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HomeMy WebLinkAbout04/27/2017 PRC Agenda - Regular MeetingPARKS & RECREATION COMMISSION AGENDA April 27, 2017 7:00 PM THE WINDMILL ROOM at DIAMOND BAR CITY HALL —1st FLOOR 21810 Copley Drive Diamond Bar, California Chairperson Vice Chairperson Commissioner Commissioner Commissioner Manisha Sulakhe Benny Liang Dave Grundy Lew Herndon Kim Hsieh 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 21810 Copley Drive, Diamond Bar, California, during normal business hours. Copies of staff reports or other written documentation relating to agenda items are on file in the Community Services Office, located at 21810 Copley Drive, and are available for public inspection. If you have questions regarding an agenda item, please call 909.839.7060 during regular business hours. In an effort to comply with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation (s) in order to communicate at a City public meeting must inform the Community Services Department at 909.839.7060 a minimum of 72 hours prior to the scheduled meeting. Please refrain from smoking, eating or The City of Diamond Bar uses recycled drinking in the Windmill Community Room paper and encourages you to do the same CITY OF DIAMOND BAR PARKS AND RECREATION COMMISSION AGENDA Thursday, April 27, 2017 THE WINDMILL ROOM AT DIAMOND BAR CITY HALL 21810 Copley Drive, Diamond Bar MISSION STATEMENT: The Mission of the Parks and Recreation Commission is to: ❑ Provide — ❑ Advice to the City Council. ❑ A quality parks system that is safe, properly maintained and equally accessible to all residents of the City of Diamond Bar. ❑ Quality recreational programs for all ages. ❑ Have vision and flexibility to meet the ever-changing interests of our diverse, multi -cultural community. ❑ Be open and actively responsive to input from individuals and community organizations. ❑ Develop facilities that will accommodate the needs of our active and growing community. City of Diamond Bar Parks and Recreation Commission Approved May 27, 1999 CALL TO ORDER: 7:00 P.M. PLEDGE OF ALLEGIANCE: ROLL CALL: Parks & Recreation Commissioners Grundy, Herndon, Hsieh, Vice -Chair Liang and Chairman Sulakhe Recognition of outgoing/incoming APRIL 27, 2017 PAGE 2 PARKS AND RECREATION COMMISSION 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. CALENDAR OF EVENTS: Tuesday, May 2 City Council Meeting - 6:30pm - AQMD Main Auditorium 21865 Copley Drive, Diamond Bar Tuesday, May 16 City Council Meeting - 6:30pm - AQMD Main Auditorium 21865 Copley Drive, Diamond Bar Thursday, May 18 Senior Excursion - Dodger Stadium Tour and Highland Center - Level 2-3 Thursday, May 25 Parks and Recreation Commission Meeting - 7:OOpmThe Windmill Room, 1st Floor, 21810 Copley Drive, Diamond Bar Monday, May 29 CITY OFFICES CLOSED - In observance of Memorial Day Tuesday, May 30 DB4Youth and DB4Youth "In Action" Meeting - 6:OOpm The Diamond Bar Center, 1600 Grand Avenue, Diamond Bar APRIL 27, 2017 PAGE 3 PARKS AND RECREATION COMMISSION 1. CONSENT CALENDAR: 1.1. Approval of Minutes for March 23, 2017 Regular Meeting 2. INFORMATION ITEMS: 2.1. April Recreation Program Update Diamond Bar Center (DBC) Use Analysis April 2017 Maintenance Report CIP Update Requests for Information/Action 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 DIAMOND BAR CITY HALL - THE WINDMILL ROOM 21810 COPLEY DRIVE, DIAMOND BAR, CA 91765 MARCH 23, 2017 CALL TO ORDER: Chair/Grundy called the Parks and Recreation Commission meeting to order at 7:02In p.m. in the City Hall Windmill Room, 21810 Copley Drive, Diamond Bar, CA 91765. o n PLEDGE OF ALLEGIANCE: Vice Chair Sulahke led the Pledge of Allegiance. a U ROLL CALL: w U) Z Present: Commissioners Benny Liang, Vice Chair Manisha 0 Sulakhe and Chair Dave Grundy Absent: Commissioners Lew Herndon and Kim Hsieh were excused. Staff Present: Ryan McLean, Assistant City Manager; Anthony Jordan, Parks and Maintenance Superintendent; Christy Murphey, Recreation Superintendent; Andee Tarazon, Recreation Supervisor; and Debbie Gonzales, Administrative Coordinator. PRESENTATION OF 2017 YOUTH BASKETBALL SPORTSMANSHIP AWARDS — RS/Tarazon RECESS: Chair/Grundy recessed the meeting at 7:13 p.m. RECONVENE: Chair/Grundy reconvened the meeting at 7:22 p.m. A. SELECTION OF CHAIR AND VICE CHAIR FOR COMMISSION: C/Grundy nominated C/Sulakhe to serve as Chair of the Parks and Recreation Commission. C/Liang seconded the nomination. There were no other nominations offered. By unanimous voice vote, C/Sulakhe was elected Chair of the Parks and Recreation Commission with C/Herndon and C/Hsieh absent. ChairSulakhe thanked C/Grundy for setting a good example as Chairman of the Parks and Recreation Commission. Chair/Sulakhe nominated C/Liang to serve as Vice Chair of the Parks and Recreation Commission. C/Grundy seconded the nomination. There were no other nominations offered. By unanimous voice vote, C/Liang was elected Vice Chair of the Parks and Recreation Commission. MATTERS FROM THE AUDIENCE: None Packet Pg. 5' VvIvVvcna, vn ll'v'Uuuy MARCH 23, 2017 PAGE CALENDAR OF EVENTS: As presented by ACM/McLean. CONSENT CALENDAR: 1.1 P&R COMMISSION 1.1 Approval of Minutes for the January 26, 2017 Regular Meeting VC/Liang moved, C/Grundy seconded, to approve the January 26, 2017 Regular meeting minutes. Without objection, the motion was so ordered o with C/Herndon and C/Hsieh being absent. w J Q 1.2 Approval of Minutes for the February 23, 2017 Regular Meeting L) z C/Grundy moved, Chair/Sulakhe seconded, to approve the February 23, z 2017 meeting minutes. Without objection, the motion was so ordered with c0i VC/Liang abstaining and C/Herndon and C/Hsieh being absent. 2. INFORMATIONAL ITEMS: 2.1 RECREATION PROGRAM UPDATE — RS/Murphey 2.2 MAINTENANCE REPORT — PMS/Jordan 2.2.1 Power Point Presentation on Sycamore Canyon Park — PMS/Jordan. C/Grundy asked the cost of repairs at Sycamore Canyon Park. PMS/Jordan responded that the cost for the playground will be about $25,000 to remove the remaining woodchips, silt and removal and replacement of the filter fabric and several cubic yards of woodchips. For the slope repair off of Diamond Bar Boulevard, staff is not sure about the cost. A geotechnical consultant has been engaged to make a report and take samples of the slope in order to design a fix. The cost of the report to date is $16,000. ACM/McLean said that there has not been a cost determined for slope remediation which will depend on the results of the design. Staff is working with state and federal representatives to make sure the project is eligible for any return funds. Staff will track costs associated with the project and file those costs to see if the City can be reimbursed. C/Grundy said it was likely to be a fair amount and asked if any other projects would be bumped from the current project list as a result. ACM/McLean responded that it will depend on the amount and other funds may have to be appropriated. He believes it will be a very expensive fix because geotechnical repairs usually are quite expensive. While he hesitates to put a number on it he expects it to certainly be in the six figures. PMS/Jordan said that as a comparison, during the 2005 storm the City suffered a significant Packet Pg. 6 S VvIvVVcna, vnaui�lunuy 1.1 MARCH 23, 2017 PAGE 3 P&R COMMISSION sluff at the Diamond Bar Center. The repair at that time was close to $300,000 and the damage was in a much more accessible area compared to the Sycamore Canyon area. The surficial slope failure that occurred at the Diamond Bar Center involved only slope and landscape. At the Sycamore Canyon site there are a couple of staircases that were impacted. Therefore, he expects the Sycamore Canyon remediation to be substantially more than the repair that was done at the Diamond Bar Center. Chair/Sulakhe asked if the damaged stairway from Diamond Bar Boulevard down to the park had been reopened. PMS/Jordan responded that it had not be reopened. The stairs that lead from the trailhead down to the trail off of Diamond Bar Boulevard was not damaged but as one proceeds northwest the trail leads to very long and steep concrete steps which were damaged. The stairs were not damaged but the soil beneath the stairs was eroded out which is the issue. If one were to accidently fall off of those stairs, one might fall into deep chasms. For that reason, everything is fenced off. The only inconvenience for park visitors is that they cannot access the trails from Diamond Bar Boulevard; however, all of the trails are currently accessible from the Golden Springs side. 2.3 CIP PROJECTS—ACM/McLean 2.3.1 Pantera Park— This project continues to progress. All of the rough grading has been completed. There are timber stairs throughout that have been installed along with some retaining structures. The contractor is working on the grading on adjacent slopes and compacting the trailer. Absent more weather issues, the project should be completed in April. 2.3.2 Larkstone Park — (adjacent to South Pointe Middle School) - This project is being constructed by the developer of a single family home project under the Lennar Company. Grading operations are underway with permits issued and completion is anticipated for late 2017 barring unforeseen weather etc. delays. 2.3.3 Longview Park South — The contract for Longview Park South was approved at the March 21 City Council meeting. Construction will begin in the spring. 2.4 LIST OF PENDING COMMISSION REQUESTS —ACM/McLean Request for Breakdown and Analysis of the Events held at the Diamond Bar Center Annually — Staff has a draft report which is under review and will be presented to the Commission at its April or May meeting. Request for an Updated Trails Map (June 23, 2016) — Staff is reaching out to contractors at this point to begin the process and this will likely go out to Packet Pg - —7 v11an1viuiiuy MARCH 23, 2017 PAGE 4 bid to get someone to design and engineer the map. 3. OLD BUSINESS: None 4. NEW BUSINES: None 5. ANNOUNCEMENTS: P&R COMMISSION VC/Liang thanked staff for running a very successful youth basketball program. He walked Maple Hill Park two weeks ago and everything looks very green and good. C/Grundy thanked staff for all of their hard work keeping up the parks and programs. He thanked PMS/Jordan for the progress report on Sycamore Canyon Park and said he appreciated the efforts to restore the park to playable status. He remembers when the park was first opened after reconstruction. It was such a jewel and it was difficult to see all of the damage and is glad to know that the City will restore it back to its pristine condition. He looks forward to the City Birthday Party, particularly with all of the green hills and he hoped the rain would be done by then. Chair/Sulakhe thanked staff for a job well done. All of the programs seem to be going well and she is looking forward to the Easter Egg Hunt, the City Birthday Party, and the State of the City address. She thanked her colleagues for nominating and electing her to the Chair and hoped she would continue to do a good job. If there are any grievances she is more than happy to address them. ADJOURNMENT: With no one objecting and no further business before the Parks and Recreation Commission, Chair/Sulakhe adjourned the meeting at 7:59 p.m. The foregoing minutes are hereby approved this _ day of 2017 Respectfully Submitted, RYAN MCLEAN, SECRETARY Attest: MANISHA SULAKHE, CHAIRWOMAN Packet Pg. S 17:- a z z w J Q U z z W U) z U 3.1 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: CHRISTY MURPHEY, RECREATION SUPERINTENDENT SUBJECT: APRIL RECREATION PROGRAM UPDATE MEETING DATE: 4/27/2017 Community Recreation Guide The 2017 Spring Recreation Guide was mailed to Residents the first week of March and is also available online, at the Diamond Bar Center and City Hall. The Summer Recreation Guide is currently being assembled and reviewed before it goes to print in early May. Contract Classes Spring session -- The Spring session began March 18 and will run thru June 3. As of April 17 there are 488 students enrolled in 159 available classes. New classes this season include; Boy's Hip Hop, Girl's Hip Hop, Financial Planning, and Wedding Dance. 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. Most are filled to capacity each session. The Spring Session began on February 27 and will conclude on June 6. Highlight class of the month -- AARP Senior Taxes - The Diamond Bar Center has successfully completed another season of AARP free tax services for the seniors! This was the third year that our tax preparers were able to use the DBC's Wi-Fi to quickly Packet P9. 971 and efficiently a -File the seniors' tax returns. We also were able to use IS's wireless printer, which helped spacing out the volunteers. The team of 3 volunteer seniors provided 12 appointments each Wednesday from February 1 through April 5 from 8:OOam to 1:OOpm. A total of 172 seniors received free tax assistance through this year's program. Only a handful of appointments were no-shows and, as usual, a long waitlist was compiled for cancellation vacancies. With another successful tax season behind us, we are pleased with this year's participation and look forward to another successful tax season next spring! Senior Seminars 4/3 Buy & Sell Property 101 - 12 participants 4/4 Wills & Trust - 2 participants 4/17 Legal Seminar Part 1 - 14 participants 4/18 Medical & Long Term Care - 2 participants 4/24 Tax Diversification in Retirement & Long Term Care - 4 participants 4/25 The Facts about Annuities - 1 participant Senior Activities and Services • Bridge everyWednesday - 8 to10 per session, average • Mahjong every Wednesday - 40 per session, average • Bingo every Tuesday and Friday - 165 per session, average • Complimentary Legal Services (1st Wednesday of each month) - 5 appointments were booked for April. Senior Special Events April 6, 2017 - Motown Madness - This theme was another hit with 180 festive participants coming out to celebrate on April 6. Our meal was catered by Gary's Catering and DJ Keith Johnson provided a delightful mix of Motown Classics, keeping the seniors on their feet all evening long. The event concluded with everyone's favorite: raffle prizes! �j 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 301 members and meets each Tuesday with approximately 165 at each meeting. • The Diamond Bar Evergreen Club has 372 members and hold classes throughout the week. • The Diamond Age Seniors has 210 members and meets each Monday, Wednesday, and Friday. • The Sunshine Seniors has 820 members on their books; 220 attend their programs on a regular basis. Members meet Friday, Saturday and Sunday morning with special events throughout the year. • The Super Diamond Age Seniors has 220 members and meets each, Tuesday, Thursday, and Friday. Packet Pg. 11 'r 2.1 _ Senior Excursions Norton Simon Museum & Paseo Colorado: April 20, 2017 - Cancelled due to low enrollment with 19 registered. Minimum enrollment is 35. Facility Rentals Diamond Bar Center - The Diamond Bar Center was the location for a total of 49 private, business and non-profit rentals during the month of March. There were 19 church rentals, 1 Toastmasters meeting, 4 seminar/meetings, 1 performance, 2 bridal suites and 5 banquets. There were also 9 weddings, 1 pre -wedding, 1 bridal shower, 3 graduation parties, 1 memorial and 2 parties. A total of $84,785.35 in rental fees was collected during the month of March for Diamond Bar Center rentals. In March 2016 a total of $75,755.60 was collected. On Thursday, April 13, 2017 the entire facility was prepped for our 360 degree style shoot. We styled each of our rooms and outdoor patios to showcase the type of events we can hold at the Diamond Bar Center. All of the decor and placed items were donated by various vendors including, Bedazzle My Events, Canyon Catering, Artistic Cakes, Hapa Cupcakes, Patty's Cakes, Kumba Events and GDS Linens. The finalized products from the shoot we will be used to update our marketing platforms for the Diamond Bar Center. Packet Pg. 12 Heritage Room - There have been 13 rentals of Heritage Park Community Center for the month of April. Rentals include 5 church services, 1 baby shower, 1 baptism and 6 birthday parties. Total revenue for these rentals is $3,088.50. The revenue for April 2016 was $2,695.00. Pantera Room - There has been 1 rental of Pantera Park Activity Room for the month of April. Total revenue for this birthday party rental is $280.00. The revenue for April 2016 was $315.00. Picnic Reservations - As of April 15, 2017 there have been 23 picnic reservations made for the month of April. There have been 5 at Ronald Reagan, 3 at Peterson, 4 at Pantera Park, 9 at Heritage, and 2 at Maple Hill. The revenue of these picnic rentals is $700.00. The revenue for April 2016 was $700.00. Youth Programs Tiny Tots -- The spring session started on Monday, March 27. Both classes are full with a waiting list. On Thursday, April 13 and Friday April 14 the classes will celebrate spring with an egg hunt and special goodies. The spring session will include a trip to the La Habra Children's Museum for the 4-5 year old class and a visit from Cal Poly's, Danny's Mobile Petting Farm for the 3-4 year old class. Graduation for those moving on to elementary school will be on Friday, June 9. DB 4Youth -- At the March 28 meeting, 16 candidates for the 8 positions on the DB 4Youth board gave their second speeches. The election was held immediately after the speeches. The outgoing 2016-17 board and the incoming 2017-18 board will be recognized at Parks and Recreation Commission meeting on April 27. The new 2017-18 board is as follows: Chairman, John Kim, Vice Chairman, Kevin Han, Secretary, Kevin Lew, Treasurer, Jeremy Kim, Members at Large, Eric Jeon, Ashely Tang and Timothy Young. Packet Pg,13 DB 4Youth volunteered at the City Birthday Party on April 8. They collected ride cards and checked for wristbands at the Ferris Wheel and the Carousel. In addition, Brandon Tang, the 2016-17 Chairman was recognized as a Diamond Bar Outstanding Volunteer. They have started coming up with decoration ideas for the theme "City of Lights" for the 6th 7th and 8th grade dance on May 12, 2017. Volunteens -- The City of Diamond Bar's 2017 Youth Volunteen Program is a leadership training program designed for youth ages 14 to 16 who reside in Diamond Bar. Volunteens will be assigned to help with summer programs throughout the City. 64 applications were received to participate in this year's program. Time schedules for interviews were made available to all applicants on Tuesday, April 4 and they had until Tuesday, April 11 to select their time slot. Interviews will begin on Monday, April 17. Summer Day Camp -- Summer Day Camp is a 10 -week program designed to involve children ages 6-12 in a safe, fun and active environment. Camp will start on Monday, June 5 and go for 10 weeks ending on August 11. A total of 1000 campers may attend camp throughout all 10 weeks. Currently there are 803 campers enrolled. Staff is currently working on confirming all excursions, planning activities including: arts and crafts and games for the days at camp. Trainings for recreation staff will begin in April. Lastly, a parent orientation meeting is scheduled for Tuesday, May 16 at the Diamond Bar Center. Youth and Adult Sports Adult Volleyball -- There are 21 participants currently enrolled in the program. For only $32, participants receive 8 weeks of play on two courts of action from 7-9pm at South Pointe Middle School. The session is scheduled to conclude on Monday, May 15. Table Tennis -- The Table Tennis program continues play at Heritage Park on Tuesday (average of 12 participants), and Thursday (average of 13 participants). Recreation staff has currently cancelled play on Sundays for the month of April due to lack of staff availability and will re-evaluate for May. Open play takes place from 6-10pm. Youth Indoor Soccer -- There are 143 children enrolled in the program, which began April 9 and will conclude on June 4. Participants practice and play games on Saturdays at Mt. Calvary Lutheran School. Teams are in their fourth week of games with four more weeks to go. Participants are beginning to understand the basic fundamentals and practicing important soccer skills. Recreation staff has reported that there are numerous teams doing really well in receiving sportsmanship points. At the end of the season one team from each age division will be selected as the division sportsmanship winners and be invited to the May Parks and Recreation commission meeting and be recognized for their efforts. Special Events City Birthday Party -- A full financial summary and evaluation will be available in the June commission report. Pantera Park was jumping as an estimated 4,000 people attended the annual celebration. The highlight of the day's activities took place on stage at 3pm as the Mayor and members of the City Council cut the official birthday cake and joined the community in singing Happy Birthday to Diamond Bar! In addition Mayor Lin along with the rest of the City Council presented the Outstanding Diamond Bar Volunteer awards to 4 recipients. Once again the Regional Chamber of Commerce San Gabriel Valley operated the Business Expo and the Diamond Bar Friends of the Library operated the beer and wine garden. The City operated the car show with beautiful cars on display. 21 non-profit service organizations participated by operating an information booth. In addition, there were 12 delicious food booths, 16 kiddie game booths, 14 tween games, and 10 carnival rides operated during the event. The event also featured an emergency operations and vehicle display with LA County Fire and Sheriff's Departments participating, new this year from the L.A. County Sheriff's Department was three mounted patrol horses, which were a big crowd pleaser. Lastly, residents were amazed by the great entertainment on stage with 10 local groups twirling, dancing, singing and cheering! Packet Pg. 15 34th Annual Easter Egg Hunt -- A full financial summary and evaluation will be available in the June commission report. The City of Diamond Bar and the Diamond Bar Breakfast Lions Club hosted the 34th Annual Easter Egg Hunt on Saturday, April 15, 2017 at Pantera Park. This FREE fun -filled event started at 8:30am with pancake breakfast provide by Boy Scout Troop #730. The group provided pancakes, eggs, sausages and a drink for $8. The egg hunting begin promptly at 10am, with participants entering the hunt areas. This year our MC announced a countdown to kick off the egg hunting. Hunting areas were separated based upon their age. Children also, enjoyed a special appearance by the Easter Bunny and his friend the "Peep"! Pictures with the Easter Bunny were available inside the tiny tot room for a nominal fee. Packet Pg. 16 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: RYAN MCLEAN, SUBJECT: DIAMOND BAR CENTER (DBC) USE ANALYSIS MEETING DATE: 4/27/2017 Staff is pleased to present the attached Diamond Bar Center (DBC) Use Analysis to the Commission. The report provides a review of all allocated time at the DBC during the 2015-16 fiscal year. The data compiled in the report will be used to develop recommendations to amend the City's Facility Use Policy and create new booking and marketing strategies for the DBC. Attachments: A. Diamond Bar Center Usage Summary 04-18-17 revised Packet Pg, 17 2.a N N T R G Q d N Did UJ'O% t, 0 j", Iv, %I t e r Q N UON& go-% % a 0 W& .0 btj Al IdlyzSolb r APRIL 2017 Packet Pg. 18 L The City of Diamond Bar offers a high quality of life to the community, a major component of that comes from a strong tradition of providing and maintaining public open spaces and recreational amenities. These amenities not only service Diamond Bar residents, schools, non -profits and businesses, but surrounding businesses, non -profits, schools and non- residents. The Diamond Bar Center (DBC) is owned and operated by the City, and is available for rentals to the community throughout the year. The DBC features impressive banquet and meeting rooms totaling 22,500 square feet. The facility is the perfect setting for wedding receptions, formal dinner gatherings, corporate seminars, training or meetings, and a multitude of other community events. The purpose of this study is to evaluate the existing DBC usage, and programming to assist in developing recommendations to improve indoor recreation opportunities that benefit the community. Diamond Bar Center Rooms ';Dimensions (sq ft) Grand View Ballroom 6,618 GrandViewA&B _ 4,505 i Grand View A 2,206 Grand View 8 2,295 : Grand View C/D/E 2,099 Gran9Vlew,C 617 E Grand View D 865 Grand View E 617 '+ Grand View Ballroom Foyer 800 Outdoor wedding Oval 2,300 ! Sycamore Room 980 Adjacent Outdoor Patio 644 Pine 960 Oak I 1,300 Maple 486 The following charts illustrates the DBC layout, available rooms, and square footage: MMN ENr=NCE OVERFLOW PAR^ING II Page i E- Gr2nd View eallydom I E I I � Bnlbwm MxorcauA Enl R..,_V.,W 0' on .....,7 ,_ ..... .. MAIN PARKING / / OY I � OAR I i I MAPLE PWE I --- _____ Packet Pg. 19 Bar Center User Groins To analyze the use of the Diamond Bar Center, the rentals during Fiscal Year 2015-2016 were broken up into the following categories: • Private Events Business Meetings, Birthday Celebrations, Weddings, Holiday Parties, Seminars, Fundraisers, Anniversaries, Baby Showers, Proms, School events, Senior Social Events • Contract Classes • Senior Contract Classes • Senior Clubs - 0 Church in the Valley • City of Diamond Bar -organized events Diamond Bar Center Use by Cate¢ory Fee Based classes offered for a fee to the community. No -fee classes offered to Seniors. No -fee rental space offered free of charge. Non-profit fee. In Fiscal year 2015-2016 the Diamond Bar Center allocated more than 10,000 hours shared by the groups listed above. Based on usage data there were four top groups: the Senior Clubs utilized 3,974.5 hours or 40% of the total programming, Private Events total 1,963 hours or 20%, Contract Classes total 1,851 hours or 18%, and Senior Contract Classes utilized 1,574 hours or 16%. The following table summarizes the total usage for all groups: Table 1 -FY 15-16 DBC Use by Category Private Events Senior Contract Classes Contract Classes Church in the Valley City Organized Events TOTAL 21 Page 1,963.25 1,574.00 1,851.58 546.00 110.00 10,019.33 20% 16% 18% 5% 1% 2.a Packet Pg. 20 Senior Clubs In Fiscal Year 2015-2016, the Senior Clubs had the highest allocation of facility rental hours. The facility rental fees are waived for Senior Clubs, therefore the total hours allocated to Senior Clubs do not generate revenue for the City. There are currently four (4) Senior Clubs with DBC reservations throughout the year (in alphabetical order): Diamond Age, Diamond Bar Senior Club, Evergreen, and Sunshine Seniors. Based on the level of total DBC hours allocated to Senior Clubs, staff analyzed how the total hours were shared among individual senior clubs. In Fiscal Year 2015-2016 the Diamond Age, Diamond Bar Senior Club, Evergreen, and Sunshine Seniors used a combined total of 3,974.50 hours or 42% of the total DBC use. The following table summarizes the total number of hours reserved by Club: Table 2 -Senior Groups by Club 504.00 13% 2,595.50 65%`i 513.00 13% 3,974.50 Table 2 illustrates: 1. The Evergreen Club had the highest use of the DBC with 2,595 total hours or 65% of total hours. 2. The Sunshine Seniors and Diamond Bar Senior Club had an equal amount of total use with only 13% of the total DBC hours. However, the Diamond Bar Senior Club reserves the highest use based on square footage of the area, or the entire Grand View Ballroom (6,618 sq. feet per reservation). 3. The Diamond Age had the lowest annual usage with 362 hours or 9%. 4. Approximately 37% or 1,486.5 hours were weekend rental hours. For the purpose of this analysis, the weekend includes Friday (all day), Saturday, and Sunday. 5. 2,488 hours were on weekdays. The rooms occupied by senior groups are not available for other rentals that would otherwise generate revenue or expand upon existing services. 3)Page Packet Pg. 21 Private events The Private Events category had the second highest allocation of facility rental hours. Staff analyzed how the total hours were shared among various Private Events categories. In Fiscal Year 2015-2016 Private events accounted for 21% of DBC usage, or 1,963 hours. The following Table 3 summarizes Private Events by type: Table 3 -Private Events by Types 317.75 16% 83.25 4% 185.25 9% 336.50 17% 141.50 7% 80.00 4% 819.00 42% 1,963.25 Weddings accounted for the highest use in the Private Events category with 819 hours or 42%. Private Receptions (excluding weddings) accounted for 336.50 hours or 17%. Business Rentals accounted for 317.75 hours or 16%. For the purpose of this analysis Private Events were separated further into six Core Categories as follows: 1. Weddings/Bridal Related 2. Business Rentals 3. Private Receptions: Anniversary, Baby Showers, Memorials, a. Prom/Quinceaneras b. Non-Profit/Local Community Groups/Schools c. Senior Social Events 41 Page 2.a Packet Pg. 22 1, Weddings/Blida/Related Weddings accounted for the highest use in the Private Events category. The Diamond Bar Center was host to 92 weddings during Fiscal Year 2015-2016. There were a total of 156 weekend days (Friday, Saturdays, and Sundays) in FY 15-16 available for private events. Wedding comprised 92 of the 156 available weekend days or 60%. Table #4 below summarizes the total weddings by the day of the week: Table 4 -Wedding by Day of the Week - 0% 6 7% 7 8% 29 32% 22 24% 92 • More than 80% of the wedding reservations took place on the weekend (Friday, Saturday and Sunday). • There were 14 weddings that took place during the week. • 29 weddings took place on a Friday. • 22 weddings took place on Saturday. • 27 weddings took place on Sunday. Wedding reservations predominantly utilize the Grand View Ballroom. Approximately 80% of weddings reserve the Grand View Ballroom partially or in its entirety. The average wedding reservation is for 8.5 hours. The Maple, Oak, Pine and Sycamore are used for wedding related reservations (Bridal Showers/Rehearsal Dinners/Others) for an average reservation of 3 hours. 51Page 2.a Packet Pg. 23 Table 5 -Weddings by Room Type 2 Business Rentals 13 2.73 3 3.33 3 3.33 1 2.50 106 Business Rentals were among the top three rental types based on total reservation hours. In Fiscal Year 2015-2016, Business Rentals accounted for 317.75 hours or 16% of total DBC usage. Business rentals included commercial functions such as: Business Meetings, Business Seminars, Business Holidays, and Other Business Social Events. The following table summarizes the Business Rentals by type, weekday hours, weekend hours and total hours per function. Table 6 -Business Meetings Weekday/Weekend Comparison • A total of 247.75 hours of Business Events that took place during the week (Monday - Thursday). • A total of 61 hours of Business Events took place during the weekend (Friday, Saturday, Sunday). • The majority of the reservations (78%) took place during the weekday. 61Page 2.a Packet Pg`. 24 3. Private Receptions: Anniversaries, Baby Showers, Memorials Private Receptions accounted for the third highest use in the Private Events category. For the purpose of this analysis Private Receptions include anniversaries, baby showers, and memorials and excludes weddings/proms and Quinceaneras which will be reviewed separately. In Fiscal Year 2015-2016 this category utilized 336.50 hours or 17% of the total allocation. Table 7- Private Receptions Weekday/Weekend Comparisons a. Proms/Quinceaneras Proms and Quinceaneras accounted for 141.50 hours or. In Fiscal Year 2015-2016 this category utilized 18 hours (7%) of the total allocation. Table 8- Proms/Quinceaneras Weekend Comparisons b. Non Profits Loca/community Groups/Schon/s The Non -Profits category includes Schools, Religious Groups, and others. This category accounted for 185.25 hours or 9% of the total allocation in Fiscal Year 2015-2016. Table 9 -Non Profits Comparisons Weekday/Weekend by Function 71 Page 3.a Packet Pg.25 c. Senior Socia/Events The Senior Social Events category includes paid reservations by Senior Clubs for the use of DBC facility rooms. This category accounted for 80.00 hours or 4% of the total allocation in Fiscal Year 2015-2016. Table 10- Senior Social Events Weekday/Weekend Comparison by Group Private Events Weekday/Weekend Summary Business related meetings account for the highest weekday usage. Business meetings, seminars, holiday parties and Business Social -Other account for a total of 241.75 hours or 45% of the total usage during the week. Wedding related events account for a total of 99.5 hours or 19% of the total usage during the week. The total Private event hours on the weekday 534.75, private event hours on the weekend total 1,377.50 hours, as shown in the table below which summarizes the hours by type: Table 11- Ail Private Events Weekday/Weekend Comparison 81Page Packet Pg. 26 Geo Map ofDBC User Group During FY 2015-2016, there were 326 Private reservations for the Diamond Bar Center. From a geographic standpoint, 208 or 63.4% of the reservations were made from the Diamond Bar/Walnut zip code 91765 or 91789.. However, based on the information at hand, the top zip codes are listed below: 91765 -Diamond Bar 188 91789 -Diamond Bar/Walnut 20 91709- Chino Hills 10 91710 -Chino 5 91763-64, 67-68 Montclair, Ontario, Pomona 8 92663 -Newport Beach 10 (vote: it Is Important to note, that renters residing outside of Diamond Bar often use a local proxy to receive lower rates. This skews the reservation data in the table below The Fiscal Year 2015-16 facility reservations, revealed a total of 58 unique zip codes. The northern most City was Santa Clarita (91387), further west cities Torrance, and southernmost cities were Newport Beach (92663) and Lake Forrest (92691), and Moreno Valley (92555) to the east. Qn.11 M 1i Lake Lo: Palmdale nr'd" Llecnck Caslac Acton 1 Rlmve CD Phelan CI) i4it.S p 117n Wr gM1ttmod an G fl6nrt 0 aioMtr ,M U mntMro Simi Valley tamr mns ': A" ,,.,..a,,, O � 0 aw 91Page v Anshan, VimOrvllle (r) Apple Valley t urame JcAnean Hesperia v°°°v varey Gg Big sear lake a^aa Pi i3Qm 'dua San Bernerdmo Watnmal �ar�+;t :xi av torgnmo L� 0 A§t San,lac nm Penis G<, Hemet in. W 0 Munlefa Ani, 2.a Packet Pg. 27 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: ANTHONY JORDAN, PARKS & MAINTENANCE SUPERINTENDENT SUBJECT: APRIL 2017 MAINTENANCE REPORT MEETING DATE: 4/27/2017 During the previous month, the Public Works Maintenance Staff has been working on various tasks throughout the City. The following is a brief recap of key maintenance items completed. Diamond Bar Center • Re-lamped eight (8) light fixtures throughout the facility. • Replaced two (2) lighting ballast. • Repaired lock hardware on Sycamore room door. Performed various repairs on three (3) additional interior doors. • Repaired broken bollard light in overflow parking lot. • Serviced water feature weekly (contractor). Drained cleaned and filled water feature additionally as needed. • Cleared stoppage in kitchen sink drain line. • Cleared stoppage in drinking fountain. • Repaired damaged office door hardware. • Cleaned and serviced ice maker. • Replaced door closer arm on Main entrance to GVBR. Packet Pg. 28 • Cleaned restroom lavatory faucet aerators. • Performed weekly test on wheel chair lift. • Performed monthly emergency generator test and regularly scheduled maintenance. • Performed monthly exterior lighting maintenance. (Best) Diamond Canyon Park • Performed park/playground inspections. Heritage Park • Re-lamped sixteen (16) light fixtures. • Replaced three (3) lighting ballasts. • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance (Best). • Removed large downed eucalyptus limb (WCA). • Inspected hot water heater for reported gas leak. • Installed new swings. • Repaired one (1) drinking fountain. • Performed monthly exterior lighting maintenance (Best). Longview North Mini -park • Performed Park/playground inspections. Longview South Mini -park • Performed Park/playground inspections. Lorbeer Middle School • Cleaned V -ditches (BV). Maple Hill Park 0 Performed Park/playground inspections. • Re-lamped three building light fixtures. • Aerated, over -seeded and topped bare turf area at front of park (BV). Paul C. Grow • Performed Park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Pantera Park • Repaired drinking fountain. • Repaired three (3) water closet valves. Unclogged two (2) water closet drain lines. • Performed park/playground inspections. • Performed monthly exterior lighting maintenance. (Best) • Replaced one (1) doggie bag dispenser. • Detailed and prepped batting cages (BV). Peterson Park • Repaired one (1) drinking fountain. • Performed monthly exterior lighting maintenance. (Best) • Performed park/playground inspections. • Replaced malfunctioning irrigation control valve. (BV). • Detailed and prepped batting cages (BV). Ronald Reagan Park • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). • Rewired all tennis court lights (Steinke Electric). • Replaced malfunctioning irrigation control valve (BV). Silvertip Park • Performed Park/playground inspections. Stardust Mini -Park • Performed park/playground inspections. Starshine Park • Performed park/playground inspections. • Performed monthly exterior lighting maintenance (Best). Summitridge Park • Sprayed for weed control (BV). • Performed park inspections. Sycamore Canyon Park • Performed monthly exterior lighting maintenance (Best). • Cleaned and serviced ice machine. • Performed Park/playground inspections. Washington Park • Performed monthly exterior lighting maintenance (Best). City Hall/Library • Cleaned monument sign and bollards. Sprayed for spiders and insects. • Re -Tamped eleven (11) light fixtures in the City Hall spaces and six (6) light fixtures in the Library spaces. • Replaced four (4) ballasts in the City Hall spaces. None where replaced in the Library spaces. • Repaired and serviced ice machine. • Cleared clogged drain line in women's restroom. 0 Replaced fire alarm batteries. • Performed monthly emergency generator test and regularly scheduled maintenance. Replaced generator batteries. • Performed monthly carpet cleaning in City Hall and Library spaces. • Performed monthly exterior lighting maintenance. (Best) Ci ide • Wash, fuel and service City vehicles. • Inspected fire extinguishers and first aid kits at all City Facilities. Re -stocked as needed. • Re -stocked pet bags throughout the City. Serviced trash cans at trail heads. • Removed City Birthday Party Banners from various parks and locations. Installed Earth Day Banners at various locations. • Assisted with traffic control setup and take down of the Diamond Bar Community Foundation 5K run. • Performed fire ant and gopher control at various City parks (BV). • Cleaned V -ditches at various park locations in city parks (BV). • Performed Preventive Maintenance Inspections (PMI) at various park locations (BV). PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: RYAN MCLEAN, SUBJECT: CIP UPDATE MEETING DATE: 4/27/2017 Pantera Park Trail The Pantera Park Trail is expected to be substantially complete by next week, with the exception of signage that is in the manufacturing process. Larkstone Park The model homes are now open and the developer is making progress on the park. The Packet Pg. 33 lower park has been completed, but will not be open to the public until the upper park is complete and dedicated to the City later this year. Packet Pg: 34 PARKS AND RECREATION COMMISSION TO: HONORABLE CHAIRMAN & MEMBERS OF THE PARKS & RECREATION COMMISSION FROM: RYAN MCLEAN, SUBJECT: REQUESTS FOR INFORMATION/ACTION MEETING DATE: 4/27/2017 PARKS AND RECREATION COMMISSION REQUESTS FOR INFORMATION / ACTION - 2017 UPDATED - APRIL 28, 2017 DATE REQUEST REQUESTED RESPONDENT BY 02.27.2014 Commission would like to review GRUNDY Ryan McLean Heritage Park "special needs" input before the conceptual plans have been finalized to verify "special needs" listed in the plan. Upon commencement of the redesign of Heritage Park, staff will bring forward options for the Commission for review and comment. 04.23.2015 For future consideration - a HSIEH Ryan McLean sidewalk installation project at the Diamond Bar Center from the Summitridge Drive entrance to the top. No update at this time. 04.28.2016 Request for a breakdown of the HSIEH Ryan McLean number of events (i.e., weddings, quincenieras) held at the DBC annually. With the presentation of the DBC Use Analysis for FY 2015-16, Packet Pg. 35 this item is complete. 04.28.2016 Request for additional outdoor SULAKHE Anthony Jordan fighting at the DBC near the rear entrance to the kitchen by the generator. No update at this time. 06.23.2016 Request for signage on Pantera HSIEH Ryan McLean Park trail directing walkers from the trail back into the dog park. No update at this time. Request for updated trails map. GRUNDY Ryan McLean 06.23.2016 The adopted mid-year budget included funding for this project. Staff is in the initial stages of seeking qualified contractors to complete the work. It is likely that a bid process will be necessary. 11.17.16 Request for staff to look into LIANG Ryan McLean additional exercise equipment for Seniors in the parks. Exercise equipment circuits are components of multiple City recreation facilities, including Diamond Canyon Park and Mesa Trail. Staff will look for options to include similar equipment at new and existing parks and facilities in the coming years.