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2004 06 18 CCCity Council Agendas are Available on the City's Web Page @ www.la-quinta.org CITY COUNCIL AGENDA CITY COUNCIL CHAMBERS 78-495 Calle Tampico La Quinta, California 92253 Special Meeting Friday, June 18, 2004 - 10:00 A.M. Beginning Resolution No. 2004- Ordinance No. CALL TO ORDER Roll Call: Council Members: Henderson, Osborne, Perkins, Sniff, and Mayor Adolph PLEDGE OF ALLEGIANCE CLOSED SESSION NOTE: Time permitting, the City Council may conduct Closed Session discussions during the dinner recess. In addition, persons identified as negotiating parties are not invited into the Closed Session meeting when the Agency is considering acquisition of real property. 1. GOVERNMENT CODE SECTION 54957.6 - CONFERENCE WITH LABOR NEGOTIATORS, AGENCY NEGOTIATORS: CITY COUNCIL ACTING AS A COMMITTEE OF THE WHOLE. - UNREPRESENTED EMPLOYEE: CITY MANAGER 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION PURSUANT TO GOVERNMENT CODE SECTION 54957, COUNCIL -APPOINTED POSITION - CITY MANAGER. -� City Council Agenda 1 June 18, 2004 PUBLIC COMMENT At this time members of the public may address the City Council on items that appear within the Consent Calendar or matters that are not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. When you are called to speak, please come forward and state your name for the record. Please watch the timing device on the podium. For all Business Session matters or Public Hearings on the agenda, a completed "request to speak" form should be filed with the City Clerk prior to the City Council beginning consideration of that item. CONFIRMATION OF AGENDA CONSENT CALENDAR NOTE: Consent Calendar items are considered to be routine in nature and will be approved by one motion. 1. APPROVAL OF RESTATED AND AMENDED EMPLOYMENT AGREEMENT WITH THE CITY MANAGER. BUSINESS SESSION 1. CONSIDERATION OF FISCAL YEAR 2004/2005 PRELIMINARY BUDGET. A. MINUTE ORDER ACTION MAYOR'S AND COUNCIL MEMBERS' ITEMS - NONE ADJOURNMENT Adjourn to a regularly scheduled meeting of the City Council to be held on July 6, 2004, commencing with closed session at 2:00 p.m. and open session at 3:00 p.m. in the City Council Chambers, 78-495 Calle Tampico, La Quinta, CA 92253. City Council Agenda 2 June 18, 2004 DECLARATION OF POSTING I, June S. Greek, City Clerk of the City of La Quinta, do hereby declare that the foregoing agenda for the Special La Quinta City Council meeting of Friday, June 18, 2004, was posted on the outside entry to the Council Chamber, 78-495 Calle Tampico and on the bulletin board at the La Quinta Chamber of Commerce and at Stater Bros. 78-630 Highway 1 1 1, on Monday, June 14, 2004. DATED: June 14, 2004 JUNE S. GREEK, CIVIC, City Clerk City of La Quinta, California Public Notices The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's Office at 777-7025, 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 City Council, arrangement should be made in advance by contacting the City Clerk's Office at 777-7025. A one (1) week notice is required. If background material is to be presented to the City Council during a City Council meeting, please be advised that eight (8) copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this take place prior to the beginning of the 3:00 PM session or the 7:00 PM session. 13 City Council Agenda 3 June 18, 2004 4 O Q OFT COUNCIL/RDA MEETING DATE: June 18, 2004 ITEM TITLE: Approval of Restated and Amended Employment Agreement with City Manager RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING; This item will be made available by the City Attorney's Office. Respectfully submitted, Thomas P. Genovese, City Manager 4 AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: June 18, 2004 / BUSINESS SESSION: ITEM TITLE: Consideration of Fiscal Year 2004/2005 Preliminary Budget CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: RECOMMENDATION: Adopt the Fiscal Year 2004/2005 Preliminary Budget and direct staff to prepare a Fiscal Year 2004/2005 Final Budget for the July 20, 2004 City Council Meeting. FISCAL IMPLICATIONS: All Preliminary Fiscal Year 2004/2005 revenues, operational -appropriations and capital projects funding are included in this Preliminary. Budget. Pursuant to City Council direction, Staff has presented the City Council a balanced General Fund with an estimated operating surplus of $87,212 for Fiscal Year 04/05. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: Introduction This preliminary Fiscal Year 2004/2005 Budget is similar to the format implemented the last few years. This format utilizes two separate documents to develop the City, Redevelopment Agency and Financing Authority's Budget. The first of the two documents utilized for presentation of this year's budget is titled: "Fiscal Year 2004/2005 Preliminary Budget," and includes the total scope of operations for the City, Agency and Financing Authority. The second document is titled: "Supporting Document." This document provides the detail for each program operation and the justification for any of the changes requested. Summary of This Year's Budget Revenues — General Fund This year's General Fund budgeted revenues reflect an increase in a number of revenue sources totaling just under $3.875 million from last year' s budget. The Fiscal Year 2004/2005 revenues are projected with the major changes reflected in the following tables: INCREASE/ REVENUE TYPE (DECREASE) Transient Occupancy Tax $ (25,000) County Fire Tax(Note 1) 1450,000 Sales Tax 1,200,000 Fees for Service 75,000 Property Tax 595,000 Interest (125,000) Document Transfer Tax 52,000 Motor Vehicle in Lieu 266,000 Franchise Fee 200,000 Intergovernmental 62,000 License & Permits 109,000 Summary of All Other Changes (15,495) $ 3.874,495 Attachment 1 is a three year analysis of Fiscal Year 01 through 03 using four different methods and a fifth method projecting the Fiscal Year 03/04 revenues based upon Fiscal Year 02/03 collections. The final column lists the Preliminary Fiscal Year 04/05 budgeted revenues. Expenditures — General Fund This year's General Fund budget has also received close scrutiny of all planned expenditures. After meetings with the Department Directors, several significant cuts in expenditures were made to amounts requested as detailed in the Personnel Section. These cuts, however, do not affect current service levels the residents receive from their municipal government. Two changes in the reporting structure have been made in Fiscal Year 04/05. A new Public Safety Department has been created which contains the Police budget, Fire budget and Emergency Service budget. This Department was created to reflect the large contribution made by the residents for this important service. The other change is to separate the costs to operate our parks into a separate division in the Public Works Department. In the past, the Lighting and Landscape division contained both park and non -park lighting and landscaping costs. Note 1 - $412,243 is from a trust fund at the County of Riverside s 2 The effects of Proposition 218 have resulted in the need to utilize the General Fund for operating expenditures previously paid by the Lighting and Landscaping District. The Public Works Lighting and Landscape Maintenance and Park Maintenance costs exceeded reimbursements by $1,305,000 for Fiscal Year 04/05 and $850,000 for Fiscal Year 03/04. As identified on page C-2 of the Preliminary Budget, this year's budget is currently balanced and contains a surplus of $87,212. Some of the significant items or changes contained in the Preliminary Budget are as follows: Original Budget Department Division Item FY 04/05 FY 03/04 Change Cumulative All Depts Increase in Existing Salaries 4,924,500 4,729,500 195,000 195,000 Increase in Existing Fringe Benefits 2,199,650 1,843,050 356,600 551,600 Decrease in Equipment replacement Charges 225,137 317,677 (92,540) 459,060 Increase in Information Technology Charges 406,111 377,282 28,829 487,889 Increase in reimbursements 3,468,046 3,357,083 110,963 598,852 General Government Personnel Estimated Liability Claims 50,000 50,000 648,852 Legislative Legal 550,000 477,000 73,000 721,852 City Clerk Admin Riverside County Registrar of Voters 28,000 28,000 749,852 Community Services Admin/ New Position - Recreation Supervisor 51,480 51,480 801,332 New Position - Recreation Supervisor Recreation Fringe Benefits 25,229 25,229 826,561 LQ Arts Foundation - This was not in Admin original budget in FY 03/04 75,000 75,000 901,561 Senior Center Increase in Instructors 70,000 52,000 18,000 919,561 Building & Safety Admin New Position - Special Project Assistant 51,480 51,480 971,041 New Position - Special Project Assistant Admin Fringe Benefits 25,229 25,229 996,270 Increase in Plan Check & Building Building Inspections 220,000 120,000 100,000 1,096,270 Increase in Museum, Sports Complex , Facilities senior Center, Civic Center maint 73,500 16,000 57,500 1,153,770 Public Safety Police Increase in Patrol Hours 3,692,009 2,968,086 723,923 1,877,693 New Dedicated Sargent 275,283 137,378 137,905 2,015,598 New Community Service Officer 200,892 134,407 66,485 2,082,083 Special Training for new positions 100,000 100,000 2,182,083 4,268,184 Increase in Existing level of service, Salaries and fringes 379,089 379,089 2,561,172 3 Original Budget Department Division Item FY 04/05 FY 03/04 Change Cumulative Increase in other non -personnel service charges 42,433 42,433 2,603,605 421,522 4,689,706 Public Safety Fire New Fire System Inspector 62,000 62,000 2,665,605 New Medic Engineer 124,804 124,804 2,790,409 New Firefighter II Medics 546,704 546,704 3,337,113 New Firefighter II Medics - Medical Supplies 16,750 16,750 3,353,863 New Captain Station 93 Six Months 128,530 64,265 64,265 3,418,128 New Engineers Station 93 Six Months 176,792 88,411 88,381 3,506,509 New Fire Fight II's Station 93 Six Months 285,588 142,794 142,794 3,649,303 New Service Delivery Costs Station 93 - Six Months 301,504 150,771 150,733 3,800,036 1,642,672 Increase in Existing Salaries 319,651 319,651 4,119,687 Increase in Existing service Delivery Costs 77,683 77,683 4,197,370 Increase in Fire Engine Use Agreement 7,375 7,375 4,204,745 404,709 2,047, 381 Public Works Traffic/ New Position - Secretary 41,340 41,340 Construction New Position - Secretary Fringe Benefits 22,630 22,630 Street Maint ' Increase in Slurry seal costs 240,000 200,000 40,000 Increase in Park Equipmnet Replacement Park Maint Charges 250,000 250,000 Summary of All other General Fund All Depts changes (94,780) (94,780) Other Funds The following lists other significant line items contained in the budget. Fund Description Amount SilverRock Golf Enterprise $2,350,111 4,246,085 4,268,715 4,308,715 4,558,715 4,463,935 E 4 This is a new fund for Fiscal Year 04/05 to account for the golf course contract with Landmark Golf for $2,261,061 to operate the SilverRock Golf course for six months. In addition to golf course contract, this fund also has budgeted 50% of an Economic Development Manager $64,050 (with the other 50% charged to the Redevelopment Agency) and a City vehicle budgeted at $25,000. The total budgeted expenses of $2,350,1 11 are offset with budgeted revenues of $2,442,616 for an operating profit of $92,505 for Fiscal Year 04/05. In addition, an advance of $250,000 has been budgeted from the General Fund to this fund in accordance with the contract for the Landmark Golf operating bank account. The operational costs with the SilverRock Resort project are still under development and are scheduled for discussion at the June 15 City Council meeting. Any changes made at that meeting will be incorporated into the final budget. Fund Description Amount Park Equipment & Facility Fund Internal Service $250,000 A new fund has been established to fund future park equipment and facility replacement of existing facilities. Staff has proposed a $250,000 transfer from the General Fund to begin setting funds aside for their replacement. Staff has identified over $9 million of facilities and during Fiscal Year 04/05 will be working on refining the depreciation of these assets and the amount of funding that should be in the fund to insure that these facilities are properly maintained or replaced. Personnel There are several proposed changes to the personnel manning schedule for this Fiscal Year which include increasing the number of authorized positions from 78 to 82. Listed below are the proposed changes and the purpose/justification for each: • Addition of a Secretary position in the Public Works Department to serve the Traffic and Construction divisions. This proposed position is to provide clerical support and to back up the Counter Technician to better serve the public. The Department had originally requested an Account Technician; however, the position was changed during the City Manager Budget review to a Secretary. • Addition of a Special Projects Assistant in the Building & Safety Department to assist the Building & Safety Director in the Administration division. Duties will include coordinating upcoming Capital Improvement projects assigned to the department such as the Library, SilverRock Resort buildings, Boys and Girls Club improvements, and the City Hall expansion. This position is warranted due to the increased workload of Special Projects assigned to this Department. • Addition of a Recreation Supervisor in the Community Services Department to assist the Community Services Director in the Administration and Recreation Divisions. Duties include coordinating facility rentals and special events -and assisting in the recreation program activities. This position is warranted due to the increased work load in the Department and will be off -set by revenues generated from facility rentals. • Addition of an Economic Development Manager in the General Government Department to assist the Assistant City Manager in the Economic Development Division. This position is proposed to be funded 50% by the Redevelopment Agency and 50% by the SilverRock Golf Enterprise Fund and will coordinate activities at the SilverRock Resort and work on other economic development projects. This position is warranted due to the increased workload of economic development activities. • Reclassification of the Account Clerk position in the Finance Department to a Senior Account Clerk position. This proposed change is to identify a classification and salary range that more accurately reflects the proposed duties and responsibilities. The proposed budget includes normal step increases for eligible employees and a 2.4% Cost of Living Allowance. Community Service Projects In past budgets, the Council has included community service projects to benefit the citizens, children, and business community in the City of La Quinta (Attachment 2). This attachment reflects requests totaling $726,628 that have not been included in the Fiscal Year 04/05 Preliminary Budget. The following table lists Community Service items exceeding $5,000 as contained in the Preliminary Budget: AGENCIES Chamber of Commerce La Quinta Arts Foundation Bob Hope Chrysler Classic — General Fund Community Special Events (formerly Village Faire) Boys & Girls Club — Facility Use Contingency CVRPD Pool Hours AB 939 — Unallocated Facility Dedications & Holiday in Park C.V. Economic Partnership Date Festival BUDGETED $125,000 75,000 50,000 40,000 30,000 20,000 16,000 10,000 8,000 6,000 5,000 Public Safety Issues Police services —the overall budget for Police Services has increased by $1,449,835. This represents the largest service level cost in the proposed budget. Police Services represents 25% of total General Fund expenditures. The cost increase is due to two factors. The first is an increase in rates for services. This rate increase results in an estimated cost of $421,522, of which $379,089 is salary and benefit increases for the existing level of service personnel. The second cost increase is due to the proposed addition of two new positions and increased patrol hours: one additional dedicated Sergeant and one additional Community Service Officer and twenty additional hours per day. The estimated cost for these positions and patrol hours is $1,028,313. The City Manager concurs with the recommendation of the Police Chief regarding the need for the addition of these positions. Provided as Attachment 3 is the Budget Request of the Police Chief. Fire services — the overall budget for Fire services has increased by $1,, 601,140 to a total of $3,748,040 for Fiscal Year 04/05. This represents the third largest service level in the proposed budget. Fire services represent 14% of total General Fund expenditures. As with Police services, the cost increase is due to two factors. The first is an increase in rates for service. This rate increase results in an estimated cost of $404,709, of which $319,651 is salary and benefit increases for the existing level of service personnel. The second cost increase is due to the addition of a fire system inspector, a paramedic squad and an additional six months of operation for Station 93, which totals $1,196,431. Revenues for these services has come from the Fire Structural Tax and Property Tax increment from Project Area 1 and 2 which has previously exceeded expenditures resulting in a surplus; however, in Fiscal Year 04/05 these revenues are estimated to generate $3,335,797. This $412,243 deficit will be funded from a trust fund credit held by the County of Riverside which has been accumulating when the revenues generated exceeded the expenditures and will have an estimated balance of $2,230,085 as of June 30, 2005. Items which were requested by Staff, but not included in the budget. The following personnel requests were submitted by Staff and not included in the budget: • An additional position in the Public Works Department for an Account Technician was not funded for $67,904 in salaries and fringe benefits. • An additional position in the Public Works Department for a Traffic Signal Technician was not funded for $78,324 in salaries and fringe benefits and $40,000 in vehicle and equipment costs. 11 7 • An additional position in the Community Development Department for a Counter Technician was not funded for $69,291 in salaries and fringe benefits. • An additional position for a half time Office Assistant at the Senior Center was not funded for $23,166 in salaries and fringe benefits. • An additional position for a Motor Officer for the Police Department- was not funded for $177,893 in salaries, benefits and equipment and $30,000 in related training costs. • The Police Department had requested two Community Service Officers of which only one was funded in the Fiscal Year 04/05 budget. An additional position for the Community Service Officer was not funded for $66,485 in salaries and benefits. The total amount of these requests that were not included in the Fiscal Year 04/05 budget total $543,063. Other Issues Listed below are other issues requested by other agencies which have not been included in the Fiscal Year 04/05 budget: • A request of $150,000 from the La Quinta Chamber of Commerce. The Fiscal Year 04/05 budget contains $125,000 in funding which is $25,000 less than the amount requested. The request is provided as Attachment 4. • A request of $125,000 from the La Quinta Arts Foundation. The Fiscal Year 04/05 budget contains $75,000 in funding which is $50,000 less than the amount requested. The request is provided as Attachment 5. • A request of $70,100 from the Bob Hope Chrysler Classic. The Fiscal Year 04/05 budget contains $50,000 in funding which is $20,100 less than the amount requested contained in the Fiscal Year 04/05 budget. The request is provided as Attachment 6. • A request of $50,000 from the McCallum Theatre. No funds for this organization have been included in the Fiscal Year 04/05 budget. The request is provided as Attachment 7. • A request of $3,465 from Soroptomist International. No funds for this organization have been included in the Fiscal Year 04/05 budget. In the past, this organization has competed for and received special project contingency funding. The request is provided as Attachment 8. 12 • A request of $15,000 to $25,000 from the Santa Rosa & San Jacinto Mountains National Monument Documentary. No funds for this organization have been included in the Fiscal Year 04/05 budget. The request is provided as Attachment 9. • A request from the Institute of Critical Care Medicine. No funds for this organization have been included in the Fiscal Year 04/05 budget. The request is provided as Attachment 10. Previous requests from California State University San Bernardino at Palm Desert. No funds for this organization have been included in the Fiscal Year 04/05 budget. State Budget Impacts This year's budget contains the impacts of proposed State mandated transfers of City funds from the City and the Redevelopment Agency to relieve the anticipated State deficit. The General Fund impact is estimated to be $331,776 and the impact to the Redevelopment Agency $3,000,000. Timeline Attached is a brief outline of the City staff presentation of the Preliminary Budget (Attachment 1 1) as well as a one -page summary of highlights of this year's budget (Attachment 12) . Also attached are a Summary and Supporting Fiscal Year 04/05 Preliminary Budget for Council's consideration (Attachment 13). Staff is requesting that at the June 18, 2004, City Council meeting, the Council review and make any amendments as necessary to the Preliminary Budget. Subsequent to this review, staff is requesting approval of the Preliminary Budget with a July 1, 2004, effective date. Staff will then incorporate all changes pursuant to the discussion of the Preliminary Budget and schedule the item for consideration at the July 20, 2004, City Council meeting for Final Budget adoption. Capital Improvement Program The Fiscal Year 2004/05 Preliminary Budget incorporates the planned capital expenditures for next year. The projects can be found on Pages H-1 and H-2 and include funding for three (3) major CIP projects — Eisenhower Drive Bridge Construction, City Hall expansion, and Hwy 111 ultimate improvements. Five -Year Resource Allocation Plan City staff is currently completing the Five -Year Resource Allocation Plan (RAP). This five-year plan forecasts the operating expenditures and the anticipated revenues to pay 13 for these expenditures. Staff will incorporate any changes between the Preliminary Budget and the final budget into the Five -Year Resource Allocation Plan which is scheduled for presentation at the July 20, 2004 City Council meeting. Summary This memorandum is intended only as a summary of the issues and details of the budget. We look forward to these discussions with the City Council at the June 18, 2004 City Council meeting. The City staff will be prepared with recommendations, and request to report on, methods/suggestions to balance the operating budget. FINDINGS AND ALTERNATIVES: City staff is requesting: 1) Review and comment on the 2004/2005 Fiscal Year Budget and provide direction regarding any proposed changes to the document; and 2) Approval of the 2004/2005 Fiscal Year Preliminary Budget as amended at the June 18, 2004, City Council Meeting. (Any approved changes by the City Council to be incorporated into the Final Budget for adoption on July 20, 2004.) Respectfully submitted, 7 John M. Falc ner, Finance Director Attachments: Approved for submission by: Thomas P. Genovese, City Manager 1. Revenue Calculations 2. Fiscal Year 04/05 Police Budget Request 3 School/Grant/Contract/Dept Other Requests 4. La Quinta Chamber of Commerce Funding Request 5. La Quinta Arts Foundation Funding Request 6. Bob Hope Chrysler Classic Funding Request 14 10 Attachments: 7. McCallum Theatre Funding Request 8. Soroptimist International Funding Request 9. Santa Rosa & San Jacinto Mountains National Monument Funding Request 10. The Institute of Critical Care Medicine Funding Request 11. Staff Outline 12. Major Highlights 13. Preliminary Budget - two documents 15 11 ATTACHMENT 2 City of La Quinta Changes Between Preliminary vs. Final Budget FY 04/05 Through 11-Jun-04 Actual Total Budgeted FY 03/04 Actual & Budgeted Category FY 03/04 Expenditures Committed Committed FY 04/05 Grants Bob Hope Chrysler Classic (3) 50,000 48,496 48,496 50,000 CVRPD Pool Hours 18,000 17,450 17,450 16,000 CV Economic Partnership 6,000 6,000 6,000 6,000 Facility Dedications & Holiday in Park 8,000 6,589 6,589 8,000 Date Festival 5,250 5,000 5,000 5,000 0 Subtotal �-87,250 83,535 0 83,535 85,000 Contingency Soroptimists Club (rent) 2,000 2,000 2,000 Veterans of Foreign Wars- VFW (rent) 1,595 800 795 1,595 VFW - Washington DC trip 11000 0 1,000 1,000 LQ High School Career Day 1,000 1,000 1,000 LQ HS Blackhawk Brigade 2,000 2,000 2,000 LQ Arts Association 2,000 2,000 2,000 Living Desert 1,000 1,000 1,000 Big Brothers Big Sisters 1,000 1,000 1,000 Special Olympics 500 500 500 JFK Foundation 1,500 1,500 1,500 Community Blood Bank 1,000 1,000 1,000 American Cancer Society 2,000 2,000 2,000 Senior Inspiration Awards 1,800 1,800 1,800 Unallocated 4,105 0 0 1 0 Subtotal 4 22,500 H16,600 1,795 18,395 20,000 Contracts Chamber of Commerce (3) 125,000 125,000 125,000 125,000 Community Special Events (formerly Village Faire) 40,000 32,812 32,812 Boys & Girls Club - Facility Use 30,000 30,000 30,000 LQ Arts Foundation (3) 75,000 75,000 75,000 Subtotal 270,000 262,812 0 262,812 125,000 AB939 Requests Unallocated 10,000 1,000 1,000 10,000 Subtotal 10,000 1,000 0 1,000 10,000 DepartrnentlOther Requests Staff - Account Technician Public Works 0 0 0 Staff - Traffic Signal Technician Public Works 0 0 0 Staff - Counter Technician - Comm Dev 0 0 0 Staff - Half Time Office Assistant - Senior Ctr 0 0 0 Staff - Motor Officer 0 0 0 Staff - Community Service Officer 0 0 0 McCallum Theatre 0 0 0 Soroptimist international 0 0 0 Santa Rosa & San Jacinto Mtns Monument (1) 0 0 0 Institute of Critical Care Medicine 2 0 1 0 1 0 Subtotal 0 0 0 1 0 1 0 Requests FY 04/05 20,100 20,100 25,000 50,000 75,000 0 67,904 118,324 69,291 23,166 207,893 66,485 50,000 3,465 25,000 0 631,528 Total 1 $389 750 $363 947 $1 79S1 $365 742 $240 ot10 1 $726. 228� Note 1 Request is between $15,000 to $25,000 Note 2 - No specific amount was requested, a large number of options are listed. Note 3 - Amount in request column is for amount in addition to that included In the budget Note 4 - The Contingency budget was increase by $2,250 from the original $20,000 budget Its 21 ATTACHMENT 3 - LA QUINTA POLICE 78-495 Calle Tampico La Quints, California 92253 (760) 863-8990 MEMORANDUM DATE: MArch 31, 2004 TO: Tom Genovese, City Manag FROM: John Horton, Chief of Po. SUBJECT: VY 2004/2005 PoliceBudget Request . The Police Department is requesting a budget increase from $5,141,661 in FY 2003/2004 to $6,785,589 in FY. 2004/2005. This is an increase of $1,643,928. The increase includes a 7% Department Rate Increase, and a requested increase in uniformed patrol hours from 82 hours per day to 102 hours per day, which is one additional officer on Watch 1 and Watch III twenty-four hours per day. The request also includes one additional motor ..officer, an additional dedicated Sergeant and two additional Community Service Officers. This Budget Request is necessary and justified Currently, 2 Patrol Officers are assigned to Watch I, (10:00 PM to 8:00 AM), 3 officers are assigned to Watch II, (7:00 AM to 5:00 PM) and 3 officers are assigned to Watch III, (1:00 PM to 1:00 AM). This staffing level has been in place for four years without being increased and is maintained 24 hours per day. All other staffing, including Special Eftforcement Team members and Motor Officers work a 40- bout work schedule. Our successful Community Policing Programs are staffed with off -duty officers. Over the past two years while these Special Program Officers have been in the field, they routinely assist our Patrol Bureau due to our heavy patrol workload Our Community Policing Strategy and related programs have primarily targeted those crimes responsible'for the Uniform Crime Rate in an effort to maintain the city's image as a resort destination. Our strategy has been the most successful policing strategy in the Coachella Valley, in terms of reducing the Uniform Crime Rate, reducing traffic collisions and establishing a solid problem solving communication link with -our citizens. However, Community Policing must be balanced with patrol operations. During this four-year period, the permanent 12-month population has increased 46% from 22,403 to 32,886. The permanent 8-month population has increased from 34,000 to 44,000. Calls for Service have increased 66% (see attached), Arrests have increased 64% (see attached) and Written Reports have increased 67%. Although not being requested, these statistics support the addition of four officers 24 hours per day to provide the same service level established four years ago. Additionally, new volume retailers located on the Highway 111 Corridor have dramatically increased our calls for service in that commercial zone. The average number of calls for one month in that area in. the year 2002 was 123. That average increased to 141 calls per month in 2003. This year with the opening of just two stores, Target and Walmart, the average has increased to 260 calls per month for an 84% increase. Written reports increased 108% (see attached) from 2000 to 2003, from 385 reports to 800 reports in the reporting districts containing Target and Walmart, and is projected to climb to 2,200 for 2004 or a 175% increase. This reporting district alone supports the addition of one Patrol Officer 24 hours per day. 17 22 The traffic congestion in the city will continue to challenge our Traffic Unit. Customer vehicles at Target, Walmart, Lowes, and Home Depot average 21,000 each day, with a conservative estimate of 31,000 customers. Marketing reports from Walmart conclude that 80% of their customers are from the city of Indio and East Valley communities. The other three stores report similar percentages for their customer base. The four stores also employ 1,250 employees with 80% or 1,000 employees residing in communities east of La Quinta. Based on these figures from the east end of the Highway 111 business corridor, coupled with traffic counts at Washington and Highway I I I and Fred Waring and Highway 111, as well as marketing information from other business owners and the La Quinta Resort, the average daytime population for the city of La Quinta now conservatively exceeds 100,000 on a daily basis. Cities throughout the United States that have developed into Regional shopping destinations, increasing their population by a transient population base have found it necessary to provide additional law enforcement resources to provide for a safe environment for their visitors and customers of their business community. Two cities in the Coachella Valley recognized as Regional destinations for shopping are excellent examples. The city of Palm Springs maintains a Police Department with an average of 2 officers per 1,000 permanent residents. The city of Palm Desert maintains a Police Department with an average of 1.6 officers per 1,000 permanent residents. Their transient population is an important factor in their staffing levels and assignments. These cities are also representative of cities throughout the Western United States where the average city maintains a ratio of 1.5 officers per 1,000 permanent residents. The city of La Quinta has maintained an average of 1.0 officer per 1,000 residents for many years equaling the County of Riverside's unincorporated staffing level. This ratio was acceptable for a residential community, when the city incorporated; however the city has drastically changed over the past four years. The city is now an extremely important Regional destination for a 4iverse and growing transient population. Our Traffic Unit consisting of 3 Motor Officers must continue to expand to be able to handle the growing traffic issues in the city. One additional Motor Officer is requested in this year's Budget Request increasing the Traffic Unit to 4 Motor Officers. Although the Police Department reduced traffic collisions during the year. 2003 in comparison to 2002, we still had a 123% increase in Injury Traffic Collisions from the year 2000 and a 172% increase in Non Injury Collisions from the year 2000. We attribute our ability to reduce collisions during 2003 to the additional enforcement efforts of our motor officers, who wrote 3,806 citations last year targeting specific collision prone locations. This was a 57% increase in citations over the year 2000, using a statistical based approach. As additional commercial development occurs along Highway 111 - and into the Village areas, additional specialized Traffic or Motor Officers will be needed to maintain a safe flow of vehicular traffic and investigate related collisions. Currently, the city has one dedicated Sergeant who is responsible for 11 sworn Special Enforcement Team (SITS Traffic, Motor and School Resource officers, 2 Community Service Officers and 15 volunteers. His* span of control of 13 paid employees and 15 volunteers far exceeds all accepted supervisory guidelines. One additional dedicated Sergeant is requested in the 2004/2005 Budget Request to provide supervisory control over the Special Enforcement Teams focusing on deploying in the field and on first line field supervision. The current Dedicated Sergeant's position has full time administrative responsibilities preventing the Sergeant from supervising his personnel in the field Two additional Community Service Officers (CSO's) are being requested to add to the two currently deployed in the city, These non -sworn officers are a fraction of the cost of sworn officers and are capable of handling many past calls for service, write citations and with specialized training for those who qualify, can handle traffic accident investigations. These officers also transport arrestees for sworn officers allowing the sworn officers to remain in the city and able to respond to priority level calls for service. The two new positions will be added to the busy evening shifts where statistics show a distinct increase in calls for service between 8:00 AM and 11:00 PM (see attached). 18 23 This 2004/2005 Budget Request will increase the staffing level from 1.05 officers per 1,00012-month permanent residents to 1.22 officers per 1,00012-month residents. In four years, it is my recommendation that the city progressively move to a staffing level of 1.5 officers per 1,000, 12-month pmnam t residents to provide for adequate law enforcement, as have the average of all cities in the Western United States. The attached 2004 Five Year Stang Projection originally drafted in 2001 provides for minimum staffing levels and costs associated with this recommendation. I realize this 2004/2005 Budget Request represents a significant increase in relation to our current budget. It is however extremely important to.our Police Department that it be approved, and it would therefore be appreciated if you would provide copies of this Budget Request with attachments to City Council Members for their review prior to their Budget Review Session Please advise if I can be of further assistance. 1� 24 WRITTEN REPORTS LA QUINTA IN WRITTEN REPORTS 1999 2000 2001 2002 2003 2004 There will be a 6, 7% overall increase in the number of written reports from 1999 to 2004. YEAR WRITTEN REPORTS % INCREASE 1999 6123 2000 7537 +23.1 % 2001 8251 +9.5% 2002 9313 +12.9% 2003 9313 -1 *2004 *10 21 *+11 % * Projected figures based on an average 11 % increase from 1999 — 2003. 20 25 1 81 71 6� 4 3 2 1 WRITTEN REPORTS LA QUINTA 909A, 909C9 909C1 2000 2001 2002 2003 IN WRITTEN REPORTS .ere was a 10_8% overall increase in the number of written reports from 2000 to 2003 in the area of super Walmart and Target alone prior to the opening of the stores. YEAR WRITTEN REPORTS % INCREASE 2000 385 2001 489 +27% 2002 541 ' +11 % 2003 800 +48% �1 26 25000 20000 15000 10000 5000 0 CALLS FOR SERVICE CITY OF LA QUINTA 1999 2000 2001 2002 2003 2004 ■ CALLS FOR SERVICE There will be a 66% overall increase in the number of calls for service from 1999 to. 2004. YEAR NO. OF CALLS % INCREASE 1999 149,387 2000 15 737 +9.38% 2001 179,462 +11 % 2002 209,298 +16.2% 2003 219541 +6% *2004 *23 11 *+11 % *Projected figures based on an average 11 % increase from 1999 — 2003. � 4 27 350 300 250 200 150 100 50 a ARREST STATISTICS CITY OF LA QUINTA 1999 2000 2001 2002 2003 2004 ■TOTAL ■FELONY O MISDEMEANOR YEAR TOTAL ARRESTS FELONY NUSDEMEANOR % CHANGE 1999 196 61 135 2000 194 74 120 -1 % 2001 226 69 157 +16.5% 2002 291 75 216 +29% 2003 290 103 187 NO CHANGE *2004 *318 *113 *205 *+11 *Projected numbers are based on average percent change of 11% 19" — 2003 The projected overall increase in total arrests from 19" to 2004 is +6_ This figure is based on conditions existing prior to the building of the "super stores", and does not take into account probable higher arrest numbers due to the increased number of incidents generated by the new shopping areas. �3 28 O O O O O O O O (G d' N O co co st N M N N N O N O e- C0 ti 1[i et co m U � O . O , O .. co ti. t0 . M co N 4.4 29 City of La Quinta Police Department BUDGET PROPOSAL FY 20,04=2005 Prepared By Sergeant Kevin Vest April 1, 2004 LA QUINTA POLICE DEPARTMENT In partnership with the Riverside County Sheriffs Department ( Indio Station) PROGRAMS / ACCOMPLISHMENTS / GOALS PROGRAMS Provide Police services to the City of La Quinta: ➢ Seventeen patrol officers ➢ School Resource Officer — High School ➢ School Resource Officer — Middle School ➢ Three Investigators ➢ Dedicated Patrol Sergeant ➢ Three direct support sergeants ➢ Narcotics Task Force Deputy ➢ Gang Task Force Deputy ➢ Four -person Special Enforcement Team ➢ Two Community Service Officers ➢ Eighty -Two patrol hours per day. Three motorcycle officers ➢ Traffic Collision Reconstruction Unit ➢ Community Policing Office ➢ Citizen Volunteers Emergency Services Teams: ➢ Hostage Negotiations Team ➢ Forensics Services Unit ➢ Canine and Handler / Bloodhound & Search dogs ➢ Explorer Post. ➢ Coachella Valley Narcotics Task Force ➢ Aviation Unit ➢ Underwater search/recovery ➢ Hazardous Device Team ➢ RMRU (Riverside Mountain Rescue Unit) ➢ Sheriff s Posse ➢ Desert Homicide Unit ➢ Desert Search and Rescue Coachella Valley Violent Crime Gang Task Force. 6 4. 31. ACCOMPLISHMENTS / FY 2003 — 2004 ➢ Worked with allied agencies to address juvenile behavior at the La. Quinta High -School through the Youth Accountability Team. ➢ Coordinated and accomplished a cooperative agreement between the City, Desert Sands Unified School District, and the Federal Cops in Schools Grant. The result was three-year funding of an additional school resource officer at the La Quinta Middle School at a substantial savings to both the City and DSUSD. ➢ Selected, trained, and fielded a third motorcycle officer to address traffic problems. Injury and non -injury collisions have begun to decrease as the number of violations cited increases. ➢ Provided detailed monthly reports to the City Council, City Manager and. staff regarding criminal activity, target programs, statistics, and crime trends. ➢ Provided specialized services (EST/HNT, SET, traffic accident reconstruction) and as needed worked inter -departmentally with other bureaus (Homicide Unit, Narcotics Task Force, Gang Task Force) to reduce/combat criminal activity within the city. ➢ Worked with City Staff on the Crossroads Collision Data Base and completed all requirements for the OTS Speed Reduction Grant. Provided traffic collision data input for City Engineering and Police Department use. ➢ Expanded operation of Community Oriented Policing Office in the Village area of La Quinta Cove. Citizen volunteers now staff this office on a full time basis to provide direct access to police services for all La Quinta residents. Citizen Volunteers donated a total of 1,476 hours of service in 2003. ➢ Continued existing special enforcement programs to target specific crime problems within the City and developed additional programs to focus on new problems. These existing programs included burglary suppression, robbery prevention, traffic safety, and special event security. New programs included the Cove bicycle patrol program and. Cat burglar apprehension program. 4.1 32 GOALS FOR FY 2004 — 2005 ➢ Continue to work with City Council and staff in developing partnerships with community and business leaders with the goal of implementing Community Oriented Policing Programs. ➢ Work with City Department Heads and staff to identify new programs and funding sources that provide for enhanced public safety. ➢ Work with the City and staff to identify areas of new technology that will enhance public safety. ➢ Work with City Leaders and Staff to provide a level of police staffing that is fiscally responsible to the City and supportive of employee safety and will keep pace with City growth. ➢ Continue to aggressively respond to and combat criminal activity within the City. ➢ Work with the Gang Task Force and Narcotics Task Force to minimize gang and narcotic activity within the City. ➢ Continue to create an atmosphere of public trust and cooperation between the community and Police Department. ➢ Continue the expansion of the La Quinta Volunteer Program and implement. a training program to give them a more complete knowledge of Police and City services/ capabilities. 0-a. 33 LA QUINTA POLICE DEPARTMENT CURRENT LEVEL OF SERVICE BUDGET ADJUSTMENT FY 2003-2004 LINE ITEM +. 421 POLICE SERVICES 2003/2004 APPROVED 2003/2004(ESTj ACTUAL 2004-2005 REQUESTED 2004-2005 INCREASE DECREASE Contract Personnel 36-01 82 Hours per day . $ 2,788,578 $ 2,788,578 $ 2,968,086 $ 179,508 36-04 Special Enforcement Team SE $ 688,371 $ 662,481 $ 706,073 $ 17,702 36-07 Community Services Officers $ 124,509 $ 125,614 $ 134,407 $ 9,898 36-13 Gang Task Force Officer $ 83,304 $ 94,085 $ 100,671 $ 17,367 36-15 Drug Task Force Officer $ 35,000 $ 23,521 $ 100,671 $ 65,671 36-16 School Resource Officer $ 92,008 $ 87181 $ 75,208 $ (16,800) 36-19 Motorcycle Officers $ 530,011 $ 501,308 $ 536,088 $ 6,077 36-22 Dedicated Sergeant $ 127 71*2 $ 128,391 $ 137,378 $ 9,666 Mileage 36-25 Mileage - Patrol Units $ 228,500 $ 186,449 $ 252,000 $ 23,500 36-25 Mileage - Motorcycle $ - $ - $ - $ - 36-25 Mileage - Plain Units $ 10,400 $ 8,017 $ 2,700. $ (7,700) Total for Mileage $ 238,900 $ 194,466 $ 254,700 Arrest Fees 36-28 Jail Booking Fees $ 44,160 $ 75,492 $ 55,200 $ 11,040 36-31 DOJ Blood / Alcohol Test Fees $ 13,000 $ 12,195 $ 15,000 $ 2,000 Sheriff- Other 36-40 CAL - ID $ 24,682 $ 22,618 $ 26 187 $ 1,5051 36-40 Facility Fees $ 62,275 $ 51,146 $ 62,275 $ - 36-40 RMS $ 44,364 $ 46,380 $ 52,000 $ 7,636 36-40 Crime Stoppers $ 2,000 $ 2,000 $ 2,000 $ - Total for Sheriff - Other $ 133,321 $ 122,144 $ 142,462 $ 9141 Special Enforcement Funds 36-10 S. E. Funds Bob Hope Classic $ 33,336 $ 25,000 $ 25,000 $ (8,336) 16-43 Federal COPS Program - SLESF $ 107,926 $ 107,926 $ - $ (107,926) 36-46 Federal LLEBG Program $ 45,062 $ 45,062 $ 20,000 $ (25,062) ??? CLEEP Program Expenditures $ 18,892 $ 18,892 $ - $ (18,892) General Fund $ 37,571 $ 37,571, $ 205,000 $ 167,429 36-34 Total for S.E. Funds $ 242,787 $ 242,787 $ 250,000 $ 7,213 GranWoluntsers 36-50 OTS Grant $ - $ - $ - $ - 36-52 La Quinta Police Volunteers $ - $ - $ 5,00 $ 5 000 TOTAL CONTRACT SERVICES $ 591419661 $ 59058,242 $ 594809946 S 3391285 Community Policing Office 41-01 Electricity $ 2,400 2,400 $ 2,400 $ - 41-16 Water $ 600 $ 600 $ 600 $ - 41-22 Telephone $ 1,400 $ 1,400 $ 1 400 $ - 43-62 Maintenance and Repair $ 2,000 $ 3,200 $ 3,200 $ 1,200 54-01 T1 Line for CLETS & Network Access $ 6,380 $ 6,380 $ 6,380 $ - 56-01 Office Supplies for Volunteers $ - $ 136 $ 200 $ 200 Total CPO Ex uses $ 120780 $ 14,116 $ 14,180 $ 1,400 Equipement Expenses 92-11 Fuel Maintenance Repair Motors $ 3,215 $ 3,215 $ 10,000 $ 6,55 Equipment Replacement- Vehicles $ 12,420 $ 12,420 $ - . $ (12,420) Equipment Replacement- Non Vehicles $ 223 $ 223 $ 500 $ 277 Total EquIpMent Expenses $ 15,858 $ 15,868 $ 101500 $ 59358 Law Enforcment Revenue 5351.04-00 Vehicle Impound Cost Recovery fees $ 18,000 $ 24,320 $ 25,000 $ 7,000 ' 1.06-00 False Alarm Calls $ 3,000 $ 2,000 $ 3,000 $ - ;,.J51.07-00 Motor Vehicle Code Fines $ 70,700 $ 65,000 $ 70,700 $ - 5351.08-00 Parking Violations. $ 54,400 $ 36 488 $ 50 000 $ 4 400 Total Law Enforcement Revenue $ 146,100 $ 127,808 $ 148,700 $ 2,600 TOTAL POLICE SERVICES $ 5,024,199 $ 4,960,408 $ 5,366,926 $ 337,927 29 tOMl�.e-e-GOM0000I`tQ0000 O 0co 00 w GO I� O ti ti O.w ti O O O 0 1` O O O O O O tt O O N O O mt m m N. 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N N N N N35 et v � It �t' �t d' '�t d' et 'd' d' d' sf' V et v d tt v BUDGET APPROPRIATION REQUEST FY 2004-2005 LA QUINTA POLICE DEPARTMENT ALTERNATIVE STAFFING INCREASES - PROJECTED COSTS OPTION 1 CALCULATIONS PROJECTED COSTS Increase uniformed patrol hours 20.Hours/Day $99.17 x 365 Days $ 723,923 Add Community Service Officers 2096 Hours/Year @1 $32.19 x 2 Positions $ 134,922 Add Motorcycle Officer 2096 Hours/Year @ 1 $84.87 x 1 I Positions $ 177,893 Add Dedicated S t 2096 Hours/Year Q $65.79 x 1 I Position $ 137,905 Training Fee 1 Per/Officer 0 $25,000.00 x 5 Positions* $ 125,000 Uniform/Equipment for Motor Officer $5 000.00 x 1 Position $ 5,000 TOTAL PROJECTED COST. $ 1,304,643 * Trainins Fee only ap lies to uniformed patrol 12trsonnel and motorcycle officer OPTION 2 CALCULATIONS PROJECTED COSTS Increase uniformed patrol hours 20 Hours/Year @ $99.17 x 365 Days $ 723,923 Add Community Service Officers 2096 Hours/Year Q $31.72 x 1 Position $ 66,485 Add Motorcycle Officer ..Aning Fee 2096 Hours/Year $56.34 x 1 Positions $ 118,079 1 Per/Officer $25,000.00 x 1 5 Positions* $ 125,000 Undonm/E ui ment for Motor Officer $5,000.00 x 1 Position $ 5,000 TOTAL PROJECTED COST $ . 190389488 * Training Fee only a lies to uniformed patrol ptrsonnel and motorcycle officer 2004-2005 Budget Request= $ 51480,946 2004-2005 Budget R uest + Option (1)= $ 617859589 2004-2005 Budget Request + Option (2) $ 695199433 TOTAL BUDGET REQUEST = $ 69785,589 Date Prepared:4/1/2004 J Sergeant Kevin Vest 36 r LA QUINTA POLICE DEPARTMENT ATTACHMENT BUDGET JUSTIFICATION CURRENT SERVICE LEVEL Fiscal Year 2004-2005 Patrol Services — Increase $179,508 The hourly rate for patrol services, as estimated by the Contract City Administrator, was increased to $99.17 per hour for FY 2004-2005. This is an increase of approximately 7%. Special Enforcement Team. (SET) — Increase $17,702 This increase reflects the new contract hourly rate of $ 99.17. This rate is set by the Contract City Administrator and is an increase of approximately 7%. SET Members are billed at 1780 hours per position per year. Community Services Officer — Increase $9,898 The hourly rate for dedicated Community Services Officers, as estimated by the Contract City Administrator, was increased to $32.19 per hour for FY 2004-2005. This is an increase of approximately 7%. An additional Community Service Officer was added to the contract during FY 2002 — 2003. Gang Task Force Officer — Increase $17,367 This increase reflects the change in the contract hourly rate set by the Contract City Administrator for this position. The rate for FY 2004 — 2005 has been increased by approximately 7% to $48.21 per hour. Drug Task Force Officer — $65,671 This increase reflects the full year cost of the new position that was approved in March of 2004. The rate for FY 2004 — 2005 has been increased by approximately 7% to $48.21 per hour. School Resource Officer — Decrease $16,800 The hourly rate for the School Resource Officer, as estimated by the Contract City Administrator, was increased to $56.34 per hour for FY .2004-2005. This is an increase of approximately 7%. The decrease is due to the MOU Agreement reached by DSUSD, City of La Quinta, and the Federal COPS in School. Grant. La Quinta pays 37.5% of the cost associated with two (2) School Resource Officers. Motorcycle Officer — Increase $6,077 The hourly rate for the Motorcycle Officer position, as estimated by the .Contract City Administrator, was increased to $84.87 per hour for FY 2004 2005. This is an increase of approximately 7%. The small amount of increase in relation to size of this line item is due to last years budget including the $25,000 training fee and $5,000 equipment expense for the newest motorcycle officer in the Motor Officer line item. Attachment I — Budget Justifications Page.1 v4 37 Dedicated Sergeant - $99666 The hourly rate for the dedicated Sergeant, as estimated by the Contract City Administrator, was increased to $65.79 per hour for FY 2004-2005. This is an increase of approximately 7%. Mileage Costs — Patrol Units — $239500 The actual mileage rate for patrol units was increased during FY 2003 2004 from $.69 per mile to $.75 per mile. The County Administrator estimates an increase to $.80 per mile for FY 2004 - 2005. Mileage Costs — Plain Unit — Decrease $7,750 This decrease reflects the decrease in the actual mileage used by plain car units in the City of La Quinta. This is based upon past historical use patterns. Booking Fees — Increase $11,040 This increase is reflective of an anticipated increase in the number of bookings during FY 2004-2005. This increase is projected as a result of the addition of officers who will be making arrests. The booking fee has not increased for FY 2004-2005. DOJ Blood Alcohol Fees - Increase $2,000 This cost increase reflects an increased number of arrests for DUI. This projection is based upon the addition of a third Motor Officer for FY 2003-2004, and additional businesses serving alcohol within the City of La Quinta. Cal ID — Increase $1,505 The estimated increase is based on population data from the State of California, Department of Finance, Population E-1 Report. The per capita cost.of $0.86 has not changed. Facility Fees — No Change The Contract City Administrator has determined an increase for facilities fees. However, due to personnel being permanently being based at the Community Policing Office has resulted in a reduction in this fee. The budgeting amount will remain the same as FY 2003-2004 to absorb any rate increases. RMS — Increase $7,636 The Technical Service Bureau sets the RMS fee and the estimate for FY 2004 - 2005 reflects a decrease from the FY 2003 *- 2004 cost. The increase in the amount budgeted is due to the increase number. of transactions being conducted due to the increase in. personal. Special Enforcement Funds — Increase $7,213 It has been determined that the utilization of focused Community Oriented. Policing programs has contributed to a decrease in crime in the City of La Quinta. These programs were funded at $242,000 in Grant and General Fund monies. The above amount reflects the funds needed to continue these programs at their current levels of service due to personnel rate increases. 33. Attachment I — Budget Justifications Page 2 38 La Quinta Police Volunteers- Increase $5,000 This volunteer group was started in May 2003 with the focus of assisting. law enforcement by staffing the Community Policing Office on Avenida Bermudas full time during business hours. Currently there are sixteen (16) volunteers who staff the office and assist with other tasks. Volunteers have been responsible for entering all traffic collisions reports, DUI arrests, and traffic citations into the Crossroads Collision Database for use by both the Police Department and the Engineering Department. In 2003, volunteers donated a total of 1,476 hours. This funding will permit continued expansion of the program and recruitment of more volunteers. Capital. Equipment/Maintenance Expenses — Decrease $5,358 This cost decrease is due to no anticipated purchases of new police motorcycles. All three in service motorcycles are still within their three-year lease period. Fuet and maintenance expenses associated with the motorcycles are expected to... increase due to higher fuel costs. 34 Attachment I — Budget Justifications Page 3 39 LA QUINTA POLICE DEPARTMENT ATTACHMENT II BUDGET RECOMMENDATIONS INCREASED SERVICE LEVEL Fiscal Year 2004-2005 Option 1— Increase $1,304,643 Option I recommends the increase of twenty (20) hours of uniformed patrol coverage per day to the La Quinta Police Department's patrol deployment. .In addition, two (2). additional Community Service Officers are requested and one (1) additional Motorcycle Officer. In order to assist with the supervision . of all specialty personnel assigned to La Quinta,. an additional dedicated sergeant is also requested. Currently, La Quinta has thirteen (13) specialty personnel assigned; this number will increase to sixteen (16) with the addition of the above personnel. In order to properly supervise and direct their efforts, an -additional supervisor is required. As the City of La Quinta continues to grow in both size and population, the need for patrol personnel also continues to increase. The City has experienced an increase in population in both the southern and northern ends patrol areas resulting in more calls for service and longer response distances. The addition of these patrol hours would help the City to reduce nighttime crimes and improve community safety. The addition of this CSO would provide the City with an increased capability to handle non -emergency calls quickly, transport prisoners without requiring a patrol officer to leave the City, and assist citizens and officers .in innumerable ways. Crime prevention and education programs would be increased and would permit CSO coverage on all day shifts and the swing shifts. The addition of the Motorcycle Officer will permit wider coverage for both daytime and nighttime traffic. enforcement. The total cost includes the hourly rate, training (school costs and one -.time training fee) and equipment. Option II - Increase $1,038,488 Option 11 recommends the increase of twenty (20) hours of uniformed patrol coverage per day to the La Quinta Police Department's patrol deployment. In addition, one (1) additional Community Service Officer and one (1) additional Motorcycle Officer are requested. As the City of La Quinta continues to grow in both size and population, the need for patrol personnel also continues to increase. The City has experienced an increase in population in both the 35 40 southern and northern ends patrol areas resulting in more calls for service and longer response distances. The addition of these patrol -hours would help the City to reduce nighttime crimes: and. improve community. safety. The addition of this CSO would provide. the.City with an increased capability to handle non -emergency calls quickly,. transport prisoners without requiring a patrol officer to leave the City, and assist citizens and officers in innumerable ways. Crime. prevention and education programs would be increased and would permit CSO coverage on all day shifts and the busiest nightshifts. The addition of the Motorcycle officer will permit wider coverage for both daytime and nighttime traffic enforcement. The total. cost. includes the hourly rate, training (school costs and one-time training fee) and equipment. Conclusion In 2001, the City of La Quinta requested and adopted a Five -yeas Plan for police services. This Plan recommended a staffing level of 21 police officers for FY 2004-2005. Both Option I and Option 11 fulfill this requirement. In 2001, the population was projected to increase at a rate of 5% annually. The actual. population of La Quinta has grown at a rate of 10% annually.. The Five-year Staffing Plan has been updated to reflect the actual city population instead of the lower anticipated growth and projected five. additional years in the future. 41 LA QUINTA POLICE DEPARTMENT ATTACHMENT III GRANT EXPENDITURE PROGRAMS INCREASED SERVICE LEVEL Fiscal Year 2004-2005 Funding It is projected that the City of La Quints Police Department will receive approximately $20,000 in funding through Federal LLEBG grants. An additional amount may be provided by a State COPS grants, but the amount is unknown -at this time. These grants are intended to provide the La Quinta Police Department with the ability to implement special programs that .are an addition to .our dedicated enforcement efforts. An additional $230,000 (general fund) will be combined with these grants to fund the following programs: Holiday Enforcement Program - $35,000 This program runs from the day after Thanksgiving through Christmas Eve. It provides a significant amount of extra patrol and presence in the City's shopping districts where increased numbers of robberies, thefts, and car burglaries are known to occur during the holidays. By providing a safe shopping environment; .. customers are attracted to the extensive shopping and dining establishments in La Quinta. Further additions to The Village and the restaurant center on Highway 111 will increase the need for this program. Problem Specific Traffic Program - $40,000 This program operates throughout the year. Through the utilization of the "Crossroads" traffic software (purchased during FY 2001-2002 with CLEEP grant funds), the La Quinta Police Department has been able to identify specific areas where specific problems are occurring. Additional manpower would be assigned to assist the Traffic Team with the enforcement of those violations most likely to - cause traffic collisions. Traffic programs currently conducted by the Traffic Team (Holiday DUI and School Zone Speed Reduction) would also be funded through this program. 37 Attachment III — Grant Expenditure Programs Page 2 Robbery Prevention Program - $80,000 The increased number of businesses has increased the potential for robberies in this area. This year round program would continue to incorporate increased bicycle, foot and unit patrols in the Highway I I I corridor. The focus of the. program would be robbery prevention through increased presence and the increased interaction with business owners. Officers would make regular contact with all businesses with the intent or assuring their safety, developing sources of information reference suspicious activity, and promoting a safe business environment. The implementation of this program in FY 2002-2003 has resulted - in a reduction of robberies in this area and increased communications between the Police Department and local businesses. Special Events Program - $25,000 This program will provide $25,000 to offset the cost of police services required by the annual Bob Hope Desert Classic. Burglary/Theft Prevention and Apprehension Program - $70,000 This program would target the primary crime problem in the City. This year-round program would continue to focus on reducing burglary, theft and auto theft through the education of potential victims, identification of potential crime locations, and the aggressive investigation and apprehension of those suspects committing these crimes. The multi -layered approach provides remedies to the* problem and encourages citizens and the police to work together on this problem. This program was implemented in FY 2002-2003. Conclusion The above programs represent a total expenditure of $250,000 of grant funding specifically provided for the enhancement of law enforcement services and general funds. While each program is provided with an amount, these amounts can be altered as program priority is identified. If a new problem is identified and requires special attention, funding can be diverted from one. of the above programs as needed based upon prioritization. This program provides the Police Department with flexibility in its program funding.. r 38 43 ATTACHMENT 4 EXECUTIVE COMMITTEE Bill Lohman, Chairman of the Board Riverside County CaIWORKs GAIN Program Diane Glanz, President/CEO La Quinta Chamber of Commerce Lini Handy, 1st Vice Chair Legislative & Community Affairs Village Profile Publishing David Howard, 2nd Vice Chair Events & Programs Cherokee Homes Scott Brooks, 3rd Vice Chair Membership Services JESA Printing Lew E. Piper, CPS Treasurer Boseant Piper & Associates CPAs Dr. Kurt A. Spurgin, D.C. Immediate Past Chair Advanced Physical Health Center DIRECTORS Stu Bailey Pacific Western Bank Victoria Bailey Desert Springs Publishing Karen Bjorn Palm Desert National Bank Linda Evans John F. Kennedy Memorial Hospital Lawtence Craig Prudential Financial David Dorn La Quinta Ace Hardware Jon P. Gaffney Desert Sands Unified School District Rosa Maria Gonzales IID Energy Garret Kriske La Quinta Resort & Club Pedro Rincon Peterson, Slater & Osborne, CPAs Robert F. Sylk Aqua Caliente Casino Ted Thompson Embassy Suites Hotel Palm Desert ra 1Winta C11 er of Conunerce April 30, 2004 ,J U TO: Tom Genovese, City Manager Mark Weiss, Assistant City Manager - - - - - FM: Diane Glanz, President/CEO RE: 2004-2005 City -Chamber Contract for Services Proposal Tom, below is the Chamber's Contract for Services proposal for the period July 13, 2004 through June 30, 2005. As you know, the Chamber has absorbed all the increases in the overhead to perform these services without an increase since 1999. We have experiences large increases in workman's comp and unemployment insurance premiums, utilities, mailing and printing costs, to name but a few. Due to these mandated increased financial obligations, this proposal reflects an increase in our costs to perform the areas of service listed below. The areas of service are defined as: I. Business Retention and Promotion II. The GEM Newspaper III. The Visitors Center I. Business Retention and Promotion: The contract for service dollar amount for Business Retention and Promotion will be increased to enhance the current level of service to $35,000. Report: As the request for City services has increased, so has the demand on the Chamber's services and support team Between July 1, 2003 and March 31, 2004, we responded to more than 8,100 requests for area information. By the end of June 2004, the number of requests should exceed 10,000. These inquiries are for a wide range of information —Cove hiking trails, telephone directories, demographics, youth sports information, La Quinta Arts Festival information, location of public golf courses, restaurants, and hotels, new home information, and more. 39 78-371 Highway 111 La Quinta, CA 92253 Phone: 760-564-3199 Fax 760-564-311 45 www.laquintachamberofcommerce.com Additionally, businesses thinking of opening in La Quinta frequently visit our office to request membership directories, maps, demographics, and/or directions to City Hall. They are interested in our perspective on the area's growth and the potential for their success. We provide them with the data showing our tremendous area growth and proposed plans for future development. We have played a significant role in keeping the lines of communication open with local government as businesses look to move into La Quinta. This year we joined with the Indio Chamber of Commerce to produce a combined Business Showcase and Exposition, BizNet 2004. It was a huge success. Our conclusion is based on member testimonials we received telling us how much business they generated that day as a direct result of their booth at the event. Because of the positive response from exhibitors and attendees alike, the Board of Directors has approved continuing this partnership with Indio for another. year. BizNet 2005 will also include the participation of businesses from the City of Coachella —this will be a superb East Valley event. I have committed to working with City Clerk June Greek to assist in planning a post or pro -event stay for the International Association of City Clerks that will be in Anaheim in 2006. We will be meeting again with other area city clerks and the CVA to decide excursions that we hope will be interesting, educational, and fun for our visitors. We inaugurated successfully The Breakfast Network. The program, while similar to the Power Lunch, provides an educational component not currently a part of the Power Lunch Program. This group meets on the alternate months to the Power Lunch. The number participating increases by an additional table at each meeting and has as many attendees as the Power Lunch, a three-year old program. The bi-monthly City/Chamber meetings have greatly improved communications between the two entities and have fostered a better working relationship between us. That cooperative relationship continues today, and the Chamber representatives truly appreciate the candid discussions at these meeting. Looking forward, we would like to improve these service areas through a three -fold approach. First, we are preparing a total revision and update to our website. The use of the Chamber's website has increased dramatically over the last year. Between July 1, 2003 and April 26, 2004, our site had 2,254 visitors that have not been on our site at any time prior to that date range. That's an average of 26.5 new visitors per day to our site. During that same period, there were 705,811 total hits during 38,741 sessions —a hit is described as any successful request to a webserver from a visitor's browser, whereas a session is a series of hits by one visitor. It is apparent that our website has become a primary source of information for Chamber activities as well as for those with questions about our city. Second, we plan to make some significant changes to The GEM as outlines in Section II. These changes will allow The GEM to continue its evolution into a first-rate publication which reflects the standing, sophistication, and beauty of our City. RX 46 Second, we plan to make some significant changes to The GEM as outlines in Section IL These changes will allow The GEM to continue its evolution into a first-rate publication which reflects the standing, sophistication, and beauty of our City. Third, we hope to move to a larger facility later this year which would allow us to provide a quality Visitor's Center. I will address this in greater detail in Section III. II. The GEM Newspaper: The Contract for Service dollar amount for producing the GEM Newspaper will increase to $70,000 to allow us to publish through the Summer using the new format. We also think, it would be an advantage to print The GEM on a better quality paper, rather than newsprint. Report: We spent a great deal of time reviewing the old format, the needs of our audience, developing a contemporary masthead, selecting a font that is easier to read, and developing a layout that is pleasing to the reader. We increased the physical size of the paper and reduced the outside page margins to allow us to incorporate more white space, while improving and increasing the amount of content. We have organized the City's information into a single City Scene section that is devoted exclusively to the activities of the City of La Quinta. The City's section is now a 4-page pull-out section. The GEM has remained at 20 pages each month. The mailing list for La Quinta residents continues to increase as do the number of La Quinta businesses that we mail to. The GEM is a valuable tool for the Chamber and the City as it allows us to directly communicate with our residents. Because of the City's many developments, programs, and events, The GEM remains one of the most cost effective and efficient methods of notification and disseminating information on events and activities. III. The Visitors Center: The Contract for Service dollar amount for maintaining the Visitors Center is increased to $45,000 to enable us to completely revamp the functions of this area. Report: The Visitor's Center remains a major source of our office traffic. I am amazed at the number of people who drop in, telephone, email, and mail us for information about the area. Fortunately, our staff and volunteers are enthusiastic cheerleaders who love La Quinta and love to tell visitors and callers about the wonderful opportunities in our area. Sadly, the Visitor's Center allotted space has been outgrown. We have reached a facilities crisis —having simply run out of room. Boxes are stacked in our hallway and in every spare inch. I hope that by year-end, we will have a larger space that will allow us to increase our Visitor's Center. I envision interactive kiosks featuring area attractions, restaurants, hotels, and services where visitors can view and make reservations at local facilities. Visitors continue to ask for La Quinta souvenirs. With storage space and a proper retail style outlet, we will be able to help them take home a reminder of their time in La Quinta. We have a wonderful staff and volunteers who handle the Visitor's Center element of our 'organization. However, volunteerism is definitely down and we are having a great deal of 41 47 difficulty finding individuals to staff the Center during two days of the week and on weekends. To date, we have three individuals who volunteer for four hours each during the week and no volunteers for the weekend. During the week, Chamber staff fills the void. Weekends remain a challenge. We need the funds to allow us to hire staff for the Visitor's Center so that we can remain open on weekends, at least during the season. Ideally, our Visitor's Center would be open 7 days a week. Despite the increased demand for our services, we have continued to work to enhance the efficiency and effectiveness of our professional staff and volunteers. We are very proud to have maintained a high level of service during this period of tremendous growth. And, we anticipate that through these efforts we will be able to continue operating at this capacity in the coming year with no increase in cost to the City. Summary As requested, I am including copies of our audited Financial Statements and Supplementary Financial Information for the Year End June 30, 2003 as prepared by the accounting firm of Oscar G. Armijo, CPA. Our request for city funding for FY 2004-2005 is $150,000, with the payment schedule reflected as follows: August 15, 2004: $503,000 December 15, 2004: $50,000 April 15, 2005: $50,000 I will continue to provide progress reports thirty days prior to each scheduled payment On behalf of the membership of the La Quinta Chamber of Commerce, I thank you for your continued support. We look forward to continuing our cooperative relationship with the city. 4 42 48 ATTACHMENT 5 June 1, 2004 Mr. Tom Genovese City Manager City of La Quinta P.O. Box 1504 La Quinta, CA 92253 Dear Tom: )Wfs FOUNDATIOI`I On behalf of La Quinta Arts Foundation (LQAF), I would like to request that the City of La Quinta consider the enclosed 2004/05 Contract for Services Application. The Foundation is requesting a total of $125,000 to assist with underwriting a new program to provide free admission, parking and shuttle service to La Quinta residents, as well as increased production costs for the 23 d Annual La Quinta Arts Festival at the La Quinta Civic Center Campus. La Quinta Arts Festival 2005 will be held March 17-20, 2005. The Festival continues to enjoy a prestigious profile on a national level. Over 1,000 artists annually apply to our show to which approximately 250 will be selected by jury process to exhibit their artwork. We are preparing to host up to 20,000 attendees over the three+ days. Relocation of the Festival to La Quinta Civic Center Campus in 2005 represents a commitment from La Quinta Arts Foundation to the City of La Quinta and it's citizenry. While we will face many challenges and potential significant erosion of revenue streams in the short term with the relocation, we are investing in the future. In the spirit of community, we hope the goodwill gesture of free parking, free shuttle and admission for La Quinta residents will ultimately result in wider and greater support of La Quinta Arts Foundation and our service programs, while showcasing the City and village as a vibrant community to live and work. It is important to the Arts Foundation that our association reaps benefits for both LQAF and the City of La Quinta. Of course one benefit is that LQAF events continue to have an ever- increasing positive impact on the economic development of the City of La Quinta. Last year, La Quinta Arts Foundation is pleased to have generated approximately $22,450 in sales tax revenue and business license fees for the City through La Quinta Arts Festival. In addition, we were pleased that many artists and patrons are now able to stay in La Quinta hotels, like the Casitas at Santa Rosa, which claimed full occupancy as a result of last year's Festival. La Quinta Arts Festival alone has generated $20 million dollars in art sales over the years representing $200,000 in sales tax revenue for the City. 587 past Festival artists reside, and operate businesses and galleries in the Coachella Valley, many of them locating here specifically as a result of their association with La Quinta Arts Foundation. 43 POST OFFICE BOX 777 A LA QUINTA, CA 92253 A 760 564 1244 A FAX 760 564 68849 In addition it should be recognized that LQAF successfully fills unmet needs in our community with high quality education programs and services that make a difference. Good will is something you cannot put a price on. Certainly the nationally acclaimed La Quinta Arts Festival hats entrenched the City of lea Quinta as a cultural destination of the highest caliber. On behalf of La Quinta Arts Foundation, I thank the City of La Quinta for their consideration of this request. Our continued collaboration will insure La Quinta Arts Festival 2005 will be the best ever enabling fulfillment of our 22-year mission of "Promoting and Cultivating the Arts through Education." Sincerely, 1 ' Christi Salamone Executive Director cc: Dodie Horvitz. Director, Community Services Dept. Honorablei Mayor & City Council 44 50 La Quiinta Arts Foundation Application►& Documentation 2004105 Contract Services Agreement City of La Quinta Exhibits to Contact Services Agreement Application 1. Application for Contract Services Agreement Fiscal Year 2004/05 2. Proposed Operating Budget 2004-2005 (pending adoption by board) 3. Festival 2005 Event Summery (See June 1, 2004 presentation to City Council) 4. Proposed Festival 2005 Budget 5. IRS Form 990 for period ending June 30, 2003 6. 2004/05 Contract Services Agreement 45 51 Exhibit 1 1. 2. 3. 4. 5. b. 7. 8. APPLICATION What is the overall purpose or goal of your organizati00? La Quinta Arts Foundation is a charitable non-profit 501(c)(3) whose mission is: "Promoting and Cultivating the Arts through Education." This is accomplished by producing high quality arts education programs, producing large-scale events, and fomvng meaningful partnerships and exchanges with other organizations. How long has your organization been in existence: 2, 2 ,_,Years b Months Describe in general the activities or services of your organization: Produce a weeklong piein air art show in January and a three+ -day fine arts festival in March. These fundraising events enable us to administer eight educational outreach programs: Scholarship, Young at Art, Art Beat, Making Friends with Great Works of Art Docent Outreach Program, Youth Art Works, Adult Enrichment, -Children's Art Activities at Festival. Create volunteer opportunities through the Volunteer Services Department. How many people does your organization currently serve: f stmat%). 6_1,,5Q0 Art Events/Programs=55,000 Schools=5,000 Membership =1,000 Volunteers = 500 No. Of Youth Z yr. No. of Adults 2, 7,_�OU No. of Seniors 2 000 How many people do you intend to serve during this Fiscal Yearn? No. Of Youth 1_ 0.00,0 No. of Adults 35 U0 No. of seniors 25,�040 How many people served this Fiscal Year will be La Quinta residents: (estates) No. Of Youth 4�QQ.,. No. of Adults 9OQQ No. of Seniors (Figures based on 2003 Festival Marketing Survey) How many paid employeeq(volunteers does your organization employ? No. of full time employees, 6 No. of part time employees „Q„ Describe how your orgaur�ization is managed and governed. Board of Directors and Executive Director I ?3,0„00 46 52 9. 10. 11. 12. 13. Please provide information on your Executive Board members or contact person: Name Title Jim Parrish Chairman, President Mike Fedderly Chief Financial Officer Haddon Libby Secretary Home Address Phone 45605 Cielito Dr. 341-7800 Indian Wells, CA 92210 45360 San Luis Rey 773-5205 Palm Desert, CA 92260 45805 Cielito Cyr. 773-9$93 Indian Wells, CA 92210 What is your annual schedule of events, and during what months does your organization operate? La Quinta Arts Foundation operates 12 months. Its typical schedule of eventsieducation outreach programs is as follows: Desert Plein Air art show / January; Programs & Membership Activities / January, February & March; La Quinta Arts Festival I March; Adult Education Field Trips (3t6 per ye4r); Adult Enrichment art Classes!Workshops (3/6 per yr); Docent Training Sessions / Fall & Spring; Docent Program in Schools / 9 weeks each Fall & Spring; Scholarship Application Process & Awards Reception / February — June. Do you charge admission, membership fee, dues, etc.? X Yes No If yes, please describe. - La Quinta Arts Foundation Membership levels range from $50 to $1,000 Admission fee charged to attend the Arts Festival - $10 adults; $2 children; under 7 years free. What are your other sources of revenue for this funding year? Source Amount See AttacheO "Budget Summary 2004-2005 Proposed" Amount of money requested from the City of La Quinta? $125 (i 4'7 2 53 1.4. Has your organization been funded by the City of 1A Quinta previously? Yes X Tf yes, when 19�%% Amount received:75,000 icon ct -Marketing two large-scale events 1997 998 $0&000 (aLk tt) - Marketing one large-scale event 199$ 1999 $65 ,000 (contract) - Marketing one large-scale event & one medium event f $75,000 (contact) Marketing two large-scale events 2000 (contract) - Marketing two large-scale events 2001 2002 OQ_0 (contract) - Marketing two large-scale events 2 2003 $100,QM (con�tr_act� `Marketing two large scale events 003 2004 I- Marketing one $�'5,000 (ccntrC t large scale event 15. Need Statement. Clearly identify the programs) for which funding is requested and plainly state the reason(s) or need for the requested funds and how these funds will be used, if awarded. (Please attach additional sheets as necessary.) La Quinta Arts Festival is the primary source of annual income funding LQAF's education programs and activities. Relocation of the festival to the Civic Center Campus is an exciting, if yet unproven prospect to achieve the annual funding necessary to sustain LQAF's service programs. Funds will be used for production and marketing of the festival, to oft -set increased expenses associated with the relocation, and to offer amenities to the La Quinta community. $100,000 of the requested funding will be allocated for La Quitna Arts Festival 2005 production and marketing including but not limited to transportation shuttle costs (shuttle is planned to traverse the La Quinta Village area and will be offered to Festival patrons free of charge), site preparation and restoration, private security, sheriff, traffic control, first aid, sanitation facilities, printing, media purchases, ad production, and professional marketing consultant services. Media purchases include advertising in newspapers, billboards, radio & television, event programs including national publications, and websites, which will PROMINENTLY acknowledge the City of La Quinta as a Premier Sponsor. $25,000 of the requested funding will be allocated to subsidize offering free entrance tickets to La Quinta residents. Two adult tickets pier household will be printed as a "tear -off* in City of La QUinta's newsletter (Produced by Kiner Goodsell) mailed to all La Quinta residential properties. While the potential loss of parking and ticket sales revenue to LQAF is significant, 4 g 3 54 and expenses are projected to substantially increase, we are hopeful that funds can be recovered through purchases of artwork. LQAF's contribution to the "free ticket" concept is calculated as follows: Of the 30,000 residents of La Quinta, it is estimated that 21,000 are adults and eligible to redeem the tickets. Conservative projections based on historical attendance data that 25% of the eligible residents will redeem the free admittance voucher represents a potential revenue loss of $52,500. The City is requested to repatriate a bit less than half of the projected shortfall for this community amenity. 16. Goal Statement. Indicate who will 'benefit from the use of these funds, and how they will benefit. (Please attach additional sheets as necessary.) All net proceeds from LQAF events are used to fund eight educational outreach, programs (listed in #3), which benefit over 4,000 4th and 5th grade students, proviOd' over 3 0:00 art experiences at Boys and Girls Clubs, provide scholarship funding for local` college -bound: art students and aglults who participate in enrichment programs. ` Lo Quinta residents derive benefit from free admission and free parking and shuttle service. La Quinta village business owners will benefit from indrea�ed visibility and hopefully increased sales opportunities from shuttle service transporting patrons to their properties. A 17. Attach a copy of your Program Operating Budget, and a separate detailed, concise list of intended City funded expenditures. (see attached) 18. Non-profit organizations must attach a copy of the organization's current IRS Form 990. (see attached) 4 /19 Al. Exhibit 2 i W N O O w a 4 O O to N 000 O LA O "i 00 N O O N t` u m co LA O C*4 co m co g O to st N co O O O O; O LA qt cC � N N N 00 It Ln N N 00 O uA w st I� Ln I- N I` cl o N It cV CD O LA V c0 0) w I, ao 00 L � O O O O cG O O O ro N N N ao LO N N d N J a J Q > J a a = J a Z O J a (n W U (�o Cl) �o w COo V W ZZN0� W W N LL w VIIo m W tY N D W W > W a w W CO W W W~ W D Q co W W D Z W CO W W CO W> O >a �w �F- ww W°- �Z zc WW w 00 ww �w wZ Q a wz O a. a w a_ w >O w w O N C0 O _ W J F- CO C0 0 W w== J� Cl) 0 W W J z 0- z 0 W w J w W w W 0 W 0 LL LL Q 0 W W Q 0 Q Q Q 0 Z Z Q 2 U F- IX F- w OJ J = U W W OJ J = U > 0 > 0 OJ J 2 U J O J O OJ J IC01<1<1 l< IC012121 l< I CO I WLIYL 1<1CO >1>1 1<1 Lm J a O w a a a a N 0 CID Z O O Z r 0 N W a co LJJ CO) o O a toN 9 0 O O O O N O to N M OLc) LA N� N co I- I- co Lf) I- cC q T-- i O 0 O O T- O 0 L O � O 0 L O) N cM .- It N Go Co c' to O O O O O O M letO e= r 1A 1N O O U) 1` et N IL z a Q a UCO CO CO 9 co o Z W N C7 O J DO o SUW J a W w c o 8Ua O W w O w Z Z zz > a W wwa z Cl) Z Z co w W w = w W = Z w w a > a w X w w w O w Z a LO w Z Z Q� CDWaX J W W J U w U w W 00 H N D F- QQ F- QQ LL1 Q Z Q Z Q Q UO 0 Z 0 Z Ua- W W a W > = U�� J 2�� Uww J c000 O cnaa ¢ W Z Z ¢ C�C� N J Q O w IL a Q o � O M m O � Z O G O N Z LU co a rJ 1 co 57 Exhibit 3 Information required for June 1 meeting with City of La Quinta 1. Dates of Festival — Thursday, March 17 — Sunday, March 20, 2005 2. Very Preliminary Schedule of Move in and Out: (Please note that none of our contracts are signed with vendors to date and are subject to change.) • Wednesday, March 9 -Staff will begin vegetable painting the outlines of the artist booths on the Campus. Campus can still be open to the public. (This paint actually disappears after being watered a few times and does not damage the grass. The Foundation has already done this type of painting when we did our initial drawing of the festival on the Civic Center Campus.) • Saturday, March 12 & Sunday, March 13 — Fencing begins along library and Senior Center and Calle Tampico • Monday, March 14 — Set-up begins with rentals and fencing completed. • Tuesday, March 15 — All large art moves in (approximately 100 artists) — 7 a.m. to 6:30 p.m. • Wednesday, March 16 — All other artists move in — 7 a.m. to 6:30 p.m. • Thursday, March 17 — All artists complete set-up by 2 pm. "Sneak Preview" by invitation only is from 3 pm to 6:00 p.m. • Friday, March 18 — Festival opens from 10 a.m. to 6 p.m. • Saturday, March 19 — Festival is open from 10 a.m. to 6 p.m. • Sunday, March 20 — Festival is open from 10 a.m. to 4 p.m. Tear down begins. Exit Campus at 8 pm. • Monday, March 21— Tear down continues from 7 am to 6 pm. • Tuesday, March 22 — Tear down is completed. Fences removed. • Wednesday, March 23 — Repair and restoration of Campus begins. 3. We anticipate hosting 240-260 artists who will require 300+ booths. (Some artists require more than one booth due to large work.) In past years we have required 6 food booths, 2 wine booths, 2 beer booths, and approximately 6 food vendors using carts. tantil we have our meetings with The Kaiser Group and other caterers 101d Town, we will not be sure of the size of their booths. Due to the close proximity of the Civic Center to Old Town, the food may be prepared elsewhere and only delivered to the festival grounds for serving. We will also need to speak to the Health Department regarding the status of the kitchen in the Senior Center. 4. Times of festival activities are now shown under #2. )2 58 5. Conceptual Planning of Activities is: We would like to introduce the community to the concept of Ante de Tiza (sidewalk chalk art). Throughout Europe, and especially in Italy, street painting has been recorded since the 16t' Century and is considered an important popular art form. The Foundation would hire professional Master Street Painters to come to the La Quinta Boys & Girl's Club prior to festival to teach the children about this style of painting. The children would then come and paint designated sidewalks on Avenida La Fonda and Calle Tampico with their own style of original work. Street painting is a performance art — when you leave you take your memories and impressions with you. It is not permanent. It is vulnerable to the elements and will disappear in 2 to 3 days. As a few council members were concerned about the web fence, we would also like to explore the idea of having the 4t' and 5"' graders that we teach in Making Friends with Great works of Aft create artworks on white vinyl that we could attach to the green fence cover. This art would be identified by the name of the school and the student's instructor. Not only would this add a visual art component to the festival but also it would add a positive element to the fencing. It would also create enthusiasm within the community and students could encourage their parents to come to La Quinta and view their masterpieces. These two projects would involve more children with La Quinta Arts Festival than ever before. On Thursday, March 17t' the festival will only be open for a "Sneak Preview" from 3 — 6:00 pm. This "invitation only" event is a benefit of sponsorship or being a member of La Quinta Arts Foundation. Invitations are also sent to the Artist's clients who have purchased from the Artists over the past years. This event will feature food and wine tasting from La Quinta restaurants. Live music will be played in the amphitheatre and the guests will have the first opportunity of viewing the festival and purchasing art before the festival is open to the public. (This idea came from our Artist Advisor committee members who claim it is extremely successful in Sausalito and in Chicago.) 6. Organizations that we hope would plan to be involved with the festival for a greater sense of community spirit would be La Quinta Rotary, Friends of Senior Center, La Quinta Chamber of Commerce, Silver Rock Resort (as we will be using their parking and shuttling) and Key Club. In closing, for the past 23 years, proceeds from La Quinta Arts Festival have allowed La Quinta Arts Foundation to provide much needed services to our 53 59 community on a daily basis. The success of the Festival over the years has driven the expansion of the following programs: Each year over 15,000 school age children receive award winning arts education instruction from La Quinta Arts Foundation. Making Friends with Great Works ofArttaught in local elementary schools in DSUSD and CVUSD fills a need created by the serious depletion of state funds allocated to arts education in the public schools. Youth Art Works attempts to reach underserved youth and channel energies to creating public art. This past February YAW students completed a mural at Eisenhower Medical Center. In partnership with local social service agencies, LQAF provides underserved young children with hands-on art instruction through Young atArt. In the La Quinta, Indio and Coachella Boys and Girls Clubs, La Quinta Arts Foundation provides and underwrites the costs of the instructor, art supplies and materials for the 1,500 children, three to four days per week after school and during summer recess. Art Beattransports students from culturally underserved areas to Southern California's art museums, galleries and studios. 1,000 students benefit from this experience annually. Scholarships. Since 1984, 317 students pursuing secondary education in the arts and related fields of study - architecture, design, illustration, and photojournalism, have been awarded over $640,000 in scholarships. Master Series Workshops, Museum Tours and lectures are offered by the Foundation for continuing education and cultural enrichment to adults and seniors in the Coachella Valley. All of the aforementioned programs are integral to our desert community, and the success of La Quinta Arts Festival is vital to their continuation. It is so important for everyone to realize when they purchase an admission ticket, a soft drink or a unique piece of art at the Festival; they are supporting these programs and our outreach to the Coachella Valley. 54 59 Exhibit 4 IG O a O a� Q �r O 0 N t0 N 0 O `? 0 O O to 0 O V N .- o O V o0 ehco g O m o O O e- 0 O O 0 O O N 0 O O � 0 O W 0 O I� 0 O W e- 0 N V 0 W W c W c -� LU O :3 J `a ; v W ►- c O F- d G o ° o C J c U v N LLJ L1. v > F- a�'i O a O '� U) o c V '� c Q N W C Z' N U N Q t N 'm U. O w O m � o w c m cis CMO � N O .. a- vi U d L O N�. O O` O Y V C + N Q Q J O m U Q O u- �. is IL c. coN H C co r- J O w IL CL Q � G � aO v cCIO Z O z jco a co 60 W U)M O a O w n 9 O O O et O N O M O f� O O e= O � e- O N I� O � O �! M O O N O QO O O q-- O O T- U) c a) o W E o Va `' J o. W = Q a "a > U) x O J 3 c Q W U)p a u F- c a� U) o U. +) U) a� c j O 0 O U N C N 7 C t Q a. LL LL Q J n- (� W (o J a. J a O w a a a 0 a O m CD Z C Z a N a N co O O N 00 �6co 61 ui Vi aN O w IL O 0 0 0 0 N o c� o 0 0 eh 0 M o e- g ti o ago o W) M N ao 0) CV) > z O F- CLui o W t c tL N LL 0 a O J > W a s N o N W U) aa)0. Z aNi o a� N x O (/� aX w W N N n O cv L1 3 cl a ` 0 rn U 0 0 a t� rn ,?' m clie a N N 0 � N 00_ C J a. 0- 0-1 (o _� (n LL W w Q v J Q O w a IL a Q N O c1r) m r' lot Z o o _ N Z 00 a J co 62 Exhibit 5 QUINTA ARTS FOUNDATION 95-3842968 - OW No.1545-0047 Fohm 990 Return of Organization Exempt From income Tax 2002 on ti01(c), 62'f, or 4847 a 1 of �) (except ,.,..,... Under section ()l) Revenue Code ex black lung : . / benent trust or 5}! p{a wbnrnt of the Tropp.awry The organimflon may have to use a copy of this rdum to sandy state reporting rocryirements• :. ::::.:.................. MEarnal Rwwwe Service , A For the 2002 calendar year, or tax 7 / 1 , 2002, and ending 6 / 3 0 so 0 3 ame of organization D Employer idantllicatlon rNnrlber B c QUINTA ARTS FOUNDATION Address change 9 5— 3 8 4 2 9 6 8 Name age printumber and street (or P.O. boot ff mail is not deliveredb scrod widress) Eor Roomisuits E Telephone rtunlbarO. 760-564-1244 BOX 777 Initial return Final return or town. state or courMry, and ZIP + 4 Cj F Accounung msitod:Cash Accx�l QUINTA CA 92253 Amended return other (special ► H and I are not applkable to section 527 orpaNzadbne. Application pending a Section 5lM(cx3) organizations and 4W(a)(1) nonexempt charitable trusts must attach a completed Schedule A (Form 990 or 990-M H(a) Is this a group return for al6liatss? Yes ® No H(b) K 'Yes,* enter number of affiliates ► G Web site: ► 1 H(c) Are all affiliates included? Yes No J Organization type (check only one) ► Q 501(c) ( 3 ) (insert no.) ❑ 4947(a)(1) or 11 527 (If "No," attach a list. See instructions.) organ¢atio K Check here ► Q if the organization's gross receipts are normally net more than $25,000. The n H(d) Is this a separate return filed by an o this a son covered return a group ruling? Yes No need not fib a return with the IRS; but if the organization received a Form 990 Package in the mail, it should file a return without financial dda. some states require a complete return. I Enter 4-digit GEN ► M Check ► if the organization is not required to attach L Gross receipts: Add lines 6b, f3b, 9b, and. lob to 1 ine 12 0-1, 5 9 6 , 401 Sch. B(Form 990, 990-EZ, or 990-P . t# Revenue, Expenses, and Changes in Not Assets or Fund Balances See pag e 17 of the instructions. 1 Contributions, gifts, grants, and similar amounts received: a Direct public support ............................... 1a 70,804 b Indirect public support .............................. 1b 1c 100, 000 .::>:......: c Government contributions (grants) d Total (add lines 1 a through 1 c) (cash $ 17 0 , 8 0 4 noncash $ ) 1d 170,804 2 2 Program service revenue including government fees and contracts (from Part VII, line 93) 814r 515 3 3 Membership dues and assessments ........................................ 91,550 4 531 4 Interest on savings and temporary cash investments ............................ 4 5 Dividends and interest from securities ....................................... 5 6a Gross rents ...................................... 6a b Less: rental expenses .............................. 6b c Net rental income or (loss) (subtract line 6b from line 6a) ........................ 7 7 Other investment income (describe ► 8a Gross amount from sales of assets securities other 515,000 other than inventory ............... 8a 8b 1131 7 81 b Less: cost or other basis and sales expenses .. c Gain or (loss) (attach schedule) ...... 8c 4 01 219 .... 8d 4 01219 d Net gain or (loss) (combine line 8c, 'columns (A) and (B)) ........................ 9 Special events and activities (attach schedule) a Gross revenue (not including $ of contributions reported on line 1a) ..................... 9a b Less: direct expenses other than fundraising expenses ..... 9b c Net income or (loss) from special events (subtract line 9b from line 9a) .............. 9a 10a Gross sales of inventory, less returns and allowances ...... 10a 110b b Less: cost of goods sold ............................ c Gross profit or (loss) from sales of inventory (attach schedule) (subtract line 10b from fine 1Oa) 100 11 Other revenue (from Part VII, line 103)...................................... 11 1, 4 8 2 ; 619 12 12 Total revenue add lines 1 d, 2, 3, 4, 5, 6c, 7, 8d, 9c, 10c, and 11 ................. 13 Program services (from line 44, column (B)).................................. 13 696,50 5 14 „ 14 Management and general (from line 44, column (C)) ............................. 147,859 15 15 Fundraising (from line 44, column (D))...................................... 20,257 16 16 Payments to affiliates (attach schedule) ...................................... 8 64__r 621 17 17 Total see add lines 16 and 44, column A ................. M 18 Excess or (deficit) for the year (subtract line 17 from line 12) ...................... 18 617,998 1299 19 Net assets or fund balances at. beginning of year (from line 73, column (A)) .......... 21506,209 20 Other changes in net assets �ot-Jund balances (attach explanation) ................. 21 Net assets or fund balances at. end of year (combine lines 18, 19, and 20) ............ 21 3r124,207 For Paperwork Reduction Act Notice, see the separate instructions. Form 990 (2m ISA 3'fFMO23f.1 A . LA QUINTA ARTS FOUNDATION 95-3642968 pop 2 Form M (2002) Statement of All organizations must mnpft column (A). Columns (8), (C), and p) are required for section 5o1(c)(3) ana (4) organmmw ana gob- _ -- -- ..^w,., ead71w, l e wAmm* &ait" tusk but ootional for otf m. (See loge 21 of the in*UCtions.) runumvnxs r.� .■�.� ----- - Do not include amounts reported on line 6b, 8b, 9b, 1015, or 16 of Part 1. (attach schedule) e du le 22 Grants andallocations) 0 ncash ... 'vid ua Is a tach schedule) ed ule ividuals ) 's n ce to ind(at 23 Specific e cific assistance si to le (attach schedule) a 24 Benefits paid to or for members( ) 25 Compensation of officers, directors, etc......... 26 Other salaries and wages ................... 27 Pension plan contributions .................. 28 Other employee benefits ................... 29 Payroll taxes ............................ 30 Professional fundraising fees ................. 31 Accounting fees .......................... 32 Legal fees .............................. 33 Supplies ................................ 34 Telephone .............................. 35 Postage and shipping ...................... 36 Occupancy .............................. 37 Equipment rental and maintenance ........... 38 Printing and publications ................... 39 Travel .................................. 40 Conferences, conventions, and meetings ....... 41 Interest ................................ 42 Depreciation, depletion, etc. (attach schedule) ... 43 Other expenses not covered above (itemize): a b SCHEDULE (A) Total (Bm - M MoNgernwo and gwwal (D) Fundraising 22 23 ,643 1216 4 3 1 21 643 24 25 26 27 26 29 30 31 32 33 34 35 36 37 38 39 40 41 42 101027 10,027 43a 43b 732,951 574,862 137 832 20,257 c 43c d 43d e 43e 44 Talal f umdonsel agmsss (add lines 22 through 43). ftwOmdans ca, viutir►srcokows(8).(DI oM�llhNbadstos13-M ... 44 864, 621 696, 505 147, 859 20, 257 Joint Costs. Check ► ❑ if you are following SOP 98-2. Are any joint costs from a combined educational campaign and fundraising solicitation reported in (B) Program services? ............ ON. ❑ Yes ® No If 'Yes," enter (1) the aggregate amount of these joint costs $ ; (ii) the amount allocated to Program services $ , (iii) the amount allocated to Management and general $ ; and (iv) the amount allocated to Fundraising $ -- /Qee n7Ae •id of fho inem irtinns 1 r w;11— ; WWI ■ awl ■ smogs �* .... --- - What is the organization's primary exempt purpose? ► PROMOTE THE FINE ARTS P�"""s'"r10e All organizations must describe their exemptse achievements in a near and concise manner. State the number of clients served, publications Pub (R":.dfor sot(0s) ■a (4) issued, etc. Discuss achievements that are not measurable. (Section 501(c)(3) and (4) organizations and 4947(a)(1) nonexempt charitable trusts «�., ■ad,w7lax,l vustr ed must also enter the amount of grants and allocations to others. opww for °A'l THE_ORGANIZATION SPONSORS AND VARIOUS COMMUNITY ART a _OPERATES RELATED EVENTS CONDUCTS ART_CLASSES_AND PROVIDES SCHOLARSHIPS ------------------------ Gran----llocations -$--------------- ts and 696,505 b------------------------------------------------------ ------------------------------------------------ ------------------------------------------------------ Grants and allocations $ c------------------------------------------------------ ------------------------------------------------------ ------------------------------------------------------ (Grants and allocations $ d------------------------------------------------------ --------------------------------------------- ------------------------ - Grants and allocations $ ---_ m r*hor nrnnrnm cprvinas (attach schedule) (Grants and allocations $ f Total of Pro©ir rn Service Expenses (should equal line 44, column (B), Program services) ............ ► 6 9 6, 5 0 5 " q Form 990 (2000 ' " sTF FErn 923F.2 �i 4 LA QUINTA ARTS FOUNDATION 95-3842968 Paps 4 Form M (2M Reconciliation of Revenue per Audited ......... Financial Statements with Rev�enus Per Return See page 26 of the instructions. a Total revenue, gains, and other support Per 9 .: audited ffinancialstatements .......... ► , b Amounts included on line a but not on line 12, Form 990: (1) Net unrealized gains on investments ..... S (2) Donated services and use of facilities ..... $ (3) Recoveries of prior <>< year grants ........ _ (4) Other (specify): Reconciliation of Expenses per Awifta Financial Stets rents with Expenses per Return a Total expenses and losses per audited financial statements ...... ► b Amounts included on line a but not on line 17, Form 990: (1) Donated services and use of facilities . $ (2) Prior year adjustments reported on fine 20, Form 990 ......... S (3) Losses reported on line 20, Form 990 ... $ (4) Other (specify): $ _................ . ... $ ......... ;b: Add amounts on lines (1) through (4) ► b Add amounts on lines (1) through (4) ► : c 360,144 c Line a minus line b.... ........ ► c 9 7 8, 142 a Line a minus line b ............. ► M. in I uded on line1 unts incl d Amounts 2, e1 7 "ncl ud ed on line d Am 0 unt st r Form 990 but not onIM e a: Form 990 but not onlinea: ses to expenses ( 1 In ve stm enxp v (1) In estm en t expenses se s s not included on line ded on line not included 6b Form 99 6 Form 990 ...... $ b 2 Other r(specify): N T NST TE D AGAIS NETTED 2 Other (specify): T T ED AGAINST NETTED REV. 5 04 4 77 PRO G � S :;:: >::::::::;;>:.;;;;: ..:d.. _ ;: ;:;: >:;;:>;<;;;;>::;:: RE V504,477 ROG....... s .....,...:......................... . ... 5 0 4 4 7 7 Add amounts on lines (1) and (2) .. ► 5 0 4 , 4 7 7 Add amounts on lines (1) and (2) .. ► d _elf 4 8 2., 619 e Total revenue per line 12, Form 990 d) ► a Total expenses per line 17, Form 990 (line c plus line d) ............. ► e 864,621 (line c plus line .............. p List of Officers, Directors, Trustees, and Key Employees (List each one even if not compensated; see page 26 of ire msuucmwns. (A) and address (8) TMe and average tours per week devoted to position (C) Compensation (if not pad• a .0.) lol Cainhdau to m,ony� b pqm 3 ddwW cMV d M (E) Expense count end other auowanoss SCHEDULE --------- ___________ TOTAL HR.1 662 0 0 0 - - - - - - - - - - - - - - - - - - - - - - - - --------------------------- --------------------------- --------------------------- --------------------------- 75 Did any officer, director, trustee, or Joey employee receive aggmggte comperogm of more than $100,000 from your organization and aA related organizations, of which more than $10,000 was provided by the related orgarraatiom? ....................... ► Yes ®No nn If 'Yes," attach schedule — see page 26 of the instructions. 'J Form 990 (2 M S TF FED1MF.4 65 LA QUINTA ARTS FOUNDATION 95-3842968 Pape 5 Form m (2002) Other Information See page 27 of the instructions.)Yes 76 ' Did the organization engage in any activity not previously reported to the IRS? If "Yes," attach a detailed demon of each adivity .... 77 Were any changes made in the organizing or governing documents but not reported to the IRS? ........... 76 NO X 77 X If "Yes," attach a conformed copy of the changes. 78a Did the organization have unrelated business gross income of $1,000 or more during the year covered by this return? ............ b If "Yes," has it filed a tax return on Form 990-T for this year? ...................................... 78 Was there a liquidation, dissolution, termination, or substantial contraction during the ym ff "Yes," attach a statement ........... 80a Is the organization related (other than by association with a statewide or nationwide orlon) through common membership, governing bodies, trustees, officers, etc., to any other exempt or nonexempt organization? ............................. 78a X 78b NIA 78 / :;.X;: b If "Yes," enter the name of the organization ► and check whether it is ❑ exempt or ❑ nonexempt. 81a Enter direct or indirect political expenditures. See line 81 instructions ........... 81a b Did the organization file Forrn 1120-POL for this year? .......................................... 82a Did the organization receive donated services or the use of materials, equipment, or facilities at no charge or at substantially less than fair rental value? ................................................... . 81b X 82a X "Yes," e value of these items here. Do not include this amount b If Yes, you may indicate th as revenue in Part I or as an expense in Part II. (See instructions in Part III.) ..... 82b 83a Did the organization comply with the public inspection requirements for returns and exemption applications? .. b Did the organization comply with the disclosure requirements relating to quid pro quo contributions? ........ 84a Did the organization solicit any contributions or gifts that were not tax deductible? ...................... b If "Yes," did the organization include with every solicitation an express statement that such contributions or gifts were not tax deductible? .......... ..•..•.•.••.•...................•••• 85 501(c)(4), (5), or (6) organizations. a Were substantially all dues nondeductible by members? ............. b Did the organization make only in-house lobbying expenditures of $2,000 or less? ...................... If "Yes" was answered to either 85a or 85b, do not complete 85c through 85h below unless the organization received a waiver for proxy tax owed for the prior year. 83a X 831b X ..... . 85a / 85b / :.:.:;. ::.:.:::.........::.:............ c Dues, assessments, and similar amounts from members .................... 85c 6dd Section 162(e) lobbying and political expenditures ........................8 e Aggregate nondeductible amount of section 6033(e)(1)(A) dues notices ......... 85e . :. :. . f Taxable amount of lobbying and political expenditures (line 85d less 85e)........ 85f g Does the organization elect to pay the section 6033(e) tax on the amount on line 85f? ................... h If section 6033(e)(1)(A) dues notices were sent, does the organization agree to add the amount on line 85f to its reasonable estimate of dues allocable to nondeductible lobbying and political expenditures for the following taxyear?........................................................... .................. .......................... >: 8 >>::»:» / 85h / nter. a Initiation fees and ca ital contributions included on line 12 862 86 501(c)(7) orgs. E P b Gross receipts, included on line 12, for public use of club facilities ............. 86b <»<>.:<:«:.>{:<;;<:>:.....:::;: 87 501(c)(12) orgs. Enter: a Gross income from members or shareholders ......... 87a b Gross income from other sources. Do not net amounts due or paid to other sources against amounts due or received from them.) 87b .. 88 At any time during the year, did the organization own a 50% or greater interest in a taxable corporation or partnership, or an entity disregarded as separate from the organization under Regulations sections 301.7701-2 and 301.7701-3? If "Yes," complete Part IX ................................................... 88 X osed on the or r. Enter Amount of tax imposed organization during the year under 89a 501(c)(3) organizations. Ent p 9 section 4911 ► ; section 4912 ► ; section 4955 ► b 501(c)(3) and 501(c)(4) orgs. Did the organization engage in any section 4958 excess benefit transaction during the year or did it become aware of an excess benefit transaction from a prior year? If "Yes," attach a statement explaining each transaction .................................................. ............. c Enter. Amount of tax imposed on the organization managers or disqualified persons during the year under sections 4912, 4955, and 4958....................................................... ► I 881b X d Enter. Amount of tax on line 89c, above, reimbursed by the organization ....................... ► 80a List the states with which a copy of this return is filed ► b Number of employees employed in the pay period that includes March 12, 2002 (See instructions.) I 80bi 91 The books are in care of ► CHR I S T I SALAMONE Telephone no. ► 7 6 0 — 5 6 4 —12 4 4 Located at ► P.O. BOX 777 LA QUINTA, CA ZIP + 4 ► 92253 92 Section 4947(a)(1) nonexempt charitable trusts filing Form 990 in feu of Fam 1051— Check here .................. No. ❑ and enter the amount of tax-exempt interest received or accrued during the tax year .......... ► 82 Form990 (2002) �n STF FEM VMF.5 ` ' 1 LA QUINTA ARTS FOUNDATION 95-3842968 POP Form 990 (2002) Anal 's of Incoms-Producin Activi 'es 31 or the msovcaons. Unwed �11°ss income seciu �' 101 s�z, sus, a 514 M Related or am. pt function income Nabs: Enter gross amounts unless otherwise indicated. 93 Program service revenue: a STATEMENT ATTACHED Business code ant (C) Exclusion code (C) Amount 814 515 b c d e f Medicare/Medicaid payments ............... g Fees and contracts from government agencies .. 94 Membership dues and assessments.......... 95 Interest on savings and temporary cash investrtlents ..... 96 Dividends and interest from securities ........ 97 Net rental income or (loss) from real estate: a debt -financed property .................... b not debt -financed property ................. 98 Net rental income or (loss) from personal property ...... 99 Other investment income .................. 100 Gain or (loss) from sales of assets other than inventory ... 101 Net income or (loss) from special events ...... 102 Gross profit or (loss) from sales of inventory .. . 103 Other revenue: a b 91 5 5 0 4 531 =:..... ; ..- 401,219 c d e IDA subtotal (add columns (B), (D), and (E)) ...... ' ::-: 711,311,815 105 Tatal (add line 104, columns (B), (D), and (E))...................................... W L , 3 i i , 01 J Nate: Line 105 plus line 1 d, Part 1, should equal the amount on line 12, Part 1. A tt: Relationshipof Activities to the Acco lishrnent of ExemptPurposes See 32 of the instructions. Line No. Explain how each activity for which income is reported in column (E) of Part VII contributed importantly to the accomplishment V of the omanization's exempt purposes (other than by providing funds for such purposes). Information Regarding Taxable Subsidiaries and Disregarded Entities see a 32 of the instructions. C (0) Name address, and EIN of corporation, Percentage of Nature of actiAles Total income E oartnershiD. or disrenarded entity I ownership interest °y6 Information Regarding Transfers Associated with Personal Benefit Contracts (see page 33 of the instructions.) (a) Did the organization, during the year, receive any funds, erectly or indirectly, to pay premiums on a personal benefit contract? ...... Yes X No s direct) or indirect) on a personal benefit contract? ... H Yes No (b) Did the organization, during the year, pay premiums, y x Note: If "Yes" to (b), frle Form 8870 and Form 4720 see instructions). Under penalties of peryu that I have is return, including accompanying schedules and statements. and to the best of my knowledge and belief, it is true, co nd c e. Declarati or (other than officer) is based on all information of which preparer has ny knowledge. Please Sign ' Signature of office)E14 Date Here �Ce 4 aj Type or print name and title. Date Check if Preparers SSN or PTIN (see Gen. Inst W) sigrwnaturture Pad P's' 111/11/03 ► El059-36-6534 PrepArr S Firm's name (oryo rs ROBERT TE TA AN ACCOUNTANCY CORP EIN ► 95 —3 68 5 4 38 � Only itself -employed), � address, and ZIP+4 82-632 HWY 111 STE B-1 INDIO CA 92201 Phoneno.► 760-347-3665 Form 990 (2000) SWFMWMF.e 67 LA QUINTA ARTS FOUNDATION 95-3842968 SCHEDULE A Organization Exempt Under Section 501 (c)(3) OW No._ (Form M or M4EZ) (EwqA Private Foundation) and section Mi(e), 501M 501(k), 501(n), or section 4947(a)(1) Nonexempt ChWW"9 Trull 2002 DWOU-M dvieTressury sw IM! Wo IFIJFF 16110011110M sups hwb inte --'Rswww*Swwi= I Pop MUST be cmpkftd by the above andauffiral P'todwdrForm990or9904EZ I Nwrw of the orlon IA Idertitkaltion fuxnbW IA QUINTA ARTS FOUNDATION 95-3842968 Convensation of the Five Wghest Paid Employees 0dw Than Officers, DiroaWmg and Trustees (See page I of the instructions. List each one. if there are none, enter "None.) (d) Contrftons to b(0) Experne (a) Nam and address of each employee paid more (b) TM ww swerve hours -- I W Compensation lemployee bwWR PhM & account and other than $50A00 I per week devoted to position ddwred compwwkoon I allowances CHRISTI SALAMONE --------- I EXECUTIVE DIRECTOR I RANCHO RIPA19f f CA7 40 HRS. 80r000 ... ..... Total number of of employees paid ....... .. ........... X7 0 over $50, 000 .......................... t-Pmrilt'.1 Conzonsation of the Five Kghest Paid Independent Contras rs for Professional Services (See page 2 of the instructions. List each one (wnetner inaiviagais or Tirm5). ii mai v t1i U i wi ic 01 ILWI FMWI 11W- I (a) Name and address of each independent contractor paid more than $50,000 (b) Type of service (c) Compensation NONE------------------------------------ ---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------- Total number of others receiving over $50,000 for professional services ►.................... oil ....... . For Paperwork Reduction Act Notice, see the instructions for Form 990 and Form 9904M Schedule A (Form 990 or 990-M ISA STFFED19W.1 68 Schedule A (Form 990 or 9WEZ) 2002 LA QUINTA ARTS FOUNDATION 95-3642968 Pans 2 Statements About Activities (See page 2 of the instructions.) Yes I No 1 During the year, has the organization attempted to influence national, state, or local legislation, including any attempt to influence public opinion on a legislative matter or referendum? If "Yes," enter the total expenses paid or incurred in connection with the lobbying activities ► $ (Must equal! ==xints on Ile 38, X Part VIA or line I of Part VI-B.)............................................... ............. Organizations that made an el ection under section 501(h) by filing Form 5768 must complete Part VI -A. Other • " VI-B AND attach a statement giving a detailed description of organizations checking Yes, must complete Part the lobbying activities. either direct) or indirectly, engaged in any of the following acts with any 2 During the year, has the organization, Y Y officers creators ke substantial contributors, trustees, directors, Y employees, or members of their families, or such erson is affiliated as an officer, director, trustee, majority with any taxable organization with which any p t e answer to an uestion is "Yes, " attach a detailed statement explaining owner, or principal beneficiary? (If he y q the transactions.) " .' ' a Sale, exchange, or leasing of property?...................................................... 2a X b Lending of money or other extension of credit? ......................................... ........ 2b X c Furnishing of goods, services, or facilities?................................................... 2c X d Payment of compensation (or payment or reimbursement of expenses if more than $1,000)? .............. 2d X e Transfer of any part of its income or assets? ......................................... ......... 2e X 3 Does the organization make grants for scholarships, fellowships, student loans, etc.? (See Nate below) ..... 3 X 4 Do you have a section 403(b) annuity plan for your employees? .................................... 4 X ow the o anization determines that individuals or organizations receiving Note: Attach a statement to explain h rg grants or loans from it in furtherance of its charitable programs 'qualify"' to receive payments. Reason for Non -Private Foundation Status (See pages 3 through 5 of the instructions.) The organization is not a private foundation because it is: (Please check only ONE applicable box.) 5 ❑ A church, convention of churches, or association of churches. Section 170(b)(1)(Axi). 6 ❑ A school. Section 170(b)(1)(A)(ii). (Also complete Part V.) 7 ❑ A hospital or a cooperative hospital service organization. Section 170(b)(1)(A)(iii). 8 ❑ A Federal, state, or local government or governmental unit. Section 170(b)(1)(Axv). 9 ❑ A medical research organization operated in conjunction with a hospital. Section 170(b)(1)(A)(iii). Enterthe hospital's name, city, and state ► 10 ❑ An organization operated for the benefit of a college or university owned or operated by a governmental unit. Section 170(b)(1)(A)(iv). (Also complete the Support Schedule in Part IV -A.) 11a ❑ An organization that normally receives a substantial part of its support from a governmental unit or from the general public. Section 170(b)(1)(A)(vi). (Also complete the Support Schedule in Part IV -A.) 11b ❑ A community trust. Section 170(b)(1)(A)(vi). (Also complete the Support Schedule in Part IV -A.) 12 ® An organization that normally receives: (1) more than 3W13% of its support from contributions, membership fees, and gross receipts from activities related to its charitable, etc., functions — subject to certain exceptions, and (2) no more than 3W13°A of its support from gross investment income and unrelated business taxable income (less section 511 tax) from businesses acquired by the organization after June 30, 1975. See section 509(a)(2). (Also complete the Support Schedule in Part IVA.) 13 ❑ An organization that is not controlled by any disqualified persons (other than foundation managers) and supports organizations described in: (1) lines 5 through 12 above; or (2) section 501(c)(4), (5), or (6), if they meet the test of section 509(a)(2). (See section 509(a)(3).) Provide the following information about the supported organizations. See page 5 of the instructions. (a) Name(s) of supported organization(s) (b) Line number from above 14 ❑ An organization organized and operated to test for public safety. Section 509(a)(4). (See page 5 of the instructions.) Schedule A (Form 990 or 9904EZ) MM 9 SW FM MF.2 LA QUINTA ARTS FOUNDATION 95-3842968 Pane 3 Schedule A (Form 990 or 990-M 20M Support Schedule (Complete only if you checked a box online 10, 11, or 12.) L11m cwhi method & Nobs: You may use the worksheet in the instructions for convertin from the accrual to the cash method of account►n . Calendar r or fiscal r beginningin ... ► (a)2001 b 2000 c 1999 1998 a Total 281,232 236, 992 1, 114, 852 2, 052, 343 15 Gifts, grants, and contributions received. (Do not include unusual rants. See line 28. 419, 267 16 Membershipfees received ............... 15 8 , 010 212 , 7 81 18 9, 4 31 174,158 734,380 17 Gross receipts from admissions, merchandise sold or services performed, or furnishing of facilities in any activity that is related to the or anization's charitable, etc., ur ose ...... 95 5 4 7 3 939 964 11017,671 7 0 2, 8 0 8 3,615,916 18 Gross income from interest, dividends, amounts received from payments on securities loans (section 512(a)(5)), rents, royalties, and unrelated business taxable income (less section 511 taxes) from businesses acquired b the organization after June 30, 1975 ..... 14, 435 39, 502 28, 016 31, 309 113, 262 19 Net income from unrelated business activities not included in line 18 20 Tax revenues levied for the organization's benefit and either paid to it or expended on its behalf....... . 21 The value of services or facilities furnished to the organization by a governmental unit without charge. Do not include the value of services or facilities generally furnished to the public without charge . ....................... 22 Other income. Attach a schedule. Do not include gain or loss from sale of capital assets 23 Total of lines 15 through 22............... 11547,185 1, 473, 479 11 472,110 2, 023, 127 6, 515, 901 24 Line 23 minus line 17 ................... 591,712 533, 515 454, 439 1, 320, 319 21899,985 25 Enter 1% of line 23. 15, 472 14, 735 1 ................ 4, 721 20, 231 26 Organizations described on lines 10 or 11: a Enter 2% of amount in column (e), line 24....... ► 26a b Prepare a list for your records to show the name of and amount contributed by each person (other than a governmental unit or publicly supported organization) whose total gifts for 1998 through 2001 exceeded the amount shown in line 26a. Do not file ............................... this list with your r+etum. Enter the total of all these excess amounts .................................... ► 26b c Total support for section 509(a)(1) test: Enter line 24, column (e) ............................. ► 26c d Add: Amounts from column (e) for lines: 18 19 <> 22 26b .............. ► 26d e Public support (line 26c minus line 26d total) ............................................ ► 26e f Public support percentage (line 26e (numerator) divided by line 26c (denominator)) .......... ► 26f % 27 Organizations described on line 12: a For amounts included in lines 15, 16, and 17 that were received from a "disqualified person," prepare a list for your records to show the name of, and total amounts received in each year from, each "disqualified person." Do not file this list with your nitum. Enter the sum of such amounts for each year. (2001) (2000) 0 999) (1998) b For any amount included in line 17 that was received from each person (other than "disqualified person,), prepare a list for your records to show the name of, and amount received for each year, that was more than the larger of (1) the amount on line 25 for the year or (2) $5, 000. ( Include in the list organizations described in lines 5 through 11, as well as individuals.) Do not file this list with your netum. After computing the difference between the amount received and the larger amount described in (1) or (2), enter the sum of these differences (the excess amounts) for each year: (2001) (2000) (1999) (1998) - a Add: Amounts from column (e) for lines: 15 2, 052,343 16 734,380 17 3, 615, 916 20 21 .............. ► 27c 6 402 639 d Add: Line 27a total. and line 27b total .. ........ • • • • • • ► 27d e Public support (line 27c total minus line 27d total) ......................................... ► 27e 6 402t 639 9 ... f Total support for section 509(a)(2) test: Enter amount from line 23 , column() P.27f 5 15 0 1 g Public support peke (line 27e (numerator) divided by line 27f (denominator))........... 10. 27 98.26 % h Investmert income percentage (line 18, column (e) (numerator) dividsd by Ikre 27f (dwWrator)).................. ► I 27h 1 1.74 % 28 Unusual Grants: For an organization described in line 10, 11, or 12 that received any unusual grants during 1998 through 2001, prepare a list for your records to show, for each year, the name of the contributor, the date and amount of the grant, and a brief description of the nature of the grant Do not file this list with your return. Do not include these grants in line 15. Sct hde A (Form 990 or 990-M 2002 STF FED MF.3 7 0 j LA QUINTA ARTS FOUNDATION 95-3842968 ' . Pape 3 Form NO (2002) # Balance Sheets (See page 24 of the instructions.) _ Note: Where requied, attached schedules and amow►ts w1thh the deschioWn column should be for end -of -year amowrts only 46 Cash — non -interest -bearing ..................... • ....... • • • 46 Savings and temporary cash investments ....................... End of)year 956,842 Beginningof year 45 429837 46 _ 47a Accounts receivable .................. 47a b Less: allowance for doubtful accounts ..... 4Tb <>< 4c .,..; a51c 10 a a ................. . 48a Pledges receivable ................... 48a .... b Less: allowance for doubtful accounts . 48b 49 Grants receivable ......................................... 50 Receivables from officers, directors, trustees, and key employees (attach schedule) .......................................... 51a Other notes and loans receivable (attach schedule) .......................... 51a b Less: allowance for doubtful accounts ..... 151b1 52 Inventories for sale or use ................................... 53 Prepaid expenses and deferred charges ........................ 54 Investments — securities (attach schedule) .... ► ❑ Cost ❑ FMV "' 48c 49 50 >> 52 53 55a Investments — land, buildings, and equipment: basis ..................... 55a b Less: accumulated depreciation (attach schedule) .......................... 55b 56 Investments — other (attach schedule) ......................... 57a Land, buildings, and equipment: basis ..... 57a 5f866,358 41,600 56 b Less: accumulated depreciation (attach schedule) .......................... S7b 69, 989 58 Other assets (describe op.) 5f626,879 53919 .57c 58 5, 796, 369 30830 0 xschedule) a :3b 59 Total assets (add lines 45 through 58) (must equal line 74) ......... 60 Accounts payable and accrued expenses ........................ 61 Grants payable ........................................... 62 Deferred revenue .......................................... 63 Loans from officers, directors, trustees, and key employees (attach ............................................... 64a Tax-exempt bond liabilities (attach schedule) ..................... Mortgages and other notes payable attach schedule 65 Other liabilities (describe ► ) 61152,235 639,621 59 60 61 784,041 67,542 3 592292 61 62 63 3 0 0 6 4 0 5 64b 65 _ ;j - 66 Total liabilities (add lines 60 through 65) Organizations re ► ❑X that follow SFAS 117, check heand complete lines 67 through 69 and lines 73 and 74. 67 Unrestricted .............................................. 68 Temporarily restricted ...................................... 69 Permanently restricted ...................................... Organizations that do not follow SFAS 117, check here ► ❑ and complete lines 70 through 74. 0 70 Capital stock, trust principal, or current funds .................... 71 Paid -in or capital surplus, or land, building, and equipment fund ...... 72 Retained earnings, endowment, accumulated income, or other funds .. a 73 Total net assets or fund balances (add lines 67 through 69 or lines 70 through 72; column (A) must equal line 19; column (B) nwst equal line 21)........................................ 74 Total liabilities and net end balances (add lines 66 and 73) Form 990 is available for public inspection and, for some people, serves as the particular organization. How the public perceives an organization in such cases may return. Therefore, please make sure the return is complete and accurate and fully describes, accomplishments. 3 6 4 6 0 2 6 66 31659,834 1 820 849 1 303358 3 12 4 2 0 7 6,784f041 of information about a presented on its programs and V 459 366 < >: 67 2 0 4 6 843 68 69 <>< 70 71 72 2 5 0 6 2 0 9 ' 73 r-6,152 , 2 3 5 primary or sole source be determined by the in Part III, the 74 information organization's STF FED MF.S 71 LA QUINTA ARTS FOUNDATION 95-3842968 SdwW,ie A (Form 990 or ssa.ez) 20M Pace 4 priva% School Questionnaire (See page 7 of the instructions.) (To be complebd ONLY by schools that checked the box on line 6 in Part Yes I No 29 Does the organization have a racially nondiscriminatory policy toward students by statement in its charter, bylaws, other governing instrument, or in a resolution of its governing body? .......................... 30 Does the organization include a statement of its racially nondiscriminatory policy toward students in all its brochures, catalogues, and other written communications with the public dealing with student admissions, programs, and scholarships? . • • • • • .... 31 Has the organization publicized its racially nondiscriminatory policy through newspaper or broadcast media during the period of solicitation for students, or during the registration period if it has no solicitation program, in a way that makes the policy known to all parts of the general community it serves? ................... If "Yes," please describe; if "No," please explain. (If you need more space, attach a separate statement.) 32 Does the organization maintain the following: a Records indicating the racial composition of the student body, faculty, and administrative staff? ............ b Records documenting that scholarships and other financial assistance are awarded on a racially nondiscriminatory basis? .............................................. c Copies of all catalogues, brochures, announcements, and other written communications to the public dealing with student admissions, programs, and scholarships? .......................................... d Copies of all material used by the organization or on its behalf to solicit contributions? ................... If you answered "No" to any of the above, please explain. (If you need more space, attach a separate statement.) 33 Does the organization discriminate by race in any way with respect to: a Students' rights or privileges? ................................................ .............. b Admissions policies?...................................................... .............. c Employment of faculty or administrative staff? ......................................... ........ d Scholarships or other financial assistance?................................................... e Educational policies?.................................................................... fUse of facilities?....................................................... ................. g Athletic programs?....................................................... ............... h Other extracurricular activities? ............................................... ............. If you answered 'Yes" to any of the above, plem explain. (If you need more space, attach a separate statement.) 34a Does the organization receive any financial aid or assistance from a governmental agency? .............. b Has the organization's right to such aid ever been revoked or suspended? ............................ If you answered 'Yes" to either 34a or b, please explain using an attached statement. 35 Does the organization certify that it has complied with the applicable requirements of sections 4.01 through ' 4.05 of Rev. Proc. 75-50, 1975-2 C.B. 587, covering racial nondiscrimination? If "No," attach an explanation .. 135 SdhedWe A (Form 990 or 990-EZ) 20M SW FM MF.a 72 LA QUINTA ARTS FOUNDATION 95-3842968 Paps 5 Schedule A (Form 990 or 99o-M 20M (? Lobbying Expenditures by Electing Public Charities (See page 9 of the instructions.) (To be completed ONLY by an eligible organization that filed Form 5768 Check ► a 9 the organization belongs to an affilided group. Check ► b 0 if you checked "a" and 9imited control" provisions apply. (a) (b) Limits on Lobbying Expenditures Misted group To be completed totals for ALL elecft (The term "expenditures" means amounts paid or incurred.) 36 Total lobbying expenditures to influence public opinion (grassroots lobbying) .......... 36 37 Total lobbying expenditures to influence a legislative body (direct lobbying) ........... 37 38 Total lobbying expenditures (add lines 36 and 37) ............................... 38 39 Other exempt purpose expenditures ......................................... 39 40 Total exempt purpose expenditures (add lines 38 and 39)......................... 41 Lo bbying b Y in no ntaxable axabl ea am ount. .En ter the amo un t from m the followi ng tab le — nt is — — nontaxabl e amou is The lo bbying n lin e 40 g M the am tw nt on 1 �Yb'� Not over XX 09i of the amo unt on line e40................. N $500 over 000 ........................... of the excess $500 t over 1 000 000 .... $ 100 000 us 15% , no a 000 but s Over $500, � ``;..:. Over $1,000,000 but not over $1,500,000 ... $175,000 plus 100A of the excess over $1,000,000 41 excess over 1 500 000 f the $ 0 over 17 000 000 . . $2I5 000 us 5% , not a but s Over $ 1 Soo 000 , 000............................ Over 1 7 000 000 .. . 1000 ..... s .................... 42 Grassroots nontaxable amount (enter 25% of line 41) .......................... . 43 Subtract line 42 from line 36. Enter -0- if line 42 is more than line 36 ................ 43 44 Subtract line 41 from line 38. Enter -0- if line 41 is more than line 38 ................ Cautio n: there is an amount on either rme 4 30r 1►ne 44, you u mu st t fe Form 472 0. 4-Year Averaging Period Under Section 501(h) (Some organizations that made a section 501(h) election do not have to complete all of the five columns below. See the instructions for lines 45 through 50 on page 11 of the instructions.) Lobbying Expenditures During 4-Year Averaging P w iod Calendar year (or (a) (b) (c) (d) (e) fiscal veer beginning in) ► 2002 2001 2000 1999 Total 45 Lobbying nontaxable amount ............. 46 Lobbvinq ceiling amount (150% of line 45(e 47 Total lobbying expenditures .............. 48 Grassroots nontaxable amount ............ 49 Grassroots ceiling amount (150% of line 48(e 50 Grassroots lobbying expenditures .......... Lobbying Activity by Nonelecting Public Charities (For reporting only by organizations that did not complete Part VI -A) (See page 11 of the instructions. During the year, did the organization attempt to influence national, state or local legislation, including any Yes No Amount attempt to influence public opinion on a legislative matter or referendum, through the use of: a Volunteers........................................................... ......... :. . b Paid staff or management (Include compensation in expenses reported on lines c through h.) ..... ...... c Media advertisements...................................................... ..... d Mailings to members, legislators, or the public ........................................ . e Publications, or published or broadcast statements ..................................... f Grants to other organizations for lobbying purposes ..................................... g Direct contact with legislators, their staffs, government officials, or a legislative body ............ h Rallies, demonstrations, seminars, conventions, speeches, lectures, or any other means ......... i Total lobbying expenditures (Add lines c through h.).................................... .Ir If 'Yes' to any of the above, also attach a statement giving a detailed description of the lobbying activities. Schedule A (Form 990 or 990-E23 MM SrF FEM9W.s 73 LA QUINTA ARTS FOUNDATION 95-3642966 pop 6 Schedule A (Forth 990 or 990-M 2M Inforrrution Regarding Transfers To and Transactions and Relationships With Noncharitable Exempt Organizations (See page 12 of the instructions.) 51 Did the reporting organization directly or indirectly engage in any of the following with any other organization described in section 501(c) of the Code (other than section 501(c)(3) organizations) or in section 527, relating to political organizations? a Transfers from the reporting organization to a noncharitable exempt organization of. (1) Cash.............................................................. ............. (IQ Other assets.......................................................... ........... b Other transactions: (i) Sales or exchanges of assets with a noncharitable exempt organization ......................... (IQ Purchases of assets from a noncharitable exempt organization ............................... (iii) Rental of facilities, equipment, or other assets ........................................ .... (iv) Reimbursement arrangements........................................................ (v) Loans or loan guarantees............................................................ (A) Performance of services or membership or fundraising solicitations ............................ c Sharing of facilities, equipment, mailing lists, other assets, or paid employees ........................ d If the answer to any of the above is `Yes," complete the following schedule. Column (b) should always show the fair market value of the goods, other assets, or services given by the reporting organization. If the organization received less than fair market value in -nnu trancar► inn nr charinn arranoement. show in column (d) the value of the goods, other assets, or services received: 52a Is the organization directly or indirectly affiliated with, or related to, one or more tax-exempt organizations described in section 501(c) of the Code (other than section 501(c)(3)) or in section 527? ............ ► ❑ Yes ❑X No L if •ve&. " nmmni,%+c tiro fniinuAnn crhi7didia- P1 �1'V(iT� a7V V� iiV�Gf.) LWL 74 Schedule B Schedule of Contributors (Form M, M-EZ, Supplementary WbrMEMM for or 880-M lime 1 of Form 990, 9904EZ and 990-PF (see instructions1 De Mb.m. of the Trowury Name of organization T.A OUINTA ARTS FOUNDATION Organizatlon type (check one): Filers of: Form 990 or 990-EZ ® 501(c)( 3 ) (enter number) organization LA QUINTA ARTS FOUNDATION 95-3842968 OMB No.1S15.0047 2002 Emploier iderrtoncation number 95-3842968 ❑ 4947(a)(1) nonexempt charitable trust not treated as a private foundation ❑ 527 political organization Form 990-PF ❑ 501(c)(3) exempt private foundation ❑ 4947(a)(1) nonexempt charitable trust treated as a private foundation ❑ 501(c)(3) taxable private foundation Check if your organization is covered by the General Rule or a Special Rule. (Note: Only a section 501(c)(7), (8), or (10) organization can check box(es) for both the General Rule and a Special Rule — see instructions.) General Rule — ® For organizations filing Form 990, 990-FZ, or 990-PF that received, during the year, $5,000 or more (in money or property) from any one contributor. (Complete Parts I and II.) Special Rules — ❑ For a section 501(c)(3) organization filing Form 990, or Form 990-EZ, that met the 331/3% support test of the regulations under sections 509(a)(1)/170(b)(1)(A)(vi) and received from any one contributor, during the year, a contribution of the greater of $5,000 or 2% of the amount on line 1 of these forms. (Complete Parts I and II.) ❑ For a section 501(c)(7), (8), or (10) organization filing Form 990, or Form 990-FZ, that received from any one contributor, during the year, aggregate contributions or bequests of more than $1,000 for use exdusively for religious, charitable, scientific, literary, or educational purposes, or the prevention of cruelty to children or animals. (Complete Parts I, II, and III.) ❑ For a section 501(c)(7), (8), or (10) organization filing Form 990, or Form 990-E7, that received from any one contributor, during the year, some contributions for use exclusively for religious, charitable, etc., purposes, but these contributions did not aggregate to more than $1,000. (If this box is checked, enter here the total contributions that were received during the year for an exdusive/y religious, charitable, etc., purpose. Do not complete any of the Parts unless the General Rule applies to this organization because it received nonexclusively religious, charitable, etc., contributions of $5,000 or more during the year.)............................................................. ....... ► $ Caution: Organizations that are not covered by the General Rule and/or the Special Rules do not No Schedule B (Form 990, 990-EZ, or 990-P17, but they nwsf check the box in the heading of their Form 990, Form 990-Q or on line 1 of their Form 990-PF, to certify that they do not meet the Ming regtdnsments of Schedule B (Form 990, 990-EZ, or 990-PF). For Pgxw wrk Reduc*m Act NouM sae the kstnxtlons for Form 090 and Form 990-V— M STF FE0 OW-1 Schedule B (Form 990, 991MM, or 990-M 75 -qm.*d. B (Form M. 990-Q. or 990-Pn (2oO2 LA QUINTA ARTS FOUNDATION 95-3842968 pap 1 to 2 of Part i Name of �Orl T.n r)TTTNTA ARTS FOUNDATION Contributors (See Specific Instructions.) r.nwmyw WMIUMOMWWON. vv vvnnm 95-3842968 (a) No. (b) Name addross, and ZIP + 4 ( Aggregate coordirlbudons (d) Type of contribution P° Payroll Noncash (Complete Part II W there is a noncash contribution.) 1_ DAVID CHAPMAN $ 51000 78495 COYOTE CANYON LA QUINTA, CA 92253 (b) Name, address, and ZIP + 4 (a) Agg oontribudons (d) Type of contribution a O No. 2 FRANK DELANY $ 5,469 Person Payroll Nth (Complete Part II if there is a noncash contribution.) 13033 BURNS LANE REDLANDS , CA 92373 (b) Name, address, and ZIP + 4 (a) No. (c) Aggregatecontributions (d) Type of contribution 3 MIKE FEDDERLY $ 51000 Person Payroll Noncash (Complete Part II K there is a noncash contribution.) 45350 SAN LU I S REY PALM DESERT, CA 92260 (a) No. (b) Narne, address, and ZIP + 4 (c) Aggregate contributions (d) Type of contribution 4 JOAN FOSTER $ 51000 Person X Payroll Noncash (Complete Part II if there is a noncash contribution.) P.O. BOX 1202 LA QUINTA, CA 922 53 (aI No. (b) Name, address, and ZIP + 4 (c) Aggregate oonWbutions (d) Type of contribution 5 CHUCK HILLIAR $ 51000 Person Payroll Nbricash (Complete Part II if there is a noncash contribution.) 100 MENIL PLACE PALM DESERT, CA 922 60 (a) No. (b) Name, address, and ZIP + 4 (c) Aggregate con ti ibutions (d) Type of contribution 6 DONNA MARTIN $ 51000 Person payroll 14oncash Part II n there is cash contribution.) anoncash 49320 AVENIDA FERNANDO LA QUINTA, CA 9 2 2 5 3 sTF FEa+95sF.2 71 8dwdW* B (Form no, 990-E1, or 990-PF) (2M) 76 _qf+.M A B (Perm 990. 990-EZ. or 990-PF) (20M) LA QUINTA ARTS FOUNDATION 95-3842968 Page to 2 of Part 1 Name of organization T.n OTTTNTA ARTS FOUNDATION Contributors (See Specific Instructions.) Crninoyer luenuuumuvas uwly&� 95-3842968 (�) No. (b) Name, address, and ZIP + 4 (a) Aggregate contributions ( Type of contribution Person Payroll (Complete Part II if there is a noncash contribution.) 7 JOANN McGRATH 51000 $Nonaash 101 KAWI SH COURT PALM DESERT, CA 92260 a) (a) ( No.Mn (b) Name, address, and ZIP + 4 (c) Aggr'eg� contributions (d) Type of contribution 8 JIM PARRISH $ 51000 Perms LOW Payroll Noncash (Complete Part II if there is a noncash contribution.) 45605 CIELITO DRIVE IND IAN WELLS, CA 92 210 (a) No. (b) Name, address, and DP + 4 M AggrNalm contributions (d) Type of contribution 9 SUSAN SCHIFFER $ 5 , 0 0 0 Person Payroll Nonaash (Complete Part 11 if there is a noncash contribution.) 51230 AVENI DA RUB I O LA QUINTA, CA 92253 No, b Name, address, and ZIP + 4 (c) Aggregate contributions (d) Type of contribution 10 NANCY MARKS $ 5, 000 Perms Payroll Noncash (Complete Part II if there is a noncash contribution.) 2 CLARIDGE DRIVE #8B-W VERONA, NJ 07044 (a) No. (b) Name, address, and ZIP + 4 (c) Aggrogabe contributions (d) Type of contribution $ Person Payroll Noncash (Complete Part 11 if there is a noncash contribution.) (a) No. (b) Name, address, and ZIP + 4 (c) Aggr"#" contributions (d) Type of contribution $ Person Payroll ncash (Complete Part 111 there is a noncash contribution.) 7 —'— S M FM 9W.3 77 Exhibit fi 2004/05 CONTRACT SERVICES AGREEMENT THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made and entered into by and among the CITY OF LA QUINTA(the "City") a California municipal corporation, andL LA QUINTA ARTS FOUNDATION (the "Contractor"). WHEREAS, the City Council of La Quinta finds that the Contractor provides an essential service to stimulate economic vitality and promote the general growth and revitalization of the City by its performance under this Agreement. The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scove�of.� S_ervkM In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services related to the production and promotion of a three+ -day fine arts festival in March 2005. As specified in the "Scope of Services and Schedule of Performance" attached hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work"). Contractor warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards consistent with past festivals undertaken by Contractor. 1.2 ontractor'S.Prnua,� xab The Scope of Services and Schedule of Perforn�ance shall include the Contractor's proposal or bid, if any, which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Cog1V Sj with Law: All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the City of La Quinta and any Federal, State or local governmental agency of competent jurisdiction. 1.4 dice , , Penaaiits, F; •,� end se me, n,= Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the services required by this Agreement. 73 1.5 EaM 1 i 't, v Niith ward: By executing this Agreement, Contractor warrants that (a) they have thoroughly investigated and considered the work to be performed; (b) they have investigated the site of the work and fully acquainted itself with the conditions there existing; (c) they have carcUly considered how the work should be performed and (4) they fully understand the facilities, difficulties and restrictions attending performance of the work under this Agreement. 2.0 COMPENSATION 2.1 f ont �c,-,,,,t , Sgm For the services rendered pursuant to this Agreement, the Contractor shall be compensated in accordance with the following schedule, but not exceeding the maximum contract amount of one hundred twenty-five thousand dollars ($125,000), the Contract Sum Payment shall be made upon receipt of invoice not later than January 1, 2005. 3.0 PERFORMANCE SCIIEDULE 3.1 Time of : Time is of the essence in the performance of this Agreement 3.2 Schedukof ormugee All services tendered pursuant to this Agreement shall be performed diligently and within the time period established n the Scope of Services and Schedule of Performance (Exhibit "A"). Extensions to the time period specified in the Scope of Services and Schedule of Performance may be approved in writing by the Contract Officer. 3.3 a egre: The time period specified in the Scope of Services and Schedule of Performance (Exhibit "A) for the performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligee of the Contractor, including, but not restricted to acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City and unusually severe weather, if the Contractor shall withinn ten (la) days of the commencement of such delay notify the Contracting Officer in writing of the causes of the delay. The Contracting Officer shall ascertain the facts and extend of delay and extend the time for performing the services for the period of the forced delay when and if m his judgment such delay is justified and the Contracting Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4 Unless earlier terminated in accordance with Section 7.8 of this Agreement, this Agreement shall continue in full force and effect until completion of the services. 4.0 COORDINATION OF WORK 2 74 79 4.1 RenomkOxe of gont , clot: The following principals of Contractor are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: a. Christi Salamone, Executive Director It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term, of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. The foregoing principals may not be changed by Contractor and no other personnel may be assigned to perform the service required hereunder without the express written approval of City. 4.2 Contract dicer: The Contract Officer shall be Tom Genovese or such other person as may be designated by the City Manager of City. It shall be the Contractor's responsibility to assure that the Contract Officer is kept informed of the progress of the performannce of the services and the contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3 Prohlbitiog. A S ,abc�ontrs►cting QrAH ,amen ; The experience, knowledge, capability and reputation of Contractor, its principals and employees wore a substantial inducement for the city to enter into this Agreement. Therefore, Contractor shall not contract with: any other entity to perform in whole or in part the services required hereunder, other than in the ordinary course of its business and as required to discharge Contractor's obligations under this Agreement, without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 4.4 ,Lq4-9Aj_,Cga,tructo-C. Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees perform the services required herein, except as otherwise set forth. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. TJ 3 80 4.5 City -_ 2929ENc�„n_L The City shall provide Contractor with any plans, publications, reports, statistics, records or other data or information pertinent to services to be performed hereunder which are reasonably available to the City. The City shall additionally provide Contractor staff assistance and shall tape prompt and appropriate action when it will assist in ensuring a timely performance by Contractor hereunder. 5.0 INSUI'tANCE, INDEMNMCATION AND BONDS 5.1 Insursass The Contractor shall procure and maintain, at its cost, and submit according to the usual time frame required for insurance under a minor outdoor event permit, public liability and property damage insurance against all claims for injuries agaist persons or damages to property resulting from Contractor's acts or omissions rising out of or related to Contractor's performance under this Agreement. Said insurance shall be of the same as is required by the City pursuant to obtaining the minor outdoor event permit for each of the festival events. Contractor shall also carry Workers' Compensation Insurance in accordance with State Workers' Compensation laws. Such insurance shall be kept in effect during the term of this Agreement and shall not be cancelable without thirty (30) days written notice of proposed cancellation to City. The insurance policy shall contain a sevembilittyy of interest clause providing that the coverage shall be primary for losses arising out of Contractor's performance hereunder and neither the City nor its insurers shall be required to contribute to any such loss. A certificate evidencing the foregoing and naming the City and its officers and employees as additional insureds shall be delivered to and approved by the City prior to the minor outdoor event permits. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contractor's obligation to indemnify the City, its contractors or employees. 5.2 1ydet on: The contractor shall defend, indemnify and hold harmless the City, its officers, employees, representatives and agents from and against any and all actions, suits, proceedings, claims, demands, losses, costs and expenses, including legal costs and attorneys fees, for injury to or death of person(s) for damage to property (including property owned by the City) and for errors and onuissions committed by Contractor, its officers, employees and agents, arising directly or indirectly out of or related to Contractor's performance under this Agreement, except to the extend of such loss as may be caused by City's own negligence or that of its officers or employees. 5.3 Poranceondt (Not applicable to this Agreement.) 5.4 Payment Bond: (Not applicable to this Agreement.) 5.5 R�, Iffia; In addition to any other remedies the City may have if contractor fads to provide or maintain any insurance policies or policy endorsements to the extend and within the time herein required, the City tray, at its sole option: 4 WA 1, Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. 2. Order the Contractor to stop work under this Agreement and/or withhold any payment(s) which become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof. 3. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to any other remedies the City may have and are not the exclusive remedies for contractor's failure to maintain or secure appropriate policies or endorsements. Nothing herein contained shall be construed as .limiting in any way the extend to which Contractor may be held responsible for payments of damages to persons or property resulting from Contractor's or its subcontractors' performance of work under this Agreement, 6.0 RECORDS AND REPORTS 6.1 a ►rta• Contractor shall provide a program report if requested by the Agency at any time during the period of September 1, 2004 to February 15, 2005. A final report, including an accounting of expenditures, shall be provided by the end of June, 2005. 6,2 HMrd Contractor shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract -Officer to evaluate the cost and the performance of such services, Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principles. The Contract Officer shall have M and free access to such books and records at all reasonable times, including the right to inspect, copy, audit and make records and transcripts from such records. 7.0 ENFORCEMENT OF AGREEMENT 7.1 clKon,%J w: This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California.. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior court of the county of Riverside, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such action. 7.2 D 4 u e$_,,: Yn the event of any dispute arising under this Agreem nt, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, provided 5 77 82 that if the default is an immediate danger to the health, safety and general welfare, the city may take such immediate action as the city deems warranted. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to term nate this Agreement without cause pursuant to Section 7.8. 7.3 Retention I of funds: City may withhold from any monies payable to Contractor sufficient funds to compensate City for any losses, costs, liabilities or damages it reasonably believes were suffered by City due to the default of contractor in the performance of the services required by this Agreement. By this provision; Contractor does not waive any rights it otherwise night have to pursue recovery of such funds so withheld as provided in Section 7.6. 7.4 W ' e . No delay or omission in the exercise of any right or remedy of a non - defaulting party on any default shall impair such right or remedy or be construed as a waiver. City's consent or approval of any act by Contractor requiring City's consent or approval shall not be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Contractor. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.5 ElIgbts _and RWedies are Cumulative: Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.6 Legal AStion, In addition to any other rights or remedies, either party may take legal action, to law or at equity, to cure, correct or remedy any default to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 7.7 LiauWate-d- Damtj=- (Not applicable to this Agreement) 7.8;,gmination Prior to, Expiration „gf, Tgrm: This Section shall govern any termination of this Agreement, except as specifically provided in the following Section 7.9 for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Contractor. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the contract Officer. Contractor shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. Contractor may also terminate this Agreement upon thirty (30) days written notice to City. In the W 6 83 event of termination by Contractor prior to either event, City shall be refunded any unexpended funds advanced to Contractor. 7.9 AttoMg"1 gees.,, i If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys` fees and costs of suit from the losing panty. 8.0 CITY OFFICERS .AND EMPLOYEES: NON-DISCRIMINATION 8.1 Nan-liabiUty of City Officers and Em,j,,nl jW- No officer or employee of the City shall. be personally liable to the contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor or for breach of any obligation of the terms of this Agreement. 8.2 Co t of Ink : No officer or employee of the City shall have any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects his personal interest or the interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will: not pay or give any third party any money or other consideration for obtaining this Agreement, 9.3 Covenant Against. Discrimination: Contractor covenants that, by and for itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry in the performance of this Agreement. Contractor shall tame affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 9.0 MISCELLANEOUS PROVISIONS 9.1 o e: Any notice, demand, request, consent, approval, communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section 9.1. To City: CITY OF LA QUINTA Post Office Box 1504 78-495 Calle Tampico La Quinrta, California 92253 Attention: Tom Genovese, City Manager 79 7 84 To Contractor: LA QUINTA ARTS FOUNDATION Post Office Box 777 78-080 Avenida La Fonda La Quinta, CA 92253 Attention: Christi Salamone, Executive Director 9.2 IUtesrute . AsM�mem_t This Agreement contains all of the agreements of the parties and all previous understandiqs, negotiations and agreements are integrated into and superseded by this Agreement. 9.3 endm : This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing signed by both parties. 0.4 Seversbffity: in the event that any one or more of the phrases, sentences, clauses, paaragraphs or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent 'jurisdiction, such invalidity or unerforceab lity shall not effect any of the remaining phrases, sentences, clauses, paragraphs or sections of this Agreement which are hereby declared as severable and shall, be interpreted to carry out the intent of the parties hereunder. 9.5 Authority,, The persons executing this Agreement on behalf of the panties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. 8 80 85 EXIMIT "All SCOPE OF SERVICES AND SCHEDULE OF PERFORMANCE Implement and Promote the following: A. A three+ -day outdoor fine arts festival to be called La Q Uinta Arts Festival 2005 held March 17-21, 2005 on La Quinta Civic Center Campus 86 IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below: CITY OF LA QUINTA "CITY" a California municipal corporation �0 Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney Dated: LA QUINTA ARTS FOUNDATION "CONTRACTOR" By:OaAftM� ( /1?/ UDated: 04' Christi Sahunone Executive Director 82 10 87 ATTACHMENT 6 C H R Y S L E R OFFICERS: JOHN E. EVENSON PRESIDENT AND TOURNAMENT CHAIRMAN STEVE MORTON FIRST VICE PRESIDENT AND ASST. TOURNAMENT CHMN. JOHN M. FOSTER TREASURER ERNIE DUNLEVIE SECRETARY DAVID J. ERWIN ASSISTANT SECRETARY -TREASURER DIRECTORS: ROBERT P. BRENNAN BRiAN CLOUTIER JOHN CURCI DAN DUNLAP ERNIE DUNLEVIE DAVID J. ERWIN JOHN E. EVENSON JOHN M. FOSTER JOHN LANE LARRY LICHLITER VICTOR LoBUE, Jr. STEVE MORTON DAVID PEAT DONALD B. POOLEY JAMES R. REED CLARKE RHENEY WILLIAM G. SALATICH DON SHAGRIN EUGENE WEISBERG TOU;RtiAME T DIRECTOR MICHAEL E. MILTHORPE BOB HOPE CHRYSLER CLASSIC Post Office Box 865, Rancho Mirage, California 92270 Bob Hope Classic Building, 39000 Bob Hope Drive, Rancho Mirage, California 92270 (760) 346-8184 - 1-888-MR B HOPE - FAX (760) 346-6329 Web Site: www.bhcc.com - E-Mail: Info@bhcc.com - bhccadmin@bhcc.com May 21, 2004 Mr. Mark Weiss CQ Assistant City Manager r City of LaQuinta c 78-495 Calle Tampico LaQuinta, CA 92253 Dear Mark: As you are aware, PGA West will serve as the host course for the 2005 Bob Hope Chrysler Classic. In addition, LaQuinta Country Club will be in the rotation. As we begin our budgeting process for the coming event, we have identified estimated costs for law enforcement, security and land preparation in the City of LaQuinta. A breakdown of these estimated costs is attached. A few additional comments For the 2004 Classic, through some judicious planning with the Sheriff's Department, we were able to significantly reduce the number of sworn officer hours. We expect the number of hours will remain at these '04 levels. In addition, the attached estimate includes costs for using only one PGA West site for parking, hence the estimated land preparation costs as shown are reduced from `04. However, is it possible to use part of the area at 54th and Jefferson? If so, costs will be correspondingly higher to prepare that site. We respectfully ask the City of LaQuinta to continue its program of supporting the Bob Hope Chrysler Classic by reimbursing the Classic for its law enforcement, security and land preparation costs in connection with the use of two courses in the city. The Board joins me in thanking you and the City Council for considering our request. LDNIINISTRNTItiE DIRECTOR Sincerely, �.._----------•�.. DAWN M. SUGGS T Michael E. Milthorpe Tournament Director Enclosure 83 As ESTIMATED LAW ENFORCEMENT, SECURITY AND LAND PREPARATION COSTS 2005 BOB HOPE CHRYSLER CLASSIC Law Enforcement and Security: Sworn Officer, Security and $53,100 Traffic Control provided by Riverside County Sheriff's Department: Estimate of 900 hours and mileage *Land Preparation: Grading and watering parking Site at PGA West $ 7,775 Two soil stabilization treatments 9,225 Total Estimated Costs *$709100 *Based on using one parcel only at PGA West. If Jefferson and 54th is utilized, approximately $34,000 would be added to the above to grade, water and stabilize that parcel. 89 ATTACHMENT 7 May 18, 2004 The Honorable Donald Adolph Mayor of the City of La Quinta City of La Quinta P.O. Box 1504 78-495 Calle Tampico La Quinta, CA 92253 Re: Special Funding Request Dear Don: M C2 c7 m r-- r-- C TNEATRE 73000 FRED WAR ING DRIVE PALM DESERT, CALIFORNIA 9226C (760)346-6505 (760) 341-9508 FAx W W W. MCCALLUMTHEATRE. COM On behalf of the Board of Trustees of the McCallum Theatre, I request $50,000 from the City of La Quinta for underwriting support of the McCallum's 2004-2005 educational and cultural programming that is now being finalized, with a special focus on establishing a public performance designated City of La Quinta Night at the McCallum. The City will receive Valley wide public recognition for this underwriting program support. The purpose of the grant is to: (1) help provide cultural opportunities for Coachella Valley school children; (2) increase involvement of La Quinta residents in the life of the McCallum Theatre and the cultural and entertainment experiences it makes available to our desert community; and, (3) give increased public recognition to the City of La Quinta as a partner with the cities of Palm Desert, Rancho Mirage and Indian Wells in providing funding assistance to enhance cultural and educational opportunities for its residents. City of La Quinta Night at the McCallum will include one evening performance selected jointly in the near future, after the full performance schedule is confirmed. Then, I will submit a performance description, budget and marketing strategy to complete. the formal application required by the City. Tickets to this public performance will be offered at family friendly prices, with an additional discount for residents of La .Quinta. Depending upon the performance selected, I anticipate offering with this funding a daytime presentation that will reach a minimum of 1,000 school children who participate in the McCallum Theatre Institute Field Trip Series of free performances. McCallum Theatre Institute — the education division of the Theatre —reaches more than 22,500 school children each year, including students from all La Quinta public schools. La Quinta students and classroom teachers from Truman Elementary, John Adams Elementary and La Quinta Middle School also participate in the Aesthetic Education Program offered by the Institute. W IT'S YOUR THEATRE I THE MCCALLUM THEATRE FOR THE PERFORMING ARTS AT THE 006 HOPE CULTURAL CIMIQ City of La Quinta May 18, 2004 Page 2 Arts education programs of the McCallum Theatre Institute represent an annual investment of over $600,000 by the Theatre.' A description of these programs is enclosed. Funding from the City of La Quinta will help make these educational experiences available to many children who, would not otherwise have access to them. Fifty-nine percent of students served are from low- and moderate -income families. In addition to providing La Quinta residents with increased access to the cultural and educational benefits the McCallum provides, the expanded partnership between the Theatre and the City will give added visibility to 'the leadership role the City of La Quinta is playing to enhance the cultural vitality of our desert communities. Thank you for your consideratiom of this special request. Please call me if you have any questions or require additional information at this time. With warm regards, Ted G s Presi ent/CEO TG:eps Enclosures copy: Stanley Sniff, Mayor Pro Tern Terry Henderson, Council Member Ron Perkins, Council Member Lee Osborne, Council Member Tom Genovese, City Manager ATTACHMENT 8 o� International of the Americas La Quinta / Coachella Valley P.O. Box 1081 La Quinta, CA 92247 MAY 262004 May 25, 2004 Mayor Don Adolph La Quinta City Council Members P.O. Box 1504 La Quintal California 90 Me Mayor Adolph and Council Members: SoropUmist Intem clonal of La Quint& has been a number one service dub in La r twenty Years. Many of our members have been prominent citizens of Quints for rnY y� ace to work La Quinta, donating money and lots of time to make our city a good place an d live. We merged with S. I.. of Coachella Valley (Indio Club) a few years ago. meeting at the La Quint& Senior Cwftr and call it home now. We We have been mo , and good publicity to the Center. We are welcomed have donated time, money, there almost every Tuesday morning 7:00 A.M. to 830 A.M. Our meeting only lasts need time to set up the tables and chairs and make the coffee. We r an hour, but we condiments and papa do not use the kitchen otherwise. We provide our own coffee, , goods. We do not meet July and August, Thanksgiving time, Christmastime, election special luncheons elsewhere, etc. We meet about 33 Tuesdays a Year Tuesdays, pad there. No one else uses the center at that time, so we are not interfering with other programs. ears we have through the grant process, but we were hoping this The last two y organizations. r you might make an excerption as You some�meS do for other urmeeti place We are asking you to consider this request now, so that we can list n9 in the Soroptimist Golden West Region Roster that goes to print July 1 St.. Thank you for Your prompt attention to this matter and we will appreciate a positive answer. Beverly Montgomery, Charter Member Soroptimist International of La Quinta - Coachella Valley P.O. Box 1081 La Quinta, California 92253 760-564-3317 - 760 564-4597 Fax CC Tom Genevan, City Manager 87 92 Message Page 1 of 1 Wanda Wise -Latta From: Dodie Horvitz Sent: Wednesday, June 09, 2004 4:36 PM To: Wanda Wise -Latta Subject: Soroptimist Rental Fees Please let Tom know: It's $105 per week X 33 weeks=$3,465 per year. Thanks, Dodie 0 •0 • e 93 May 27, 2004 Mayor Donald Adolph City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Dear Mayor Adolph, Thank you in advance for your review of this important project that we are asking the City of La Quinta for a financial contribution of $15,000 to $25,000. Enclosed is an overview of the project and a printed brochure that the documentary will bring to life. We would like to make a formal presentation to you and the council at your earliest convenience. We have a 4-minute rough edit preview we could show to render the quality and substance of the documentary. We are sure you and your council will be inspired by the scope and importance of this project and we look forward to hearing from you. 303 No Mayor Donald Adolph City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 May 27, 2004 Dear Mayor Adolph, A monumental treasure exists here in our own backyard. On October 24, 2000, legislation introduced by U.S. Representative Mary Bono was signed into law and the Santa Rosa and San Jacinto Mountains became a National Monument. The highest honor bestowed on natural areas and a momentous opportunity for our valley. In an effort to illustrate the abundance and vitality found in these mountains, a documentary film is currently in production. Shot in HDTV format, the Monuments natural resources will be personified and will be utilized as a unique marketing and educational tool shown at visitor centers, museums, and classrooms benefiting our valley immensely. In addition, The Coachella Valley will enjoy an international presence when negotiations are finalized for public television and other broadcast avenues. ' Financial assistance is crucial to bring this effort to completion. The Bureau of Land Management has contributed $25,000, however much more is needed to bring this project to the level of completion that will render it timeless and effective at communicating its intention. As a contributor, your donation is tax deductible as it is made out to the 501 3c nonprofit Friends of the Desert Mountains. Further, you will receive sponsor credit on all versions of the film as well as all collateral materials associated with its promotion, including media releases. Your support in preserving the environment and recognizing a responsible way to care for and promote this unique land will help the Coachella Valley continue to distinguish itself as the unique place that it is. Please feel free to contact me at (760) 325-2333 if you wish to participate in this project that promises to endure for years. Thank you for your consideration. A N Y o N` T3 :.rz I V' . P A L M S P R I N G S, C ;A 1 f%t;R N I A ` Z Z 0 1. 95 '`'.,t r. -t�P`#:�` �'�E �:r e > 5,y �•?i ,� y� _ ata - �-� ;`'�'av�;}�� r.�_ .�� 2 �,r =i � _ k � ~ ��$S.�C•� i� tw.,. f��':q`b 5$8$ Spa:®lk�c 4, ;r,7�.'��I �,{�4°:�� 59 5. ~< tYj�'�,�,�,� � '',� s y� � �;. g �.`�...�"`;;�te'. ,k� _..r ..� � ""�.. _ �c ' �� ,� .. T. �_� _. _ ._... �.-.m� ��clz �, ,fr K. _ ..�.�� "�_. � z'r,�,� t"'a�,�. ,`.._�'��.�' _ , I FORMAT The documentary will be shot in high -definition digital. The 25-minute version will be enough to touch on the vastness of the monument and is the perfect length for educational format. Further, it is just enough time people would be willing to commit on a visit to the Highway 74 National Monument Visitor Center or other place of information such as the Palm Springs Aerial Tramway, the Agua Caliente Cultural Museum, Tahquitz Canyon Visitors Center, etc. The 25- minute format travels well to classrooms, lectures and conferences. It is also appropriate for fundraising initiatives. The 52- minute version will be excellent for DVD,VHS and television programming. The plan is for broadcast on a national and international level. The latest in cinematic photographic equipment is perfectly suited to bring the natural beauty of our landscape to life CONTENT In addition to dramatic, beautiful .cinematic photography to capture the vast- ness and diversity of this land, its people, and its animal and. plant life, the documentary will contain: Geo ra Diversity & history, 'interesting facts of orientation g phi' .................... ty ry, g Anthropology ..............Native American habitation and early human history and settlements Political/Economic ....Monument was first to be a congressional act Biology..........................Wildlife, flora and fauna Archaeology ... .............Artifacts Experts -in each discipline will be interviewed and filmed. Key points of interest will be explained, photographed and supported with animated 3-dimensional map illustrations of boundaries, trails and geographic highlights, supported by photo imagery to bring the land alive. Due to the rugged and severe slopes within the National Monument, the film will provide opportunity for access that may otherwise be unavailable. The film will include a rich sound texture including desert breezes through the palms and sage, trickling streams, birds and the great silence the Monument offers 93 r One strong narrator throughout will be supported by a series of voices from a diverse group of people spanning the spectrum from the innocence and charm of a young child's voice, all the way to the warmth and sincerity of a Cahuilla Indian tribal elder. We will weave these distinctive voices together to create a compelling story. The stark beauty of the land will best be captured by shooting in the wide- screen HDTV format, shot both on land and from the air. In most cases, each segment of the piece would begin with an Ansel Adams - style of photography shot with a wide-angle lens in black and white and then slowly transforming to color, at which time the narration of that particular segment would begin. Our goal will be to create a gorgeous program to watch, even if the sound is off. ven though we will create beautiful imagery, the music will be a powerful underscore. It would be, at times dramatic, at times poetic ind starkly pristine, but always simple and natural. We see a Native American influence. Added to the music bed, we realize that even in the quiet and still of the desert, lies a cacophony of nature's , sounds, and these would be utilized to complement and.'enhance the on -screen documentary and audio. apturing "winter" in the Monument is an important part of the story. As well as spring and fierce summer, we will have a few days of crystal blue clear skies with incredible views of the snow-capped mountains that will provide the perfect picture -postcard look at the area. Aerials will be shot with the helicopter, HD mount, HD camera package, and HD recorder. G round shooting will detail the picturescapes including the wildlife and expert interviews. Time-lapse will be used to dramatize shadow and sky. movement over this rugged terrain. The endangered bighorn sheep will be captured on HD video for the first time. This and many other perspectives will be brought to life. �9 99 USES • Visitor Centers • Museums • CVA/Tourism • Cities • Classroom Education • TV/PBS (Local, Regional, National, International) • Fundraising/Land Acquisition • DVD, VHS MARK`ET1NG PLAN. • Press releases announcing showings and festivals • Press releases announcing availability of DVD's and VHS • Promotional Posters • Promotional cards for direct mailing and take one • Point of purchase displays for all retail outlets • Advertisements in publications promoting availability of DVD and VHS. Palm Springs Life and Desert Guide - 1 million plus copies C O N C L U S I O N The National Monument is three years old in its organization, and the time has come to communicate its splendor. The implications of this awareness are long and varied for the Coachella Malley. Its importance is immediate as change seems to be moving faster than time. These 25- and 52-minute - film versions will help encapsulate the importance of this land and offer us the opportunity to better manage its future. The documentary will strengthen education and expand existing preservation efforts. The preservation of this land will create further recognition and con- tinue to distinguish this area as the extraordinary and unique place that it is. f I i t ATTACHMENT 10 The Institute of Critical Care LMedicine MVM UM VMOUGNINTEWZM GIRS XMP-4RCff&M MUC4nONSWCE lf3f ROAM OF TRUSTM CHAMMAN TLaaas A Piteter, Eaq. May 21, 2004 VKX CRAW East Maw, Pr.D.,M.D. Mayor Don Adolph atwk rPft%Wma*&%w Yema V. Kwfl . City of La Quinta P esNeK Xert&" ANNA dta" 78495 Calle Tampico SECRL MYn 2ZASU= P"Www "N'rro La uln+,�"`CA 92253 Q , laterSewr+"Derdvmal PAST CHAMM"N Dear Mayor Adolph: Rare BwAaPrisa Fjsiw�"`�'•D• �rie�rrerd�.i G�v�zA The event to honor the H.N. and Frances C. Berger Foundation at the Desert g Willows Golf Resort on April 26, 2004 was a very enjoyable evening. We =Mari Comx" I& ader were very sorry that you were unable to attend. Eric C Ra&m, M.D. PmW* a md Pmfawr a Xs&dwe pip"= OW "`°�'` The Institute is proud to be a part of the Coachella Valley Community, and though we are internationally known as a medical research and teaching center with recognition for major advances in life saving care, this is where Mai,, sam we are and where we feel we belong. Gawrwt(/ Leader Z,wdw In our new facility, we will be able to secure the advances in medical s,nuld spgvaa technology, biology, and nuclear medicine that constrain us in our present C ""`""`b'Le&dr location. This promises major opportunities for better cardiopulmonary Ma: Harm weq M.D.�L.D. N resuscitation, management of heart attacks and blood clots that produce strokes, heart failure and more recently, especially heart failure associated A VMIRYCOVNCH, with HIV. Kut DeCrkb, M.D. Cwdbfe^ Daat Rgle"d Ved C1Y Germ+ R. Fora The Institute has always been able to support itself by competitive grants, 3dli lraYsaY of lie UriAa[ SM[es contracts with industry and especially rewards for inventions, from medical education by conducting worldwide symposia, and by contracts with government including the military medical research command. Indeed, our ASAW support from these sources has continued. Even though we are a non-profit HONOR" Non am A Nra& foundation, we have not previously asked for community support to sustain AdS:.uAls" the operation of our Institute. 0MC M PreddaWCWelZ==dre ' Domed Uaiirastlr Pro&wr Ma AWW We4 uA,ri.0 Now, however, we do face extraordinary challenges as we establish new for education and research in our newly built facility. For those M.D.acilities Wmclwx Profaw capital purchases, we now ask for philanthropic support. In brief, we funded vim construction of our new home -but we must now find funding for new Brem � Pmfavar Age= Molwdx, Ad+aietstmd= installations and innovative new equipment. DirecbrofLabavftda S u to Sta. M.D.. Asmdate Professor There are many ways you can help. We append a list of naming opportunities � cre� for bringing to the Institute the means to advance our medical research. The Adu a sponsored equipment or laboratory or program can bear your name, your Ckefamily name, or the name of your philanthropy. 97 1695''North Si mrist'Wiy, Bldg. # ; Palm, Springs, CA 92262=5309 Telephone 760-778-4911 Fax 760-778-3468 Email: ICCM@911resemh.org 102 :• : AFFYLIATEb. WrrH THE X CK SCHOOL OF NEDICM OF THE UNIVERSrrY OF SOUTHERN CALTORMA visit our W"te: www.9ilre�.or¢ Page 2 May 21, 2004 Please allow us to let you make it possible to give the gift of life. Your gifts, pledges, and bequests will be instrumental to our success. You will be comforted in knowing you have made a contribution that will save many lives, perhaps your own or one who is near and dear to you. In this spirit, we wish you and yours a long and happy life. Most sincerely,, Max Harry Weil oseph Solomon President Chairman, Development Committee Enclosures -8 103 ett 1 THE INSTITUTE OF CRITICAL CARE MEDICINE Artist's. rendering of ICCM's 25,000 square foot research and educational facility in Rancho Mirage, California L� The Institute of Critical Care Medicine Named and memorial gift and pledge (*) opportunities for the "Saving.Lives" Building Campaign • Naming of the 25,000 square foot Institute Complex Subscribed • Any complete floor $1,000,000 • Education Center $1,000,000 . • Biomedical Engineering Laboratories $500,000 • Vivarium $350,000 • Radiological Imaging Laboratory $225,000 • Radioisotopic Laboratory $200,000.: • Research Library $200,000 • CPR Teaching Laboratories $200,000 • Bacteriology/Viral Laboratory $200,000 • Entranceway & Lobby $175,000 • Administrative Wing $150,000 • Executive Wing $150,000 • Chairman of the Board Office $100,000 • President's Office $100,000 • Patient Examination Room $40,000 • Elevator $38,000 • International Research Fellow's Offices (four available) $30,000 • Staff Lounge, Call -Room, Lockers $30,000 • KitchenlRefreshmentArea $20,000 *Pledges may be committed over a period of five years 99 104 - U) c m U O .-. .O •= a CL O L E M c cmE O + V1 lQ c c O + ' m O LQ V U O O .0 diW j :�• o � O c c m � rn Lo tm c �• o rn m N o o L E p U U COI 1Q O a U t� o 0 0 0 o L� o 0 0 0 O: 0 0 O o$a o 0 0 0 00 00 a to t O O LA '� O Cl O,"1 S� :.O g :O 0. 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E cm o m E c K W E U- ox .c o N 'w v p o C W p E O m N c .E E � J E cc _ = N y o F- _ ttt 0 U r- _ ATTACHMENT 11 June 18, 2004 Staff Outline for 2004/2005 Preliminary Budget City Manager - 5 minutes • Summary of Financial Condition • Summary of Preliminary Budget • Summary of Revenues 1. Expenditures 2. Review Items Listed on Transmittal Letter Finance Director - 15 minutes • A-2 - Review of budget process • A-5 - Review of budget format • B-1 Present Organizational Chart • B-7 - Review of community profile which compares changes in the categories listed. • C-2 - Review of the Budget Summary by Fund which brings together the financial activities of all the City, RDA and Financing Authority Funds. • B-3 - Present General Fund Revenue Pie Chart which shows percentages. Mention that Pages D-1 through D-5 graph major revenue items and we are prepared to go over them if requested. • B-4 - Present General Fund Operating Expenditures Pie Chart - not net of reimbursement. This indicates in what areas the City is directing its efforts. • B-5 - Present City, RDA, Financing Authority expenditures by component - this is how each dollar of total expenditures is broken down. • Section E - Explanation of Department by Department overviews of City operations ME • E-8 & E-9 - Explanation of format of the two budget documents which are tied together by the schedule of expenditures schedules. As an example, pages E-8 and E-9 are contained in each budget document. • C-5 - Review of reimbursements to the General fund from other funds - other funds pay for personnel and operating expenditures that are recorded in the General Fund. • H-1 & H-2 - Review of the City capital improvements approved by the Council in the Five Year Capital Improvement Plan. Question & Answer Period 105 110 ATTACHMENT 12 E� co C m a. ccc m X= C-5 c>.W8cca c �� y Q N . cx (� O w cm L2 yy is 4: •y.+ C C > 7 = E� ��.,�� y a C Cl V N QQ p 'O(J� u O E O E LV U c� c�0 c6 cm N4D ccoU) dLL W(ntn� 5 1 a`A c c0 co cp co c0 co cp c0 �$$$$$$$$ wcwwww�w�w cccccc O N •p_g'c C C C C C G C C C >>>> U.LLlLLLU.LLU.LLtL cn L LO c gs q co U nj m M M It v cn ,fi r, cq N N N M e� M W Op� Cs LO c0 co c0 0 cc O (0 cm m N N r' fy 40 fi! fA 40 to gg m co� p� N N m N O O aD � C oo o ch �- d0 ^W1 N Lo co e- } NN Go N N co N LL 60 M H M iA H to fA m > m m m N m > m _ ++ CL w E > .O $, w p ,� wca c u' O p C LL O C $T- _ � j ci c 62 m LU a LL cIL 82 w 19 � 0 2 U) W Q C9 c i c 1-111iN �d LA OUINTA CHAMBER OF COMMERCE 78-371 Highway III La Quinta, CA 92253 FINANCIAL STATEMENTS AND SUPPLEMENTARY FINANCIAL INFORMATION For The Year Ended June 30, 2003 LA QUINTA CHAMBER OF COMMERCE TABLE OF CONTENTS JUNE 30, 2003 Page Independent Auditors' Report 1 FINANCIAL STATEMENTS Statement of Financial Position 2 Statement of Activities 3 Statement of Cash Flows 4 Notes to Financial Statements 5-9 SUPPLEMENTARY FINANCIAL INFORMATION Schedule of Support and Revenues 10 Schedule of Expenses — Program Services 11 Schedule of Expenses — Administrative and General 12 108 OGA OSCAR G. ARMIJO Certified Public Accountant 74-133 EL PASEO, SUITE 8 - PALM DESERT, CALIFORNIA 92260 - PHONE (760) 773-4078 - FAX (760) 773-4079 INDEPENDENT AUDITORS' REPORT Board of Directors La Quinta Chamber of Commerce La Quinta, California 92253 We have audited the accompanying statement of financial position of La Quinta Chamber of Commerce (a Non -Profit Organization), as of June 30, 2003, and the related statements of activities and cash flows for the year then ended. These financial statements are the responsibility of the Organization's management. Our responsibility is to express an opinion on the financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether these financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in these financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of La Quints Chamber of Commerce as of June 30, 2003, and changes in its net assets and its cash flows for the year then ended in conformity with accounting principles generally accepted in the United States of America. Our audit was conducted for the purpose of forming an opinion on the basic financial statements taken as a whole. The Supplementary Financial Information on pages 8 to 10 are presented for the purpose of additional analysis and is not a required part of the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements, and in our opinion, is fairly stated in all material respects in relation to the basic financial statements taken as whole. November 5, 2003 MEMBER MEMBER California Society of 1 American Institute of Certified Public Accountants Certified Public Accountants ��} LA OUINTA CHAMBER OF COMMERCE STATEMENT OF FINANCIAL POSITION JUNE 30, 2003 ASSETS Current Assets Cash and Cash Equivalents $ 222806 Investment - Board Designated 10,093 Accounts receivable (net of allowance of $3,063) 14,127 Deposits 600 47,626 Property and Equipment - net 12,005 Other Assets Investment - Board Designated 20,301 TOTAL ASSETS $ 79,932 it s-urreur uapnines Accounts payable $ 41634 Other liabilities 10,149 Current portion long-term debt 2,417 17,200 Long -Term Debt, less current portion 4,211 TOTAL LIABILITIES 21,411 NET ASSETS Unrestricted Net Assets Board Designated 30,394 General 28,127 TOTAL NET ASSETS 58,521 TOTAL LIABILITIES AND NET ASSETS $ 79,932 The accompanying notes are an integral part of the financial statements. 2 110 LA OUINTA CHAMBER OF COMMERCE STATEMENT OF ACTIVITIES FOR THE YEAR ENDED JUNE 30, 2003 UNRESTRICTED NET ASSETS SUPPORT AND REVENUES Membership Dues $ 98,453 Publication Revenue 55,461 Contract - City of La Quinta 125,000 Program Events 83,064 Other Income 26,167 388,145 EXPENSES Program Services Publications 87,465 Program Events 36,179 Administrative and General 244,561 368,205 INCREASE IN UNRESTRICTED NET ASSETS - 191940 NET ASSETS AT BEGINNING OF YEAR AS RESTATED 38,581 NET ASSETS AT END OF YEAR $ 58,521 The accompanying notes are an integral part of the financial statements. 3 111 LA OUINTA CHAMBER OF COMMERCE STATEMENT OF CASH FLOWS FOR THE YEAR ENDED JUNE 30, 2003 F CASH FLOWS FROM OPERATING ACTIVITIES Increase in net assets $ 19,940 Adjustment to reconcile change in net assets to net cash provided by operating activities: Depreciation 49035 (INCREASE) DECREASE IN OPERATING ASSETS Accounts Receivable (99132) Deposits (600) INCREASE (DECREASE) IN OPERATING LIABILITIES Accounts payable 410 Other liabilities (306) Accrued liabilities 10,149 NET CASH PROVIDED BY OPERATING ACTIVITIES 249496 b CASH FLOWS FROM INVESTING ACTIVITIES Acquisition of property (3,600) CASH FLOWS FROM FINANCING ACTIVITIES Principal payments on long-term debt (2,246) NET INCREASE IN CASH AND CASH EQUIVALENTS 18,650 CASH AND CASH EQUIVALENTS AT BEGINNING OF YEAR 4,156 CASH AND CASH EQUIVALENTS AT END OF YEAR $ 22,806 The accompanying notes are an integral part of the financial statements. 4 112 LA OUINTA CHAMBER OF COMMERCE NOTES TO FINANCIAL STATEMENTS JUNE 30, 2003 NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES Nature of Business La Quinta Chamber of Commerce (the Chamber) is a non-profit business association. The mission of the Chamber is to promote the economy and business community of the City of La Quinta. The Chamber's support comes primarily from membership fees, contributions, contract fees for service, revenue from organizations and revenues from special events. Basis of Accounting The Chamber prepares its financial statements in accordance with generally accepted accounting principles, which involves the application of accrual accounting; consequently, revenue and gains are recognized when earned, and expenses and losses are recognized when incurred. Basis of Presentation Financial statement presentation follows the recommendations of the Financial Accounting Standards Board in its Statement of Financial Accounting Standards SFAS No. 117, Financial Statements of Non -for -Profit Organizations. Under SFAS No. 117, the Chamber is required to report information regarding its financial position and activities according to three classes of net assets; unrestricted net assets, temporarily restricted net assets, and permanently restricted net assets. Contributions Contributions received are recorded as unrestricted, temporarily restricted, or - permanently restricted support, depending on the existence or nature or any donor restrictions. Support that is restricted by the grantor is reported as an increase in unrestricted net assets if the restriction expires in the reporting period in which the support is recognized. All other grantor -restricted support is reported as an increase in temporarily or permanently restricted net assets, depending on the nature of the restriction. When a restriction expires (that is, when a stipulated time restriction ends or purpose restriction is accomplished), temporarily restricted net assets are reclassified to unrestricted net assets and reported in the Statement of Activities as net assets released from restrictions. Cash and Cash _Eauivalents For purposes of the statement of cash flows, cash equivalents include time deposits, certificate of deposits, and all highly liquid debt instruments with original maturities of three months or less. 5 11.3 LA OUINTA CHAMBER OF COMMERCE NOTES TO FINANCIAL STATEMENTS JUNE 30, 2003 NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Accounts Receivable Accounts receivable are stated at the amount the Chamber expects to collect from outstanding balances. The Chamber provides for probable uncollectible amounts through a provision for bad debt expense and an adjustment to a valuation allowance based on its assessment of the current status of individual accounts. Balances that are still outstanding after the Chamber has used reasonable collection efforts are written off through a charge to the valuation allowance and a credit to accounts receivable. Donated Services A portion of the Chamber's functions is conducted by unpaid volunteers. The value of the contributed time is not reflected in the accompanying financial statements since the volunteer's time does not meet the criteria for recognition under SFAS No. 116, "Accounting for Contributions Received and Contributions Made." Membership Dues Membership dues are recognized as revenue in the applicable membership period. Property and Equipment Acquisitions of property and equipment in excess of $500 are capitalized and recorded at cost. Depreciation of property and equipment is provided over the estimated useful lives of the respective assets on a straight-line basis. Estimates The preparation of financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from these estimates. Non -Profit Status The Chamber is a private, Non -Profit Corporation organized under the laws of the State of California. The Chamber is exempt from income taxes under Section 501(c) (6) of the Internal Revenue Code and Section 23701 (e) of the State of California Revenue and Taxation Code. Accordingly, no provisions for income taxes are included in the accompanying financial statements. 6 114 LA QUINTA CHAMBER OF COMMERCE NOTES TO FINANCIAL STATEMENTS JUKE 30, 2003 NOTE 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Leases Leases, which in substance transfer all to the benefits and risks equivalent to ownership of property, are classified as capital leases. The related assets and liabilities are recorded at the amounts equal to the lesser of the present value of the minimum lease payments or the fair value of the leased property at the beginning of the lease term. Generally, such assets are amortized over their economic lives. Interest expense relating to lease liabilities are recorded using the effective interest method over the terms of the leases. All other leases are classified as operating leases. NOTE 2: CASH AND CASH EQUIVALENTS Cash consists of the following at June 30, 2003: Cash On Hand $ 225 Checking Accounts 10,274 Money Market Account 122307 NOTE 3: PROPERTY AND EQUIPMENT The following is a summary of property and equipment, less accumulated depreciation at June 30, 2003: Leasehold Improvements $10,746 Computer Equipment 11,410 Office Equipment 11,785 Signage 496 Furniture & Fixture 984 35,421 Accumulated Depreciation 23 416 7 115 LA QUINTA CHAMBER OF COMMERCE NOTES TO FINANCIAL STATEMENTS JUNE 309 2003 NOTE 4: OTHER LIABILITIES Other liabilities at June 30, 2003, were comprised of: Accrued payroll Accrued vacation Accrued sick time Accrued comp time Payroll taxes payable $ 3,141 4,842 963 919 284 UDJA2 NOTE 5: LONG-TERM DEBT Long-term debt liabilities at June 30, 2003, is summarized as follows: Obligation Under Capital Lease Capital lease agreement with Sharp Electronics Credit Corporation, dated January 3, 2001, payable in monthly installments of $235.52. Lease is payable in 5 years and bears an effective interest rate of 7.643%. $6,628 Total Capital Lease 61628 Less: Current Portion (2,417 The following is a schedule, by year, of future minimum lease payments under this capital lease together with the present value of the net minimum lease payments as of June 30, 2003: Minimum Present Value Lease of Minimum Payments Lease Payments 2004 $2,826 $2,417 2005 2,826. 2,602 2006 1,649 1,609 Totals LA OUINTA CHAMBER OF COMMERCE NOTES TO FINANCIAL STATEMENTS JUNE 30, 2003 NOTE 6: RESTATEMENT OF BEGINNING NET ASSETS Beginning Net Assets, July 1, 2002 $ 39,009 To record adjustment for depreciation expense allowed in prior years (31339) To record adjustment for capital lease payments expensed in prior years 2,911 Net assets at beginning of period as restated $ 38,581 NOTE 7: LEASES The Chamber has a noncancellable operating lease related to the rental of its office space. Lease is on annual basis, with monthly payments of $1,000, which total $12,000 annually. NOTE 8: FUNCTIONAL ALLOCATION OF EXPENSES The costs of providing the various programs and activities have been summarized on a functional basis in the statement of activities. Accordingly, certain costs have been allocated among the programs and supporting services generated. 9 t17 SUPPLEMENTARY FINANCIAL INFORMATION 118 LA OUINTA CHAMBER OF COMMERCE SCHEDULE OF SUPPORT AND REVENUES FOR THE YEAR ENDED JUNE 30, 2003 Membership Dues: New Membership Renewal Membership Publication Revenue: Business Directory Map Newsletter (The Gem) Banner Ads Hyperlinks Contract - City of La Ouinta Contract for Services Program Events Luncheons Golf Tournament Business Expo Other Board Installation Other Income Village Sign Program Interest Dividends Board Billings Mid Month Mailing Other Income Total Support and Revenues $ 33,733 64,720 $ 98,453 3,750 2,139 47,222 1.550 55,461 125,000 21,521 20,766 20,537 13,330 6,910 83,064 4,940 624 144 2,325 8,230 9,904 26,167 $ 3882145 10 119, LA OUINTA CHAMBER OF COMMERCE SCHEDULE OF EXPENSES — PROGRAM SERVICES FOR THE YEAR ENDED JUNE 30, 2003 Publications The Gem Website Business Directories Program Events Luncheons Golf Tournament Business Expo Other Board Installation Total Expenses - Program Services $ 82,508 2,566 2,391 16,369 8,032 7,074 2,815 1,889 87,465 36,179 $ 123,644 LA OUINTA CHAMBER OF COMMERCE SCHEDULE OF EXPENSES — ADMINISTRATIVE AND GENERAL FOR THE YEAR ENDED JUNE 30, 2003 Board Meeting Expense $ 7,846 Mid Month Mailing 3, 518 Legal and Accounting 6,324 Credit Card Charges 2,360 Meeting Expense 1,840 Mileage Expense 1,297 Repair and Maintenance 21095 Equipment Lease 39080 Security 300 Computer Expense 3,227 Bad Debt Expense 3,063 Payroll Services 1,620 Dues and Subscriptions 420 Miscellaneous Expenses 41755 Insurance — D & O 4,022 License and Permits 198 Office Supplies 61019 Payroll Expenses 154,715 Postage 2,642 Printing 21792 Rent Expense 11,995 Telephone 19738 Utilities 6,620 Visitor Center Tourism 81040 Depreciation Expense 43035 Total Expenses — Administrative and General 12 �• `�