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CAC 03 13 2003Titit 4 QK&M CULTURAL ARTS COMMISSION AGENDA La Quinta Civic Center Study Session Room 78-495 Calle Tampico - La Quinta, CA 92253 March 13, 2003 7:00 PM I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call II. PUBLIC COMMENT The Chair reserves the right to limit discussion on any topic to five minutes or less. III. CONFIRMATION OF AGENDA Corrections, deletions or reorganization of the agenda. IV. CONSENT CALENDAR A. Approval of Minutes of February 13, 2003 B. Financial Report for February 2003 C. Department Report for January 2002 V. PUBLIC HEARING VI. BUSINESS ITEMS A. La Quinta Park Playground Equipment Artwork B. La Quinta Court Art Feature Modification C. Civic Center Campus Clock Project D. Spring Performing Arts Event E. Community Picnic Booth VII. CORRESPONDENCE AND WRITTEN MATERIALS A. General Guidelines For Commission, Board or Committee Members B. Request For Proposals for Interactive Water Feature C. Desert Dolmen Art Feature VIII. COMMISSIONER ITEMS IX. ADJOURNMENT NEXT MEETING INFORMATION April 10, 2003 7:00 PM La Quinta Civic Center Study Session Room SACOMMUNITY SERVICES\CACWGN 03-13-03..DOC • OV. CONSENT CALENDAR B. City of La Quinta Recap Arts in Public Places Available Funds Deposits collected through development Interest earned City Contribution Total Sources Less expenditures: Operating expenses Maintenance expenses Art purchased Total Uses FY 2003 Cumulative Current 02/28/03 through Year-To- 06/30/02 Date Total Equity Available before encumbrances and committments: Add back Accounts Payable Reduction for Interest Receivable Cash Available before encumbrances and committments: Less Encumbrances - Less Commitments: Hwy 111 TDC - Credits Hwy 111 TDC - Future Louis De Martino -Movie Theater Art Work K.Emerson & A.Dematteis-Spray tower -Fritz Burns Park Civic Center Art Purchase Construction of Base for New Art Piece -City Hall City Entrance Monuments Obelisks Pilot Program -City Street Markers -Peter Urbon Civic Center Campus - Design Civic Center Campus - CIP Admin Civic Center Campus - Available Place/repaint Darroll art piece (donated, accepted by CC 6/19/01)-Fritz Bums Park Base for Reiman art piece (Wilderness Totem) -City Hall Residency Inn sculpture project-Bighom Sheep -Bill Ware Omri & Boni Restaurant Art Piece (Desert Dolmen) Artist -Roger Hopkins Total Commitments - Art Purchases Total Commitments - Art Maintenance Total available funds 02/28/03 $1,502,683.23 $115,769.33 $1,618,452.56 211,275.19 $6,587.67 217,862.86 50,000.00 0.00 50,000.00 1,763,958.42 122,357.00 1,886,315.42 20,723.52 2,106.07 22,829.59 1,830.00 0.00 1,830.00 1,059,258.25 255,703.06 1,314,961.31 1,081,811.77 257,809.13 1,339,620.90 682,146.65 (135,452.13) 546,694.52 0.00 0.00 0.00 0.00 0.00 0.00 682,146.65 (135,452.13) 546,694.52 0.00 0.00 0.00 9,418.07 14,581.93 1,764.00 960.37 2,324.00 2,938.50 14,167.76 22,657.53 12,206.15 14,719.00 102,328.46 7,800.00 750.00 92,000.00 26,625.00 325,240.77 0.00 - 7 03/05/2003 File: APP.WK4 City of La Quinta Arts in Public Places Recap Expenditures Inception to 02/28/03 Page 1 Ooeratino Expenses: Expended Conference - Phoenix 07/24/92 Bank of America 821.66 07/31/92 Meg Robertson 244.08 $1,065.74 10/15/92 A.E.S. 23.70 01/12/93 JerryAllan 2,275.00 03/10/93 Regents - University of Calif. 105.00 03/31/93 Martin & Chapman 242.05 03/31/94 City of La Quinta Admin Fee 6,000.00 05/10/95 Rositas Shamis - Reimburse for supplies 35.91 06/30/98 Charrie Chappie Travel 325.21 06/30/98 Elaine Reynolds Travel 360.61 06/30/98 Rosita Shamis Travel 2,141.01 06/30/98 Susan Benay Travel 1,125.32 06/30/98 Americans For The Arts Registration 150.00 09/30/98 Susan Benay Travel - Reverse (1,125.32) 01/25/99 Art in La Quinta Inserts (Arrow Printing) 1,150.00 05/07/99 Recreation Brochures -Postage 473.50 05/29/99 Summer Brochures (Arrow Printing) 1,239.13 06/30/99 Patrick Welch - Anderson Travel 428.00 06/30/99 Welch/Reynolds- Atlanta Hilton 1,313.28 06/30/99 Susan Benay - Best Western 245.00 O6/30/99 Ca Assembly of Local Arts -Membership 199.00 06/30/99 Welch/Reynolds - Americans for the Arts Reg. 600.00 06/30/99 Susan Benay - Travel 272.36 08/19/99 US Postmaster: 05/19/1999 Appropriation -Summer Brochure 160.00 08/29/99 Arrow Printing - brochures 1,481.60 11/29/99 CA Assembly of Local Arts -Membership 75.00 12/14/99 US Postmaster: Brochure 160.00 01/08/00 Arrow Printing - Brochures 1,636.75 02/11/00 Travel & Conference - Credit (931.64) 03/06/00 Americans for the Arts 150.00 5/2/00 U S Postmaster - postage 160.00 6130/00 Russell Jacques - Art Base 693.75 7/31 /00 Russell Jacques - Art Base (693.75) 8/00 Maintenance -art piece -Hwy 111-DeMartino 500.00 8/00 Global Mural Conference 2000 100.00 8/00 U.S. Postmaster. Brochure 320.00 9/00 Reclassify maint. to separate account (500.00) 2/01 Art Wall Certificates 268.81 8/01 Freight, packing for sculpture 275.00 8101 Reclass expenditures at year end (1,060.00) 11/01 Bruce Kribbs supplies - reclassified from General Fund 5/02 128.00 3/02 APP Supplies - reclassified from General Fund 5102 55.50 10/02 Best Signs - (2)Dedication Bronze Plaques -Civic Center Campus 1,206.07 Total Operating Expenses $22,829.59 Art Maintenance Expenses authorized by Council: Expended 6/30/01 Total through 6/30101 (carried to Fiscal 2002) 1,060.00 6/30/02 Total through 6130102 770.00 Total - prior years 1,830.00 Year to Date, Fiscal 2003 0.00 Total Art Maintenance Costs charged to APP $1,830.00 03/05/2003 File: APP.WK4 �+ City of La Quinta Arts in Public Places Recap Expenditures Inception to • • 02/28/03 Page 2 Art Purchases: 06/09/92 07/31/92 07/31 /92 07/31 /92 12/15/1992 04/14/93 06/01 /01 06/29/94 06/29/94 O6/29/94 06/06/1995 01/16/1996 05/21/1996 05/21 /1996 12/17/96 06/17/97 06/17/97 05/05/98 07/07/98 09/15/98 10/20/98 03/16/99 04/06/99 05/18/99 07/01 /99 09/07/99 01/18/00 01/18/00 01/18/00 01/18/00 01/18/00 01/18/00 01/18/00 05/02/00 02/06/01 02/01 /01 07/03/01 07/17/01 07/17/01 8/01 11/01 9/02 01 /07/03 AdamsfTruman PTA Hwy 111 TDC - Paid Hwy 111 TDC - Credits Hwy 111 TDC - Future Ministrelli TT25429-Painted Cove -Air Motion -Bruce Thomas Louis De Martino -Movie Theater Art Work Louis De Martino -modifications -Hwy 111 Gem of the Desert K.Emerson & A.Dematteis-Gate-Fritz Bums Park K.Emerson & A.Dematteis-Mosiac Tiles -Fritz Bums Park K.Emerson & A.Dematteis-Spray tower -Fritz Bums Park Bear Creek Path Art Work-LQAF-Bear & Tile Fritz Bums Park - Spray Tower installation Rancho La Quinta - Paid Rancho La Quinta - Credit Fritz Burns Park -Art Femandez-Playground Equip(Bus Shelter Panels) Marcia Gibbons-L.Q. Car Wash -Mural Eagle Hardware -Credit -Eagles Washington St. Bridge-Navarrete/Holmes & Narver-Design Landscaping for Artpiece-Hwy111/Wash. St-DeMartino Art Pieces Washington St. Bridge-Navarrete/Holmes & Narver-Construction Washington St. Bridge -Artwork Construction Civic Center Art Purchase Construction of Base for New Art Piece -City Hall City Entrance Monuments Obelisks Pilot Program -City Street Markers -Peter Urbon City Entrance Monument Right -of -Way (#655) Civic Center Campus - Native American themes - P. Ladochy Civic Center Campus - LQ Mountain range - B. Ware Civic Carter Campus - Sandy Swan - Bronze relief map Civic Center Campus - Animal tracks - Sandy Swan Civic Center Campus - Design Civic Center Campus - CIP Admin Civic Center Campus - Available Construction of Base for New Art Piece -City Hall Water feature/LQ Court -Manuel Mendoza Phase 1-Jefferson St Bridge Artwork -Design Jefferson Bridge artwork -bridge railings -Construction Place/repaint Darroll art piece (donated, accepted by CC 6/19/01)-Fritz Burns Park Base for Reiman art piece (Wilderness Totem) -City Hall Point happy artwork project-Cahuilla Family -Felicity Senior Center Art Mural Residency Inn sculpture project-Bighom Sheep -Bill Ware Omri & Boni Restaurant Art Piece (Desert Dolmen) Artist -Roger Hopkins Total Art Purchases Total Balance of Commitments Expended Commitments Number 846.00 $846.00 0,00 7.00 47,578.99 47,578.99 0.00 7.00 10,810.63 1,392.56 9,418.07 7.00 36,610.38 22,028.45 14,581.93 7.00 15,000,00 15,000.00 0.00 1.00 72,530.00 70,766.00 1,764.00 12.00 35,870.00 35,870.00 0.00 12.00 10,000.00 10,000.00 0.00 6.00 10,000.00 10,000.00 0.00 9.00 31,000.00 30,039.63 960.37 11.00 5,000.00 5,000.00 0.00 4.00 16,786.00 16,786.00 0.00 11.00 35,000,00 35,000.00 0.00 10.00 35,000.00 35,000.00 0.00 10.00 37,000.00 37,000.00 0.00 15.00 10,000.00 10,000.00 0.00 3.00 43,000.00 43,000.00 0.00 5.00 3,000.00 3,000.00 0.00 13.00 18,800.00 18,800.00 0.00 7.00 39,500.00 39,500.00 0.00 13.00 21,999.00 21,999.00 0.00 13.00 7,327.00 5.003.00 2,324.00 19.00 4,000,00 1,061.50 2,938.50 28.00 299,713.00 285,545.24 14,167.76 14.00 91,312.00 68,654.47 22,657.53 16.00 15,000.00 15,000.00 0.00 14.00 57,600.33 57,600.33 0.00 20.00 90,000.00 90,000.00 0.00 21.00 35,094.17 35,094.17 0.00 22.00 13,085.00 13,085.00 0.00 23.00 34,000.00 21,793.85 12,206.15 24.00 14,719.00 0.00 14,719.00 25.00 104,101.83 1,773.37 102,328.46 26.00 2,693.75 2,693.75 0.00 27.00 88,725.00 88,725.00 0.00 17.00 3,000.00 3,000.00 0.00 18.00 7,800.00 7,800.00 0.00 18.00 9.500.00 1,700.00 7,800.00 32.00 750.00 0.00 750.00 0.00 94,950.00 94,950.00 0.00 30.00 4,000.00 4,000.00 0.00 29.00 92,000.00 0.00 92,000.00 31.00 35,500.00 8,875.00 26.625.00 33.00 $1,640,202.08 $1,314,961.31 $325,240.77 41 03/05/2003 File: APP.WK4 City in P lic Pl Arts in Public Places • Recap Expenditures Inception to 02/28/03 Number Artwork Expended 1 Air Motion -Bruce Thomas $15,000.00 2 Civic Art Purchase -General Fund $0.00 3 Desert Mural -Marcia Gibbons $10,000.00 4 Bear Creek Bike Path Art-LQAF $5,000.00 5 Eagles -Jeffrey Fowler $43,000.00 6 Gates at the Pool - Gateway to the Desert-DeMatteis $10,000.00 7 Gem of the Desert -De Martino $90,646.00 8 Kennedy Art Piece - Rotary Donation $0.00 9 Sidewalk Mosiac Squares - Dances with the Landscape-DeMatteis $10,000.00 10 Rancho La Quinta Don -Bill Ware $70,000.00 11 Spray Structure -In between Earth & Sky wtr life to all creatures-DeMatteis $46,825.63 12 Sun & Moon Beam-DeMartino $106,636.00 13 Washington St Bridge Railing-Navarrette $64,499.00 14 City Entrance Monuments -Ray Lopez $300,545.24 15 Bus Stop Metal Work -Art Fernandez $37,000.00 16 Obelisks -Peter Urbon $68,654.47 17 LQ Court Water Feature -Manuel Mendoza $88,725.00 18 Jefferson St Bridge Railing-Navarrette $10,800.00 19 Lizards - Civic Center Campus South Entrance -Steve Rieman $5,003.00 20 Civic Center Campus - Native American themes - P. Ladochy $57,600.33 21 Civic Center Campus - LQ Mountain range - B. Ware $90,000.00 22 Civic Center Campus - Tree of Life - Sandy Swan - Bronze relief map $35,094.17 23 Civic Center Campus - Animal tracks - Sandy Swan $13,085.00 24 Civic Center Campus - TDK Design $21,793.85 25 Civic Center Campus - CIP Admin $0.00 26 Civic Center Campus - Available $1,773.37 27 Art Base for R. Jacques Artwork $2,693.75 28 Art Base for Lizards Artwork $1,061.50 29 Senior Center Art Mural-LQAF $4,000.00 30 Point Happy Artwork Project -Felicity $94,950.00 31 Residency Inn Sculpture Project -Bill Ware $0.00 32 Place/paint Darroll art piece (donated, CC accepted 6/19/01)-F Burns Prk $1,700.00 33 Omri & Boni Restaurant Art Piece (Desert Dolmen) Artist -Roger Hopkins $8,875.00 Total Art Purchases to date 1,314,961.31 Page 3 03/05/2003 File: APP.WK4 to 0 0 City of La Quinta Recap Arts in Public Places Interest Earned Annual Interest FY 1990/91 3,525.59 FY 1991 /92 11,646.54 FY 1992/93 12,156.96 FY 1993/94 7,137.38 FY 1994/95 11,444.17 FY 1995/96 14,109.65 FY 1996/97 16,170.79 FY 1997/98 14,845.19 FY 1998/99 28,328.00 FY 1999/00 32,168.62 FY 2000/01 36,787.35 FY 2001/02 22,954.95 Total Accumulated Interest FY 2002/03 Interest YTD Interest Through $211,275.19 6,587.67 02/28/03 217,862.86 Note: The City records interest earned on pooled cash quarterly. 11 File: APP.WK4 03/05/2003 CONSENT CALENDAR C. ti CFM OF Tt� TO: FROM: DATE: SUBJECT HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL DODIE HORVITZ, COMMUNITY SERVICES DIRECTO FEBRUARY 18, 2003 TRANSMITTAL COMMUNITY SERVICES DEPARTMENT REPORT FOR THE MONTH OF JANUARY 2003 UPCOMING EVENTS OF THE COMMUNITY SERVICES DEPARTMENT FOR THE MONTH OF MARCH 2O03: March 3 *Monthly Putting Contest March 3 *IID Energy Assistance Program March 3 *Scanning Computer Class March 3 *Windows 98/200/XP Computer Class March 4 *Tap Dance Lessons March 4 *AARP Tax Assistance March 4 Bellydance Classes, Senior Center March 4 Line Dancing Lessons, La Quinta High School March 6 *Cooking Class March 6 Bellydance Classes, La Quinta High School March 7 *Watercolor Painting Lessons March 8 Botanical Print Picture Making, Senior Center March 8 Downtown Disney Excursion, Civic Center March 10 *Photo Editing Computer Class March 10 Mastering Microsoft Word, Senior Center March 10 Ballroom Dance Lessons, Senior Center March 11 Quick & Easy Elegant Meals, Cooking Class, La Quinta High School March 12 Mastering Microsoft Excel, Senior Center March 12 Let's Fondue, Cooking Class, La Quinta High School March 12 Herbal Hand Cream and Lip Balm Instruction, Senior Center March 13 *St. Patrick's Luncheon March 13 *Photo Editing Computer Class March 13 *Jazz Guitar Lessons March 13 *Legal Counseling March 15 Annual Tiny Tot Olympics, Fritz Burns Park March 17 The Art of Jazz Guitar, Senior Center March 17 *Monthly Putting Contest March 18 Italian for Travelers, Senior Center March 18 *Representative from Mary Bono's Office March 18 *CPR Class March 18 *Free Hearing Consultations March 20 *Tai Chi Class 12 0 March 20 *Medicare and Insurance Counseling March 20 Adobe Photoshop Elements, Senior Center March 21 *Multi -Generational Talent Show March 24 *Microsoft Excel Computer Class March 24 *Quicken Computer Class March 25 *AARP Driver Safety Program March 25 Great Sauces & Soups, Cooking Class, La Quinta High School March 26 Botanical Watercolors, Art Room, Senior Center March 29 Grass Volleyball Gig, Adams Park *Daytime Senior Center class or activity 13 T4tyl 4 QuAroul Community Services Department Attendance Report for the Month of Janaury 2003 Summary Sheet Program 2003 2002 Variance Sessions Per Month 2003 2002 Leisure Classes 155 79 '77 40 18 Special Events 25 0 25 1 0 Adult Sports 282 98 184 17 16 Senior Center 1870 1545 320 175 121 Total 2332 1722 606 233 155 Senior Services Senior Center 492 407 85 18 14 Total 492 407 85 18 14 Sports Complex Use AYSO 1,550 1450 100 20 20 LQSYA (baseball) 500 500 0 4 4 Total 2,050 1950 100 24 24 Facility/Park Rentals Fritz Burns Park 17 0 17 1 0 (Birthday Parties) Sports Complex 80 0 80 4 0 (Desert Springs Church) Total 97 0 97 5 0 Total Programs 4,9711 4,0791 2801 193 Volunteer Hours Senior Center 7761 7661 10 Total Volunteer Hours 7761 7661 10 Monthly Revenue Senior Center $ 19,002.00 $ 15,452.00 $ 3,500.00 Community Services $ 12,486.00 $ 13,589.00 $ (1,103.00) Total Revenue $ 31,488.00 $ 29,041.00 $ 2,397.00 Revenue Year to Date Senior Center $ 55,580.00 $ 48.116,00 $ 7,414.00 Community Services $ 45,002.00 $ 1 38,446.00 $ 6,556.00 Total Revenue to Date $ 100,582.00 $ 86,562.00 $ 13,970.00 14 Community Services Program Report for January 2003 2003 2002 2003 2002 Participants Participants Variance Meetings Meetings Leisure Classes Beginning Computers 9 8 1 1 2 Intermediate Computers 5 4 1 2 3 Acrylic Painting 5 0 5 2 0 Adobe Photoshop Elements 4 6 -2 2 2 Tae Kwon Do 11 0 11 4 0 Karate for Kids 4 0 4 4 0 Hatha Yoga 34 31 4 4 6 Vinyasa Flow Yoga 10 0 10 2 0 Hatha/Vinyasa Combo 8 0 8 6 0 Line Dance Lessons 17 0 17 2 0 Botanical Watercolor Class 7 0 7 2 0 Bell dance Lessons Tu. 9 0 9 2 0 Bellydance Lessons Th. 9 0 9 2 0 Great Sauces, Cooking 4 0 4 1 0 Italian for Travelers 7 14 -7 2 3 Ballroom Dance Lessons 6 16 -10 1 2 Art of Jazz Guitar 6 0 61 1 0 Totals 155 79 771 40 18 200'3 2002 2003 2002 Participants Participants Variance Meetings Meetings Special Events La Quinta Skate Park Mt. 25 0 25 1 0 Totals 25 0 25 1 0 2003 2002 2003 2002 Participants Participants Variance Meetings Meetings Adult Sports Open Gym Basketball 282 98 184 17 16 Totals 282 98 184 17 16 Recreation Totals 4621 1771 2861 581 34 Page 2 15 Ah Senior Center Attendance Participation Participation VaWce Meetings Meetings 3 - -TOUT-Senior Activities ACBL Bride 307 286 21 4 5 Bridge, Duplicate/Social 625 517 108 16 10 Computer Open House 14 0 14 1 0 Dog Training, Complimentary 7 9 -2 1 1 Ice Cream Social 11 25 -14 1 4 Monthly Luncheon 98 87 11 1 1 Movie Time 55 83 -28 5 14 Putting Contest 7 11 -4 1 1 Tennis 105 0 105 12 0 Tennis Social 10 4 6 1 1 Senior Activity Total 1239 1022 217 43 37 Senior Leisure Classes Arts and Crafts 29 0 29 4 0 Ballroom Dance 57 19 38 7 4 Bridge Lessons 92 125 -33 9 12 Ceramics 5 15 -10 4 5 Computer 81 38 43 23 6 Computer Tutor 7 8 -1 7 7 CPR 12 0 12 12 0 Dog Training Class 16 11 5 6 4 Exercise 53 56 .31 131 12 Golden Tones 34 32 21 41 2 Jazz Guitar 6 0 1 4 0 Knitting 18 3 15 2 4 Painting 14 18 -4 3 3 Quilting 36 43 -7 4 4 Rug Hooking 6 9 -31 3 3 Sketching/Drawing 18 0 181 4 0 Spanish 22 0 221 3 0 Stained Glass 10 10 01 3 3 Tai Chi 151 39 -241 4 3 Tap Dance 131 22 -91 3 3 Watercolor 101 12 -2 1— 4 Woodcarving 60 63 -3 5 5 2 0 Yoga 17 Ol 17 Senior Leisure Classes Total 631 5231 103 1321 84 TOTAL SENIOR PROGRAMS 1870 1545 320 1751 121 Senior Services HARP "55" Course 22 20 2 2 2 FIND Food Distribution 348 269 79 5 4 Hearing Consultation 4 0 4 1 0 3 H,D. Energy Assistance 15 6 —11 9 4 1 I.I.D. Energy Assistance/No fee 5 41 2 Legal Consultation 15 11 41 11 2 3 2 Medicare/Hi Cap Consultation 11 10 18 1 n/a n/a Volunteers 72 90 TOTAL SENIOR SERVICES 492 407 85 181 14 SENIOR CENTER TOTAL 23621 1952 405 193 135 -16 _ . VI. BUSINESS ITEMS A c&t!t 4 La�Q•c a� ��lGll a h� 5 Gehl OF CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: La Quinta Park Playground Equipment Artwork RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission. BACKGROUND AND OVERVIEW: The La Quinta Park playground equipment has several panels over the entrances to the play equipment. These art panels can be customized with artwork. The La Quinta Arts Foundation has conducted an artwork competition for children 5-12 years old to provide artwork for the panels. The theme of the competition was "My Community." Attachment A provides the artwork that the schools provided to the La Quinta Arts Foundation. Once this artwork is approved by the Community Services and Cultural Arts Commissions, the artwork will be engraved upon the panels for the playground and placed on the play equipment. All children providing artwork for consideration will receive a certificate of appreciation for their participation in the competition. ALTERNATIVES: The alternatives available to the Commission are: 1 . Approve artwork for the La Quinta Park playground equipment; or 2. Po not approve artwork for the La Quinta playground equipment; or vide sta ro V Dodie Horvitz, Cot Attachment A with alternate direction. unity Services Director La Quinta Park Playground Equipment Artwork -1'7 r: • VI. BUSINESS ITEMS B Tjht 4 4 Q" CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: La Quinta Court Art Feature Modification RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission. BACKGROUND AND OVERVIEW: At the March 4, 2003 City Council meeting, the City Council discussed possible modifications to the La Quinta Court Art Feature. Attachment A provides photographs of the La Quinta Court Art Feature as of this report. Pursuant to the Art Purchase Agreement with Manuel Mendoza, the art feature was constructed as designed and approved the by the City Council. -Any modification to the art feature will be additional work and will require an additional appropriation from the Art in Public Places fund. The City Council asked that this item be brou.ght to the Cultural Arts Commission for a recommendation as to what could be done to provide more of a visual draw to the area. ALTERNATIVES: The alternatives available to the Commission are: 1 . Provide modification recommendations for City Council consideration for the La Quinta Court Art Feature; or 2. Do not provide modification recommendations for City Council consideration for the La Quinta Court Art Feature; or 3. 1 Provide Ataff with alternate direction. ie Horvitz, Corr)munity Services Director Attachment A: Photographs of the La Quinta Court Art Feature 18 c r MR _ , •VI. BUSINESS ITEMS C �a�Q•c 5 C�nf OF T1 9ti CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: Civic Center Campus Clock Project RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission. BACKGROUND AND OVERVIEW: At the February 10, 2003 Cultural Arts Commission meeting, the Commission discussed the possibility of placing a clock tower on the Civic Center Campus. Commissioner Young was to contact the Verdin Clock Company for more information regarding the project. Mr. Atkins has provided information for the Commission's consideration. This information is provided as Attachment A. ALTERNATIVES: The alternatives available to the Commission are: 1 . Direct staff to present the proposed clock tower for the Civic Center Campus to be funded by the APP account for City Council consideration; or 2. Do not direct staff to present the proposed clock tower for the Civic Center Campus to be funded by the APP account for City Council consideration; or 3. Fkovide staff with alternate direction. Dodie HorvitzrCorNmunity Services Director Attachment A: Information from the Verdin Company �19 4p VI. BUSINESS ITEMS D c&t!t 4 4Q" CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: Spring Performing Arts Event RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission. BACKGROUND AND OVERVIEW: The Cultural Arts Commission is hosting a Spring performing arts event at the Civic Center Campus on Friday, April 25, 2003. The Commission would like to have several performances taking place and culminating with a fireworks presentation. The City Council considered the Commission's request to have a fireworks presentation at the March 4, 2003 City Council meeting. Attachment A provides the staff report that was presented to the City Council at that meeting. As presented in the staff report, the contract with the pyrotechnic company is subject to the approval of the City Manager and City Attorney. As of this report, the City Attorney has several concerns with the contract between the company and the City. Until those issues are resolved, the City has not entered into an agreement with the fireworks company. The contract with Sidestreet Strutters has been executed and they are set for the event, to perform from 7:00-9:00 p.m. The Commission may wish to form a sub -committee to work on the details of the event. Staff will be responsible for the transportation of the public from the City parking lot to the Civic Center, and for providing maintenance staff at the event. The Commission will be responsible for all other aspects of the event. Staff is the responsible party for renting equipment or committing expenditures for the event. Should the Commission need equipment or supplies, staff must be contacted before a commitment is made for such items. All press and advertising must follow the established process. ALTERNATIVES: 20 0 • The alternatives available to the Commission are: 1. Appoint sub -committees to work on the Spring performing event; or 2. Do not appoint sub -committees to work on the Spring performing event; or 3. Pdbvide staff with alternate direction. Attachment A: unity Services Director City Council Staff Report Dated March 4, 2003 021 0 0 Due to a large number of participants anticipated at this event, additional staff time will be necessary to monitor the Senior Center, the Civic Center Campus area and to provide maintenance duties. It is anticipated that staff cost will not exceed $2,500. In addition to the parking at or around the Civic Center Campus, the City's parking lot in the Village will be utilized. A parkingservice will be used to provide parking lot monitoring as well as monitoring the City -owned parking lot in the Village used for public parking. The cost for a parking service is approximately $2,000. Electric vehicles will be used to transport the public to the Civic Center Campus from the city lot. There will be a charge of approximately $1,000 for staff and the rental of vehicles to transport people. Advertisement for the event is anticipated to cost $500. The City has entered into an entertainment agreement with the Sidestreet Strutters for the April 25 event in the amount of $4,000. In addition to the entertainment component of the event, the Commission has discussed offering a fireworks presentation at the event. Staff has met with a representative of Pryo Spectaculars, Inc., the pyrotechnic company that was used for the City's 201h Anniversary Celebration fireworks show. After reviewing the site for clearances necessary for the launching of fireworks, the fireworks consultant from Pryo Spectaculars, Inc. has determined that the area located just west of City Hall would provide the radius of clearance needed. Attachment 1 provides a site map with the proposed launch site marked. Using this site will require the north parking lot to be closed due to the proximity of the shells being discharged. Pryo Spectaculars, Inc. provides general liability insurance and hazardous material transportation insurance in the amounts of $1 million and $5 million respectively as well as workers compensation coverage. The proposal from Pryo Spectaculars, Inc. is provided as Attachment 2. The cost for a five minute show ranges from $5,000 to $6,000, depending on the variety of shells used. Additional costs associated with a fireworks show could be standby fire department personnel and permits. As of this report, that information has not been confirmed, however, an estimate of $1,000 has been included in the budget to cover any unforeseen costs. The following chart provides a cost break down of the spring event. The first table provides the budget for the entertainment portion and the second table is the budget for the fireworks portion. Entertainment Budget: Sidestreet Strutters $4,000 E ems.. , ;... , , w cover the cost of ,* Spectaculars, Inc. wiw"-b' Funds in: Account # 10' special eter�ts' . Tie fls th+a two t Campus Dedicationv4d sptin$ eventI 4 With the addition.otth rr�arks 'Pro Respectfully submitted, Dodie Horvitz, Community Services Director Approved for`submission by: Thomas P. Genovese, City Manager Attachments: 1. Site Map of the Civic Center Campus 2. Proposal from-Pryo Spectaculars, Inc. 3. Display Agreement 4 S:\COMMUNITY SERVICES\CCREPORTS\CC.242.FIREWORKS 03-04-03..DOC Souza Americarzs," Ohre 0fl�o t yobr rW'In dial. U'I'11 Product Synopsis Pyrotechnic Proposal Program "A " City of La CQuin to Community Services Pyrotechnic Devices Description Quantity ♦ Color Pearl Candle Multishot Device 168 Shots Blue Pearl Multishot Device 100 Shots ♦ World Circuit Candle Multishot Device 200 Shots ♦ Colorful Pearls Multishot Device 100 Shots ♦ 'Colorful Sky Multi Color Pearls Multishot Device 100 Shots ♦ Colors of the World Multishot Device 28 Shots ♦ Denver Multishot Device 50 Shots ♦ Golden Dragon Multishot Device 100 Shots ♦ White Pearl Multishot Device 100 Shots ♦ Hacker Attack Multishot Device 38 Shots ♦ Independence Day Multishot Device 150 Shots ♦ Magnolia Golden Star Multishot Device 100 Shots ♦ Rainbow I Color Pearls Candle Multishot Device 98 Shots ♦ Souza Finale - Deluxe Multishot Device , 100 Shots ♦ Strait of Malacca Multishot Device 32 Shots ♦ Green Pearl Multishot Device 100 Shots 1.75" Green Mines 6 ♦ 1.75" Gold Glitter Mines 6 ♦ 1.75" Orange Mines 6 ♦ 1.75" Silver Mines 6 ♦ 1.75" Blue Mines 6 ♦ 1.75" Purple Mines 6 Total of Pyrotechnic Devices 11,600 Special Pyrotechnic Effects Description Quantity ♦ 1.75" Gold Glitter Comets 9 ♦ 1.75" Green Comets 9 ♦ 1.75" Blue Comets w/Tail 9 ♦ 1.75" Green Comets w/Tail 9 ♦ 1.75" Orange Comets 9 ♦ 1.75" Red Comets w/Tail 9 ♦ 1.75" Silver Lace Comets 9 ♦ 1.75" Blue Comets ` 9 ♦ 1.75" Purple Comets 9 Total of Special Pyrotechnic Effects 81 7 Grand Total 1,681'`u -t Yin 3PECTACUUMS, w ts't#CW Poi t tl2aF*111c'� coo tL Cs can � `. 10 �,.4� lei Ww#3t`ii4 toe' }BIWX ryy J�w.dMRF�.- . jrv7�' 41,Pyw* hri�Sil" y 1Y,'M lFS,. I I 1 1 76" Purple CQ ei c a � I r m 1"�rrt+l`it 11 1,.V" rae + ornat f 1.75" Ciittarrret�' Blue Com is w-'ai1 Sil.vertace c6iir is Is_ . otafi of, Spectat,pptrt ee4 i r Full Service "Turn Key" Package Pyro Spectaculars by Souza agrees to: • Manufacture, supply, insure, ship, install, fire, and break down all display materials. • Provide general liability insurance and hazardous material transportation insurance in the amounts of $1 million and $S million respectively, as well as workers compensation coverage. • Apply for all necessary federal, state, and local fireworks display permits and licenses. • Provide a trained and licensed pyrotechnic operator and crew. • Provide all necessary pyrotechnic equipment, including a complete electronic firing system. • Provide a firing site inspection, meetings with local authorities, and full media support. Page 9 �� L :: Y: , ". ''. .: S �. � ,. ►� -q � i .._ _.. ... ..a -LVr ✓r� ilryvvt,., f V�VrW VJI'W'a�i1 �vF��FSYLN'. if 4 --- �'u: Scfy, Display Agreement Highlights Fireworks Display for April 25, 2003 Program "A" $6,000.00 Program "B" $5;000.00 • Price Firm Through March 21, 2003 • 501/o Deposit Due March 28, 2003 Program "A" $ 3, 000.00 r Program "B" $2,500.00 • Balance Due April 28, 2003 Program "A" $ 3, 000.00 Program "B" $2,500.00 • Customer to Provide: Fire Department Fees Sand (if needed) Security Location (Safe zone TBD per site) All non- yro related costs of display Communication System Wfg �", # � eVlFI'flE� PYRO SPECTACULARS, I4 _ Display Agreement 7) In the event PURCHASER cancels the display, it will be impractical or extremely difficult to fix the actual amount of PYRO's damages. The foregoing represents a reasonable estimate of the damages PYRO will suffer if PURCHASER cancels the display. 8) PYRO reserves the ownership rights and trade names that are used in or are a product of the pyrotechnic display to be performed herein. Any reproduction by sound, video or other duplication or recording process without the express written permission of PYRO is prohibited. 9) PYRO agrees to furnish insurance coverage in connection with the Display may, for the following risks and amounts: bodily injury and property damage, including products liability ONE MILLION DOLLARS ($1,000,000) combined single limits. Such insurance shall include PURCHASER as an additional insured regarding claims made against PURCHASER for bodily injury or_property damage arising from the operations of PYRO in performing the Display provided for in this Agreement. Such insurance afforded by PYRO shall not include claims made against PURCHASER for bodily injury or property damage arising from A) Failure of PURCHASER, including through or by its employees, agents and/or independent contractors, to perform its obligations under this agreement, including, without limitation, those contained in Paragraph 3 of this Agreement; B) Failure of the PURCHASER to provide discretionary Spectator and Parking Areas referred to in Paragraph 3 of this Agreement. PURCHASER shall indemnify and hold PYRO harmless from all claims and suits made against PYRO for bodily injury or property damage arising from A) and B) of this Paragraph. 10) If any legal action is brought to enforce or interpret the terms or provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney fees and costs in addition to any other relief to which they may be entitled. 11) In the event PYRO breaches this agreement, or is otherwise negligent in performing the fireworks display provided for herein, PURCHASER shall, under no circumstances, be entitled to recover monetary damages from PYRO beyond the amount PURCHASER agreed to pay PYRO under this Agreement. PURCHASER shall not, under any circumstances, be entitled to recover any consequential damages from PYRO including, without limitation, for loss of income, business or profits. Nothing in this paragraph shall be construed as a modification or limitation on the insurance coverages afforded to Paragraph 9 above. 12) It is agreed, nothing in this Agreement or in PYRO's performance of the display provided for herein, shall be construed as forming a partnership or joint venture between PURCHASER and PYRO. The parties hereto shall be severally responsible for their own separate debts and obligations and neither party shall be held responsible for any agreements or obligations not expressly provided for herein. 13) This Agreement shall be governed and interpreted under the laws of the State of California. It is further agreed that the courts of the State of California shall have exclusive jurisdiction to adjudicate any disputes arising out of this contract or performance of the display provided for herein. It is further agreed that the Central Judicial District of San Bernardino County, California, shall be proper venue for any such action. 14) Any Notice to the parties permitted or required under this Agreement may be given by mailing such Notice in the United States Mail. postage prepaid, first class, addressed as follows: PYRO - Pyro _Spectaculars, Inc., P. O. Box 2329, Rialto, California 92377. PURCHASER- City of La Quints Community Services; P.O. Box 1504, La Quinta, California 92253 -April 25, 2003 -Program "A" 15) All terms of this Agreement are in writing and may only be modified by written agreement of both parties hereto. Both parties acknowledge they have received a copy of said written Agreement and agree to be bound by said terms of written Agreement only. 16) If there is more than one PURCHASER, they shall be jointly and severally responsible to perform PURCHASER's obligations under this agreement. This Agreement shall become effective after it is executed and accepted by PURCHASER and after it is executed by PYRO at PYRO's offices in Rialto, California. This Agreement maybe executed in several counter parts, including faxed copies. each one of which shall be deemed an original against the party executing same. This Agreement shall be binding upon the parties hereto and upon their heirs, successors, executors, administrators and assigns. PURCHASER recognizes that because of the nature of fireworks, an industry accepted level of 3% of the product used in any display may not function as designed and this level of nonperformance is acceptable as full performance. In Witness Whereof the parties hereto, by and through their duly authorized agents, have set their hands and seals this day of , 20QL i Title PRESIDENT , JAMS SOUZA )1011PYRO SPECTACULARS, INC. , Title PURCHASER X Initial Here • Purchaser is responsible for payment of fire department permit and standby fees, if applicable. • Purchaser to provide firing site, communication, and security. • Price firm through March 21, 2003. • Price includes full electronic firing Show Producer. Jeff Martin ye.:' . < i MOW CoIY missiorVS SPnn9 Evefit 9 Due to a large number of participants anticipated at this event, additional staff time will be necessary to monitor the Senior Center, the Civic Center Campus area and to provide maintenance duties. It is anticipated that staff cost will not exceed $2,500. In addition to the parking at or around the Civic Center Campus, the City's parking lot in the Village will be utilized. A parking service will be used to provide parking lot monitoring as well as monitoring the City -owned parking lot in the Village used for public parking. The cost for a parking service is approximately $2,000. Electric vehicles will be used to transport the public to the Civic Center Campus from the city lot. There will be a charge of approximately $1,000 for staff and the rental of vehicles to transport people. Advertisement for the event is anticipated to cost $500. The City has entered into an entertainment agreement with the Sidestreet Strutters for the April 25 event in the amount of $4,000. In addition to the entertainment component of the event, the Commission has discussed offering a fireworks presentation at the event. Staff has met with a representative of Pryo Spectaculars, Inc., the pyrotechnic company that was used for the City's 20" Anniversary Celebration fireworks show. After reviewing the site for clearances necessary for the launching of fireworks, the fireworks consultant from Pryo Spectaculars, Inc. has determined that the area located just west of City Hall would provide the radius of clearance needed. Attachment 1 provides a site map with the proposed launch site marked. Using this site will require the north parking lot to be closed due to the proximity of the shells being discharged. Pryo Spectaculars, Inc. provides general liability insurance and hazardous material transportation insurance in the amounts of $1 million and $5 million respectively as well as workers compensation coverage. The proposal from Pryo Spectaculars, Inc. is provided as Attachment 2. The cost for a five minute show ranges from $5,000 to $6,000, depending on the variety of shells used. Additional costs associated with a fireworks show could be standby fire department personnel and permits. As of this report, that information has not been confirmed, however, an estimate of $1,000 has been included in the budget to cover any unforeseen costs. The following chart provides a cost break down of the spring event. The first table provides the budget for the entertainment portion and the second table is the budget for the fireworks portion. Entertainment Budget: Sidestreet Strutters $4,000 2 Respectfully submitted, { Yry Dodie Horvitz, Community Services Director Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Site Map of the Civic Center Campus 2. Proposal from Pryo Spectaculars, Inc. 3. Display Agreement 4 S:\COMMUNITY SERVICES\CCREPORTS\CC.242.FIREWORKS 03-04-03..DOC � a F. .III Febrijary 2$ 001 onim!.My Services .OUi'C- Ms. Marnl Fraftcisca P.Q.-Pox' ttO4'- Le Q►trni: trA2253 :- Thankyou r b rart�r fur ,ice 2003 c :are, htor: .s . Ars. A �iricte e 5 -your cu�ite slew in rtit, ' rPackage le. xf �: *y�r'F1j'�ii'.. '{7F ,'�?��. :a." -.._, _...+- . _:�._�.s•.1.., � s��r. _..:-:.a.� �i„e;...:.., � �`.-'ivy _ .. ,emu.: r�.:,1f by Sp95osta p dw Mwth .Z Mlx Product Synopsis Pyrotechnic Proposal Program "A" City of La Quinta Community Services Pyrotechnic Devices Description Quantitv ♦ Color Pearl Candle Multishot Device 168 Shots ♦ Blue Pearl Multishot Device 100 Shots ♦ World Circuit Candle Multishot Device 200 Shots ♦ Colorful Pearls Multishot Device 100 Shots ♦ Colorful Sky Multi Color Pearls Multishot Device 100 Shots ♦ Colors of the World Multishot Device 28 Shots ♦ Denver Multishot Device 50 Shots ♦ Golden Dragon Multishot Device 100 Shots ♦ White Pearl Multishot Device 100 Shots ♦ Hacker Attack Multishot Device 38 Shots ♦ Independence Day Multishot Device 150 Shots ! Magnolia Golden Star Multishot Device .100 Shots ♦ Rainbow I Color Pearls Candle Multishot Device 98 Shots ♦ Souza Finale - Deluxe Multishot Device- 100 Shots ♦ Strait of Malacca Multishot Device 32 Shots ♦ Green Pearl Multishot Device 100 Shots ♦ 1.75" Green Mines 6 ♦ 1.75" Gold Glitter Mines 6 ♦ 1.75" Orange Mines 6 ♦ 1.75" Silver Mines 6 ♦ 1.75" Blue Mines 6 ♦ 1.75" Purple Mines 6 Total of Pyrotechnic Devices 1,600 Special Pyrotechnic Effects Description Quantity ♦ 1.75" Gold Glitter Comets 9 ♦ 1.75" Green Comets 9 ♦ 1.75" Blue Comets w/Tail 9 ♦ 1.75" Green Comets w/Tail 9 1.75" Orange Comets 9 ♦ 1.75" Red Comets w/Tail 9 ♦ 1.75" Silver Lace Comets 9 ♦ 1.75" Blue Comets 9 ♦ 1.75" Purple Comets 9 Total of Special Pyrotechnic Effects 81 7 Grand Total 1,681 "' VIC* )6vto R ve,4ce. icker Attack MpItishot 16peridente I ba +,,'1-. Orahie "Min 75 es 1.75" SJue-Akiii.6s 1.75' Greed Mrr sJ ► a 75" Purpte Mines + ,' 1.7S'Silver Mnes Total'of ll�� Purple�.0 eft r- miW C et 0m, 1 .76" Gree, n,. Cet - W/T Com ometss lue et 1'.7W. Gold,Gfitter 1.167 Blue C met§ _w/Tail ♦ 1.75 Silver tact, Comets OC ,Grand�. io-tS N 6 dot ,9Full Service "Turn Key" Package Pyro Spectaculars by Souza agrees to: • Manufacture, supply, insure, ship, install, fire, and break down all display materials. • Provide general liability insurance and hazardous material transportation insurance in the amounts of $1 million and $5 million respectively, as well as workers compensation coverage. • Apply for all necessary federal, state, and local fireworks display permits and licenses. • Provide a trained and licensed pyrotechnic operator and crew. • .Provide all necessary pyrotechnic equipment, including a complete electronic firing system. • Provide a firing site inspection, meetings with local authorities, and full media support. Page 9 -.s_,.<. • • Display Agreement Highlights Program A" $6/000-00 Program "B" $5/000.00 • �� W• • 1 1 ' March 21, 2003 50% Deposit Due March 28, 2003 Program "A" $ 3, 000.00 Program "B" $2,500.00 Balance Due April 28, 2003 Program "A" $3,000.00 cu 1 IPI Program "B" $ 2, 500.00 � ,M�� 0 Customer to Provide: �� I 1 Fire Department Fees Sand (if needed) Security Location (Safe zone TBD per site) •- All non-pyro related costs of display Communication System PYRO SPECTACULARS, I 4 Display Agreement 7) In the event PURCHASER cancels the display, it will be impractical or extremely difficult to fix the actual amount of PYRO's damages. The foregoing represents a reasonable estimate of the damages PYRO will suffer if PURCHASER cancels the display. 8) PYRO reserves the ownership rights and trade names that are used in or are a product of the pyrotechnic display to be performed herein. Any reproduction by sound, video or other duplication or recording process without the express written permission of PYRO is prohibited. 9) PYRO agrees to furnish insurance coverage in connection with the Display only, for the following risks and amounts: bodily injury and property damage, including products liability ONE MILLION DOLLARS. (SI,000,000) combined single limits. Such insurance shall include PURCHASER as an additional insured regarding claims made against PURCHASER for bodily injury or property damage arising from the operations of PYRO in performing the Display provided for in this Agreement. Such insurance afforded by PYRO shall not include claims made against PURCHASER for bodily injury or property damage arising from A) Failure of PURCHASER, including through or by its employees, agents and/or independent contractors, to perform its obligations under this agreement, including, without limitation, those contained in Paragraph 3 of this Agreement; B) Failure of the PURCHASER to provide discretionary Spectator and Parking Areas referred to in Paragraph 3 of this Agreement. PURCHASER shall indemnify and hold PYRO harmless from all claims and suits made against PYRO for bodily injury or property damage arising from A) and B) of this Paragraph. 10) If any legal action is brought to enforce or interpret the terms or provisions of this Agreement, the prevailing party shall be entitled to reasonable attorney fees and costs in addition to any other relief to which they may be entitled. 11) In the event PYRO breaches this agreement, or is otherwise negligent in performing the fireworks display provided for herein, PURCHASER shall, under no circumstances, be entitled to recover monetary damages from PYRO beyond the amount PURCHASER agreed to pay PYRO under this Agreement. PURCHASER shall not, under any circumstances, be entitled to recover any consequential damages from PYRO including, without limitation, for loss of income, business or profits. Nothing in this paragraph shall be construed as a modification or limitation on the insurance coverages afforded to Paragraph 9 above. 12) It is agreed, nothing in this Agreement or in PYRO's performance of the display provided for herein, shall be construed as forming a partnership or joint venture between PURCHASER and PYRO. The parties hereto shall be severally responsible for their own separate debts and obligations and neither party shall be held responsible for any agreements or obligations not expressly provided for herein. 13) This Agreement shall be governed and interpreted under the laws of the State of California. It is further agreed that the courts of the State of California shall have exclusive jurisdiction to adjudicate any disputes arising out of this contract or performance of the display provided for herein. It is further agreed that the Central Judicial District of San Bernardino County, Californid, shall be proper venue for any such action. 14) Any Notice to the parties permitted or required under this Agreement may given by mailing such Notice in the United States Mail. postage prepaid, first class, addressed as follows: PYRO - Pyro Spectaculars, Inc., P. O. Box 2329, Rialto, California 92377. PURCHASER- City of La Quinta Community Services; P.O. Box 1504, La Quinta, California 92253 -April 25, 2003 -Program "A" 15) All terms of this Agreement are in writing and may only be modified by written agreement of both parties hereto. Both parties acknowledge they have received a copy of said written Agreement and agree to be bound by said terms of written Agreement only. 16) If there is more than one PURCHASER, they shall be jointly and severally responsible to perform PURCHASER's obligations under this agreement. This Agreement shall become effective after it is executed and accepted by PURCHASER and after it is executed by PYRO at PYRO's offices in Rialto, California. -This Agreement may be executed in several counter parts, including faxed copies. each one of which shall be deemed an original against the party executing same. This Agreement shall be binding upon the parties hereto and upon their heirs, successors, executors, administrators and assigns. PURCHASER recognizes that because of the nature of fireworks, an industry accepted level of 3% of the product used in any display may not function as designed and this level of nonperformance is acceptable as full performance. In Witness Whereof the parties hereto, by and through their duly authorized agents, have set their hands and seals this day of , 20QL 1 ,Title PRESIDENT JAMtN1rSbUZAV PYRO SPECTACULARS, INC. , Title PURCHASER X Initial Here • Purchaser is responsible for payment of fire department permit and standby fees, if applicable. • Purchaser to provide firing site, communication, and security. • Price firm through March 21, 2003. • Price includes full electronic firing Show Producer. Jeff Martin I ^i LJ 0/I. BUSINESS ITEMS E Tit�p 4 4 Q" CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: Community Picnic Booth RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission. BACKGROUND AND OVERVIEW: The Community Services Commission will be hosting its annual Community Picnic and Birthday Bash on Saturday, April 26, 2003 from 10:00 a.m. to 1:00 p.m. The Cultural Arts Commission has had an interactive booth at the picnic. The Commission may wish to have an interactive booth again this year. The Commission would man the booth from 9:00 a.m. to 1:30 p.m. Should the Commission wish to have a booth, staff will provide a table, chairs and shade structure. ALTERNATIVES: The alternatives available to the Commission are: 1 . Offer an interactive booth at the annual Community Picnic and Birthday Bash on April 26, 2003; or 2. Do not offer an interactive booth at the annual Community Picnic and Birthday Bash on April 26, 2003; or 3. Pr vide staff with alternate direction. Dodie Horvitz, o munity Services Director ^3� Vil. VR. & WRITTEN MATERIAL A La��''c S4 CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: General Guidelines For Commission, Board or Committee Members BACKGROUND AND OVERVIEW: Attachment A provides the general guidelines for the Commissioners, Board and Committee members. This information is also provided in the Handbook for ComllnissionJ Boards and Committees. Do —die Horvitz, CoNmunity Services Ulrector Q36 S:\Community Services\CAC\WRITTEN CORRSP. 03-13-03A.doc GENERAL GUIDELINES FOR COMMISSION, BOARD OR COMMITTEE MEMBERS Appointment to a City commission, board or committee is an honor and carries with it an important responsibility. It provides for true public service and input into the City's programs, services and visions for the future. The specific duties of each commission, board or committee vary depending on the purpose for which it was founded. However, there are several responsibilities or duties common to all members. GENERAL GUIDELINES Understand the role and responsibility of your respective commission, board or committee. 2. Represent the overall public good, not the exclusive point of view of any sole group or interest. 3. Keep all lines of communication open. Each member serves as a communication link between the community, the City Council and staff. Good relations with the public are vital for all commissions, boards or committees. Citizen input should be welcomed at your meetings and members should be considerate of all interests, attitudes, and differences of opinion expressed by the public. 4. Do your homework and be prepared. Members should become familiar with items under consideration prior to the meetings in order to be fully prepared to discuss, evaluate, and act on matters scheduled for consideration. Feel free to seek staff's advice and assistance in advance of a meeting. 5. Establish a good working relationship with fellow members of your commission, board or committee, the City Council, and your staff liaison. 6. Understand the scope and authority of your respective commission, board or committee's responsibility and strive to work within that scope. 7. Be a participant, an active representative, and be enthusiastic. Members who find that they can no longer devote the necessary time to their duties should resign and let someone else provide input into the process rather than being an inactive participant. 8. Members should never represent themselves at public meetings or gatherings as a spokesman for their respective commission, board or committee unless they 24 037 have been granted specific authority to do so. They may represent themselves as a private citizen or as a member of a particular commission, board or committee but they should not represent their personal opinion as one of the entire commission, board or committee. RELATIONSHIP WITH CITY COUNCIL OR APPOINTING AUTHORITY A commission, board or committee member's relationship with the City Council or appointing authority will vary from member to member. It may be the commission chair or staff person who will report to the appointing authority at one of its regular meetings. Members of the City Council may, from time to time, visit the commission meetings and may, from time to time, invite the commission to attend their meeting for direct input. Individual contacts with the City Council to discuss problems are neither encouraged nor discouraged. This will have to be handled on an individual basis. Should a controversy arise within the commission, board or committee, counsel and guidance are available from the City staff. Should a split opinion exist on a commission, board or committee action, it may be appropriate for a majority and minority report to accompany the recommendation to the appointing authority. Members may also request that the minutes reflect their dissent from or protest to any action and ask that the minutes so reflect that position. The City Council receives copies of all commission, board, or committee approved minutes. For the purpose of further communicating with the Council, Department Reports (which are filed by the City Departments at each City Council meeting) shall contain a discussion summary of information that merits special transmission to the City Council. It is expected that the individual commission, board or committee member recognize the following: Members are appointed by the City Council or appointing authority. 2. Members have an obligation to serve the public and to represent their viewpoint. 3. Contact with the City Council or appointing authority should always be open and never used to circumvent the staff or fellow commission, board or committee members. 4. Members should not knowingly embarrass the staff or the City Council. 25 38 5. Members should render as much assistance as possible to the City Council and avoid placing them in an untenable position. 6. Members should assist the City Council in developing public trust in the advisory commission, board or committee system. 7. The commission, board or committee meetings fall under the restrictions of the Brown Act whereby decisions and recommendations can only be made at a duly noticed meeting which is open to the public. As noted, the City Council provides policy direction. Commissions, Boards, and Committees are advisory bodies only with some exceptions (e.g. Planning Commission action on sign plans). Commissions proposing to undertake tasks requiring significant staff or Commission time shall solicit Council authorization prior to undertaking said task. RELATIONSHIP WITH FELLOW COMMISSION, BOARD OR COMMITTEE MEMBERS The association with fellow members will undoubtedly be your most important relationship as you serve on your respective commission, board or committee. Before talking about relationships, it may be well to point out a few facts about commission, board or committee members. Each of you come from various backgrounds -educational, occupational, religious, social, economic, physical, and cultural -and we should be aware that differences do exist. Reasons for serving on any commission, board or committee may vary. Perhaps some will have a special interest. Each member, however, will contribute in his or her own way and is an important part of the decision process. Not every member will give of their time, talent, and knowledge to the same degree. Some will give more and others will give less, but in the end the community will benefit. Bearing this in mind, the following may serve as a guide: Members must always respect the other individual's viewpoint even though it may be opposite of their own. 2. Members must allow the other individual to articulate his or her views, then attempt to make an objective evaluation of those views. 3. Evaluation of your fellow member's viewpoint should be based on what is best for the total community and what is best for all concerned. 26 0.39 • 0 4. Members must be open and honest at all times. 5. Each member has a responsibility to recognize new commission, board or committee members and see that they are made welcome, become oriented and receive training on procedural matters. 6. Items of concern should be brought to the attention of the chair or the assigned staff liaison. 7. All members (and staff) desiring to speak during a public meeting shall address the chair and, upon recognition by the chair, shall -confine him/herself to the question under debate. (Please see Appendix 9 for current listing of members for all Commissions, Boards, and Committees) RELATIONSHIP WITH ASSIGNED STAFF The following commission, board or committee guidelines are recommended: Contacts should be with the agency staff member assigned to the commission, board or committee rather than to other staff people. If contact with the higher level supervisor is necessary (e.g. the City Manager), or the City Council, the assigned staff person should be notified of this contact. 2. Contacts with staff members should clearly be in the framework of the commission, board or committee assignment. 3. Members should not ask for individual reports, favors, or special consideration. 4. Members should realize the assigned staff person works with the commission, board or committee and reports directly to an agency supervisor. He/she is limited in scope of authority to carry out recommendations. (Please see Appendix 10 for current listing of Department Directors and staff liaisons) REVISIONS TO THIS HANDBOOK The City Manager, or his/her designee, in order to keep this document up-to-date, may make changes of a non -substantive nature such as updating names, addresses, and phone numbers of commissioners, board members, and staff; correcting typos and clerical errors; and items of a similar nature. 27 040 • 0 SUMMARY The commission, board or committee member is in a unique position to provide for significant positive relationships that can contribute to an understanding of their respective duties and their roles in contributing to a better quality of life. Your role as a member of a commission, board or committee provides helpful insight into the City's policies, procedures and programs. It is anticipated that this Handbook will answer many of the questions that you may have, however, staff is always available to provide any additional information or answer any questions. Thank you again for serving La Quinta! 28 41 i VI4VORR. & WRITTEN MATERIAL B w CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: Request For Proposals For Interactive Water Feature BACKGROUND AND OVERVIEW: Attachment A provides the Request for Proposals for the interactive water feature. The VFP hashbeen sent to the artists that are in the City's artist bank that does gu1p ures or treetscapes. Dodie Horvitz, Cokimunity Services Director Attachment A: Request for Proposals -Interactive Water Feature 042 S:\Community Services\CAC\WRITTEN CORRSP. 03-13-03B.doc • • CITY OF LA QUINTA REQUEST FOR PROPOSALS FOR THE DESIGN AND CONSTRUCTION OF AN ORIGNIALLY DESIGNED INTERACTIVE WATER FEATURE The City of La Quinta is requesting proposals from qualified individuals to provide an originally designed interactive water feature for the La Quinta Park site located at the northeast corner of Adams Street and Westward Ho Drive in La Quinta, Exhibit A. This will include the design, construction, construction management, materials and appurtenances. The request to receive proposals will close at 5:00 p.m. on Friday, April 4, 2003. The proposal packages are to be delivered to: City of La Quinta Community Services Department P.O. Box 1504 78-495 Calle Tampico La Quinta, California 92253 Proposals will be addressed to the attention of Ms. Dodie Horvitz, Community Services Director. Please call (760) 777-7090 for more information. PROPOSAL: Applicants are encouraged to keep their proposals brief and relevant to the specific services required. The City has set aside a budget not to exceed $40,000 for the entire project, "turn key," including, but not limited to: Design, plans, estimate, professional services, permits, approvals, any and all meetings, and full construction of an originally designed interactive water feature for the La Quinta Park site. For this proposal, an interactive water feature is defined as follows: "Originally designed interactive water feature means an art piece that has been designed by an individual that is recognized as an artist, in which a user activates a mechanism to have water spray upon the location designated as the interactive water feature area. The interactive water feature must be structurally sound in order to withstand the environmental elements and multiple 043 uses in a short period of time with limited service or maintenance needed. The interactive water feature includes but is not limited to: design and construction of original artwork appropriate for a community park, all mechanisms to activate the water feature, all wiring and water lines to be installed in existing conduit to the site and other approved fixtures needed to complete an interactive water feature. Upon completion of the art piece, the City will install a rubberized surface; therefore the design of this structure should take this surfacing into account with regard to access, maintenance, parts, and service. Seven copies of the proposals shall be submitted and should include the project approach, project schedule, construction team (including all professional and construction companies involved), and a listing of similar projects with references that are relevant to this type of work. In a separate sealed envelope, applicants must submit a cost breakdown for each item and phase of the proposed work. Each representative of the construction team must be listed along with each firm name. SELECTION PROCESS: The Cultural Arts Commission will review proposals. The Commission will rank each proposal based upon the artist's experience, approach to the project, project schedule, qualifications, written proposal, and verbal presentation to the Cultural Arts Commission. It is anticipated that interviews will be conducted on April 10, 2003 at 7:00 p.m. Artists will be encouraged to bring a Marquette of the proposed artwork. Upon Cultural Arts Commission review, a recommendation will be forwarded for City Council consideration at the May 6, 2003 City Council meeting. The successful artist will be expected to enter into an Art Purchase Agreement.* ANTICIPATED PROJECT TIMELINE 2003: Request for Proposals March 7-April 3 Staff Review of Proposals April 7 Cultural Arts Commission Review of Proposals April 10 City Council Consideration of Proposals May 6 Approval of Art Purchase Agreement May 20 Completion of Interactive Water Feature August 29 SITE VISITITATION The site for the originally designed interactive water feature is a component of the La Quinta Park, which is on the northwest corner of Westward Ho and Adams Street in La Quinta. Exhibit A provides a site map as to the actual location of the artwork site. *All costs associated with the completion and submission of a proposal are the sole responsibility of the person submitting the proposal. The City reserves the right to reject any or all proposals or to cancel the RFP at any time during the process. 044 Y (1- Exhibit A J a ------------------- C o 0 o y U f9 Q) , Q) . U j --- .. ......................................... Y ..................... cN9 • V � LL ...............................................................:..................... 1 3 S S NLL d Q d U fC L a�+ C VII.fRR. & WRITTEN MATERIAL C 4 v - 5 I'co��ti w� G�h1 OF f1 9 CULTURAL ARTS COMMISSION MEETING DATE: March 13, 2003 ITEM TITLE: "Desert Dolmen" Art Piece BACKGROUND AND OVERVIEW: On January 7, 2003, the City Council approved the art piece "Desert Dolmen" for the northeast corner of Washington Street and Lake La Quinta Drive. An Art Purchase Agreement was entered into with artist Roger Hopkins for the art piece. After the artist had the art piece concept reviewed by a structural engineer, the art piece could not pass earthquake standards. Therefore, the artist is currently redesigning the art piece and working with the structural engineer to ensure the next proposal will meet all structural requirements. It is a Iclpate that the modified piece will be brought back to the Cultural Arts C�m�sion f consideration. Doie 16rvitz, QfiMrNnity Services Director S:\Community Services\CAC\WRITTEN CORRSP. 03-13-03C.doc '