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1987 02 23 CSC Minutes ~ q. 2. e AGENDA ITEM ## . ATE (/APPROVED ( ) DENlEO ( ) CONTINUED TO t.. M I N UTE S LA QUINTA COMMUNITY SERVICES COMMISION A regular meeting of the La Quinta Community Services Commission held at City Hall, 78-105 Calle Estado, La Quinta California. February 23, 1987 7:00 p.m. 1. CALL TO ORDER Chairman Moran called the La Quinta Community Services Commission meeting to order at 7:10 p.m., and Paul Rothschild led the Commission in the salute to the flag. 2. ROLL CALL Present: Commission Members Barrows, Beck, Griffiths, Rothschild, Pina, and Chairman Moran Absent: Commission Member Jaffy. Also Present: La Quinta Chamber of Commerce President, Andy Vossler, Coachella Valley Parks and Recreation District Manager, Dave Skeffington and Community Services Specialist Gilstrap. 3. WRITTEN COMMUNICATIONS There were no written communications. 4. PUBLIC COMMENT A. Andy Vossler, President of the La Quinta Chamber of Commerce addressed the Commission. Mr. Vossler gave the Commission dates of the Chamber Mixer and the Mayor's Breakfast and extended an invitation to each Commissioner to attend. He expressed his assistance to the Commission should there be anything that the Chamber could'do to help with the joint meeting of the City Council and the Commission, on March 16, at 3 p.m. This will be a study session. The Chamber will host and staff an information booth during the La Quinta Arts Festival, March 6,7 & 8th at the Desert Club. He gave a brief explanation of the Chamber Merchants Association, whose intention is to promote the business interests of La Quinta. What can they do to help the merchants within the City limits of the La Quinta. Commissioner Jaffey arrived at 7:20 p.m. B. Dave Skeffington, Coachella Valley Parks & Recreation District Manager presented an overview of the organization. He mentioned MINUTES - Community Irvices February 23, 1987 Page Two. Commission e Jack Abels is the La Quinta Representative on the CVP&R Board. The Board meets twice a month on Wednesday nights at 7 p.m. and all meeting are open to the public. He explained some of the programs offered by the CVP&R service. They are funded through property taxes, users fees and augmentation funds. There are two staff members who have joined the district this past year. The La Quinta allotment is $100,000 per year with approximately $90,000 set aside for maintenance of the park in La Quinta. Mr. Skeffington hopes to be able to broaden the services offered by the District following the upcoming study session. He discussed the programs offered through CVP&R in the La Quinta Community Center. They pay the light bills for the soccer league and La Quinta Sports and Youth. In addition they are responsible for the reservation of the Community Center and the softball fields. He mentioned the importance of not duplicating services between different organizations that serve youth or adults. In La Quinta, they are facing a problem with space since the Community Center is usually booked with programs and more areas are needed. Commissioner Rothschild questioned "Who owns the land of the current softball fields in La Quinta?" Mr. Skeffington said that Landmark owned the land and tha~ he was working with Mr. Andy Vossler and the City Manager in regards to what will happen to the fields and where they can be relocated. Discussion was centered around a "Mini Park" concept in La Quinta. Mr. Skeffington said he has talked to the City Manager and the Planning Director in regards to this concept. He said the smaller parks are not necessarily the way to go. Chairman Moran stated that this discussion needed to be put on the Agenda for another meeting as it was not on this meeting's Agenda. Chairman Beck pointed out that a "Mini Park" was mandated in the City's General Plan. He continued that a memorandum be sent to City Council regarding the Mini Park proposal and have the public invited to have the Commission hear their comments. Staff was asked to review the Commission minutes and see if the Commission had a "Mini Park" proposal working to inform the City Council. He felt that a coordinated effort was important. The Commission took a coffee break at 7:43 p.m. e e MINUTES - Community Services Commission February 23, 1987 Page Three The Commission readjourned at 7:54 p.m. 5. COMMISSION/COMMITTEE REPORTS A. City Council Minutes 1) February 3, 1987 Page 7, E, 3) Mini-park program item. Commissioner Beck pointed out that a demonstration park was already developed by John Wallings and brought forth infront of the Commission several meetings before. He felt that the City Council should be informed of its existence. Commissioner Pina asked that for the next meeting the public should be invited to come to the Commission to discuss this issue infront of the Commission. Community involvement needs to be enlisted. Chairman Beck asked that the memorandum include the prototype park by Walling be included to the City Council. Asked staff to include this. Staff member Gilstrap stated that she would look for those minutes of the Commission and attach them to the Memorandum. Chairman Moran stated that Mini Parks, Parks, Park Land and acquisition be put on the next meeting's Agenda. He then formed a task force with Commissioners Barrows and Rothschild co-chairing the task force and asking that members of the community be asked to serve on the task force. He asked that the task force meet in two weeks and report back to the Commission. Commissioner Rothschild asked that the City Newsletter ask for public comment in regards to issues relating to the Commission. Commissioner Beck asked that Press Releases be sent regarding public comment for the Commission meetings. He wanted these releases to put into the papers. He mentioned that the City Newsletter is being "trashed" by several residents and that the press releases might be more effective. B. Community Services Office Report -reviewed by Staff member Gilstrap to the Commission. C. City Birthday Committee report - Chairman Moran He stated that he had volunteered the Commission members to coordinate a "time capsule" for the Fifth Anniversary Party. Events to include dedication of Ave. 50th Park, Reception for Citizens at the La Quinta Hotel on Friday evening, May 1st., and a parade on Saturday with events for the family in the Park. Commissioner Pina stated that LA Quinta community certificates be presented during the anniversary celebration. Commissioner Griffiths stated that a name for the parade might be "Ding a Ling Parade". MINUTES - communit~rvices Commission e February 23, 1987 Page Four LA Quinta Fifth Anniversary Party Continued. Chairman Moran stated that a slogan contest will be conducted through the Chamber, and that the slogan should be reflected in the Parade theme. 6. OLD BUSINESS A. Approval of Commission Minutes of January 26, 1987. Commissioner Rothschild moved and Commissioner Griffiths seconded. Minutes approved. B. Discussion - sub-committee designation regarding Community Services Grant for La Quinta Sports & Youth Assoc. Commissioner pina suggested that the Commission serve as a 1iason to have LQS&Y to meet with Dave Skeffinton to prepare their grant and help resolve their issue. This would include discussion of restroom, snack bar and enlargement of the Community Building in the Park. He suggested that this meeting might assist them to develop a viable program to be presented for Community Service Grant program. Chairman Moran asked Commissioner Pina to continue. The Commission adjourned for a coffee break at 8:25 p.m. The Chairman Moran readjourned the Commission at 8:35 p.m. C. Discussion focused on the items to be discussed at the upcoming Commission and City Council Meeting regarding commission goals, structure and priorities. Commissioner Rothschild was asked to comment on his opinion for the Commission structure and goals. He stated that he liked the Commission purpose & objectives found in document 8C, page 20 section 2.20.080. A~C, from the City of Cotati. He felt that the City Council could see that another City had a viable Commission and that our Commission can. follow the same guidelines and that theirs is an outstanding plan. Commisioner pina stated that he did not feel that one section found on page 19,2.20.030 would be appropriate because it mentions 9 members of the Commission and that La Quinta's Commission only had 7 members and that was adequate. He liked the Cotati version. Commissioner Griffithsagreed with Commissioners Rothschild and Pina about the Cotati version which appears to be very through. Commissioner Jaffey appreciated staff's work on assembling the structures together from the California's League of Cities. Asked who wrote the La Quinta structures for the Commission. Chairman Moran stated that La Quinta was patterned after the City of Palm Springs. She feels that ours are too broad and mandate nothing. Our Commission has problems knowing what its job is. She likes Cotati's version. MINUTES - community4llrvices February 23, 1987 Page Five Commission e C. Discussion on Commission structure continued. Commissioner Beck agrees with the Cotati version for the Commission structure. He feels that Human services needs to be stressed more. Commissioner Barrows stated that more active involvement is needed from the public either through polling the public or public meetings. Need to solicit public involvement. Commissioner Pina stated that we had addressed this in putting information in the City Newsletter. Commissioner Beck again stated that PR releases be given to papers. Staff member Gilstrap explained that the Press Enterprise, the Daily News and the Desert Sun all have boxes in City Hall which they are given all notices for public meetings happening in the City. Whether they chose to use the information is their decision. Commissioner Beck continued his question as to whether Press Enterprise had a notice of this meeting in the paper. Commissioner Jaffy explained that she had read today's Press Enterprise and that they had not used the information. It is their choice if they wish to print it, and they did not wish to print it. Chairman Moran said it is impossible to know why a paper uses a notice or not. Commissioner Beck does not feel that the papers are given the information properly. Commissioner Jaffy explained that governmental bodies have public information officers that present the information to' papers and that it doesn't always mean that the papers will use it. It is not right to put the whole burden on the City staff as to whether a paper uses a notice or not. Chairman Moran agreed that the Commission needs to be focused and that the Cotati version is very focused and that the Commission could operate with these guidelines. He feels that the Commission needs to be aggressive with what it can do to help the City Council. Community Service Grants - Chairman Moran stated that there was specific criteria for the grants given and that it appears that more accountability needs to be established. Question arose if Ann Jennings was asked to do research on other Community Service Grants and Guidelines, Commissioner pina asked. Chairman Moran stated that he did not feel this was ever asked. Commissioner Beck asked Commissioner Jaffy if she ever made a Foundation book available to City staff to use regarding every grant ever made in the State of California. She stated that had given this book to Frank Usher, former City Manager and that was the last she had heard about the program. MINUTES .- community.ervices Commission ~ . February 23, 1987 .., Page Six Community Service Grant Discussion Continued. Commissioner Rothschild felt that each organization needed to give input to the Commission and that it be done in a business- like manner. Commissioner Pina said that accountability is very important. When the City gives money to an organization, that they should be given dollars in smaller amounts and that the organization 'should make sure they give officers who are accountable for the funds. Commissioner Griffiths - Need to have a good investigation of the why's and what the money is used for and how it is going to be disbursed. We need more time to study this information. It happens too suddenly. Each request should be studied. Commissioner Pina wanted "Good Luck" to be eliminated from the Grant application. Commissioner Jaffy - It is difficult to give to non-profit organizations and see how they spend the money. Maybe the City Attorney could check if we can stipulate how the money is spent. She believes in seed money, but that the organization should become self-supporting. Chairman Moran stated that he felt a criteria under goals and objectives is needed. Commissioner Rothschild said greater competition for the money means that the organizations need to show that they can become self-supporting. Commissioner Beck agreed with all comments. Commissioner Barrows said that all grants should be more objective. with the highest priority given to those who serve a greater population in La Quinta. Chairman Moran felt that a policy statement on what the Grant Money is used for is very important, and possible a CPA looking at the financial viability of non-profits applying. 7 NEW BUSINESS A. Commission policy relative to handling of fund requests from non-profit organizations. , Chairman Moran introduced a policy statement reflecting the encouragement of 501C3 Charitable non-profit organizations in La Quinta. A motion was moved by Commissioner Pina and seconded by Commissioner Rothschild that the statement be adopted. Discussion was then held and it was decided that the motion be tabled and that the statement be published for the public to comment on and for each Commissioner to study for the next regular scheduled meeting of the Commission. . MINUTES _ Community~rvices Commission 4It February 23, 1987 .., Page Seven Chairman Moran stated that the last Monday in March will be the next regular scheduled meeting on Monday March 31st. Commissioner Jaffy asked that staff please give adequate notice to cancelled meetings. 8 . ADJOURNMENT Chairman Moran then adjourned the meeting at 9:30 p.m., Monday, February 23, 1987, at City Hall, 78-105 Calle Estado, La Quinta, California. Prepared by: Michelle Gilstrap Community Services Specialist.