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2017 07 10 CSC COMMUNITY SERVICES COMMISSION AGENDA JULY 10, 2017 COMMUNITY SERVICES COMMISSION AGENDA CITY HALL STUDY SESSION ROOM 78-495 Calle Tampico, La Quinta REGULAR MEETING MONDAY, JULY 10, 2017 CALL TO ORDER ROLL CALL: Commissioners: Chiapperini, Marley, Quill, Simonds, Van Horn PLEDGE OF ALLEGIANCE PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the Commission on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. The Commission values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). ANNOUNCEMENTS, PRESENTATIONS & WRITTEN COMMUNICATIONS  OVERVIEW OF COMMISSION ROLES  DEPARTMENTAL OVERVIEW REPORTS AND INFORMATIONAL ITEMS 1. DESERT X UPDATE (VERBAL) 2. COMMUNITY PROGRAMS AND WELLNESS REPORT – JUNE 2017 3. FACILITIES REPORT – VERBAL BUSINESS SESSION (MOTION REQUIRED) 1. ELECT A CHAIRPERSON 2. ELECT A VICE-CHAIRPERSON 3. APPROVE PILLARS OF THE COMMUNITY NOMINATIONS CONSENT CALENDAR (MOTION REQUIRED) Commission agendas and staff reports are available on the City’s web page: www.la-quinta.org COMMUNITY SERVICES COMMISSION AGENDA JULY 10, 2017 1. APPROVE MINUTES OF JUNE 12, 2017 STUDY SESSION (DISCUSSION) 1. JOINT BOARDS AND COMMISSIONS COUNCIL MEETING – JULY 18, 2017 COMMISSIONER’S ITEMS ADJOURNMENT The next regular meeting of the Community Services Commission will be held on September 11, 2017, commencing at 5:30 p.m. at the La Quinta Study Session Room, 78495 Calle Tampico, La Quinta, California, 92253. DECLARATION OF POSTING I, Lisa Chaudhry, Administrative Technician of the City of La Quinta, do hereby declare that the foregoing Agenda for the La Quinta Community Services Commission meeting was posted on the City’s website, near the entrance to the Council Chambers at 78- 495 Calle Tampico, and the bulletin boards at the Stater Brothers Supermarket at 78- 630 Highway 111, and the La Quinta Cove Post Office at 51-321 Avenida Bermudas, on July 6, 2017. DATED: July 6, 2017 LISA CHAUDHRY, Community Services Commission Secretary City of La Quinta, California Public Notices  The La Quinta Study Session Room is handicapped accessible. If special equipment is needed for the hearing impaired, please call the Community Resources office at 760- 777-7106, twenty-four (24) hours in advance of the meeting and accommodations will be made.  If special electronic equipment is needed to make presentations to the Community Services Commission, arrangements should be made in advance by contacting the Community Services office at 760-777-7106. A one (1) week notice is required.  If background material is to be presented to the Commissioners during a Commission meeting, please be advised that eight (7) copies of all documents, exhibits, etc., must be supplied to the Administrative Technician for distribution. It is requested that this take place prior to the beginning of the meeting.  Any writings or documents provided to a majority of the Commissioners regarding any item(s) on this agenda will be made available for public inspection at the Community Services Department at City Hall located at 78-495 Calle Tampico, La Quinta, California, 92253, during normal business hours. TABLE OF CONTENTS TITLE PAGE HISTORY AND DEMOGRAPHICS OF LA QUINTA 1 GOVERNMENTAL ORGANIZATION 3 BOARDS, COMMISSIONS AND COMMITTEES 4 2.06.010 Definitions 4 2.06.020 Appointments, Number of Members 4 2.06.030 Term and Term Rotation 5 2.06.040 Qualifications 5 2.06.050 Meetings, Organization, Quorum, Rules of Procedure 6 2.06.060 Compensation 7 2.06.070 Purpose, Powers and Duties 7 2.06.080 Compliance with the Political Reform Act 7 2.06.090 Removal from Office, Limitation on Absences 7 2.06.100 Staff Support and Recordkeeping 8 COMMUNITY SERVICES COMMISSION 9 2.95.010 General Rules 9 2.95.020 Number of Members 9 2.95.030 Qualifications of Members 9 2.95.040 Purpose and Objectives 9 2.95.050 Powers and Duties 10 2.95.060 Committees 12 GENERAL DUTIES/RULES OF PROCEDURE/GUIDELINES 13 State Law Requirements 13 Ralph M. Brown Act Political Reform Act (Conflict of Interest) AB 1234 Ethics Training Conduct of Meetings 16 Rules of Procedure Minutes/Records Election of Chair and Vice Chair Bylaws and Rules, Regulations and Procedures General Items 17 Expense Account/Reimbursement Compensation Communicating With the Press Private Meetings General Guidelines for Members 19 General Guidelines Relationship with City Council or Appointing Authority Relationship with Fellow Board, Commission Members Relationship with Assigned Staff Summary 23 ~ 1 ~ HISTORY AND DEMOGRAPHICS OF LA QUINTA The area known as La Quinta is almost completely surrounded by the colorful Santa Rosa Mountains and is located on a high alluvial fan. When the floor of the valley first began sinking, it was covered by the Pacific Ocean, and over a period of hundreds of years, as the Colorado River flowed into the Gulf of California, it deposited silt, forming a large delta fan. The silt deposits grew higher and wider until the sinking basin was gradually cut off from the ocean. The basin floor continued to sink as the mountains on both sides grew higher. Five hundred years ago, the Colorado River changed its course and flooded the east Coachella Valley, creating a freshwater lake, now known as Lake Cahuilla. This lake’s water line, as well as deposits from freshwater fish and mollusks, can be clearly seen today along the baseline of the Santa Rosa Mountains. The first ancestors of the La Quinta area were the Desert Cahuilla Indians. The Cahuilla’s were hunters and gatherers. They were one of the few Native American tribes who dug wells. Cahuilla Indians still exist today, but it is hard to say whether they are pure Cahuilla or a mixture of all the neighboring tribes who bonded together in the 1920s. Not much changed in the valley until 1853 when the U.S. government began surveying for a railroad route between Los Angeles and New Orleans. By 1876, the first scheduled trains began operating between Indio and Los Angeles. Indio became a major railroad center allowing early farmers to get their vegetables, melon, citrus and date crops to metropolitan markets. The Indio area was chosen because it had a plentiful water supply. The La Quinta climate was ideal for growing exotic dates, sweet corn, Bermuda onions and Thompson seedless grapes. Travel to the desert became much easier and many Los Angeles residents began making trips to the desert. The City has welcomed sun-worshippers to its enticing home-away-from-home for more than 60 years. La Quinta was incorporated in 1982 through the efforts of Fred Wolff, the first mayor, and his wife, Kay, along with the help of other task force members, Larry Allen, Bob Baier, John Klimkiewicz, Margaret Miele, Jim Montgomery and Fred Rice. In May 1982, La Quinta was named for the resort that was opened in 1926 by Walter Morgan. ~ 2 ~ Today the City of La Quinta is booming with a growing population, a large winter/spring seasonal population, affectionately known as “snow birds”; retail stores along Highway 111, Washington Street and charming boutique shops and restaurants in its Old Town Village area; tourism; a variety of recreational opportunities; cultural activities; and its amazing mountain views. DEMOGRAPHICS • La Quinta literally translates to “the fifth” in Spanish. That relevance may have been tied to its location as the fifth day rest stop for travelers through the Coachella Valley. La Quinta has also been known to refer to a type of small hacienda or country home. There are accounts that the name La Quinta was suggested by a local rancher to Walter Morgan, founder of the La Quinta Hotel in 1926. • La Quinta has 35.2 square miles of land/water, and is 40’ above sea level at the Village area. • Median age in La Quinta is 45.6. • Population is 39,032 permanent; with an additional 17,500 seasonal (as of January 1, 2013). • Total number of housing units as of 2014 is 23,871. • Median home prices in 2011: new $489,750, resale $302,250. • Median income in 2010: $72,181. • Average temperature is 75 degrees; average rainfall is less than 5” annually. • La Quinta has 23 existing golf courses, with 4 more approved. • La Quinta has 11 parks and several miles of bike and hiking trails. ~ 3 ~ GOVERNMENTAL ORGANIZATION The City of La Quinta voters approved Measure “W” on November 5, 1996, which changed the legal stature of the City from a General Law city to a Charter City. The City gained charter status on January 1, 1997. The City utilizes the council-manager form of government. The City Council is comprised of five City residents elected at-large and serves as the legislative and policy-making body of the City. The Mayor is directly elected by the people and serves as one of the members of the Council. The City conducts a consolidated General Municipal Election on the first Tuesday of November every even numbered year. The City Council appoints the City Manager and City Attorney. The Council serves as the Board of Directors for the Successor Agency, the Financing Authority and the Housing Authority. They also serve as the legislative authority for the La Quinta Lighting and Landscaping District. APPOINTED POSITIONS City Manager The City Manager is appointed by and serves at the will of the City Council. The City Manager is responsible for the overall administration of the City and carries out the policies and programs established by the City Council. The City Manager appoints the Department Directors and City Clerk. The City Manager is responsible for forecasting the program and service needs of the City and its related financial, personnel and capital improvement requirements. The City Manager is also an important liaison to the community residents and other levels of County, State and Federal government. City Attorney The City Attorney is also appointed by the City Council and is responsible for providing necessary legal services and guidance to ensure that the City operates on a sound legal basis. The City Attorney is responsible for the prosecution of violations of the City’s Municipal Code and represents the City in all actions of law. ~ 4 ~ THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK ~ 5 ~ BOARDS, COMMISSIONS AND COMMITTEES {reprinted from the La Quinta Municipal Code} 2.06.010 Definitions A. “Board” means a group of council-appointed persons who provide advice on city issues. B. “Commission” means a group of council-appointed persons having limited legislative powers to make decisions or recommendations to the council on city issues. C. “Committee” means a temporary group of persons chosen by the council to give special consideration, investigation, and prepare a report on a pending city issue. 2.06.020 Appointments, Number of Members A. The city council shall appoint members to all boards and commissions with the exception of the housing commission, whose members shall be appointed by the La Quinta housing authority. B. From time to time, the city council may establish a committee(s), or committee(s) may be established by boards and commissions authorized to do so. The establishing body shall determine the number of committee members needed to best perform the duties of that committee and the establishing body shall make appointments pursuant to this Section 2.06.020. C. The city council shall make appointments to vacancies at open session of a regular or special city council meeting. The housing authority shall make appointments to housing commission vacancies at open session of a regular or special housing authority meeting. D. The order of appointments shall be taken up by the city council based on a random drawing publically conducted by the city clerk. E. Applicants may apply for appointment to more than one board or commission but order of preference shall not be noted and shall not be considered by the city council. F. The number of members on each board and commission shall be set by the city council, or in the case of committees, by the establishing body. Refer to the related Municipal Code chapter for details regarding a specific board or commission. ~ 6 ~ 2.06.030 Term and Term Rotation A. Unless otherwise provided by law, ordinance or resolution, or unless by the very nature of a situation, the provisions of this section may not be made applicable, all members of boards and commissions shall be appointed for three-year terms commencing on July 1st of the year of appointment. B. All members of a committee shall be appointed to terms and have term rotations set by the city council, or the establishing body. C. Interim vacancies shall be filled by appointment for the unexpired term of the member replaced. D. These rules shall not apply to a newly established board or commission to which initial appointments are made on a staggered-term basis. E. After serving two consecutive three-year terms, or a total of six consecutive years, on a specific board or commission, that member shall rotate out of that board or commission and shall not be considered for reappointment to that specific board or commission until one year has elapsed. F. Any board or commission member who has been or will be rotated out of one board or commission, may apply for appointment to any other board or commission immediately, or anytime thereafter. G. An exception to the restriction on sequential reappointment to a board or commission after having served for six consecutive years shall be granted for positions requiring specific expertise, characteristics, or professional certifications as set by the city council in past or future actions. H. Any term for a board, commission or committee may be extended by action of the city council. Any term for the housing commission may be extended by action of the housing authority. 2.06.040 Qualifications A. Unless otherwise provided by law, ordinance, or resolution of the city council, all members of boards and commissions of the city shall serve on only one board or commission at any given time in order to avoid simultaneous memberships. B. All members of boards and commissions appointed by the city council or the housing authority shall initially, and during their term(s), be bona fide residents and registered voters of the city. ~ 7 ~ C. Exceptions to the resident requirement shall be granted for certain historic preservation commission positions (see Chapter 2.35) and certain architectural and landscaping review board positions (see Chapter 2.30). D. Some boards, commissions and committees require specific qualifications of its members in order to perform the duties prescribed. If a member ceases to meet the required qualifications, s/he shall be disqualified from being a member of that board, commission or committee and a qualified applicant shall be appointed to fill the remainder of the unexpired portion of his/her term. (Refer to the Municipal Code section for each board, commission or committee for details on qualifications required.) E. No member of a city board or commission shall be an employee of the city. F. If a member of any board, commission or committee is convicted of a felony or a crime involving moral turpitude, his/her office shall become vacant, and shall be so declared by the city council or housing authority. 2.06.050 Meetings, Organization, Quorum, Rules of Procedure A. Unless otherwise provided by law, ordinance or resolution of the city council, each board, commission and committee shall meet once each month or as needed on the date(s) selected by the board, commission or committee. B. Special meetings may be called by the chairperson or a majority of the board, commission or committee in accordance with state law. C. Unless otherwise provided by law, ordinance or resolution of the city council, a quorum for each board, commission or committee shall be the majority of existing, appointed members. D. Each board, commission and committee shall follow such rules and regulations established by the city council for the conduct of its business. E. Unless otherwise provided by law, ordinance or resolution of the city council, each board, commission and committee shall choose one of its number as chairperson and one as vice chairperson at its first meeting held after June 30th of each year. F. Each chairperson and vice chairperson shall have authority and perform such duties as are commonly associated with their respective titles, or as may be specially prescribed by law or by the bylaws or other rules of the board, commission or committee. G. Vacancies in either the chairperson or vice chairperson position occurring prior to July 1st may be filled as in the first instance, and a new chairperson ~ 8 ~ or vice chairperson may be chosen at any time by majority vote of all members of the board, commission or committee. 2.06.060 Compensation Compensation for boards or commissions or committees shall be as set by ordinance or resolution of the city council. 2.06.070 Purpose, Powers and Duties A. The purpose, powers and duties of all boards and commissions are determined by the city council and set forth in the Municipal Code section specific to each board and commission. From time to time, the city council may, by ordinance or resolution, amend any chapter or section of this code. B. The purpose, powers, and duties of all standing and temporary committees shall be set by the city council or the city-authorized creating entity. 2.06.080 Compliance with the Political Reform Act On an annual basis, in conjunction with the Political Reform Act disclosure statutes and the City of La Quinta’s Conflict of Interest Code, or at any time if a change in circumstances warrants, each board, commission and committee member will provide the city council with a disclosure statement, which identifies any matters that have a bearing on the appropriateness of that member’s service. Such matters may include, but are not limited to, changes in employment, changes in residence or changes in clients. 2.06.090 Removal from Office, Limitation on Absences A. Any member of a board, commission or committee may be removed from office at any time, with or without cause, by a majority vote of the city council or in the case of the housing commission, by a majority vote of the housing authority. B. If any member of a board, commission or committee absents him/herself from two (2) consecutive regular meetings, or absents him/herself from a total of three (3) regular meetings within any fiscal year, his/her office shall become vacant and shall be filled as any other vacancy. C. A board, commission or committee member may request advance permission from the city council to be absent at one or more regular meetings due to extenuating circumstances, and/or may request the city council to excuse an absence after-the-fact where such extenuating circumstances prevented the member from seeking advance permission to be absent. If such permission or excuse is granted by the city council, the absence shall not be counted toward the above-stated limitations on absences. ~ 9 ~ 2.06.100 Staff Support and Recordkeeping A. All departments of the city, through the office of the city manager, shall furnish appropriate existing public information, data and records, and provide technical assistance and advice as required, within reason, as an aid to the boards, commissions and committees in the performance of designated duties. B. The city manager shall, within reason or budgetary constraints, provide or cause to be provided adequate staff and clerical help to all boards, commissions and committees. C. The staff and clerical help assigned by the city manager shall maintain accurate and permanent records of the acts of each board, commission and committee. D. All boards, commissions and committees shall supply to the city council and/or housing authority, on request, such information relating to its activities as are public records. ~ 10 ~ THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK ~ 11 ~ COMMUNITY SERVICES COMMISSION 2.95.010 General Rules Except as set out below, see Chapter 2.06 for general provisions. 2.95.020 Number of Members The community services commission (“CSC”) shall consist of five members appointed by, and serving at the will of the city council. 2.95.030 Qualifications of Members In addition to the qualification requirements set forth in section 2.06.040, applicants for the CSC shall exhibit expertise, experience, knowledge, or similar assets that may be useful in serving on this commission. Every effort will be made to ensure that a wide cross-section of community residents, interests and viewpoints, including providers, recipients and professionally-related occupations are represented. Community service organizations, public and private, such as law enforcement, recreation, public health, gang prevention, childcare, and senior services, for example, may be represented. 2.95.040 Purpose and Objectives The general purposes of the commission are to encourage the development of a planned and orderly approach to the delivery of leisure and community services in the city, to advise the city council with respect to the city’s development of cultural arts, including cultural events and activities, and to promote the literary, performing and visual arts. The commission shall also maintain and implement the La Quinta Art in Public Places Program subject to approval of the city council. Objectives of the commission are as follows: A. To serve in an advisory capacity to the city council to identify community needs for recreation and social services; B. To serve in an advisory capacity to the city council on all matters pertaining to community services and public recreation, including the management, conduct, care and development of the parks and playgrounds in the city; ~ 12 ~ C. To advise the city council on matters affecting the cultural arts of the city, to advise and assist other city boards, committees and commissions in the field of the arts, and to cooperate and work with cultural art organizations; D. To encourage and facilitate programs in the arts thereby promoting cultural enrichment of the community; E. Cultural arts as used in this section may involve cultural and arts-related disciplines and activities, including, but not limited to, the following: 1. Performing arts, such as drama, music and dance, 2. Visual arts, such as painting, sculpture, photography, graphics, video art, applied art and public art, 3. Literary arts, such as literature, poetry, and journalism, 4. Communications arts involving film, television, radio, and technology, and 5. Recommending funding opportunities for cultural programs and activities. 2.95.050 Powers and Duties The powers and duties of the community services commission shall be advisory to the city council in the following areas: 1. Analyze community services’ program effectiveness and needs, and recommend comprehensive solutions; 2. Make recommendations to the city council for research and solicitation of grants and donations; 3. Prepare and maintain community services master plans; 4. Receive and act on all assignments made by the city council, and submit reports and recommendations to the city council on these assignments; 5. Serve as a public forum and conduct public hearings for recreation and human service concerns; 6. Make recommendations to the city council on fees and operations and policies regarding parks and recreation facilities; 7. Make recommendations to the city council on parks and recreation facilities and program budget issues; 8. Propose recreation and social programs; 9. Make recommendations to the city council on how to disseminate, publicize and promote recreation programs to the citizens of La Quinta; 10. Review parks’ maintenance standards and quality; 11. Review individual park master plans for recommendation to city council; 12. Aid in coordinating the recreation services of other governmental agencies and volunteer organizations; 13. Make recommendations to the city council on community issues; 14. Make recommendations to the city council relating to the need for evaluation and planning of the community service delivery system; ~ 13 ~ 15. Recommend to the city council and upon authorization conduct such programs as, in the opinion of the commission, will increase goodwill and participation among residents of the community; 16. Encourage and promote understanding and cooperation between the public safety agencies and the residents; 17. Foster mutual understanding and respect among racial, religious, cultural and nationality groups; and 18. Evaluate and make recommendations concerning existing services with regard to service overlap or gaps; 19. Analyze city cultural arts programs’ effectiveness and needs, and recommend to the city council comprehensive solutions; 20. Make recommendations for research and solicitation of grants and donations; 21. Make recommendations to the city council concerning the resources and needs of the community on the subject of the arts, opportunities for participation of artists and performers in city-sponsored activities, and ways to encourage community involvement; 22. Make recommendations to the city council regarding the funding of community art events and activities, and regarding the disbursement of revenues consistent with the needs of the community; 23. Work cooperatively with city boards, commissions and committees, and other public and private organizations in promoting art and cultural activities within the city; 24. Encourage public and private partnerships; 25. Encourage art and cultural activities among residents of the city; 26. Implement such art and cultural activities as may be delegated to it from time to time by the city council, including the selection of artists for art programs and projects, and the award of contracts for art projects and programs; 27. Develop public art awareness through the presentations of speakers, forums, and special events; 28. Maintain and implement the Art in Public Places Strategic Plan subject to approval by the city council. To the extent possible, the plan shall identify art sites, artwork and estimates of cost for the artwork and art sites; 29. The commission will submit to the city council a recommendation for ratification of public art to be financed by the art in public places program; 30. The commission will work with city staff to develop a list of possible public art sites; 31. The commission will seek ways of procuring public art through fees, endowments, donations, loan programs, trusts and similar means of support; and 32. The commission will make recommendations to the city council for the commissioning of artworks, the purchase or lease of art sites, ~ 14 ~ agreements for the purchase and display of artwork, or the repair, maintenance or servicing of artwork. 2.95.060 Committees The CSC may, from time to time, establish committees composed of CSC members, citizens and/or interested people, charged with the responsibility of implementing certain designated projects subject to CSC and city council approval. At least one member of the CSC shall also be a member of each committee. ~ 15 ~ GENERAL DUTIES / RULES OF PROCEDURE / GUIDELINES Specific duties relative to each board or commission are detailed in the Municipal Code. Duties, procedures and guidelines common to all standing boards, commissions and committees are explained below. STATE LAW REQUIREMENTS RALPH M. BROWN ACT The Brown Act requires meetings of local legislative bodies to be noticed and open to the public. The scope of this handbook cannot cover all aspects of the Brown Act. A full copy of the Act is available in the City Clerk’s Office for viewing or online at www.leginfo.ca.gov starting with Section 54950 of the Government Code. Any specific questions should be addressed to the City Attorney or City Clerk. The following summary should serve only as a general guideline. >Meeting Defined A meeting is defined as any gathering of a quorum of the board/commission to discuss or transact business under the body’s jurisdiction. Serial meetings are prohibited. Serial meetings are ones which typically consist of a series of communications, each of which involves less than a quorum of the legislative body, but which taken as a whole involves a majority of the body’s members. For example, in a five-member committee, if Member A talks to Member B who then talks to Member C, then a serial meeting has occurred. Individual contacts between members that do not constitute serial meetings are exempt from the definition of meeting. Also, attendance at conferences, social and ceremonial events where no business of the body is discussed are not deemed to be a meeting. >Public Rights The public may comment on agenda items before or during consideration by the legislative body. Time must be set aside for the public to comment on any other matters under the body’s jurisdiction. The public may not be required to register or identify themselves (however, the City of La Quinta always offers the public the opportunity to identify themselves). >Required Notices and Agenda Agendas for regular meetings containing a brief general description of each matter to be considered or discussed must be posted at least 72 hours prior to the meeting. Special meetings require that a 24-hour notice must be provided to members of the board/commission and media outlets including brief general descriptions of matters to be considered or discussed. ~ 16 ~ Special procedures permit a body to proceed without an agenda in the case of emergency circumstances. Matters not on the posted agenda may only be added by a 2/3 vote of the members present at the meeting, or if less than 2/3 of the members are present, a unanimous vote of those members present, that there is a need to take immediate action and it came to the attention of the board/commission after posting of the agenda. There are also closed session meetings that are not open to the public. Closed sessions are typically held only at the City Council level. Matters discussed in closed session are restricted to personnel, litigation, and property acquisition topics. POLITICAL REFORM ACT The Political Reform Act (Conflict of Interest Law) requires public officials at all levels of government to publicly disclose their private economic interests and to disqualify themselves from participating in decision-making in which they have a financial interest. The scope of this handbook cannot cover all aspects of the Political Reform Act. A full copy of the Political Reform Act is available in the City Clerk’s Office for viewing or online at www.leginfo.ca.gov starting with Section 81000 of the Government Code. The following summary should serve as a general guideline. >General Rules Concerning Conflict of Interest A public official or employee has a conflict of interest when any of the following occur: 1. The official makes, participates in, or uses his or her official position to influence a governmental decision; 2. It is foreseeable that the decision will affect the official’s economic interest; 3. The effect of the decision on the official’s economic interest will be material; 4. The effect of the decision on the official’s economic interest will be distinguishable from its effect on the public generally. If a public official has a conflict of interest, the Political Reform Act may require the official to disqualify himself/herself from making or participating in a governmental decision, or using his/her official position to influence or attempt to influence a governmental decision. It is the personal responsibility of each member to abide by the Act, and violations of this law may be criminally prosecuted. >Filings Required Local government officials must file Statements of Economic Interests (Form 700) if they are “designated” in a conflict of interest code adopted by the City ~ 17 ~ Council. By City Council Resolution, members of the following boards/ commissions are required to file Form 700 annually with the City Clerk: • Community Services Commission • Historic Preservation Commission • Housing Commission • Investment Advisory Board • Planning Commission >Statement of Economic Interest as Public Record Statements of Economic Interest are public records. Members of the public are permitted to inspect and copy any statement during normal business hours. >AB 1234 Ethics Training for Local Officials On October 7, 2005, the Governor signed Assembly Bill No. 1234. This law requires (among other things) that all local agencies that provide compensation, salary, or stipend to, or reimburses the expenses of, members of a legislative body or board/commission, must require evidence of ethics training each member by January 1, 2007, and every two years thereafter. There are numerous training options, including training conducted by commercial organizations, nonprofits, or the agency's legal counsel. In addition, interested parties have collaborated to create a free on-line training program that will allow local officials to satisfy the requirements of AB 1234. The training may be accessed at the links below, and at the end of the training a certification of completion must be printed and provided to the City Clerk. LINKS: http://localethics.fppc.ca.gov or http://www.localethics.fppc.ca.gov Note: This is a self-serve training program. It is your obligation to print a certificate and provide it to the City of La Quinta, City Clerk Department. For more background, archival information and other links relating to AB 1234, please see the Fair Political Practices Commission’s Local Ethics Training Requirement: Additional Information page at www.fppc.ca.gov. ~ 18 ~ CONDUCT OF MEETINGS >Rules of Procedure The City Council adopts Rules of Procedure for its meetings and related functions. These Rules of Procedure apply to all boards, commissions and committee meetings as stated in Municipal Code Section 2.06.050 D and are included in this Handbook as Attachment 1 [Resolution 2014-013]. The Rules of Procedure provide instruction on conducting meetings and public hearings; handling public comments; duties of the presiding officer; making motions; voting procedure, and; enforcing decorum, etc. >Minutes / Records Action minutes shall be taken at every regular and special meeting and shall be reviewed and approved at the next available meeting. Staff will take and prepare all minutes, and maintain all records. Any board, commission, or committee member shall have the right to express dissent from or protest any action of its respective board and have the reason entered in the minutes. If such dissent or protest is desired to be entered in the minutes, this should be made clear by language such as “I would like the minutes to show that I am opposed to this action for the following reasons…” All approved minutes are forwarded to the City Council and help serve as a communication tool between the boards, commissions, committees and the City Council. Staff may use sound recording devices for the purpose of assisting in the preparation of meeting minutes. The City’s Retention Schedule shall govern the retention period for all board/commission audio recording. >Election of Chair and Vice-Chair The election of the chair and vice-chair shall be at the first meeting held after June 30th of each year. In the case of a new board, commission or committee, the election shall take place at the first meeting. The chair shall preside at all meetings and shall perform all duties necessary, customary or incidental to the office. The vice-chair shall act in the absence of the chair. >Bylaws and Rules, Regulations and Procedures This handbook shall serve as the Bylaws and Rules, Regulations and Procedures for all boards, commissions, and committees unless otherwise provided by law. ~ 19 ~ GENERAL ITEMS >Expense Account/Reimbursement There are no established expense accounts for members. Certain appropriate costs will be reimbursed by the City if approved in advance. An example of this might be a hotel bill at a convention (subject to the City’s travel policy). It is best to check with your assigned staff if you have any questions about expenses or reimbursements. >Compensation Compensation for boards, commissions or committees shall be as set by resolution of the City Council or as established by the La Quinta Municipal Code. >Communicating With the Press Many boards, commissions, and committees prefer that the Chair serve as the official spokesperson. Questions from the press are often referred to the Chair or staff. However, reporters are known for their persistence and their desire to develop the best story. If you are contacted by the press, please remember the important role the press plays in informing the public. When making statements to the press, a member should: 1. Indicate whether any particular action by the board, commission, or committee is final or if that action will go to the City Council as a recommendation. 2. Try to keep your comments factual and try to avoid giving opinions. If you find it necessary to give your opinion, please identify it as such. 3. Never volunteer or release information affecting the City Council before the Council receives the information from City staff. 4. If you cannot answer a question, don’t guess or give inaccurate information. It is best in that case to refer the reporter to staff or another member. You do not have any obligation to talk to reporters. Also, remember, there is no such thing as “off-the-record” - somehow, the information will find its way into the record. 5. Be honest, positive, and mindful of the goals of your respective board, commission, or committee, which are for the benefit of the community and are meant to produce something positive. ~ 20 ~ >Private Meetings It is possible that members may be approached by persons with requests or pending developments or other applications with the City who desire to meet privately. Whether a member chooses to meet privately is a personal choice and sometimes a difficult decision. To help a member reach his/her decision, the following may be considered: 1. The public’s business should be discussed in public whenever possible. 2. City staff can advise you regarding the legality and/or propriety of private meetings. 3. Boards, commissions, and committees make better decisions when all members have access to the same information. 4. The full board, commission, or committee should be notified when a private meeting has been held. 5. If it becomes necessary to conduct a private meeting, the meeting should be held at City Hall with staff present. 6. If it appears that a serial meeting is being arranged, do not participate. ~ 21 ~ GENERAL GUIDELINES FOR MEMBERS Appointment to a City board, commission, or committee is an honor and carries with it an important responsibility. It provides for true public service and input into the City’s programs services and visions for the future. The specific duties of each board, commission, or committee vary depending on the purpose for which it was founded. However, there are several responsibilities or duties common to all members. >General Guidelines 1. Understand the role and responsibility of your respective commission, board, or committee. 2. Represent the overall public good, not the exclusive point of view any sole group or interest. 3. Keep all lines of communication open. Each member serves as a communication link between the community, the City Council, and staff. Good relations with the public are vital for all boards, commissions, and committees. Citizen input should be welcomed at your meetings and members should be considerate of all interests, attitudes, and differences of opinion expressed by the public. 4. Do your homework and be prepared. Members should become familiar with items under consideration prior to the meetings in order to be fully prepared to discuss, evaluate, and act on matters scheduled for consideration. Feel free to seek additional information, advice, or assistance from staff in advance of a meeting. 5. Establish a good working relationship with fellow members of your board, commission or committee, the City Council and your staff liaison. 6. Understand the scope and authority of your respective board, commission, or committee and strive to work within that scope. 7. Be a participant, an active representative and be enthusiastic. Members who find that they can no longer devote the necessary time to their duties should resign and let someone else provide input into the process rather than being an inactive participant. 8. Members should never represent themselves at public meetings or gatherings as a spokesperson for a board, commission or committee unless they have been granted specific authority to do so. They may represent themselves as a private citizen or as a member of a particular board, ~ 22 ~ commission or committee but they should not represent their personal opinion as one of the entire board, commission or committee. >Relationship with City Council or Appointing Authority A board, commission, or committee member’s relationship with the City Council or appointing authority will vary from member to member. It may be the commission chair or staff person who will report to the appointing authority at one of its regular meetings. Members of the City Council may, from time to time, visit the commission meetings and may, from time to time, invite the commission to attend their meeting for direct input. Individual contacts with the City Council to discuss problems are neither encouraged nor discouraged. This will have to be handled on an individual basis. Should a controversy arise within the board, commission or committee, counsel and guidance are available from the City staff. Should a split opinion exist on an action, it may be appropriate for a majority and minority report to accompany the recommendation to the appointing authority. Members may also request that the minutes reflect their dissent from or protest to any action and ask that the minutes so reflect that position. The City Council receives copies of all approved minutes. For further communicating with the Council, Department Reports (which are prepared by each department for the City Council once a month), shall contain a summary of information that merits special transmission to the City Council. It is expected that all board, commission, and committee members recognize the following: 1. Members are appointed by the City Council or appointing authority. 2. Members have an obligation to serve the public and to represent their viewpoint. 3. Contact with the City Council or appointing authority should always be open and never used to circumvent the staff or fellow Members. 4. Members should not knowingly embarrass the staff or the City Council. 5. Members should render as much assistance as possible to the City Council and avoid placing them in an untenable position. 6. Members should assist the City Council in developing public trust in the advisory board/commission/committee system. ~ 23 ~ 7. The board/commission/committee meetings fall under the restrictions of the Brown Act whereby decisions and recommendations can only be made at a duly-noticed meeting which is open to the public. As noted, the City Council provides policy direction. Boards, commissions and committees are advisory bodies only with some exceptions (e.g. certain Planning Commission actions). Commissions proposing to undertake tasks requiring significant staff or commission time shall solicit Council authorization prior to undertaking said task. >Relationship with Fellow Board, Commission, or Committee Members The association with fellow members will undoubtedly be your most important relationship as you serve on your respective commission, board, or committee. Before talking about relationships, it may be well to point out a few facts about commission, board, and committee members. Each of you come from various backgrounds; educational, occupational, religious, social, economic, physical and cultural and we should be aware that differences do exist. Reasons for serving on any commission, board, or committee may vary. Perhaps some will have a special interest. Each member, however, will contribute in his/her own way and is an important part of the decision process. Not every member will give of his/her time, talent and knowledge to the same degree. Some will give more and others will give less, but in the end the community will benefit. Bearing this in mind, the following may serve as a guide: 1. Members must always respect the other individual’s viewpoint even though it may be opposite of their own. 2. Members must allow the other individual to articulate his/her views and then attempt to make an objective evaluation of those views. 3. Evaluation of your fellow member’s viewpoint should be based on what is best for the total community and what is best for all concerned. 4. Members must be open and honest at all times. 5. Each member has a responsibility to recognize new members and see that they are made welcome, become oriented and receive training on procedural matters. 6. Items of concern should be brought to the attention of the chair or the assigned staff liaison. ~ 24 ~ 7. All members (and staff) desiring to speak during a public meeting shall address the chair and, upon recognition by the chair, shall confine him/herself to the question under debate. >Relationship with Assigned Staff The following guidelines are recommended: 1. Contacts should be with the City staff member assigned to the board, commission or committee rather than to other staff people. If contact with the higher level supervisor is necessary (e.g. the City Manager), or the City Council, the assigned staff person should be notified of this contact. 2. Contacts with staff members should clearly be in the framework of the board, commission, or committee assignment. 3. Members should not ask for individual reports, favors or special consideration. 4. Members should realize the assigned staff person works with the board, commission or committee and reports directly to a City supervisor. She/he is limited in scope of authority to carry out recommendations. ~ 25 ~ SUMMARY The commission, board or committee member is in a unique position to provide for significant positive relationships that can contribute to an understanding of their respective duties and their roles in contributing to a better quality of life. Your role as a member of a commission, board, or committee provides helpful insight into the City’s policies, procedures, and programs. It is anticipated that this Handbook will answer many of the questions that you may have; however, staff is always available to provide any additional information or answer any questions. Thank you again for serving La Quinta! City of La Quinta COMMISSION MEETING: July 10, 2017 STAFF REPORT AGENDA TITLE: ELECT A CHAIRPERSON FOR THE COMMUNITY SERVICES COMMISSION RECOMMENDATION Elect one member to serve as Chairperson for the Community Services Commission. EXECUTIVE SUMMARY • A Chairperson for the Commission is selected to preside over the meetings. An open vote will be taken at the Commission meeting to select a Chairperson. BACKGROUND/ANALYSIS Voting Procedures: All actions must be taken on a majority vote or by a majority of the quorum present. On the passage of every motion, the vote shall be taken by voice or roll call as appropriate. The Interim Chairperson will open and close nominations to the Commission for Chairperson. The vote will be taken and the Chairperson will be elected. Tie Votes: In the case of a tie vote, an additional motion is made which obtains a majority vote to break the tie. If a tie vote results at a time when less than all members are present, the matter shall automatically be continued to the Agenda of the next regular meeting, unless otherwise ordered by the body. ALTERNATIVES The selection of a Chairperson is necessary to meet the Municipal Code requirements to effectively preside over the Community Services Commission meetings; therefore staff does not have an alternative recommendation. Prepared and approved by: Tustin K. Larson, Community Resources Manager BUSINESS SESSION NO. 1 City of La Quinta COMMISSION MEETING: July 10, 2017 STAFF REPORT AGENDA TITLE: ELECT A VICE-CHAIRPERSON FOR THE COMMUNITY SERVICES COMMISSION RECOMMENDATION Elect one member to serve as Vice-Chairperson for the Community Services Commission. EXECUTIVE SUMMARY • A Vice-Chairperson for the Commission is selected to preside over the meetings. An open vote will be taken at the Commission meeting to select a Chairperson. BACKGROUND/ANALYSIS Voting Procedures: All actions must be taken on a majority vote or by a majority of the quorum present. On the passage of every motion, the vote shall be taken by voice or roll call as appropriate. The Interim Chairperson will open and close nominations to the Commission for vice- Chairperson. The vote will be taken and the Vice-Chairperson will be elected. Tie Votes: In the case of a tie vote, an additional motion is made which obtains a majority vote to break the tie. If a tie vote results at a time when less than all members are present, the matter shall automatically be continued to the Agenda of the next regular meeting, unless otherwise ordered by the body. ALTERNATIVES The selection of a Vice-Chairman is necessary to meet the Municipal Code requirements to effectively preside over the Community Services Commission meetings; therefore staff does not have an alternative recommendation. Prepared and approved by: Tustin K. Larson, Community Resources Manager BUSINESS SESSION NO. 2 City of La Quinta COMMUNITY SERVICES COMMISSION MEETING: July 10, 2017 STAFF REPORT AGENDA TITLE: RECOMMEND PILLARS OF THE COMMUNITY NOMINATION TO CITY COUNCIL RECOMMENDATION Recommend nomination for Pillars of the Community for approval to the City Council. EXECUTIVE SUMMARY • At the March 18, 2014 meeting, Council directed staff to redesign the Pillars of the Community nomination process and include more biographical information, omit the 25 signatures requirement, and present nominations to the Community Services Commission for review and recommendation. • One nomination was received from the community; the Senior Inspiration Award nominee for 2017 will be recognized as a Pillar. • Upon Commission recommendation the nominee will be given to Council for approval at the August 1, 2017 council meeting. • The Pillars of the Community event will be scheduled for September 12, 2017. FISCAL IMPACT The total cost for the plaque is $200 and funds are available in the Community Resources Special Events budget. BACKGROUND/ANALYSIS The Pillars of the Community nominees’ criteria include: 1) City residency for a minimum of three years, 2) significant contribution to the development of the City, 3) recognition for contribution efforts. The Community Resources department requested nominations from the community beginning May 1 and ending May 26. Community members submitted one nomination for consideration; the chart below summarizes their nomination information (Attachments 1 and 2): BUSINESS SESSION NO. 3 Name Resident since Contributions to the community Doriel Wyler 2011 She is the La Quinta business owner of Egg Cafe; volunteer & donator for Senior Pay it Forward; 300 community service hours at the Wellness Center; member of advisory committee to review City finances; CNA- core neighborhood Association; Boys & Girls Club Christmas breakfast donator/volunteer. The City’s practice has been to also recognize the City’s prior year Senior Inspiration Award recipient as a Pillar of the Community. Linda Williams is La Quinta’s 2017 Senior Inspiration Award recipient and will also be recognized this year in the Pillars of the Community program. ALTERNATIVES The Commission could not recommend the nomination and direct staff to seek additional nominees. Prepared by: Jaime Torres, Management Assistant Approved by: Chris Escobedo, Director of Community Resources Attachments: 1. Doriel Wyler Nomination application COMMUNITY SERVICES COMMISSION MINUTES MAY 8, 2017 COMMUNITY SERVICES COMMISSION MINUTES MONDAY, JUNE 12, 2017 CALL TO ORDER A regular meeting of the La Quinta Community Services Commission was called to order at 5:30 p.m. by Chair Johnson. ROLL CALL PRESENT: Commissioners Chiapperini, Lambert, Quill, Simonds and Chair Johnson PLEDGE OF ALLEGIANCE Chair Johnson led the Commission in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None REPORTS AND INFORMATIONAL ITEMS 1. COMMUNITY PROGRAMS AND WELLNESS REPORT – MAY 2017 Presented by Christina Calderon, Community Programs & Wellness Supervisor  New Sundays hours 2. FACILITES REPORT Presented by Steve Howlett, Facilities Director  SilverRock Park Design & Concept  Top of the Cove Parking Lot  Bear Creek and Boo Hoff Trailheads completed 3. REPORT FROM COMMISSIONERS REGARDING MEETINGS ATTENDED CONSENT CALENDAR 1. APPROVE MINUTES OF MAY 8, 2017 Motion: A motion was made and seconded by Commissioners Chiapperini/Lambert to approve the May 8, 2017 Community Service Commission minutes as submitted. Motion passed unanimously. STUDY SESSION 1. JOINT BOARDS AND COMMISSIONS COUNCIL MEETING – JULY 18, 2017  Xpark  Desert X  Youth Services COMMUNITY SERVICES COMMISSION MINUTES MAY 8, 2017  Entryway Art COMMISSIONER’S ITEMS ADJOURNMENT There being no further business, it was moved and seconded by Commissioners Chiapperini/Simonds adjourn the meeting at 6:11 p.m. Motion passed unanimously. Respectfully submitted, LISA CHAUDHRY, Community Services Commission Secretary City of La Quinta, California City of La Quinta COMMUNITY SERVICES COMMISSION MEETING: July 10, 2017 STAFF REPORT AGENDA TITLE: JOINT BOARDS AND COMMISSIONS COUNCIL MEETING – JULY 18, 2017 EXECUTIVE SUMMARY ● At the June 12, 2017 meeting, the Commission discussed and agreed to its top priorities for fiscal year 2017/18. ● The top priorities are Desert X, youth services initiative, La Quinta X Park, and art entryways. Community engagement will be a key component of the priorities as the Commission looks to receive more input directly from the public. ● These priorities will drive the Commission’s work plan and be regularly incorporated into future meetings. ● On July 18, 2017 there will be a City Council meeting held jointly with all boards and commissions where each commission will present their priorities. The Commission Chair will be presenting at the meeting. FISCAL IMPACT None. BACKGROUND/ANALYSIS The general purpose of the Community Services Commission listed below. • Encourage the development the delivery of leisure and community services in La Quinta • Advise the City Council on cultural arts, including the Art in Public Places Program, public recreation, activities, and social services. • Promote the literary, performing and visual arts. Last fiscal year, the Commission focused on revamping City entryways with art, held a meeting at La Quinta High School, approved two new playgrounds, and launched a youth services initiative. Going forward, the Commission is looking to expand on its work while developing key partnerships. • Desert X – Early and active involvement in 2019 Desert X. REPORTS AND INFORMATIONAL ITEM NO. 3 • Youth Services – Oversee the first year of the youth services initiative. • La Quinta X Park – Active involvement, design input, and community outreach on the future X Park. • Art entryways – Receive updates regarding progress milestones A priorities tracking sheet has been developed (Attachment 1) and will be updated on a regular basis. Prepared and approved by: Chris Escobedo, Community Resources Director Attachments: 1. Priorities tracking sheet July 6, 2017 PRIORITIZED TASK LIST Desert X When ☐ Staff met with Desert X 2019 representatives June 2017 ☐ Update to the Commission July 2017 ☐ ☐ ☐ ☐ ☐ ☐ Youth Services Initiative When ☐ Meeting held with youth service providers June 2017 ☐ Follow up and launch of program (recruiting first year group) August 2017 ☐ ☐ ☐ ☐ X Park When ☐ Community input and scoping discussion September 2017 ☐ ☐ ☐ ☐ ☐ Art Entryways When ☐ City staff tour of locations May 2017 ☐ Project Action Team formed and action plan identified June 2017 ☐ Presentation to City Manager July 2017 ☐ Update to the Commission September 2017