill Park Repaired tennis court lighting controls by re -wiring time clock circuit. Re- set individual court timers. • Cleaned v -ditches and raised adjacent vegetation (BV). • Trimmed shrubs (BV). Replaced malfunctioning irrigation control valve. Pantera Park • Ran sewer machine to clear several clogged restroom lines. • Repaired several breaches in the temporary 'renovation" fence. • Re-lamped two (2) tennis court lights and one (1) basketball court light. • Replaced six (6) light poles. • Repair and replace six (6) Falcon rotors on the playing field. Paul C. Grow Park • Cleared clogged drain in drinking fountain adjacent to the parking lot. Serviced the sand trap. • Cleaned slope area and removed dead tree (BV). Peterson Park • Repaired two (2) drinking fountains and cleaned sand traps. • Removed discarded mattress from the skate park (being used as an obstacle). • Cleaned v -ditches and raised adjacent vegetation (BV). Ronald Reagan Park • Re-lamped two (2) tennis court light fixtures. • Removed graffiti from men's and women's restrooms. Starshine Park • Repaired supply line to drinking fountain and cleared the drain. Summitridge Park • Replaced two (2) irrigation controls valve (BV). Sycamore Canyon Park • Assisted with the set up and operation of Summer Concerts and Movie series. • Assisted with the set up and operation of "Teen Night Out" event including delivery and installation of portable light towers. • Repaired backflow device damaged by car accident. • Cleaned Mesa Trail and removed dead tree and debris (BV). City Hall/Library • Replaced ceiling tiles as needed in hallways, server room and offices. • Repaired door lock to "barn door" adjacent to children's area in Library. • Performed monthly emergency generator test. Failed due to low voltage not allowing equipment to switch. Repaired and retested. Passed. • Re-lamped thirty four (34) light fixtures in the City Hall spaces and eleven (11) lights in the City Hall spaces. • Replaced eight (8) ballasts in the City Hall spaces and two (2) lighting ballast in the Library spaces. • Performed monthly carpet cleaning in City Hall spaces and quarterly carpet cleaning in Library spaces. • Performed monthly exterior lighting maintenance. (Best) Citywide Wash, fuel and service City vehicles. Inspected fire extinguishers and first aid kits at all City Facilities. Re- stocked as needed. Assisted with herding loose goats. The night coral holding goats used for brush clearance, was tampered with and approximately 200 goats were released into the adjacent neighborhood. Goats were herded back into the canyon by City and Sheriff's personnel. Park Walkthrouqh Schedule The Parks and Maintenance Superintendent will be performing park walkthroughs monthly commencing on the Monday two weeks prior to the Parks and Recreation Commission meeting. Walkthroughs will have mid-morning start times. Start times and dates will be flexible to accommodate any Commissioners who would like to attend. Inspection locations may change as issues or new projects arise that may be of interest to the Commission. Please review the schedule below and feel free to contact me with any questions or concerns. The schedule will be as follows: January (Com. Lew Herndon 1.18.16) Paul C. Grow/Lorbeer Middle School February Summitridge Park March Sycamore Canyon Park April (Chairman Grundy 4.19.16) Heritage Park May Maple Hill Park June District 39 Mini -Parks July Ronald Reagan/Starshine August Grandview Trail/Summitridge Trails September Pantera Park October (Com. Lew Herndon 10.6.16) Washington Street Park November Peterson Park December (Com. Hsieh 4.20.16) Sycamore Canyon Creek/Trails J� 'ft =11 4 � To: Honorable Chairman & Members of the Parks & Recreation Commission From: Ryan McLean, Assistant City Manager Date: August 25, 2016 Re: CIP Update Stardust Park Improvements/Peterson Park Play Equipment Projects At the August 16, 2016 meeting, the City Council awarded a construction contract to Ace CD, Inc. The Notice to Proceed (NOP) is expected to be issued on September 6, and barring any unforeseen delays, both projects are expected to be complete and open to the public in late November. Pantera Park Trail Progress continues on the Pantera Park Trail project. Plans and specifications for this grant -funded project are nearing completion, with a bid opening expected in mid-September. Construction is expected to be underway by November, with completion expected in late winter/early spring of 2017.