1987 04 27 CSC
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AGE N D 'A
COMMUNITY SERVICES COMMISSION
A regular meeting of the La Quinta
Community Services Commission,
to be held at City Hall, 78-105 Calle
Estado, La Quinta, California.
Ap I" i I 27, 1987.
7:00 p.m.
1 .
CALL TO ORDER ,....1.. J.
2.
.
v ;a,.r ftSCH!;~\~,..S'
Flag Sa I ute 1"ttFF,. ~r.
R . rnortln,
ROLL CALL _ re~. M6 :).:r. SerGjC-o ~~~
A&;.e.,.r &:ex, &~14JS1 P,NA .
WRITTEN COMMUNICATIONS
1 .
C. ~r("cH.c)S
3.
4. PUBLIC COMMENT
5. COMMISSION/COMMITTEE REPORTS
A. City Council Minutes
1) Mal"ch 17,1987.
!I~ 2) Mal"ch 31, 1987
3) AP1-il 7, 1987.
B. Nt Conlmuni t,y Ser'vices Offi(';e F~eport - M.:Il"ch, i 987.
C. - Sub -COnIlT.:L t tee Rep 01" t-Rec clITlRlend a t ions for' I" ev i s ions
to Ordinance No. 67 relative to the Community Services
Con,mission. ... APP'4l>. Ab A"'~~firD'
D.P~ CSGAP Application Form. (Informational)
E. Chairman's Report--1987 League of California Cities
Community Services Conference. (Moran)
6. OLD BUSINESS
A. Approval of Commission Minutes of March 30, 1987.
i) Motion to approve Minutes.
B. Report from Chairman Moran regarding clarification--
Position Paper on Non-Profit Organizations.
C. Report from Chairman Moran regarding preparation of Time
Capsule. (Informational)
7. NEW BUSINESS
A. Report from the City Council regarding State Litter Control
PI" Ogl" a n..
8. ADJOURNMENT - pR 71" 0 A"D j. \. .~\ qC'l\
c,J:I'
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DATE
5.5.
AGENDA ITEM'
p:- "
MEMORANDUM
CITY OF LA aUINTA
( ) APPROVED ( ) DEN1ED
, ) CONTINUED TO-
To: ~rn Jennings, Administrative Services Director
~chelle Gilstrap, Community Services Specialist
Date: April 10, 1987
Subject: Senior Center/Community Services Activity Report for March 1987
Blood Pressure Checks on Tuesday continue to draw a large number
of Seniors and members of the community. The following reflects
the attendence for this month:
March 3, 1987 - 40
March 10, 1987 - 44
March 17, 1987 - 36
March 24, 1987 - 51
March 31, 1987 -50
Total attendence for the 'month was =221, an increase of 127 from Feb.
* * * * * * * *
A special Outreach Training Session was held on March 5th with
Faith Dalton from the Beaumont Senior Center and Olive May Stockwell
from the Office on Aging. A total of 14 people attended this
training.
* * * * * *
The Creative Crafts Class continues to meet on Thursdays as well
as a new Painting Class.
There are 8 members of the Painting Class which meets from
9 a.m. - 12 a.m. and is taught by H.G. Robb from Coachella
Valley Parks & Recreation.
Crafts attendence is as follows:
r.larch 5 - 6
March 12 - 7
March 19 - 6
March 26 - 5
Total attendence for the month waS 24 + 8 = 32. The same as Feb.
* * * * * * * *
Food Distribution for the U.S.D.A. Commodities
March 6 - 34
March 13 - 26
March 27 - 29
Total participation for the month was 89 however over 120 families
pick-up food through this program.
* * * * * *
Bingo was played three times in March.
March 4- 13
March 11 - 12
March 18 - 12
Total attendence was 37.
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March Memo - Jennings
Page Two
March Pot Luck Luncheon had 39 people in attendence. This was
an increase of 6 people from last month.
* * * * * * *
Tax appointments for March were as follows:
13 Elderly or low income families took advantage of this service
offered by AARP.
* * * * * * *
Total Volunteer hours for March was 234 an increase of 35 hours.
* * * * * * *
Social Bridge was started on March 16 with Helen Gilreath as
our Bridge Coordinator.
March 16 - 14
March 23 - 16
March 30 - 15
Total attendence for March was 45.
* * * *
A total of 51 units of service were provided for Outreach
through our program. This brings a total of 153 units of
service provided and submitted to Riverside County Office
on Aging for our Title Three Contract.
* * * * * * *
A special Polo Match was attended on March 21st by 16 Seniors
at the El Dorado Polo Grounds in Indio. This was provided
free of charge to the Senior by the Polo Club.
* * * * * * * * *
Total Walk-in attendence for March was 570 an increase of 6
from February.
* * * * * * *
Total Membership in the Senior Center for March is 262 an
increase of 28 from February.
* * * * *
The Food Bank provided food to one family in La Quinta in March.
Q~~1 ~;~
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5.C.
AGENDA ITEM #
( ) DENtED
( ) APPROVED
ORDINANCE NO. 108 () CONTINUED TO
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
LA QUINTA, CALIFORNIA, AMENDING THE LA QUINTA
MUNICIPAL CODE ESTABLISHING A COMMUNITY SERVICES
COMMISSION.
The city council of the City of La Quinta does ordain as follows:
~~gI!Q~_!~ Chapter 2.18, consisting of sections 2.18.010 through
2.18.040, is hereby amended to read as follows:
~S;gI!Q~~.:.,
2.i8.010
2.18.020
2.18.030
2.18.040
2.18.050
2.18.060
2.18.070
2.18.080
2.18.090
~!:!aeI~~fL6~!~
gQ~~~~!IX_~~B~!g~~_gQ~~!~~!Q~
Created--Defined.
Purpose and objectives.
Members--Appointments--Terms.
Officers--Selection.
Committees.
Meetings.
Removal from office.
Powers and duties.
Staffing.
DRAft
~AlaA~l~_g[~i~~~==~~fiD~~~ The community services commission
is created and established. The term "commission" shall refer to the
community services commission.
6~1~~~~@_eY[p'Q2~"_~DQ_Q~j~~1i~~2A The general purpose of the
commission is to encourage the development of a planned and orderly
approach to the delivery of leisure services in the city. Objectives of
the commission are as follows:
A. To serve in an advisory capacity to the city council to identify
community needs for social services, to plan for the coordinated delivery
of such services to citizens in need through both private and public
resources so as to avoid duplication and conflict of effort, and to
evaluate the effectiveness of services provided;
B. To serve in an advisory capacity to the city council on all
matters pertaining to public recreation, including the management,
conduct, care and development of the parks and playgrounds in the city,
and in general to study the needs of the city and the means of meeting
such needs in connection with all matters pertaining to public recreation
and other entertainment; and
C. To serve in an advisory capacity to the city council to
encourage a sense of appreciation and community pride for the citizens of
the city by making accessible cultural events and experiences which
celebrate the shared heritage of the community and its residents.
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Ordinance No. 108
F'a~3e Two.
~AlgA~~~_~lm~I[!==eeeQ!n1mln!I==II[miA A. The commission
shall consist of nine (9) members appointed by the city council.
B. The terms of office of members of the commission shall be
overlapping. Each member of the commission shall hold office for a term
of three years, or until such time as a successor is appointed.
C. All terms of office shall commence on July 1st of the year of
appointment. Vacancies in the office of a member shall be filled for the
unexpired term in the same manner in which regular appointments are
othel-wise made.
D. Insofar as possible, the membership shall reflect the racial,
ethnic, economic and sexual composition of the community. Every effort
will be made to insure that a wide cross-section of social, leisure and
artistic services, interests and viewpoints, including providers,
recipients and professionally related occupations are represented.
E. No commissioner shall serve more than two consecutive terms.
F:O . C 61Y. ". i 3 ~ .i a rOI I.. ~ n. be \ ~ 51. a 1.::' !!- f.+ I V'>= CI t.. l.1. \':: t" 1 '=' CI ~ U I t:: \.1 r L.I. \":: .....;. L. ,~
C"elI Ii fie: i l, ~~:i '~hBllt G: BRW~:n:Hjj it. i Bl'. C~~ .
~A!gA~1~_Qff!~I[I==~I!I~1iQn~ A. The chairman of the
commission shall be elected by a majority vote of commission members in
September of each year. A vice-chairman to serve in the absence of the
chairman shall likewise be elected.
B. The chairman shall preside at all meetings and provide for
periodic reports to the city council on all recommendations of the
c: C)lll fl. i s s i cm .
~~!gA~~~_gQmmit!!!I~ A. The commission shall organize
itself into three committees composed of three members each. Each
committee shall be assigned one of the following areas of responsibility:
1. Human services;
2. Parks and recreation;
3. Culture and fine arts.
B. The commission or committees may, from time to time, establish
subcommittees composed of citizens and/or interested people charged with
the responsibility of implementing certain designated projects subject to
commission and city council approval. At least one member of the
commission shall also be a member of each subcommittee.
~AlgA~6~_~llt!n81~ A. The commission shall meet regularly
once each month on the date selected by the commission. Special meetings
of the commission may be called by the chairman or three members in
accordance with state law.
B. A majority of appointed commissioners shall constitute a quorum
for the transaction of business.
C. All meetings shall be open to the public.
~~la~Q1~_BlmQ~il_f[Qm_Qffi~l~ Any of the commission members
may be removed at any time, by the city council. If a member of the
commission does not attend three regular consecutive meetings, unless
excused by a majority vote of the commission, his/her membership shall
automatically be terminated, and his/her successor shall be appointed by
the city council to serve the unexpired term.
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Ordinance No. 108
Page Three.
~~l~~Q~Q_EQ~![!_!D~_~Y!!!!~ A. The powers and duties of the
community services committees shall be as follows:
1. Advise the commission as to the most effective means of
allocating available resources for human services, and establish standards
for the evaluation of proposals for funding over which the commission has
authority;
2. Promote interagency and intergroup coordination in the
development and delivery of human services, to avoid duplication and
conflict of effort;
3. Cooperate with governmental and nongovernmental agencies and
organizations having like or kindred functions, to assure the most
effective and efficient delivery of such services;
4. Review and study problems and needs of social service
programs and develop effective support and delivery systems needed to
secure additional resources, either through private channels or through
the city or other instrumentalities of government.
5. Inform the commission of disparities and inequities which
exist in the social service delivery system of federal, state and county
government, to insure that citizens of the city receive equitable
treatment in the delivery of such service;
6. Hold hearings and take testimony of any person relating to
any matter under investigation or in question before the commission;
7. Make recommendations which will help to develop a sense of
community among those concerned with human-service efforts in the city,
and to create awareness and cooperation between the city and those groups
doing human-service work in the area;
8. Make and issue written or oral reports respecting studies,
research, investigations and other activities, and make information
available to other commissions and staff as required;
9. Recommend to the commission legislation or other remedial
steps which the committee finds to be necessary and desirable.
B. The powers and duties of the parks and recreation committee
shall be as follows:
1. To promote and stimulate public interest in a recreation
program, and to that end solicit to the fullest possible extent the
cooperation of special authorities and other public and private asencies
interested therein;
2. To study present and future needs of the city with regard to
recreation and park facilities, programs and events;
3. To recommend to the commission rules and regulations
concernins the use of recreational areas and facilities;
4. To encourage recreational programs, including, but not
limited to, intramural sports, lectures, concerts, community fairs,
exhibits, child care centers and others;
5. To investigate and provide written or oral reports to the
commission on various questions concerning recreational aspects of the
city.
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Ordinance No. 108
Page Four.
C. The powers and duties of the cultural and fine arts committee
shall be as follows:
1. To recommend ways to maintain and increase the artistic and
cultural resources of the city;
2. To propose methods to encourage private initiative in the
fields of art and culture;
3. To consult with public and private groups, schools, the
city, any state or federal, cultural and art commissions interested in, or
having knowledge or experience in the field of art and culture of the city;
4. To develop methods by which to coordinate existins resources
and facilities, and to foster artistic and cultural endeavors, and the use
of the arts both locally and outside of the city to promote the best
interests of the city;
5. To conduct studies and provide written or oral reports with
the view to formulating methods or ways by which creative activity and
hiSh standards and increased opportunities in the arts and culture may be
encouraged and promoted in the best interests of the city's artistic and
cultural progress and the greater appreciation and enjoyment of the arts
and culture by the citizens of the city, and how such can be encouraged
and developed;
6. To recommend the allocation of funds donated to cultural
activities and advise upon the physical development of projects;
7. To recommend on the use of various facilities as the city
council shall designate; and
8. To perform such other related duties and functions as the
commission may from time to time direct.
~~1~~~2~_~~lffiD8~ A. All departments of the city,
through the office of the city manager, shall furnish appropriate existing
public information, data and records, and provide technical assistance and
advice as required, ~i~hiD_[~I!QDLas an aid to the commission and its
committees in the performance of designated duties.
B. The city manager shall, within reason or budgetary constraints,
provide or cause to be provided adequate staff, clerical help and maintain
files and records for the commission.
C. The city council shall annually review the progress of the
commission.
~~gI!Q~_~~ EFFECTIVE DATE. This ordinance shall be in full
force and effect thirty (30) days after passage.
~~gIIQ~_~~ POSTING. The City Clerk shall within 15 days after
passage of this ordinance, cause it to be posted in at least the two
places designated by resolution of the city council; shall certify to the
adoption and posting of this ordinance ; and shall cause this ordinance
and its certification, together with proof of posting, to be entered in
the book of ordinances of this city.
The foregoing ordinance was approved and adopted at a meeting of the
City Council of the City of La Quinta, California, held this _______ day
of _______________________, 1987, by the followins roll call vote:
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Ordinance No. 108
Page Five.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
CITY MANAGER
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MAYOR
APPROVED AS TO FORM:
CITY ATTORNEY
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.2.7/87
DATE
( ) APPROVED
( ) CONTINUED TO
5, D.
AGENDA ITEM #
( ) DENtED
78-105 CALLE ESTADO - LA QUINTA, CALIFORNIA 92253 . (619) 564-2246
~2~aL~B!HB!a
REQUEST FOR PROPOSALS
FOR
PROVISION OF COMMUNITY SERVICES
UNDER THE
COMMUNITY SERVICES GRANT AWARD PROGRAM
FOR THE YEAR
Co..unity Service Grant Award Progra. Coordinator:
Ms. Ann Jennings, Ad.inistrative Services Director
CITY OF LA QUINTA
P.O. Box 1504
78-105 Calle Estado
la Quinta, California 92253
(619) 564-2246
MAILING ADDRESS - P,O. BOX 1504 - LA QUINTA, CALIFORNIA 92253
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TABLE OF CONTENTS
~~gr!2~ ~YHH! f~~~
A INTRODUCTION 3
B CSGAP PROGRAH COORDINATOR 3
C APPLICATION REQUIREHENTS 3
D CITY PRIORITIES 3
E CITY REVIEW PROCESS 4
F SEQUENCE OF EVENTS FOR AWARD OF FUNDS 4
INSTRUCTIONS FOR COHPLETION OF
APPLICATION FOR CSGAP FUNDS 5
PART I. GENERAL INFORHATION 6
PART II. PROPOSAL FORHAT 7
PART III. PROGRAH NARRATIVE 8
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A. !~!BQQY~!!Q~
The criteria have been established by the City of La Quinta and
the La Quinta Community Services Commission, the advisory body
which will make recommendations to the City Council for funding
Community Service Grants. Please review the criteria carefully.
The Community Services Grant Award Program (CSGAP) was established
to provide encouragement to local groups in providing recreation,
social services and public services to our growing community.
Your participation and interest is very important. If you do not
receive CSGAP funds, which are ~!r~ limited, the City of La
Quinta urges your organization to seek other funding sources.
B. ~~~~f_fBQ~B~~_~QQBQ!~~!QB
The City Hanager has designated Ann Jennings as its Community
Service Grant Award Program Coordinator. Questions may be
submitted to Hs. Jennings at City Hall, or by calling (619)
564-2246, Extension 201. Hs. Jennings cannot provide any applicant
with technical assistance.
C. ~ffb!~~!!Q~_B~QY!B~~~~!~
1.
~!!9!b!!_Qr9!D!1!1!2D!~ Eligible applicants are those
community groups, non-profit organizations and other civic
groups who provide or wish to provide services to the City
of La Quinh.
.
Proof of non-profit status must accompany each application
submitted by a non-profit private agency.
2.
Q!!~!!D!~ Proposals must physically arrive at the City of
La Quinta Administrative Services Office by close of business
(i.e., 5:00 p.m.) April 2+r 1987. There will be no
exceptions to this policy and postmarks or other criteria
will D21 be used to determine the validity of a submission.
Applicants should submit their proposals to:
I1AY/S,
I "if> I
Community Services Grant Award Program
City of La Quinta
P.O. Box 1504
La Quinta, California 92253
(Note: Proposals may be hand-delivered to the City of
La Quinta at 78-105 Calle Estado, La Quinta, California)
3. ~Y!b!r_2f_~2e!!!_!2_!Yb!!!~ Eight (8) copies (one with
original signature) of the Proposal must be submitted to
the City.
D. ~!!r_fB!QB!!!~~
1. EYD~!D9~ $70,000.00 was made available by the City Council
for funding the CSGAP during the 1987-88 Fiscal Year.
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2. ~~~!!!2n!!_E!~!2!!~ It is the intention of the CS6AP to
provide funds for organizations who need start-up assistance,
on-going program assistance and to stimulate targeted services
for the City of La Quinta that do not presently exist within
the City.
E. ~!IY_B~X!~~_fBQ~~~~
1. All applications will be reviewed by City staff for basic
eligiblity.
2. The Program Coordinator is responsible to ensure a fair and
equitable review process. The review com.ittee will include:
.. Seven (7) members of the La Quinta Co.munity Services
Co.mission,
.. Two (2) City of La Quinta staff persons.
3. Each applicant will be given an opportunity to make a ten
minute presentation to the Co.munity Services Commission,
followed by a short question and answer session. The
Commission will evaluate the proposals and recommend funding
to the City Council.
4. The Co.munity Services Commission will submit its
recommendations to the City Council and will ask them to
approve the recommendations at a meeting during June,
1987.
F. ~~gY~Mg~_QE_~X~MI~_EQB_~~~BQ_QE_EYMQ~
l~MY~BY
Community Services Commission meeting to
discuss issues regarding needed services for
CS6AP funds.
E~BBY~BY
Recommendations by Commission presented to
City Council.
~~B~H
City Council sets CS6AP funding level and
announces that applications are available.
~fB!b
Applications are due by the last Monday of April
for review by Community Services Commission.
~~Y
Commission presents final recommendations to City
Council for funding applicant organizations.
lYM~
City Council approves recommendations and awards
CS6AP funds.
lYbY
Funds become available for disbursement.
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INSTRUCTIONS FOR COMPLETION OF
APPLICATION FOR COMMUNITY SERVICE 6RANT AWARD PR06RAM FUNDS
For convenience in processing, all applicants are required to submit
their completed application in the following order:
PART I.
6ENERAL INFORMATION
Form provided is self-explanatory, Complete all
requested information. Original signature is
required on one copy.
Attach:
Private Non-Profit Basic Eligibility completed form,
including supporting documentation noted on
the form.
Sketches or Drawings (if appropriate).
PART II
PROPOSAL FORMAT
All attachments as directed in the instructions
included on the format provided.
PART III.
PR06RAM NARRATIVE
All attachments as directed in the instructions
included on the format provided.
NOTE:
PLEASE DO NOT USE FOLDERS, BINDERS OR OTHER COVERS IN
SUBMITTIN6 YOUR APPLICATION.
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PART I.
GENERAL INFORMATION
NAME OF ORGANIZATION:
ADDRESS OF ORGANIZATION:
TELEPHONE NUMBER OF ORGANIZATION:
CONTACT PERSON:
TYPE OF ORGANIZATION: _(Explain if you mark Other.)
For Profit
Non-Profit
Other _____-
DATE OF INCORPORATION: STATE.
FEDERAL I.R.S. .
NAME OF ACCOUNTANT OR ACCOUNTING SERVICE USED TO AUDIT YOUR ORGANIZATION'S
FINANCES:
WILL YOUR ORGANIZATION PRESENT A CERTIFIED PUBLIC AUDIT TO THE CITY OF LA
QUINTA TO DEMONSTRATE HOW GRANT FUNDS WERE USED? YES NO
PLEASE PROVIDE THE FOLLOWING INFORMATION REGARDING YOUR ORGANIZATION:
1. A list of the Board of Directors (if applicable), and their
addresses.
2. An Organizational Chart showing lines of authority within the
organization.
3. Number of paid staff and number of volunteers.
COMPLETED BY:
(Name)
(Title)
DATE SIGNED:
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PRIVATE NON-PROFIT AGENCIES
BASIC ELIGIBILITY
1. Plmse provide here the purpose for which the organization was formed.
2. Is the organization tax exempt as determined by either the Internal Revenue
Service or the Franchise Tax Board, or both?
If yes, attach a copy of the letter of exempt status from the Internal Revenue
Service and/or the Franchise Tax Board to ~is page. If not available, attach
u copy of Charter or Articles of Incorporation.
3. The date the organization was formed as a non-profit group.
4. Membership or participation policies.
a) Specific requirements for membership in the organization.
b) Specific reguirements for participation in the organization's activities
by non-members/senior citizens.
c) Specific restrictions on senior citizen membership in the organization.
d) Specific restrictions on participation in the organization's activities
by the senior citizens.
e) Present number of members.
f) Present number of participants or clients served.
g) Membership fee.
If yes, how much?
h) Participation fee by non-members?
If yes, how much?
senior citizens?
Instructions: This is to be completed by all private non-profit agencies.
Signature of Authorized Officiai
Name of Non-Profit Agency
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PART II.
PROPOSAL FORMAT
!~egB!A~!
Only costs incurred after the effective date of the
contract will be eligible for CSGAP reimbursement.
Projects will not be funded on a retroactive basis.
The community group or non-profit organization must wait
until it has received fund award notification before
proceeding with the Community Service Grant Award
Program funded project.
eBgeg~ALEgB~A!
Each proposal submitted must be typed, double spaced on white
standard 8 1/2 x 11" paper. The proposal should be in the
following form:
1. Cover letter on your organization's letterhead.
2, Face sheet with organization name and address, with
program or service name.
3. Table of contents.
4. Description of organization. Include all requested
information.
5. A brief description of the need for your program or
service.
6. Goals and Objectives with timelines.
7.
Budget with sources of income and expenses.
should reflect that program or service that
funds,i.e., out of your total budget, which
utilize only CS6AP funds?
Your budget
affects CSGAP
portion will
8. Management and service delivery plan. (Define how persons
will benefit from or obtain your service)
9. Fund or business development plan. (Explain how your
organization will raise funds to support the program or
service provided in future years ~!!h~Y! City support).
Note: If seeking multi-year funding, please include all
information listed above with provisions for each year that
your organization will require funds.
A. One-Time Only Funding _____
B. Mul ti- Year
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PART III.
PR06RAM NARRATIVE
Note: Please use as many additional sheets of paper as necessary
to complete the Program Narrative questions.
A. ~fB~!~f_Q~b!~~BX
Please describe the program or service that your organization
wishes to provide. (Please remember that programs serving large
service areas must demonstrate how the service or program directly
affects La Quinta).
B. Explain in detail what proportion of your total service delivery
benefits the City of La Quinta.
C.
Describe the
service will
objectives.
period).
goals and objectives that this specific program or
have and a timeline for reaching those goals and
(All timelines should be for a 12-month or shorter
D. Please describe your organization's ability to manage this program
or service, and include the organization's past accomplishments in
same or similar types of programs or services.
E. If your organization intends to charge for said services or
program, please describe in detail how low and moderate income
persons can participate. If there is no charge, please describe
how funds used on the service or program are to be recovered.
(If the CS6AP is the sole support for your program, describe how
following years will be paid for by the organization)
F. Provide a program or service delivery budget. All budgets must
have a statement of sources of income and expenses. All budgets
must delineate both direct and indirect costs.
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