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1992 05 27 CSC Minutes . . COMMUNITY SERVICES COMMISSION MEETING MINUTES Wednesday, May 27, 1992 I. CALL TO ORDER Regular meeting of the Community Services Commission was called to order at the hour of 7:00 P.M., at La Quinta City Hall Council Chambers, Chairwoman Kennedy presiding, followed by the Pledge of Allegiance. PRESENT: Commissioners Best, Francis, Kennedy, Nard, Seaton and Thompson ABSENT: Commissioner Benedict II. ANNOUNCEMENTS Staff Liaison Clint Bohlen announced a meeting to be held on June 1st by the School District regarding gang violence in La Quinta. * * * * * * * * * * * * * * * * * * * * * * * Bohlen also announced two items to be pulled from the agenda tonight, (1) ITEM V, B - Written comments from CPRS Conference and (2) ITEM VI, A - Master Plan Survey Preliminary Report. III. APPROVAL OF MINUTES MOTION: It was moved by Commissioners Francis/Seaton to approve the CSC Minutes of April 13, April 27 and May 18, 1992. Motion carried. MOTION: It was moved by Commissioners Nard/Francis to excuse the absences of Commissioners Benedict and Francis from the May 18, 1992 meeting. Motion carried. MOTION: It was moved by Commissioners Seaton/Nard to excuse the absence of Commissioner Benedict from tonight's meeting of May 27, 1992. Motion carried. IV. PUBLIC COMMENT Chairwoman Kennedy opened the floor for public comment with no responses. V. CORRESPONDENCE AND WRITTEN MATERIALS A. June's Reading Packet. Materials were distributed for Commissioner's review at their leisure. . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 2 B. Written Comments from CPRS Conference Item Continued. VI. STAFF REPORTS A. Master Plan Survey Preliminary Report. Staff Liaison Clint Bohlen briefly updated Commissioners on the progress of the tabulation of the Parks and Recreation Survey results, advising that results from approximately 400 of an estimated 1,000 surveys received have been processed. There are some software problems in tabulating these results, however, and he will approach the Acting City Manager regarding having the tabulation done by an outside firm. Item continued. B. Budget Report for Fiscal Year 92-93. Clint Bohlen reviewed the budget document with Commissioners, announcing that it will go to the City Council next Tuesday for review. Bohlen highlighted the programs proposed in the budget proposal, including family excursions, adult softball and volleyball, leisure enrichment classes for adults and seniors, adult and youth basketball, Sunshine Theater and the archery club. He also pointed out there is money for supplies for the Sports Complex and supplies for the new soccer league. In response to an inquiry from Chairwoman Kennedy regarding $1500 listed under recreation advertising, Bohlen said it would be for the production of flyers for recreational offerings, and these would be distributed at schools and local businesses. Chairwoman Kennedy offered her approval of the "Family Excursions" item, to which Bohlen added that there is room for some flexibility in the types of events listed under excursions, Le., if they wanted to plan a trip to "Big Bear" instead of a Lakers game, they could do that. C. USTA Junior Tennis League. Clint Bohlen advised that the USTA Junior Tennis League will be held at Fritz Burns Park this summer. It will run approximately 6 weeks. It is a cooperative venture between the Southern California Tennis Association, local pro Pam Maloof and the City of La Quinta. There is a limited registration of 25 kids, but if there is a real flood of interest we can expand that. The USTA will be doing some advertising and we will be putting out some flyers. This is the first recreation program produced by the City of La Quinta. . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 3 VII. COMMISSION BUSINESS A. General 1. 1992-93 Grant Scoring and Recommendation to Council. (Kennedy) a. Presentation by other organizations Chairwoman Kennedy opened the floor to the final two organizations who applied for Grants, but were unable to attend the last CSC meeting: (1 ) Mr. Martin Langer Coachella Valley Community Concerts Association 49994 EI Circulo La Quinta, CA 92253 (619) 564-2111 Grant Request: $5000 Mr. Langer said he had nothing to add to their application, but he has learned their organization was screened from the original selection this year because of their lack of a 501C3 status. He advised that they have applied for a number some time ago, but the bureaucracy you go through to obtain your non-profit status is a very long process and their notification is still pending. He said he did not believe this is a basis for denial. After some discussion, Commissioners elected to include the CVCCA in the scoring process and pass it along with their recommendation to Council. (2 ) Jim Ducatte, Executive Director 77-861 Avenida Montezuma P.O. Box 188 La Quinta, CA 92253 (619) 347-6715 Grant Request: $4,200 Mr. Ducatte updated Commissioners on their new building, (24,000 sq. ft. on the corner of Park Avenue and Avenue 50) with plans for ground-breaking some time this summer. He said their desire is to address the need for teen programs, like support groups and a new program they have started, a community service organization of high school students called the "Keystone Club". Mr. Ducatte introduced two teens who had attended a National Keystone Conference in Denver, Colorado. The conference is sponsored by Boys and Girls Club of America. Club President, Hector Felix addressed the Commission, thanking them for last year's grant money which allowed them to attend the conference. He said teen community leaders from allover the United States attended and discussed the topics of the Bill of Rights, Human Relations and Global Issues. . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 4 Ducatte went on to say they signed up a membership of 400 kids last year, each paying a $5.00 annual fee. He projected there may be 1000 kids this year and that they could really use the help. b. Report by screening committee Commissioner's Kennedy, Best and Thompson screened applications on May 7, following the established criteria, and listed seven applications which were accepted by the committee in a memorandum to Commissioners. (See Agenda Packet, Item VII, A, b). c. Scoring Methodology Discussion by Commission Commissioner Best expressed the concern that established criteria should be followed in the acceptance of Grant Applications, and the the rules should not be bent, no matter what the personal inclination may be, referring to the Community Concerts appeal. The fact remains that they were not a 501C3 status at the time of application. Commissioner Thompson followed that, in the case of the Boy Scouts of America, several requests had been made for the filing of a Reconciliation Form for past grant money received, without response. This is also in conflict with the established criteria. MOTION: It was moved by Commissioner's Seaton/Thompson that the Boy Scout Troop 150, Cub Scout Packs 320/325 would have to file the required Reconciliation form before grant money could be awarded. Motion carried. MOTION: It was moved by Commissioner's Thompson/Seaton that the Boys and Girls Club would have to allocate grant money received to the La Quinta branch, only. Motion Carried. d. Tabulation of Scoring Clint Bohlen tabulated each Commissioner's individual ranking and award suggestions for the seven final selections to achieve an average award and scoring for each applicant. Results as follows: e. Recommendation to Council: 1. Family YMCA of the Desert 2. CV Public Education Foundation 3. Boys and Girls Club of Coachella Valley 4. Boy Scout Troop 150, Cub Scout Packs 320/325 5. Adams/Truman PTA Earthquake Committee 6. Friends of the La Quinta Library 7. La Quinta Historical Society AVG AVG AWARD SCORE $ 5000 60.34 1500 57.67 4200 67.17 1550 53.00 2000 66.84 3500 68.84 3500 68.34 . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 5 2. Ordinance Review and Discussion. a. Two meetings per month MOTION: It was moved by Commissioner's Best/Nard that the Commission recommend to Council that Ordinance #109, Section 2.18.060 PA, of May 1987 be amended to read that Community Service Commissioners will meet twice a month. Motion carried. b. Chairperson selection process After review and discussion, this item was deemed appropriate as is. c. Other issues - Reimbursement: MOTION: It was moved by Commissioner's Francis/Seaton to recommend to Council that Reimbursement (Page 26) be changed to read that Commissioners will serve with compensation. Motion carried. - 3. Commission Manual Cucamonga manuals, Commission Manual. Discussion and a plan of Anaheim and Rancho for development of our Commissioners Best and Thompson will continue to work on this project. 4. Recommendation of Commissioner Nard to APP Committee. MOTION: It was moved by Commissioner's Seaton/Francis to recommend to Council that Commissioner Nard be appointed to the Art in Public Places Committee for a two-year term, effective June 30, 1992. Motion carried. 5. CAPRCBM Academy Training. Chairwoman Kennedy requested this item be continued to the June CSC meeting, along with discussion of a joint retreat with Council. B. Culture and Fine Arts 1. Art in Public Places Update. Commissioner Nard highlighted recent events, including the 10 pieces of art selected from submittals by the Adams/Truman school children. C. Parks and Recreation 1. Introduction to Draft Parks and Recreation Master Plan. (See Memorandum, ITEM VII, C, 1) . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 6 2. Parks Tour Report. All Commissioner's who took the tour of La Quinta Park sites on May 18th agreed it was informational and helpful in visualizing future park plans. 3. Parks and Recreation Master Plan Future Public Forum(s). a. Council/Commission public forum in July. Clint Bohlen suggested that Commissioners may want to approach Council in July for a feel of where they want to go with this. Staff is recommending that the Commission consider either a joint meeting to review the draft Parks and Recreation Master Plan and/or hold a public forum with the Council to encourage final comment from the public. Mayor Pro-Tern Stan Sniff, who was present at the meeting, interjected that September may be a better time to pursue this, after the summer months when Council resumes regularly scheduled meetings. D. Human Services 1. Report by Commissioner Thompson. No report was applicable. 2. League of California Cities Community Services Conference Report by Commissioner Seaton. (See Memorandum from Commissioner Seaton, ITEM VII, D, 2) 3. Landscape for Ecology award for the month of May is: 54-420 Avenida Madero, La Quinta 4. Recommendation of Commission's support for Marion ElIson's "International Goodwill Project". Chairwoman Kennedy explained this program to Commissioner's and displayed a Coachella Valley Education plaque they had received. VIII. NEXT MEETING DATE, TIME AND TOPICS A. Wednesday, June 10 - General Plan Update at La Quinta Middle School Auditorium B. Monday, June 29 - 7:00 p.m., Regular CSC Meeting. Topics to include: T. I . Maloney and RSI/Purkiss-Rose presentations to Commission, FY 92/93 Budget update, Draft Parks and Recreation Master Plan comments and review. . . COMMUNITY SERVICES COMMISSION May 27, 1992 - Meeting Minutes Page 7 IX. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 9:30 P.M. Respectfully submitted: ~ CJ:cj