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1992 10 26 CSC Minutes 10 c.. . REPORTS & INFORM~NAL.ITEMS: b COMMUNITY SERVICES COMMISSION MEETING MINUTES OCTOBER 26, 1992 CALL TO ORDER A regular meeting of the Community Services Commission was called to order at 7:00 p.m. in the City Council Chambers. Vice Chairman Best presiding, followed by the Pledge of Allegiance. Present: Commissioner Lawrence Best (Vice Chairman) Commissioner Susan Francis Commissioner Nancy Nard Commissioner B.J. Seaton Absent: Commissioner Aldine Dickens Commissioner Sharon Kennedy Staff Present: Clint Bohlen, Park and Recreation Manager Cynthia Hernandez, Department Secretary It was moved by Commissioner Francis/Nard to EXCUSE Sharon Kennedy from the meeting as she had called before the meeting and conveyed qhe was not feelipg well. Motion carried. 1. APPROVAL OF MINUTES - OCTOBER 12, 1992 It was moved by Commissioner Seaton/Francis to APPROVE the minute of October 12, 1992 as submitted. Motion carried. 2. PUBLIC COMMENT Vice Chairman Best opened the floor for public comment with no responses. 3. CORRESPONDENCE AND WRITTEN MATERIALS .. 1. RECEIVE/DISTRIBUTE Community Concerts Association Literature 2. RECEIVE/DISTRIBUTE Reading Packet 4. CITY COUNCIL RESPONSE TO COMMISSION RECOMMENDATIONS Staff Liaison Bohlen reported that the Commission's recommendations on some projects in the works were responded to favorably by the City Council. In reference to the Parks and Recreation Master Plan, the City Council directectstaff to proceed with the distribution of the Master Plan to public agencie.....c; for comment Council congratulated the Commission on a job well done. In reference to the Community Services Commission Handbook, the City Council accepted and approved the Handbook for distribution. Staff will proceed to have the document bound with attachments. e . Community Services Commission Meeting - October 26, 1992 Minutes - Page 2 In reference to the Civic Center Landscape Design, the City Council approved 2B of the several options for the landscape design of the new civic center. This was the same design the Commission recommended. The Planning Commission and Design Review Board concurred with the Commission's choice as well. Vice Chairman Best expressed the Commission's thanks for a job well done to Staff Liaison Bohlen. 5. AYSO OF LA QUINTA PROGRAM - INTRODUCTION OF JERRY GARCIA Staff Liaison Bohlen reported that the AYSO program'in La Quinta received a new birth with the creation of a board of directors and assistance from the Area Director Wendy Sherwood. The Board is composed of 11 members and each Board member is assigned a specific duty. staff Liaison Bohlen introduced the Board Member present, Jerry Garcia, Chief Referee of the league, who would explain the program to the Commission. Jerry Garcia, who resides at 52-q75 ~venida Ramirez, stated he is the Chief Referee, responsib~.e fc'r schedules and assignment of referees. He indicated there are 200 players this year for a total of 18 teams. He stated he is a stronq supporter of youth sports that allow children to play. It gives the children an opportunity to develop their skills and it is also fun. He indicated this is a non-profit organization and all those participating are volunteers. Mr. Garcia indicated this is a boys and girls league ranging from ages 4 through 13 and everybody is guaranteed to get an opportunity to play. Commissioner Nard requested to know if they play against other cities? Mr. Garcia responded that to start they are playing within .. their own community. He indicated they may play a game or two against Indio or Coachella towards the end of the season. He indicated their goal was to have 120 kids signed up and currently we have close to 200 kids. Vice Chairman Best requested to know how much it costs? Mr. Garcia replied it is $30 per child and $50 for two. The Board has been fundraising and have raised about $2,000. Families that cannot afford to play .get to play anyway as the Board has money to subsidize and support the children who can't afford to pay. Staff Liaison Bohlen invited the Commissioners to come out to the La Quinta Sports Complex on a Saturday morning so they could witness the sports play. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 3 Vice Chairman Best thanked Mr. Garcia for his presentation and suggested he come to a future meeting to update the Commission on their activities and progress. 6. LA QUINTA HISTORICAL SOCIETY Vice Chairman Best introduced Fred Rice, who resides at 48-780 Eisenhower Drive, La Quinta, of the La Quinta Historical Society, a grant recipient of Fiscal Year 1992-93 to update the Commission on its activities. Mr. Rice reported on the history of the City of La Quinta. He stated that the goal of the Historical Society is to record and preserve the history of La Quinta, to educate the children and the citizens in the cultural assets of La Quinta and to provide a true and accurate picture of the community, past and present. Mr. Rice shared with the Commission many photographs, newspaper articles, artwork and a cassette by the Gatlin Brothers. He also indicated that the Society holds monthly tours of historic landmarks & field trips that cover the ancient Cahuilla Indian culture of our area. He indicated that in December they are going to have a Christmas Day at the hotel. He talked about a proposed time capsule at the new civic center. Mr. Rice indicated there are alot of good things that are happening for the Historical Society and the contributions on behalf of this Commission and the City are very much appreciated. Vice Chairman Best thanked Mr. Rice for his fine presentation and indicated all the work they are doing is very admirable. 7. REALLOCATION OF BOY SCOUT FUNDS Staff Liaison Bohlen commented that when the Commission made decisions earlier to allocate $1,550 to the Boy Scout Funds there .. was a requirement placed on them before the funds could be released. They received last year $1,000 and the records show they did receive the money, but the funds have yet to be accounted for. In discussion with Chairwoman Kennedy, it was felt it might be appropriate to make a recommendation to the Council that they consider reallocating those funds to another organization. Commissioner Frapcis requested to know if the funds can just be awarded to another agency that is worthy and deserving or do-they have_to meet tha-eriteria? Staff Liaison Bohlen recommended writing a letter letting Troop 150 know that unless they submit a Reconciliation Form by the end of the month they will lose the funds. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 4 Vice Chairman Best suggested we reallocate the money now as we have not been able to get a reply. Commissioner Francis commented the Commission allocated this money to the Boy Scout Fund and indicated the conservative approach would be to send a letter and tell them that unless we hear from them, they will lose their funds. Staff Liaison Bohlen indicated he had telephone conversations with Steve Scofield, sent him a letter, had another discussion with him personally about complying with the Commission's requirements and we have not been able to get a response. Written correspondence was mailed on August 21, as per the letter in the agenda packet. Commissioner Nard suggested the letter should say that the funds will be reallocated and if they have further interest or concerns about the approach they should make an appearance at the next meeting. If they want it they will come before the City Council and say they have everything prepared. Staff'Liaison Bohlen suggested that the Commission could make a recommendation to the City Council indicating funds be made available for allocation to another worthy organization. After discussion, the Commission DIRECTED Staff to send a letter, certified mail, to Steve Scofield, of the Boy Scouts of America, Troop 150, Packs 320 & 325, requesting they comply with the Commission's requirement for completion of Reconciliation Form by November 6, 1992 and informing them if they do not comply the Commission will be recommending the City Council reallocate the funds. 8. REPORT ON LOW MODERATE HOUSING (KENNEDY) Vice Chairman Best indicated this item would be carried to the next .. meeting as Chairwoman Kennedy had requested this item and she is not here today. 9. REPORT ON CHAMBER OF COMMERCE EDUCATION COMMITTEE (KENNEDY) Vice Chairman Best indicated this item would be carried to the next meeting as Chairwoman Kennedy had requested this item and she is not here today. _ 10 _ M~ETING SCHEDULE FOR ~HE :mNTH OF nFCFIV(BE~ Vice Chairman Best stated it has been suggested the Commission meet only one time in the month of December. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 5 Commissioner Francis stated that in the past years, the Commission held its meeting on the first Monday of December to enable the Commissioners to get together and do the Christmas judging. This would be a regular meeting and a sightseeing tour to see the decorated homes. After discussion, it was moved by Commissioner Francis/Nard to meet only once in December, on December 21 which is a Monday, to review and discuss the houses that are decorated for the Christmas Most Beautiful Award. Motion carried. 11. REPORT ON CULTURE AND FINE ARTS COMMITTEE Commissioner Nard indicated the Committee has not met, therefore, she has no report. 12. LANDSCAPE FOR ECOLOGY - NEW JUDGING CRITERIA Commissioner Francis commented that it is felt the Commission has not been paying. much attention to businesses as they are included in the judging criteria for the Landscape for Ecology Awards. Also, she indicated that the Commission needs to decide on going forward with Item No.5, of the La Quinta Beautiful Award Program Criteria, which reads: ".. .5. During December there will be five possible winners in homes and/or businesses. Recipients will receive engraved silver bells. Judging categories will be: 1. Most creative use of lights; 2. Most beautiful nativity scene; 3. Most creative use of natural materials; 4. Most holiday spirit; 5. Most beautifully decorated Christmas Tree (interior). .. Secondly, the Commission should determine whether or not we are going to continue another year following this criteria or not. Vice Chairman Best commented that perhaps the Commission will use 1993 as the year to say whether or not it is worth continuing or if it will do something different. Commissioner Seaton felt that relative to Category No.5, under Criteria No. 5 the hardest part would be scheduling a time to go into ~eople's homes to look at their Christmas trees in_order to take a picture. Commissioner Francis suggested that we keep this category no. 5 however, instead of interior make it exterior Christmas tree. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 6 Vice Chairman Best requested to know if the Commission has the power to set the criteria as it pleases or is this something we recommend to the City Council? City Councilman Stan Sniff was in the audience and indicated the Commission has the latitude to develop its own criteria. Commissioner Francis stated all of this criteria was already approved previously by the Commission. After discussion, it was moved by Commissioner Francis /Nard to APPROVE the La Quinta Beautification Award Program criteria as stated on the memorandum dated October 20, 1992 to include an amendment to Item No.5, to read, Most beautifully decorated Christmas Tree (exterior). Motion carried. 13. EEM/URBAN FORESTRY GRANT Staff Liaison Bohlen reported that the Resources Agency of the State of California announced Environmental Enhancement and Mi tigati'.Jn Program Grant .l\.pp.!. ications are ava ilable with a grant deadline being November 30, 19Q? The maximum amount which can be requested is $500,000. The purpose of the grant is to fund the mitigation of the effects of growth and transportation system expansion. Staff is considering writing the grant to fund an urban forestry program which would involve the planting of trees in the cove area, along arterials, and perhaps in park areas. Staff is looking first of all at working with the citizens within the cove area and trying to create a tree planting program and perhaps utilizing drought resistance specialty type trees. Staff Liaison Bohlen stated staff is talking in terms of doing some .. development along the bikepath; a semi-dense area for tree placement with perhaps one every 10-15 yards so that there would be quite a bit of trees all the way up the bikepath. There is 'no "matching" fund requirement. Staff will be considering the environmental issues. Staff requests to know the Commission's thoughts on Staff's concept of this project. Commissioner Francis stated she felt this project would involve alot of water. Staff Liaison Bohlen indicated that part of the funding the City can get is for the installation of irrigation for all trees. What is not ~~~0U~r?blp is the cost of watering. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 7 Staff Liaison Bohlen indicated that in the cove area we will tell the residents that the City will help and assist in planting of the trees, however, the resident will be responsible to maintain the tree. This would come out of part of the expense as a matching fund. But of this program, it would be so that we could use that as a matching fund up to 30% of the cost of trees. Commissioner Seaton stated that the areas at Washington and Highway 111 needed help. She inquired of the high school site and requested to know if part of that would be the City's responsibility? Staff Liaison Bohlen replied that along Westward Ho it would be a good idea. If we discover funds have not been already allocated then perhaps it may be the city's responsibility. The Commissioners expressed their feelings for the following areas: . Adams Street . Westward Ho . Washington at Highway 111 . Washington Street all the way up . Dune Palms Road . Bike Trail . Miles Avenue and Washington Street . Eastern entrance to the city Staff Liaison Bohlen indicated he will be approaching the service clubs to see if they are interested in participating. The initial impact will not be great, but in 2-3 years there could be a substantial impact. He concluded that Staff will proceed with the application based on today's recommendations. 14. SPORTS COMPLEX LIGHT REPAIRS/MUSCO PRODUCTS Staff Liaison Bohlen reported that at the last Commission meeting, staff bro~ght to the Commission's attention the need to repair the .. light f.ixtures at the Sports Complex. Money has been budgeted in this fiscal year to replace the burned-out lamps, but no money was allocated to clean the lens, or reaim the lamps to mitigate light spill into residential deve~opments. Staff brought the issue to the Commission because there is a third option which could be considered, but is a sizeable financial investment; a ne.w light system equal to or better than a MUSCO system (approximately $70,000). Staff requests the Commission's comments as to how best proceed on the light fixture issue. Commissioner Nard stated she felt we may get alot of controversy and negativism from the Brock Homes development. e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 8 Vice Chairman Best requested to know how confident staff is with the reaiming proposal? Staff Liaison Bohlen replied Staff has mixed feelings as the existing fixtures are not and cannot be equipped with state-of-the art shielding (anti spill and glare) mechanisms. Comissioner Nard requested to know what would happen if we waited until Fiscal Year 1993-94? Staff Liaison Bohlen replied the Commission could ask the City Council to allocate funds for the refurbishing of this system in the 1993-94 budget. Staff Liaison Bohlen indicated that Musco quality lighting or the equivalent or better would definitely be state of the art equipment. He indicated the fields are being used four nights a week. People are paying money to use the fields lit, also. Much of the money expended for lighting that facility could be recouped by adding programs, but that issue has yet to be resolved. Commissioner Francis requested to know what we are missing out on b~{ ::;;:'8nding the money ~"'! this program? Staff Liaison B0hleT' commented this is not a critical issue that needs to be dealt with immediately, but needs to be dealt with just the same. Staff can return with a breakdown on Quimby Funds to show you how the funds are being handled for which programs. Commissioner Nard recommended this item be placed out of the infrastructure fund for landscape lighting districts. Staff Liaison Bohlen commented that the City Council could budget it in their budget as part of the Landscape Lighting District. Commissioner Seaton stated this might put it into Summer of 1993. Staff Liaison Bohlen commented that the summer is not a high use time. .. After discussion, it was moved by Commissioner Nard/Francis to SUBMIT to the City Council a proposal that they budget into Fiscal Year 1993-94 a new MUSCO lighting system for the Sports Complex. Motion carried. 15. LANDSCAPE FOR ECOLOGY-AWARD The winner of the landscape for ecology award for this month is: 54-800 Avenida Rubio e e Community Services Commission Meeting - October 26, 1992 Minutes - Page 9 16. NEXT MEETING DATE AND TOPICS Monday, November 9, at 7:00 P.M. . Martin Langer, Community Concerts Association . Human Services Committee Topics and Membership . Chamber of Commerce Education Committee . Report on Low Moderate Housing . Pacific Risk Management School . Art in Public Places Report . Qui~by Funds Report from Staff There being no further business to discuss, it was moved by Commissioner Seaton/Francis to ADJOURN. Motion carried. Meeting adjourned at 8:54 p.m. /,~j ~~lif~ CLINT ~O LEN . Parks & ecreation Manager ..