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1992 01 27 CSC Minutes '" ~ ~ ~ ~ ~ ~R.UAIZY ;zr;; /11:1 J7l//>f- It.e,o a (3 COMMUNITY SERVICES COMMISSION MINUTES JANUARY 27, 1992 ,,- Regular meeting of the Community Services Commission was called to order at the hour of 7:00 P.M., Chairwoman Kennedy presiding, followed by the Pledge of Allegiance. PRESENT: Commissioners Benedict, Best, Francis, Kennedy, Nard and Seaton ABSENT: Commissioner Franke ANNOUNCEMENTS Chairwoman Kennedy welcomed new commissioner, "B. J ." Seaton to the Community Service Commission. ******************** Chairwoman Kennedy announced the Crafts Fair Under the Umbrellas is coming up February 9th at La Ouinta Hotel and the La Ouinta Arts Festival will begin March 19 - March 22, which will include the 10th Anniversary Celebration on March 21st. ******************** Other announcements included the new show in the Gallery at the Hotel, opening Saturday, February 1; the "Home Tour" on Saturday, February 8th, from 10:00 - 4:00 p.m., tickets available at the Arts Foundation or from Chairwoman Kennedy; and the Chamber of Commerce "Table Top Trade Show" on February 11th at the La Ouinta Hotel. ******************** Chairwoman Kennedy advised commissioners that there has been a reassignment of City staff to the Community Services Commission of Clint Bohlen, Parks and Recreation Manager. PUBLIC COMMENT - None OLD BUSINESS 1. COMMITTEE REPORTS A. CULTURE AND FINE ARTS a) Presentation by Meg Robertson, La ouinta Arts Foundation (LOAF) of artist's renderings of the LOAF building to be constructed at the Civ~c Center site. Highlights included the additional space that the new facility would provide staff and volunteers, and the new location for the Arts Festival at the Civic Center site. e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 5 Mr. Barkett indicated that he felt the cost of staff's revised plan may be higher than projected, because of the quantity and cost of dirt needed to accomplish it, estimating it at somewhere between $70,000 - $120,000. Steve Speer said that he had more optimistic figures and believed we could provide a park that would not flood in a 100 year storm, but said that he worked with crude figures on the estimate. He said he would like to re- calculate the proposal after conferring with the developer and see what they come up with. MOTION - It was moved by Commissioner's Best/Francis to recommend to staff that in any negotiations with the developer that a substantial area of parkland be level and would not flood in a 100 year storm event, with the retention basin flooding to 6' deep. Motion carried unanimously. c) Capital Improvement Plan - Per memorandum from Clint Bohlen, staff is developing a five (5) year Capital Improvement Plan for park development. Addi tionally, staff is seeking the Commission's thoughts relative to phasing and timing of current park projects, including Bear Creek Channel, Fritz Burns, Community Park North, and parks proposed in north area. ~4 . Mrs. Kennedy advised that she and Commissioner~enedict had met with Clint Bohlen earlier in the montG and had agreed on some issues, including: (1) park in north area is a major priority, (2) green bel t area and equestrian trail in east area of town, assigned a higher priority than mini-parks, (3) par- course on the bike pedestrian path, which is under consideration. Chairwoman Kennedy asked Mr. Bohlen if, according to staff and community input, projects are currently on the right track. She asked that staff provide further information and come back in two weeks with a memorandum. d) Budget/Program Suggestions for FY91-92 and 92-93 - Clint Bohlen advised he is in process of putting together a budget for the upcoming fiscal year, and seeks advise from the Commission on recreation programs they might like to see implemented at the Sports Complex, such as boys and girls basketball, co-ed softball for kids, etc. . . e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 6 C. HUMAN SERVICES a) Selection of "Landscape for Ecology" award for the Month of January. Landscape for Ecology - 54-415 Avenida Valejo b) 10th Anniversary Parade - update from Commissioner Nard on the May 2nd parade which will kick-off the "Day in the Park" event during the 10th Anniversary Celebration. The theme for the parade is "La Quinta, Past, Present & Future". Clint Bohlen advised that some 300 letters will be sent out to various community groups to invite participation in the parade with either a float, marching band or banner. Chairwoman Kennedy asked that an update on the parade be put on the agenda every month under the Human Services category. APPROVAL OF MINUTES OF NOVEMBER 25, 1991 Chairwoman minutes. written. Kennedy called for approval and/or any corrections Receiving no response, she declared they would stand on as NEW BUSINESS: 1. j1Jo-ctA DISCUSSION OF "NUTRITION ~ - Commissioner Benedict distributed nutritional guide pamphlets expressing her approval of the information. Commissioner Benedict stated that the theme this year is "Eat Right America" and a contest has been proposed for school kids in keeping with the theme, to include posters for younger ages and essays or arts and crafts projects for middle school children. She asked for ideas from the commission for contest contents. Commissioner Nard suggested a "poster board" game that pertains to nutrition, and explained the concept which she had seen used before. Commissioner Benedict advised awards for the contest were targeted for April. Commissioner Francis suggested giving awards out at the schools on a friday afternoon. Chairwoman Kennedy advised that she would like to see the same awards given as the recycling contest. It was decided to limit 3 awards per school. " . e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 7 Chairwoman Kennedy requested staff to check the budget for available funds and find out from where the ribbons were ordered. It was suggested that Chairwoman Benedict contact the principals of each school to coordinate dates of contest and awards with the teachers. ADJOURNMENT There being no further business to conduct, the meeting was adjourned at 9:24 p.m. by Chairwoman Kennedy. Respectfully submitted, Ol'27'92.CSC/cj e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 2 B. PARKS AND RECREATION a) CPRS CONFERENCE Chairwoman Kennedy announced the upcoming CPRS Conference, March 5-8, 1992 and requested response from those who plan on attending. Mr. Bohlen advised there is money in the budget for all to attend the conference. Attendance is encouraged as the Commission will be working on the Citywide Parks Master Plan and Park Development in the future. Commissioners to attend: Chairwoman Sharon Kennedy, Friday - Sunday (March 6-8); and Commissioner's Larry Best and Dorothy Benedict will attend with Clint Bohlen, Thursday - Sunday (March 5-8). ******************** LCC CONFERENCE Chairwoman Kennedy reminded commissioner's of the upcoming League of California Cities (LCC) Community Services Conference in San Diego. Staff to get exact dates of LCC Conference and report to commissioners. b) STATUS OF PARK DEVELOPMENT TRAIL STOP - Ray Lopez, Landscape Architect reported on the status of the Bear Creek Channel Trail Stop North, displaying an artist's rendering of the current design. Lopez restated concerns (expressed in a January 27 memorandum to the Commission from Clint Bohlen) by Greg Abadie of Landmark relative to the liability issues related to the trail stop users if benches are placed up near the fence along the golf course. The optional design would exclude those upper-trail benches and have the trail lead people to a resting place with benches at a lower point in the trail. Commissioner Best expressed that he preferred the design as is, contending that if we don't want to encourage people to stop there (along the top of the trail), we may as well not have a top half of the trail, and just cut it along the lower portion. Best also offered that benches along the golf course provided a view and would probably not interfere with golfers. MOTION - It was moved by Commissioners Benedict/Francis to recommend (Trail Stop) plan as designed by Mr. Lopez to City Council, including benches along the fence. Motion carried unanimously. . . e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 3 FRITZ BURNS PARK DESIGN - Chairwoman Kennedy advised, pursuant to memorandum from Clint Bohlen, that T. I. Maloney, Design Consultant for Fritz Burns Park, has asked to begin design services for the park in April. Memorandum listed two reasons to accommodate Mr. Maloney, waiting until early May to proceed: (a) staff is engaged in Tenth Anniversary Committee activities until early May; and (b) staff would like to proceed with city-wide master plan before site master planning begins at any site in the city. MOTION - It was moved by Commissioners Nard/Benedict to wait until early May to proceed with design services for Fritz Burns Park. Motion carried unanimously. COMMUNITY PARK NORTH - Chairwoman Kennedy advised that, for the same reasons indicated previously, staff would also like to hold off on this design process until after April. CITY-WIDE MASTER PLAN - Commissioners discussed public hearing process, dates, locations and times for the City- wide Master Plan. Staff is seeking guidance on how these should be conducted and where. It was decided that: (a) Two public hearings will be conducted; one in conjunction with PTA at school site. (Clint Bohlen to contact them to set date), and one at the February CSC meeting; (b) a city-wide survey will be conducted in March and (c) a third special hearing may be conducted in April. Chairwoman Kennedy encouraged commissioners to submit their ideas for the survey to Clint Bohlen so that a list of survey questions can be assembled for mailing in April. NORTH AREA DEVELOPMENT - Glenda Lainis of the Planning Department and Steve Speer, Interim Public Works Director, explained their department's respective roles in park development, including the established criteria for sizing water retention in a sub-division. The "100 year storm", theoretically the worst storm that would occur in 100 years, is used in establishing water retention level. Current criteria allows flooding to occur to a level of 6' deep in a 100 year storm, however, Tract 23269 was approved several years ago under a more stringent requirement and the retention basin is allowed to flood to only 3' deep in a 100 year storm. e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 4 In Tract 23269, a housing subdivision in north La Quinta, Ms. Speer explained that it has a combination park site and retention basin, which staff is seeking comment and recommendations from the Commission regarding a potential revision. Mr. Speer further explained that a situation exists where the developer completed grading of the area according to a pre-approved plan and grading specifications. Thereafter, the master developer sold some lots to a builder who needed to raise the building pads. The builder had dirt scraped from the bottom of the retention basin and used it to raise his housing lots. Now we have a hole that is quite a bit deeper than the approved plan. The City can require the developer to acquire more dirt and refill the basin to the approved level, or there may be some other mutually acceptable alternatives for a better park/retention basin concept than what was originally planned. Clint Bohlen then explained that the current plan is for a two-tiered park site and that he had been working with Steve Speer to come up with a single-tiered park site (a revision of the plan in hopes for better usage of the park site, at a decreased or "no increased" cost to the developer) . The existing plan and proposed plan are as follows: Plan as Currently Approved - Two-tiered park site in which the lower tier would flood during any storm and would flood up to 3' deep during a "100 year storm"; the higher tier of the park never floods. Estimated Cost: $60,000 City Staff Proposal - Single-tiered park site with no flooding of park in "100 year storm"; retention basis will flood to 6' deep. Estimated Cost: $40,000 Edward Barkett of Triad Development Corporation was then called upon to present an alternative proposal, asking that the Commission consider the cost of completing the project as proposed by staff, admitting that the main objective of the developer was cost effectiveness. Developer Proposal - Two-tiered (sloped) park site in which lower tier would flood in all storms and up to 3' deep during a "100 year storm". Estimated cost: Not stated. '" .. c . . COMMUNITY SERVICES COMMISSION MINUTES JANUARY 27, 1992 Regular meeting of the Community Services Commission was called to order at the hour of 7:00 P.M., Chairwoman Kennedy presiding, followed by the Pledge of Allegiance. PRESENT: Commissioners Benedict, Best, Francis, Kennedy, Nard and Seaton ABSENT: Commissioner Franke ANNOUNCEMENTS Chairwoman Kennedy welcomed new commissioner, "B. J." Seaton to the Community Service Commission. ******************** Chairwoman Kennedy announced the Crafts Fair Under the Umbrellas is coming up February 9th at La Quinta Hotel and the La Quinta Arts Festival will begin March 19 - March 22, which will include the 10th Anniversary Celebration on March 21st. ******************** Other announcements included the new show in the Gallery at the Hotel, opening Saturday, February 1; the "Home Tour" on Saturday, February 8th, from 10:00 - 4:00 p.m., tickets available at the Arts Foundation or from Chairwoman Kennedy; and the Chamber of Commerce "Table Top Trade Show" on February 11th at the La Quinta Hotel. ******************** Chairwoman Kennedy advised commissioners that there has been a reassignment of City staff to the Community Services .Commission of Clint Bohlen, Parks and Recreation Manager. PUBLIC COMMENT - None OLD BUSINESS 1. COMMITTEE REPORTS A. CULTURE AND FINE ARTS a) Presentation by Meg Robertson, La Quinta Arts Foundation (LQAF) of artist's renderings of the LQAF building to be constructed at the Civic Center site. Highlights included the additional space that the new facility would provide staff and volunteers, and the new location for the Arts Festival at the Civic Center site. , . . COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 2 B. PARKS AND RECREATION a) CPRS CONFERENCE Chairwoman Kennedy announced the upcoming CPRS Conference, March 5-8, 1992 and requested response from those who plan on attending. Mr. Bohlen advised there is money in the budget for all to attend the conference. Attendance is encouraged as the Commission will be working on the Citywide Parks Master Plan and Park Development in the future. Commissioners to attend: Chairwoman Sharon Kennedy, Friday - Sunday (March 6-8); and Commissioner's Larry Best and Dorothy Benedict will attend with Clint Bohlen, Thursday - Sunday (March 5-8). ******************** LCC CONFERENCE Chairwoman Kennedy reminded commissioner's of the upcoming League of California Cities (LCC) Community Services Conference in San Diego. Staff to get exact dates of LCC Conference and report to commissioners. b) STATUS OF PARK DEVELOPMENT TRAIL STOP - Ray Lopez, Landscape Architect reported on the status of the Bear Creek Channel Trail Stop North, displaying an artist's rendering of the current design. Lopez restated concerns (expressed in a January 27 memorandum to the Commission from Clint Bohlen) by Greg Abadie of Landmark relative to the liability issues related to the trail stop users if benches are placed up near the fence along the golf course. The optional design would exclude those upper-trail benches and have the trail lead people to a resting place with benches at a lower point in the trail. Commissioner Best expressed that he preferred the design as is, contending that if we don I t want to encourage people to stop there (along the top of the trail), we may as well not have a top half of the trail, and just cut it along the lower portion. Best also offered that benches along the golf course provided a view and would probably not interfere with golfers. MOTION - It was moved by Commissioners Benedict/Francis to recommend (Trail Stop) plan as designed by Mr. Lopez to City Council, including benches along the fence. Motion carried unanimously. e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 3 FRITZ BURNS PARK DESIGN - Chairwoman Kennedy advised, pursuant to memorandum from Clint Bohlen, that T. I. Maloney, Design Consultant for Fritz Burns Park, has asked to begin design services for the park in April. Memorandum listed two reasons to accommodate Mr. Maloney, waiting until early May to proceed: (a) staff is engaged in Tenth Anniversary Committee activities until early May; and (b) staff would like to proceed with city-wide master plan before site master planning begins at any site in the city. MOTION - It was moved by Commissioners Nard/Benedict to wait until early May to proceed with design services for Fritz Burns Park. Motion carried unanimously. COMMUNITY PARK NORTH - Chairwoman Kennedy advised that, for the same reasons indicated previously, staff would also like to hold off on this design process until after Apr i 1. CITY-WIDE MASTER PLAN - Commissioners discussed public hearing process, dates, locations and times for the City- wide Master Plan. Staff is seeking guidance on how these should be conducted and where. It was decided that: (a) Two public hearings will be conducted; one in conjunction with PTA at school site. (Clint Bohlen to contact them to set date), and one at the February CSC meeting; (b) a city-wide survey will be conducted in March and (c) a third special hearing may be conducted in April. Chairwoman Kennedy encouraged commissioners to submit their ideas for the survey to Clint Bohlen so that a list of survey questions can be assembled for mailing in April. NORTH AREA DEVELOPMENT - Glenda Lainis of the Planning Department and Steve Speer, Interim Public Works Director, explained their department's respective roles in park development, including the established criteria for sizing water retention in a sub-division. The "100 year storm", theoretically the worst storm that would occur in 100 years, is used in establishing water retention level. Current criteria allows flooding to occur to a level of 6' deep in a 100 year storm, however, Tract 23269 was approved several years ago under a more stringent requirement and the retention basin is allowed to flood to only 3' deep in a 100 year storm. . . e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 4 In Tract 23269, a housing subdivision in north La Quinta, Ms. Speer explained that it has a combination park site and retention basin, which staff is seeking comment and recommendations from the Commission regarding a potential revision. Mr. Speer further explained that a situation exists where the developer completed grading of the area according to a pre-approved plan and grading specifications. Thereafter, the master developer sold some lots to a builder who needed to raise the building pads. The builder had dirt scraped from the bottom of the retention basin and used it to raise his housing lots. Now we have a hole that is quite a bit deeper than the approved plan. The City can require the developer to acquire more dirt and refill the basin to the approved level, or there may be some other mutually acceptable al ternati ves for a better park/retention basin concept than what was originally planned. Clint Bohlen then explained that the current plan is for a two-tiered park site and that he had been working with Steve Speer to come up with a single-tiered park site (a revision of the plan in hopes for better usage of the park site, at a decreased or "no increased" cost to the developer) . The existing plan and proposed plan are as follows: Plan as Currently Approved - Two-tiered park site in which the lower tier would flood during any storm and would flood up to 3' deep during a "100 year storm"; the higher tier of the park never floods. Estimated Cost: $60,000 City Staff Proposal - Single-tiered park site with no flooding of park in "100 year storm"; retention basis will flood to 6' deep. Estimated Cost: $40,000 Edward Barkett of Triad Development Corporation was then called upon to present an alternative proposal, asking that the Commission consider the cost of completing the project as proposed by staff, admitting that the main objective of the developer was cost effectiveness. Developer Proposal - Two-tiered (sloped) park site in which lower tier would flood in all storms and up to 3' deep during a "100 year storm". Estimated cost: Not stated. . ' :' e e COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 5 Mr. Barkett indicated that he felt the cost of staff's revised plan may be higher than projected, because of the quantity and cost of dirt needed to accomplish it, estimating it at somewhere between $70,000 - $120,000. Steve Speer said that he had more optimistic figures and believed we could provide a park that would not flood in a 100 year storm, but said that he worked with crude figures on the estimate. He said he would like to re- calculate the proposal after conferring with the developer and see what they come up with. MOTION - It was moved by Commissioner's Best/Francis to recommend to staff that in any negotiations with the developer that a substantial area of parkland be level and would not flood in a 100 year storm event, with the retention basin flooding to 6' deep. Motion carried unanimously. c) Capi tal Improvement Plan - Per memorandum from Clint Bohlen, staff is developing a five (5) year Capital Improvement Plan for park development. Additionally, staff is seeking the Commission's thoughts relative to phasing and timing of current park projects, including Bear Creek Channel, Fritz Burns, Community Park North, and parks proposed in north area. Mrs. Kennedy advised that she and Commissioner Benedict had met with Clint Bohlen earlier in the month and had agreed on some issues, including: (1) park in north area is a major priority, (2) green belt area and equestrian trail in east area of town, assigned a higher priority than mini-parks, (3) par- course on the bike pedestrian path, which is under consideration. Chairwoman Kennedy asked Mr. Bohlen if, according to staff and community input, projects are currently on the right track. She asked that staff provide further information and come back in two weeks with a memorandum. d) Budget/Program Suggestions for FY91-92 and 92-93 - Clint Bohlen advised he is in process of putting together a budget for the upcoming fiscal year, and seeks advise from the Commission on recreation programs they might like to see implemented at the Sports Complex, such as boys and girls basketball, co-ed softball for kids, etc. . . . . e e '" COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 6 C. HUMAN SERVICES a) Selection of "Landscape for Ecology" award for the Month of January. Landscape for Ecology - 54-415 Avenida Valejo b) 10th Anniversary Parade - update from Commissioner Nard on the May 2nd parade which will kick-off the "Day in the Park" event during the 10th Anniversary Celebration. The theme for the parade is "La Quinta, Past, Present & Future" . Clint Bohlen advised that some 300 letters will be sent out to various community groups to invite participation in the parade with either a float, marching band or banner. Chairwoman Kennedy asked that an update on the parade be put on the agenda every month under the Human Services category. APPROVAL OF MINUTES OF NOVEMBER 25, 1991 Chairwoman minutes... written. Kennedy called for approval and/or any corrections Receiving no response, she declared they would stand on as NEW BUSINESS: 1. DISCUSSION OF "NUTRITION WEEK" - Commissioner Benedict distributed nutritional guide pamphlets expressing her approval of the information. Commissioner Benedict stated that the theme this year is "Eat Right America" and a contest has been proposed for school kids in keeping with the theme, to include posters for younger ages and essays or arts and crafts projects for middle school children. She asked for ideas from the commission for contest contents. Commissioner Nard suggested a "poster board" game that pertains to nutrition, and explained the concept which she had seen used before. Commissioner Benedict advised awards for the contest were targeted for April. Commissioner Francis suggested giving awards out at the schools on a friday afternoon. Chairwoman Kennedy advised that she would like to see the same awards given as the recycling contest. It was decided to limit 3 awards per school. ~ , ' .tf e e ~ COMMUNITY SERVICES COMMISSION JANUARY 27, 1992 - MEETING MINUTES PAGE 7 Chairwoman Kennedy requested staff to check the budget for available funds and find out from where the ribbons were ordered. It was suggested that Chairwoman Benedict contact the principals of each school to coordinate dates of contest and awards with the teachers. ADJOURNMENT There being no further business to conduct, the meeting was adjourned at 9:24 p.m. by Chairwoman Kennedy. Respectfully submitted, Ol'27'92.CSC!cj