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1993 01 25 CSCLl Two D 64 Quota/ 78-105 CALLE ESTADO — LA QUINTA, CALIFORNIA 92253 - (619) 564-224 FAX (619) 564-561 C OMMUN = TY S E RV I C E S C OMM S S S a ON LA QUINTA COUNCIL CHAMBERS 78-105 CALLE ESTADO LA QUINTA, CA 92253 MONDAY JANUARY 25, 1993 7:00 P.M. I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call II. APPROVAL OF MINUTES - JANUARY 11, 1993 III. PUBLIC COMMENT -- The Community Services Commission reserves the right to limit discussion on any topic to five minutes or less. IV. CORRESPONDENCE AND WRITTEN MATERIALS 1. January Reading Packet 2. Attendance Roster w/ Term Expiration V. STAFF REPORTS 1. Status of CPRS Conference Registration and Review of City of La Quinta Travel Policy (Bohlen/O'Reilly) VI. COMMISSION BUSINESS A. General 1. Presentation by Martin Langer, Coachella Valley Community Concerts Association 2. Community Services Grant Process for 1993-94 MAILING ADDRESS - P.O. BOX 1504 - LA QUINTA, CALIFORNIA 92253 Community Services Commission Meeting - January 25, 1993 Agenda continued B. Culture and Fine Arts 1. Art in Public Places Committee - Nard C. Parks and Recreation I. Final Review of Parks and Recreation Master Plan 2. Recommendation from Parks and Recreation Committee for T.I. Maloney, Inc. to provide Palm Royale Park Design Services D. Human Services 1. Coachella Valley Child Care Council Update (Bohlen) VII. NEXT MEETING DATE, TIME AND TOPICS Monday, February 8, 1993 at 7:00 P.M. VIII. ADJOURNMENT 1 9 9 2 LA QU2 NTA BEAiJT=FWrL AWJkIRM ••BEST HOL=DAY DECORATED'• HOME NOM= NAT= ONS ( Circle One) (5 being best) 1. 44-550 Marguerite Court 1 2 3 4 5 2. 79-755 Fiesta Drive 1 2 3 4 5 3. 51-815 Avenida Morales 1 2 3 4 5 4. 53-840 Avenida Herrera 1 2 3 4 5 5. 51-050 Obispo 1 2 3 4 5 6. 51-100 Obispo 1 2 3 4 5 7. 51-150 Obispo 1 2 3 4 5 8. 51-200 Obispo 1 2 3 4 5 9. 51-250 Obispo 1 2 3 4 5 10. 54-711 Eisenhower 1 2 3 4 5 11. 49-005 Balada Court 1 2 3 4 5 12. 49-190 Marimba Court 1 2 3 4 5 13. 51-905 Vallejo 1 2 3 4 5 14. Tango Court 1 2 3 4 5 15. Tango Court 1 2 3 4 5 16. Tango Court 1 2 3 4 5 17. Tango Court 1 2 3 4 5 18. Tango Court 1 2 3 4 5 19. 1 2 3 4 5 20. 1 2 3 4 5 u City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: January 25, 1993 Subj: Status of CPRS Conference Registration and Review of City of La Quinta Travel Policy BACKGROUND During the last Commission meeting's business discussion, staff raised the need for the Commissioners to indicate their intent to attend the California Parks and Recreation Society in order to reserve the most preferable, inexpensive and convenient housing arrangements, as well as the need to allow enough time to make the least expensive travel arrangements. At that time Commissioners Best and Kennedy indicated that they would be traveling on Wednesday, March 10 to San Francisco. Their flight departure from Ontario International to Oakland International has been confirmed for 6:55 p.m. Commissioners Nard and Seaton are departing Ontario on Thursday, March 11 at 2:00 p.m. in order to arrive at their housing destination in San Francisco before nightfall. Commissioners Francis and Dickens will not be attending this year's Conference due to work commitments. Council person Michael McCartney will not be attending as previously planned. All Commissioners attending the Conference should be receiving confirmation packets from CPRS within the next month. If a Commissioner does not receive a packet, please call staff. In light of the plans to attend the CPRS Conference, staff felt that it was appropriate to address a relatively new issue: the City of La Quinta Travel Policy. The Travel Policy was adopted at the January 19 Council meeting, and staff believed it important to review the guidelines with the Commission. Staff will be approaching the Council at the February 2 meeting seeking authorization to proceed with plans. Even though our Conference and travel plans occurred previous to (and consequently not subject to) the new Travel Policy, staff believes it is important to bring this issue before the Council to comply with the spirit of the new Policy. Finance Director Mr. Thomas OReilly is here tonight to review the Travel Policy with the Commission and to answer any questions. The Travel Policy and materials are attached. RECOMMENDATION FYI. Item V.1. i �CE',yQF,�p�S4' Memorandum To: City Council Staff , and Officials From: Tom O'Reilly - Finance Director Date: January 21 , 1993 Subject: New Travel and Expense Policy Attached to this memo will be found a copy of the City of La Quinta Travel and Expense Policy , one blank Expense Report , and some samples of how some items should be reported . The blank Expense Report should be considered an original and you should make a number of copies of this form to supply yourself for future needs. There is a copy of the Request for Travel and/or Advance Form in the policy material , but it is not the actual form to be used . The actual form is a two-part carbonless form and it is not in this package because it is currently at the printers . It will be available shortly and upon request from the Finance Department. The first sections of the policy deal with responsibility , authorizations , and what expenses are covered . The procedures for completing the two forms are covered towards the end of the policy. A very short procedural outline is as follows : Part 1 of the Request for Travel and/or Advance form should be completed with appropriate authorizations and the top copy submitted to Finance (for advances or check requests) . The bottom copy is retained and will be submitted , with Part 2 completed , along with the Expense Report . Upon completion of travel , the signed Expense Report should be submitted along with the bottom copy of the Request for Travel and/or Advance form (with Part 2 completed on that form) . A couple of areas to note : Council approval is required for out-of-state travel , round i 0 trips over 300 miles , or trips involving overnight stay . All expenditures are identified on the form as one of three categories (columns) . Allowed business expenses that you originally paid for , allowed business expenses that the City originally paid for , or unallowed expenses that the City paid for . Cash advances you received must be shown in column three . That money received is now considered yours and is not distinguished from any other funds that you carry . Any subsequent allowed expenses that you pay for are shown in column one and are used to offset the amount that you owe the City resulting from the Advance . The Expense Report is a summary re -cap . Detail and receipts must accompany this form ! Meal or other business function receipts must identify guests who attended and what matters were discussed. If a number of personal auto reimbursement trips are involved, one report may be used , as long as detail is provided . Account numbers should be identified when known in order to ensure that the proper programs and accounts are being charged . The Finance Department will be more than willing to try and answer any questions that anyone may have . As with any new process or procedure , there is often a degree of uncertainty or confusion and this department will be available to try and alleviate any of those problems , as we ourselves become familiar with the process . CITY OF LA QUINTA TRAVEL AND EXPENSE POLICY PURPOSE: To establish uniform guidelines for City officials and d is :ad staff to follow with regard to travel and expense repo nS nat arises in the course of conducting City business. BACKGROUND: The City recognizes that attendance at meetings and conferences serves a vital forum for the exchange of ideas and methods in all areas of municipal administration, presenting and receiving information, and advocating legislation of benefit to the City. The governing factor in authorizing attendance at these functions is the tangible benefit to accrue to the City as a result of such attendance in relation to the overall expense to the City. To that end City employees and officials are occasionally required to expend City funds. This is accomplished either by requesting city funds in advance, city issued credit cards, or by spending one's own funds and requesting reimbursement from the City. Government Code Section 36514.5 authorizes reimbursement for actual and necessary expenses incurred in the performance of official duties. The following policies are intended to cover what should be reasonable expenses of business meetings and travel and the reporting thereof and may not be all inclusive. The reasonableness of any unforeseen situations will be decided upon by the City Manager for staff expenditures and by the City Council for elected and appointed officials expenditures. POLICY• 1. RESPONSIBILITY Authorizing officials have the administrative responsibility to determine the reasonableness of travel costs, as justified by the nature of travel. The intent is to adequately account for reimbursable expenses while each employee or official accomplishes essential City Travel as reasonably as possible. The City Manager shall administer the expenditure of travel funds in accordance with appropriations made by the City Council in the annual adopted budget, with the exception of the appropriations made for City Councilmember's travel. It is the duty of each employee and official to exercise sound and reasonable judgement in the conduct of city travel. Personal and city travel must not be commingled in such a manner as to increase allowable expense or otherwise affect adversely the interest of the City. 2. TRAVEL AUTHORIZATION Official travel by City employees requires prior written authorization by the appropriate approving authority. The City form, "Travel Request arid/or Advance", shall be used to document authorization. Travel trips of one -day or less shall not require a pre -approved "Travel Request and/or Advance" if no advance is requested, but the second part of the form covering conference update reporting must be completed, if applicable, upon return. Out-of-state travel, round trips over 300 miles, or trips involving overnight stay must be approved by the City Council. Upon return, the "Conference Update Report" section of the "Travel Request" form must be completed. 3. TRAVEL EXPENSES Employees and officials may provide their own funding and file claims for reimbursement, or may apply for an advance of public funds by utilizing the "Travel Request and/or Advance" form. All requests for advance of travel funds are to be submitted through the approving authority to the Finance Department at least five(5) working days before the intended date of departure. All advances must be properly accounted for upon termination of travel for which the advance was made. Advance payments do not constitute approval to spend the entire amount advanced. 4. ADVANCE RESERVATIONS --CANCELLATION Employees and officials are encouraged to make reservations for any meeting, convention, or dinner for which the City would bear the cost, which he or she is planning to attend, in sufficient time to allow for lower airfare or reservations costs to be obtained. Cancellations that result in expenditure of City funds will be reviewed on a case -by -case basis by the City Manager to determine whether the employee may be held responsible for the cost. The full Council will make that determination for any canceled public official travel. E 5. TRANSPORTATION Individuals requesting official travel should attempt to travel by the means most economical to the City. In selecting a particular method of transportation, consideration shall be given for the total cost to the city which will result; including overtime, lost work, and actual transportation costs. A. Automobile Travel Transportation by car may be done either with a personal vehicle or city vehicle. If a personal vehicle is used, net mileage will be reimbursed at the current city reimbursement rate. Net mileage equals roundtrip mileage minus any commute miles. Those persons using their own vehicle and receiving a monthly auto allowance, will be reimbursed only for the net mileage in excess of 60 miles. In any case, mileage will not be reimbursed for portions of the trip made for non -business related matters. When the use of public air carrier transportation is approved, private automobile use to and from the airport shall be reimbursed for all allowable miles at the city rate. Commercial auto rental will be allowed if necessary and alternative personal or public transportation is unavailable or unreasonable. B. Air Travel Air transportation will be acquired at the most economical fare available from the nearest airport. The advance purchase of airline tickets may be handled via a travel agent or directly through the individual airline. Airport parking is an allowable expense. Ground transportation, such as courtesy shuttle service, buses, taxis, or limousine service may be utilized to and from airports. Any costs for such services are reimbursable. 6. LODGING Lodging shall be obtained at the most economical rate available for safe, clean, convenient, and quality accommodations. Factors such as proximity to destination and prevailing rates should be considered for reasonableness. Overnight stay is allowable if one day's travel time is burdensome. Conference headquarters hotels are encouraged as they reduce the costs of other modes of transportation between meetings and conference sites. 3 0 A. Regular Lodging An employee is expected to make reservations well in advance whenever possible and to take other a:tions to ensure that lodging is secured at moderate rates. Lodging shall be limited to the minimum number of nights required to conduct the assigned city business. If an employee or official chooses to arrive earlier or stay later than the length of City business, the additional lodging and other expenses related to this decision are the individual's personal expenses. B. Family Member Accompaniment There is no objection to a spouse and/or other family member(s) accompanying an employee or official on a city business trip, provided that their presence does not detract from the performance of city duties. The attendance at the meetings and conferences by such family members of city employees and officials is to be considered a sole expense of the individual employee and/or official, and all differences in costs brought about by the attendance and/or accompanying travel of a family member shall not be borne by the City, except as provided by Section 8 (E). 7. MEALS Meals, except for those included in the cost of the registration, are allowable at actual costs including reasonable tips and room service charges. Expense claims for meals including people other than the claimant shall include the following information: 1. Date expense incurred 2. Parties participating 3. Purpose of the meeting B. OTHER ALLOWABLE EXPENSES A. Incidental transportation expenses; such as street car, bus, taxi and ferry fares; bridge, toll road and vehicle parking fees; B. Telephone and telegraph charges for official business; C. Up to 10 minutes of personal telephone calls per day; D. Fees and tips paid to waiters, porters, baggage handlers, bellhops, hotel maids, and other service personnel; E. Although the City of La Quinta, as every other general law City in the State of California, has no responsibility for expenses incurred by the spouse of City Council members, or employees, the City of La Quinta recognizes that spouse 4 accompaniment at specific City business functions and training programs/workshops is beneficial in some cases. Therefore, City Council may exercise discretion as to the reimbursement of the spousal expenses only as they relate to registration and meals at events that specifically extend such invitations, or upon Council approval. F. Business related entertainment functions that are attended to promote City related business objectives are allowable, as long as detail is provided stating who attended and what subjects were discussed. G. Up to $30.00 per day will be allowed as reimbursement(with receipts)for incidental on -the -road expenses that are incurred as a result of being away from your home. On the road expenses may include, but not limited to: in -room video, honor bar, newspaper, necessary dry cleaning, snacks and refreshments. 9. NON -ALLOWABLE EXPENSES Personal expenses are not allowable. These may include, but are not limited to: A. Barber and/or beauty shop charges B. Fines for traffic violations C. Private automobile repairs D. Expenses of any persons accompanying the employee or official on the trip(except as noted in Section 8(E)) E. Personal telephone calls (except as allowed in Section 8(c)) F. Purchase of personal items G. Fitness/Health Facilities 10. SETTLEMENT OF TRAVEL EXPENSES Travelers are responsible for the accurate preparation of their claims, and the responsibility of omission or commission cannot be shifted to another individual. A "Travel Expense Report" substantiated by receipts which verifies the claimed expenditures, must be submitted to the City Manager within five (5) work days after returning from the conference and/or trip. If an employee or official has drawn expense money in advance, a settlement must be made on the basis of actual expenses. If actual expenses exceed the advance, upon approval by the City Manager, said expenses will be reimbursed to the traveler by the Finance Department. If actual expenses do not exceed the expense advance received, said traveler shall return all unused portions of the expense advance to the Finance Department. 5 To be reimbursed for travel expenditure, an employee or official must sign and submit a "Travel Expense Report" form and the "Conference Update Report" section of the "Travel Request" form. No reimbursement shall be made until the "Travel Expense Report" form and the "Conference Update Report" section of the "Travel Request" form has been properly executed and approved by the City Manager with the exception of City Councilmembers. Elected and appointed officials' travel expenditures will be reimbursed if they are within budgetary constraints, all proper forms have been completed and signed, and receipts are attached. The decision of the City Manager shall be final in all cases where conflicts of opinions on reimbursement or allowable expenses exist. For City Council Members and appointed officials, the decision of the council shall be final. PROCEDURES: There are two forms to be utilized for travel and expense reporting (see the examples following this section). The first form is the "Request for Travel and/or Advance" form. This form is comprised of two basic parts; Part 1 covers the authorization for travel and/or an advance, and Part 2 provides follow-up information on the event attended. The second form is the "Travel Expense Report" and is needed in order to create the proper audit trail necessary for recording the expenditure of City funds. "Request for Travel and/or Advance" form: Out of state travel, trips in excess of 300 miles, or trips that involve overnight stay must be approved by the City Council. Trips or conferences that do not fall into the above category may be approved by the appropriate department head, or by the City Manager in the case of department head or non -elected officials' requests. The City Manager authorizes his own travel or conferences when they do not fall into the Council approval category mentioned in the first paragraph. Part 1 of this form, "Authorization", must be completed prior to the trip or conference. Requests for cash advances are included in this part of the form. if no advances are requested and Council approval is not needed, this part of the form may be filled out upon completion of the trip or conference if the appropriate verbal authorization has been granted. All approved advance requests are to be submitted to Finance at least five(5) working days before being needed. The 2nd NCR copy of this form will remain with Finance as payment backup documentation. The original will be retained by the traveller until Part 2 is completed and submitted with the Expense Report. 3 Advances and all other expenses must be reconciled and approved on the "Travel Expense Report" and submitted to Finance within five(5)working days after completion of the trip or confer— ce. Part 2 of this form, "Conference Update Report", is to be completed with a short narrative highlighting the subject f the conference and its relevance to City operations. This sect must be completed when any conference expenses are incurred. The original "Request for Travel and/or Advance" for must be attached to the "Travel Expense Report" when that :orm is submitted. "Travel Expense Report" form: The "Travel Expense Report" (referred to as the "expense report") is required to track all travel expenditures of the City. A proper audit trail, which includes supporting receipts, is necessary to comply with travel reporting requirements. The expense report that must be filled out is designed to be a logically grouped over -view of the total expenditures incurred while traveling. Detail and supporting documentation, including receipts and the "Request for Travel and/or Advance" form must be attached as backup to this expense report. There is some space provided on the form itself for explanation detail for any circumstances or situations that may need to be addressed. Meal and business entertainment receipts must identify names of who attended and what business matters were discussed. Itemized hotel bills are needed rather than, or in addition to, lump sum receipts. Monthly credit card bills are not to be used in lieu of the actual charge receipts. Expense items for which no receipts are available must be identified as such. The expense report is divided into three columns to cover whatever spending situations may occur. Column 1 is to contain allowable business expenses that the claimant has paid for personally, whether by personal credit card, check or cash. Cash advances become personal cash as soon as they are received from the City. Therefore, column 1 should be used when spending cash even if it was received from a City advance. The advance in such cases will also be listed in column 3 as a non - business expense of the City. When columns 1 and 3 are netted together the refund amount will be determined. The Expense Report should also be used for all mileage reimbursement claims whether conference related or not. Column 1 of the form shall be completed with appropriate detail. 7 Column 2 is to contain all City paid expenses. These will primarily be City credit card expenses but may also include any checks or cash that were paid directly to the provider and were not received by the claimant as an advance. Such checks or cash paid directly may not always be readily determined, but the claimant needs to include these amounts to better reflect the total cost to the City. Totals from columns 1 and 2 should be added and the result placed in the "Total Trip Expense" box. Column 3 is to contain the amounts which were paid by the City either on check, cash, 'or credit card for items which are not reimbursable expenses. All efforts should be made not to use City funds for unallowable expenditures, but such situations are sometimes unavoidable. Any advances that the claimant receives, whether check or cash, must be picked up in this column. Advances are considered non -business expenditures by the City and are the property of the recipient. Allowable expenditures that occur in such cases are listed separately in column 1. The total from column 1 is subtracted from the total of column 3 and the balance is due the City. If that result is a negative balance, it is a balance due the claimant. The claimant must sign the expense report certifying its correctness. Council member reports need only Council member signature. All other reports require City Manager and the appropriate department head signature approval. All expense reports will be kept in 'a segregated payable file whether money is due the claimant or not. Finance will verify credit card receipts with the expense report and then attach the receipts to the credit card billing as backup documentation. Any credit card billing received without receipts is not a reimbursable expense. Any personal charges incurred, or advances not reconciled, are considered a receivable to the City and may be deducted from any checks issued by the City to that individual after the five(5) day report filing deadline has expired. E:] Tra�La Quin to el Expense Repot =e ,ah Info.-Vendor#/Receipt# ; fa $ 10 fts � ,tion n /nell...nr. vnlur T{r.o nthen\ Conference Location Business tKpenses Nan-Busin( Charges Employee Check Cash City Chack. Cash or City Check,Cash or Credit Card C I Credit Card ?s(check? or cash?) ,,iP Expense $ + TOTAL NON BUSINESS CHARGE ration Detail: Less Employee Paid(columnl) - Balance Due City or <Balance Due Employee> ree Signature (Receipts must be attached) Date rl certify that the show facts are true and correct. went head City Manager Ci0y of La Qm* to REQVEBT FOR TRAVEL and/or ADV]►NCE attend at is of Attendee Department Date of Request Date of Trip to ;istration $ Vendor # nsportation $ Account # Is $ ging $ = Total Request $ Applicant Signature Date Department Head Signature Date City Manager Signature Date N,ung au so of C"Wil .ppv. __ Highlight Conference subject matter and its relevance to the City. Signature Date • La Quin to Travel Expense Report Be Conference/Meetin nent Location :ch Info.-Vendor#%Receipt# Dates (from -to) fa $ Busizoss Ixpsuses Non-Busine jq $ Charges 10 Employee Check Cash City Check, Cash or City Check,Caeh f¢ y, or Credit Card Credit Card Credit Card i Cnhimn 1 Column 2 Column3 Auto Exp. miles @ /mile Maint . / (City Vehicles) (us, Taxi, Other .. /t1..11....... 17 1o+ 'N—. fl+l.n»1 1s(check? or cash?) 1p Ex ense $ + TOTAL NON BUSINESS CHARGE ation Detail: Less Employee Paid(columnl) - Balance Due City = or <Balance Due Employee> _ Be Signature (Receipts must be attached) Date y certify that the above facts are true and correct. ment head City Manager EXPENSE REPORTING SAMPLES Sample I A - Petty cash advance of $50 B - Conference lunch paid with cash $8 (plus $1.20 tip) C - Valet parking paid with cash $1 D - Mileage on personal car - 40 miles Sample II A - City check advance of $40 B - Took City vehicle and used City credit card for gas $15 C - Conference registration paid in advance with City check $90 D - One night at hotel paid by City credit card $75 E - Tipped bellman cash for carrying bags $1 F - One meal charged to room (on City credit card) $10 w/tip G - Four meals alone at restaurants with personal credit card $60 w/tips Sample III A - Two airfares (P.S. - A.B.H. - P.S.) . $280/ea (Ticket for "significant other" was to be on personal credit card but travel agent charged both to City credit card) B - Auto rental paid by City credit card (Dept. approval to use rental car & stay with friend because it would be cheaper than hotel and taxis) $45 C - Lunch break meal paid with City credit card $45 ($15 was for City of A.B.H. City Manager Joe Schmoe to discuss implementing conference suggestions and $15 was for "significant other" who came by for lunch) • La Quinta o Sam fl Travel Expense Report ee Mis G. 0. A n vwhereConference /Meetin Tkh s 7'h4Ake You Gto, ment I Beam co U Int; Location Ah where-B tchInfo. -Vaudor#/Receipt# (0 1© ..; io ro Dates (from -to) a - '611J119,3 -ftsit1ess zzPauses Non-Busin( Charges Employee Chack Cash or Credit Cara City Check, Cash or Credit Cara City Chack,Cash Credit Cara rtntinn Column I Column 2 Cnlumn. . Auto Exp. 1/0 miles @ 3a /mile Sp 1 / Maint. /(City Vehicles) tus, Taxi, Other ieous (Bellmen. Valet: Tins. Other) + VIAG .0 m ( check? or sh? .TQ, -ip Expense $ .3 a p aZ.3 .00 + TOTAL NON BUSINESS CHARGE ation Detail: Less Employee Paid(columnl) 2.3 , 1 Balance Due City = o? ?a ( or <Balance Due Employee> _ I n r I I ee Signature (Receipts must be attached) y certify that the above facts are true and correct. ment head City Manager La Quin to 0 S cl w Travel Expense Report lee /-IiSS G. 0. An vwhere Conference /MeetinTbih s Tbq f/'Ihkl You U0 [went / Bean Ca 'At; Location An w6ra-B t nchInfo. -Vender (Receipt* Dates (from -to) Vo $ Business zxpensea Non -Rusin No $ Charees ;,To ,� Employee Check Ca City Check, Cuh or City CMck, Cael YO d F or Credit Cara credit Care credit Card )rtation Column 1 Column 2 Column 1 Auto Exp. miles @ /mile al / Maint. /(City Vehicles) Bus, Taxi, Other LVs @ $ r 45' /day UJII I %S. 00 1 [s at corrftie te- n * 0 (00.60 1 % 0. 0 0 1 as (check?)or cash? ft Expense $ �2, cation Detail: ,ee Signature (Receipts must be attached) y certify that the above facie are true and correct. y0. (01.00 + 190. an TOTAL NON BUSINESS CHARGE Less Employee Paid(columnl) - Balance Due City = or <Balance Due Employee> ment head City Manager 3 La Quin to Travel Expense Report SaM1 I g is -M ee MiSS G. 0, An w eyto Conference /MeetinI h;h 3Th4tM4kt You 6, tment B eam C 0 U n Location An wl1tc-B r .x7tchInfo. -Vendor#/ReCe4ptt Dates (from -to) a - a 3/ No $ usiiisss. Expanses Non-Buau N©... Charges No $ mp Eloyee Check Cash City Check, Caeh or City Check,Ca9 No or Credit Card Credit Card Credit Card nrtatlnn Column 1 Cnlumn 7 Cnlumy it Auto Exp. miles @ /mile el / Maint. /(City Vehicles) - AviI4 - Bus, Taxi, Other 24 Lneous (Bellmen. Valet. Tins. Other) ®ANyS, 0 0 !es(check? or cash?) rip Expense $ 3 %5"Sa 00 + 3Ss. DO TOTAL NON BUSINESS CHARGE a 9S. nation Detail: Less Employee Paid(columnl) - , w 3Yoe Sc eG G-M.e�(� A81� }e Balance Due City SGYS iM U4 ,ft t or <Balance Due Employee> _ 3 by certify that the above facts are true and correct. tment head City Manager u City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: January 25, 1993 Subj: Presentation by Martin Langer, Coachella Valley Community Concerts Association BACKGROUND Mr. Martin Langer is the President of the Coachella Valley Community Concerts Association (CVCCA). The CVCCA received $3750 from the City Council for the purpose of developing and conducting a School Outreach Program which brings various types and styles of performing artists to the La Quinta Middle School for students to experience. A copy of the 1992-93 CVCCA grant proposal is attached. RECOMMENDATION FYI. Item VI.A.1. • 0 ° C ��Cppyp�Tovw »L.!O° GyiO`CC Cm o 'Alm O 8 m M w 07,7�Nrl1 Ow d n .�mmo�ang�9�m m g �.��• g$ga•e^Qoa� m av w O �14 °P. ~ w y N 0 . ° G, �y�7p ° :n w O w. 7 O b O v, m o�C ON�o,E�Q',°vj�'o'�7 wNmw c0, 0 0 C• o :Wk z I:a �uirita 1981 • 1991 Ten Carat Decade City of La Quinta Application for Community Services Grant Fiscal Year 1992-93 Name of Organization: COACHELLA VALLEY COMMUNITY CONCERTS ASSOCIATION Amount Requested: $5000 Contact Person: MARTIN LANGER Address: 49994 EL CIRCULO City: LA QUINTA State--SA—Zip 92253 Phone: (619)564-2111 Date Submitted: 4/20/92 501(c)3 Taxpayer I.D. Number PENDING 0 0 OTE.• Please read the entire packet before filling in information. Applicants from previ- is years should especially completely review this applicantion packet, as several changes ave been made from previous year's packets. fstructions All applications for funding must be typed, and applications must be received on or before onday, April 20, 1992 at 5:00 pm at City Hall, 78-105 Calle Estado, La Quinta. Complete each item. If not applicable, type in "N.A." Use additional sheets if the space provided is not adequate. However, additional sheets must clearly marked and referred to within the text of the respective item. If you have any questions regarding the application, call the Parks and Recreation Manager, int Bohlen, at 564-2246, extension 204. The Funding Criteria for this fiscal year is as follows: a. Applications for funding will be accepted only from 501(c)3 nonprofit organiza- tions which are La Quinta-based, providing a direct benefit to the citizens of La Quinta. At the time of submitting the application, the organization must have applied and been approved for 501(c)3 status. b. Funding will be based on program development and enrichment opposed to operational costs. c. Eligibility for funding will be based on compliance with reporting requirements for past Community Services grants received (reference #10 below). Only limited funds are available for these grants. The maximum grants for 1991-92 were 000-5000. The minimum grants were in the range of $1500. The total available for fiscal year -93 is $25,000. Fiscal information requested is for fiscal year 91-92. If your organization operates on a lender year, please report information for 1991. Applications will be screened and reviewed by the Community Services Commission, who will Ike recommendations for funding to the City Council. The Council's decisions will be final. Successful applicants will be notified by July 1, 1992, and those awarded funds are to request writing disbursement of grant funds following the receipt of their award letter. . If you receive a grant, a final report on how you used the grant money will be due on April 1, 93 (see enclosed forth) to: "Attn: Community Services Grants, City of La Quinta, P.O. Box 04, La Quints, 92253". Failure to comply will result in no further consideration for City grants. fou received a La Quints Community Services Grant for last fiscal year, but did not comply with r reporting requirements, use the attached form to report the use of funds for last years money, d submit the form with documentation with this current grant application. Tell Us About Your Organization The Application 1. What is the overall purpose or goal of your organization? To provide cultural entertai in the field of music and dance to the City and contribute to the education and ciation of music in the schools. 2. How long has your organization been in existence? 42years _months 3. Describe in general the activities or services of your organization: community concerts cc from Columbia Artists Management as part of a national affiliation, selecting fo musical/dance attractions for our annual series. To date, we support a four con season at a subscription fee of $35.00 (unchanged for 20 years). This year Comm Concerts initiated a "pilot" music appreciation "outreach" program in La Quinta public schools. 4. Describe the population served by your organization (e.g., age group(s), income level, geographic -area served, etc.): our audience composition is a cross section of permanei residents, seasonal visitors, retirees, young married couples, and students. 5. How many paid employees/volunteers does your organization employ: # of full time employees none # of part time employees none # of volunteers l00% 6. What is your annual schedule of events, and during what months does your organiza- tion operate? A) Annual concert season (4-5 concerts), November to May BT Public school music appreciation "Outreach" program (throughout school year) 7. Do you charge admission, membership fee, dues, etc? x Yes and nNo If yes, please describe below: A) Membership fee of $35.00 entitles one to series tick For four concerts. B) Public school program is La Quints. Middle School students sel )y the music department are admitted free (under adult supervision) to all concerts. age 2 ommunity Services Grant 3 Quinta What are your sources of revenue for this funding year (reference # 7 °Instructions")? o r e Amount Percent MEMBERSHIP $17,500 66% PATRONAGE $ 5,460 34% Total Received $ 22,960 1QM Revenue Spent $ 2o.Doo Balance $ 2,960 1. What do you plan to accomplish during the fiscal year 1992-93? Broaden membership base increased Membership provides additional revenue for better concerts. Expend & extend music appreciation program in the schools, where presently gif music students as well as needy children can enjoy a concert experience as guests during the concert season. Also have the visiting concert artists brought to sch for special performances at no charge. How many people does your organization currently serve? 2500 # of youth loa # of adults —Au # of seniors 4s% How many people do you intend to serve in fiscal year 92-93? 3000 # of youth 10% # of adults 45a # of seniors 45g Describe how your organization is managed and governed. A hands-on Executive Committee, structured as follows, administers the year round President let Vice President - Membership 2nd Vice President - Fund-raising 3rd Vice President - Publicity Secretary Treasurer Concert Chairman ...plus a 15 member Board of Directors. page 3 Community Services Grant La Quinta 13. Need for Grant Statement. Clearly and plainly state the reason or need for the grant funds. We bring a valuable cultural asset to the City. However, the financial needs to implement the school "outreach" education program have to be addressed. Last year, we fostered and supported this pilot program. Our organization does not have the funds to continue. This is the first time in 42 years we have ever made a request of this nature. (see enclosures) 14. Grant Use Goal Statement. Indicate who will benefit from your use of City of La Quinta Community Services Grant funds, and how they will benefit. With the State in a fiscal crisis and budget cutbacks in education, arts and music are the first to suffer. We feel this "outreach" program can fill a need and solve a problem with parents and the school population benefitting from this innovative supplementary education plan. Let us maintain an on -going edu- cation process. To understand and appreciate music, you must first experience itll! 15. Method Statement. Explain how you will meet the indicated Need and Goal. If the City recognizes the validity of our request and grants us the funds, we can carry out the original intent ... in effect, realize our goals. During the past year, we demonstrated our willingness and ability to conceive and admin- ister the pilot program to everyones satisfaction, with the school authorities applauding our efforts. 6. Impact Statement. Explain how City of La Quinta residents benefit. "A Community's character is judged by its cultural standards" Last year our change of venue from Indio to La Quinta served the mutual interest: of the city and Community Concerts. The move generated a healthy response with membership increasing from 142 to 502 in one year! Bringing to the Community quality family entertainment in music and dance at affordable prices, we quickly became an integral part of the cultural life of La Quints. Our new home and concert site, La Quints Hotel, enhances the image -building effec established by the concert series. This is another contributing factor to the growth and development of La Quinta as a city reflecting a high standard of cul- tural excellence. Z • • ge 4 )mmunity Services Grant Quinta . Evaluation Method. Describe how your organization measures "success" in meeting ur stated Goal. The scheduled frequency of the outreach programs, the artistic talent/level and the ability to integrate this program into the educational process will determine its value and impact. . Please provide information on your Exective Boardmembers or governing body: Home Address Pon ill La Quinta, CA 92253 NANCY OLTMANS Vice -President 76-895 Avenida Fernando (619)564 5836 La Quints, CA 92253 LINDA WELLS e v 4 DBsn . r ,a (61 1-345 0756 Palm Desert CA 92260 , CA 92270 Describe in detail your organization's accounting practices: Normal bookkeeping procedures supervised by C.P.A. Has your organization been funded by the City of La Quinta previously? Yes_ No Is your organization a registered California nonprofit? Yes No ase provide your 501(0)3 Taxpayer ID Number_ Pending ase provide the requested budgetary information on the following pages. You must use forms provided. summarize ITEM Personnel: categories ALL VOLUNTEER - NO SALARIES Total Fringe Benefits: Total Personnel Costs: Operational Costs: ARTIST/PERFORMERS FEES BACKSTAGE COSTS ie PIANO, SOUND, ETC. PRINTING, PROGRAMS, ETC. PHONE - FAX Total Operational Costs Other Budget Items: NONE Total Other Items: TOTAL ORGANIZATION BUDGET: UNIT COST TOTAL $ N/A $ N/A $ $ $ 14,500. $ 14,500 2,500 2,500 2,000 2,000 11000 1,000 $ 20,000 $ S 20,000 Your Pronosed Grant Budget: ITEM UNIT COST TOTAL Personnel: E E Total Fringe Benefits: E Total Personnel Costs: E Operational Costs: E g Total Operational Costs $ Other Budget Items: S g Total Other Items: S TOTAL ORGANIZATION BUDGET: E • •� City of La Quinta . • .a° ° ° � Community Services Grant Quinta 12.1992 Ten Carl Dwde Grant Reconciliation Report Organization Name of Person Completing Report: Address: Phone Period of Report (mo/yr to mo/yr): to Date Your Organization Received Funds: Describe Your Expenditure of Grant Funds: Reconciliation 3rant Amount $ =unds Expended $ 3alance $ (return unspent funds to "City of La Quinta° by check with this form) 4ttach supporting documentation (receipts for purchases, cancelled checks, payroll ecords, copies of billing statements) that is in accord with the original grant request. My questions regarding this form or the grant process should be directed to the Parks and iecreation Manager, Clint Bohlen, 564-2246, Ext. 204. Mailing Address: Parks and Rec- eation, City of La Quinta, P.O. Box 1504, La Quinta, CA 92253. INTERNAL REVENUE SERVIN DISTRICT DIRECTOR PO BOX 2350 ROOM 5127 LOS ANGELES, CA V0053 COACHELLA VALLEY COMMUNITY CONCERT ASSOCIATION P0BOX 972 LA OUINTA, CA 92253 9ARTMENT OF THE TRFARIIRY Date of thii, Not)r(-: APR. 8, 1992 Person to Contact: EO DESK OFFICER It-)vphnnF Numhor: (213) 894-6472 C,:s:a Number: 952097014 I:Ic Foldcr Number: 950000086 Days to Prore,,s: 10C Application for Recognition of Exemption from Federal Income Tax We have received your application for recognition of exemption from Federal income tax and have assiclne•d it the cast• number Listed above. You should refer to that number in any communication with us concerning your application. We will review your application and send you a reply as soon as poscihIP. However, we must process applications. :n the order that wo rervive them. You may normally expect to hear from us within the above processtng time. If you do not hear from us within that uerind and rhnn,v In write, again, olease include a copy of this letter with your correspondence. Also, please prnv:dp a telephone number and the most rnnve•n:eni time to (a)l :f we neod to contact you. Thank you for your cooperation. Fnrm .594R N\FIED . • Desert Sands Unified School District A DUNES RANCHOMIRAGE o 82.879 Highway 111 • Indio, California 92207 .5678 • (619) 347-8631 RANCHO ♦" INDIAN WELLS ., PALM DESERT a I` LA OUINTA "O INDIO • February 17, 1992 Martin Langer, President Coachella Valley Community Concert Association P.O. Box 972 La Quinta, Ca. 92253 Dear Mr. Langer: I'd like to thank you and the Coachella Valley Community Concert Association for providing the opportunity to expose many of our students to some of the finest quality of music and entertainment. Our mutual goal in our partnership of promoting a better understanding and sensitivity of the musical -arts is off to a great start. Approximately thirty of our students were able to attend the performance by Anna Maria Alberghetti and Michael Zeidweg. Over seventy of our students had the pleasure of watching Michael Zeidweg perform his musical acrobatics on the piano here at the school site. Our partnership is in its infancy stage. As discussed earlier, the future has many possibilities for expanding music awareness and appreciation for our students. Our school is always open for performances by local artists in the community. Any help in this area would be greatly appreciated. In closing, I'd' like to mention that this partnership could serve as a model for other schodls in the valley. There is always much room for music appreciation in all of our society. Once again on behalf of the students and staff, Thank You. Sincerely, Milt Jone Principal La Quinta Middle School 78-900 Avenue 50 La Quinta, Ca 92201 TO: Sue Troublefield, Asst. Superintendent Educational Services FROM: Milt Jones, Principal La Quinta Middle School SUBJECT: La Quinta Middle School Partnership proposal with Coachella Valley Community Concert Association DATE: November 1, 1991 We recently met with Martin Langer, President of the Coachella Valley Community Concert Association. My music teacher, Joan Gubler and I interacted with Mr. Langer on some ideas related to promoting music appreciation among our students. We agreed on the attached Partnership proposal that follows. I feel our students could benefit from the varied experiences from the many local and international artist associated with the Coachella Valley Community Concert Association. Desert Brands Unified Sch&1 District AGENDA CATEGORY BOARD OF EDUCATION MEETING_ s ACTION/CONSENT ITEM TITLE Partnership Proposal between ACTION Coachella Valley Community Concert Association X INFORMATION and La Quinta Middle School DISCUSSION BACKGROUND: In order to promote an apreciation of music and dance for the students at La Quinta Middle School, the Coachella Valley Comunity Concert Association (CVCCA) and La Quinta Middle School would like to propose a partnership. This partnership would include a committment from both organizations to dialogue, plan, implement and evaluate activities that would promote a better understanding and sensitivity to the Musical Arts for students. Resources available from the Coachella Valley Community Concert Association include local music artist, teachers and international artist from their concert series. Activities might include having artist and professionals brought into the school. Also bus trips from La Quinta Middle School to La Quinta Hotel might be arranged to see some possible performances by international artist. Currently CVCCA has a concert series with four artist playing at the La Qufnta Hotel 'throughout the year. Martin Langer, President of the CVCCA has given his full support for this partnership. Submitted by: Approved for submission to Board or E RECOMMENDED BY: Dr. Eaperanza Zetidejas, Superifhtendent When necessary, additional background may follow this. Assembly Passes Own School Cut s ■ Legislation: A veto is expected because the $600 million trimmed is far short of the SI billion the governor wants. IOUs could be needed to pay state bills. 1�Ca��qol 1 YY c4v �'�SO� SCHOOLS: Pressure Is stvanoing OuV Fugue Cvtv� 4�oQ� 4ay S�S00L: 'N %0 t -T.,A e on Paren COACHELLA VALLEY COMMUNITY CONCERT ASSOCIATION P.O. BOX 972 LA OUINTA, CA 92253 SPONSOR MUSIC EDUCATION OUTREACH PROGRAM DESERT SANDS UNIFIED SCHOOL DISTRICT B dg�hG rcc Ed"�rioo00 . VJiI$On�an�B,'get &IF", .moo V�c %'Vvl School Reshaping education Not En( 2 c BEAM„C< NF 0 1ANCHC MIAo.,E O NCIAN AE._5 ,n oA,M DESEa' wN'> a r% NDo 1 September 17, 1992 Desert Sands Unified School District 82 879 Highway I II • Indio. CaZorma 922C. 5679 • �6:91 347 663. • FAX, 342 :265 Martin R. Langer President Coachella Valley Community Concert Association P.O. Box La Quinta, CA 92253 Dear Mr. Langer: Desert Sands Unified School District formally accepts and endorses the Coachella Valley Community Concert Association's Music Appreciation Educational Outreach Program for the 1992/93 school year. On behalf of the District, I would like to thank your organization for providing our students with an excellent music appreciation program. In addition, Desert Sands appreciates the Association's keen awareness of financial and budgetary constraints by providing this program as an educational outreach. Please convey my thanks to your Board Members, officers, volunteers and sponsors for their dedication and support. Desert Sands Unified School District looks forward to working with you and finalizing any additional details to launch the program by the end of September. Sincerely, h. Sue G. Troublefield Assistant Superintendent Educational Services SGT:y cc: Board of Education COACHELLA VALLEY COMMUNITY CONCERT ASSO&ION P.O. BOX 972 LA OUINTA, CA 92253 SPONSOR BACKGROUND Coachella Valley Community Concert Association is the oldest cultural organization in the desert. Founded in 1949, C.V.C.C.A. brings a long term commitment to the table as evidenced by its time -tested and proven record of accomplishment. C.V.C.C.A. pioneered cultural entertainment in the desert presenting fourty-three annual concert series that reflect the world of good taste with a sense of refinement -- at affordable prices. This cultural service in itself represents a valuable asset to the Valley, appealing to audiences of all ages. C.V.C.C.A. is a non-profit, self-supporting, no -lose organization. We are supported financially by a membership audience whose annual dues provide the funds to finance each concert season. As an all -volunteer, non-profit association, our officers and board members serve without pay. 1 MUSIC APPRECIATION EDUCATIONAL OUTREACH PROGRAM Pilot Plan/Local Action -- 1991-92 Against the backdrop of a recessional mood reflecting the State's financial crisis, we witnessed severe educational budget cutbacks affecting the public school system. It was quick to note that music programs were early targets. Consistent with the charter and tenets of C.V.C.C.A. concerts in October, 1991, we met with La Quinta school officials and proposed a music appreciation/educational "pilot plan" that we felt could fill an unmet need and ameliorate the problem to some degree. We invited hundreds of students to our concerts with special attention to the underprivileged and talented in an effort to give students the experience and stimulation of a concert atmosphere. Likewise, we offered to make available our scheduled concert artists for special in -school performances... AT NO COST TO THE SCHOOLS. Principal Dr. Milton Jones, of La Quinta Middle School, verbally and in memo expressed his encouragement and support, observing that the well - received pilot plan could serve as an example, in terms of procedure, for all community schools. On the strength of this positive report, we moved forward. 2 PROPOSED OUTREACH PROGRAM 1992-93 1210D)1►Ct3 Based on the success of the pilot plan, we were ready to "perform on a broader stage". With limited resources, the past six months have been spent raising money and formulating plans to bring a diverse multi -cultural program of performing arts to the Schools. Funding for non-profit organizations is part of a constant on -going effort. Yet the validity of this project was quickly given recognition and financial support, however modest, permitting us to forge ahead. Civic.. fraternal organizations, the business community and the City of La Quinta were all quick to respond. ACTION We joined hands with the Desert Sands Unified School District, coordinating plans and programs and establishing a procedural project with the principals to facilitate the school/concert appearances. This was all done in cooperation with Sue G. Troublefield, Assistant Superintendent, Educational Services, who shares our enthusiasm and determination for the project. Assuming a leadership role, under our umbrella, other Coachella Valley music and performance groups, whose artistic standards and professional attitude are compatible with ours, will be active participants in this enterprising endeavor. Some are donating their services. The following are booked to perform as part of our working schedule during the coming 1992-93 school year. Finalized times, dates and school locations are in the planning stage. OPERA PACIFIC The Overture Company presents THE IMPRESARIO, by Wolfgang Amadew Mozart, a humorous one -act opera, performed in English, with full sets and costumes. Scheduled: September 30, 1992, Palm Desert High School October 2, 1992, La Quinta Middle School BALLET FOLKLORICO MEXICANO de Graciela Tapia Scheduled: Open dates -- 8 appearances 3 COACHELLA VALLEY SYMPHONY ORCHESTRA* Musical director: Thomas Mancini. Scheduled: Open dates -- 14 appearances *(7 strings and 7 woodwinds) PENDING We are exploring the possibility of presenting a series of award -winning children programs (designed for lower grades K-5) working with FM Radic Station KKGO, the classical voice of music in Southern California. The foul program series combines music and dramatic storytelling, while introducing children to the joys of classical music, i.e. Vivaldi, Beethoven, Mozart, anc Bach. 0 BALLET FOLKLORICO MEXICANO Demonstration/Master Class/Lecture Traditional Mexican folklorico dances and music/authentic costumes. Historical, chronological, geographical, influences and styles from Pre -Hispanic to contemporary Mexico. Graciela Tapia, Director and Founder, Alberto De Velasco, Assistant to the Director, and two soloists of the company, perform, narrate, and instruct in traditional costumes. Length of Demonstration/Lecture/Master class/30 minutes 1. Graciela Tapia/Presentation/Mexican map display/Description 2. Aztec Costumes/Dance and music/Narration, origins, influences 3. Guerrero State/Indian Spanish/Dance in costume/Description 4. Students' participation in learning some Aztec steps and rhythms with rattles and drums 5. Michoacan State/3 dances in costume/Description 6. Veracruz State/Dance in costume/Description 7. Northern Mexican States/Dances in costume/Description 8. Students' participation in learning Northern Dances 9. State of Jalisco/Dance in costume/Description 10. National Dance of Mexico/Grand Finale in costumes/Description/Student participation IK-12 �NOOL ADDRESSES & PHONEW'MBERS K i?a13SCHN OOL NAME & GRADE LEVEL PHONE UMBER - 2 Primary Schools Martin Van Buren Primary (619) 775-3870 47-733 Van Buren Street Indio, CA 92201 Dr. Stan Little, Principal George Washington Primary 45-768 Portola Avenue Palm Desert, CA 92260 Mrs. Carole Horlock, Principal 3 - 5 Intermediate Schools Abraham Lincoln Intermediate 74-100 Rutledge Way Palm Desert, CA 92260 Ms. Jackie Colarusso, Principal Theodore Roosevelt Intermediate 83-200 Dr. Carreon Blvd. Indio, CA 92201 Mrs. Kennedy Rocker, Principal K - 5 Elementary Schools Adams/Truman Elementary 78-870 Avenue 50 La Quinta, CA 92253 Mrs. Maureen Mendoza, Principal Dwight D. Eisenhower Elementary 83-391 Dillon Avenue Indio, Ca 92201 Mrs. Nelda Esmeralda, Principal Gerald Ford Elementary School 44-210 Warner Trail Bermuda Dunes, CA 92201 Mrs. Joan Schiffling, Principal Herbert Hoover Elementary 44-300 Monroe Street Indio, CA 92201 Mrs. Susan Butler, Principal Andrew Jackson Elementary 82-850 Kenner Street Indio, CA 92201 Mrs. Martha Tureen, Principal John F. Kennedy Elememtary 45-100 Clinton Street Indio, CA 92201 Mrs. Jo Davidian, Principal (619)862-4350 (619)862-4340 (619)775-3860 (619) 777-4230 (Adams) (619) 777-4240 (Truman) (619)775-3810 (619) 772-4120 (619)775-3820 (619)775-3830 (619)775-3840 Page = K - 5 Elementary skools (continued) James Madison Elementary 80-845 Avenue 46 Indio, CA 92210 Mr. Larry Taylor, Principal James Monroe Elementary 42-100 Yucca Lane Bermuda Dunes, CA 92201 Ms. Diane Kellar, Principal 6 - 8 Middle Schools Indio Middle 81-195 Miles Ave. Indio, CA 92201 Mr. Robert Block, Principal Thomas Jefferson :diddle 83-089 Hwy. 111 Indio, CA 92201 Mr. Harry Munoz, Principal La Quinta Middle 78-900 Avenue 50 La Quinta, CA 92253 Dr. Milt Jones, Principal Palm Desert Middle 74-200 Rutledge Way Palm Desert, CA 92260 Dr. Margaret Steen, Principal Woodrow Wilson Middle 83-501 Dillon Avenue Indio, CA 92201 Mike Jimenez, Principal 9 - 12 High Schools Amistad Continuation High 44-800 Auto Center Drive Indio, CA 92201 Mr. George Castro, Principal Indio High 81-750 Avenue 46 Indio, CA 92201 Mr. Rudy Ramirez, Principal Palm Desert High 43-570 Phyllis Jackson Lane Palm Desert, CA 92260 Dr. James "Mike" Jones, Principal Desert Sands Unified School District Administration Office 82-879 Highway 111 Indio, CA 92201 19) 775-3850 (619)772-4130 (619)775-3800 (619)775-3500 (619)777-4220 (619)862-4320 (619)775-3880 (619)775-3570 (619)775-3550 (619)862-4300 (619)775-3500 • TRADITIONAL • 1992-1993 SCHOOL YEAR CALENDAR .Y 1992 AUGUST 1992 SEPTEMBER 1992 OCTOBER bl T W TH F S S M T W TH F S S M T W TH F S S M T W 7H 1 2 O3 4 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 =99 10 11 12 4 5 6 7 8 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 27 28 29 30 31 23 14 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 0 ✓E.MBER 1992 DECE.MBER 1992 JANUARY 1993 FEBRUARY M T W TH F S S M T W TH F S S M T W 11,,�, S S M T W TH 2 @®11 3 4 5 12 6 7 13 14 6 7 1 8 2 9 3 4 5 I(�l "'l�� 2 1 2 3 4 10 11 12 3 4 5 6 7 9 7 8 9 10 11 16 17 1.8 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 0©17 18 23 24 25 2® © 28 20 121 22 23 21 2 26 17 ® 19 20 21 22 23 21 22 23 24 25 30 27 28 29 30 24 25 26 27 28 29 30 28 31 iCH 1993 APRIL 1993 MAY 1993 JUNE M T W TH F S S M T W TH F S S M T W TH F S S M T W TH 2 3 4 5 6 1, 2 3 1 1 2 3 8 9 10 11 12 13 4 5 —6- 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 15 16 17 18 19 20 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 22 23 24 25 26 27 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 29 30 31 25 26 27 28 29 30 23 24 25 26 17 28 29 27 28 29 30 30 ® I/ SIGNIFICANT DATES 3 • 4Lh of July Dec 25 - Christmas 1st Quarter Ends - Nov. 6, 1992 - 47 31 & Sept 1 - Teachers' Preparauon Day Jan. 1 - New Year's Day 2nd Quarter Ends - Jan. 29, 1993 - 46 2. 3 & 4 Staff Development Days Jan. 18 - Martin Luther King Day 3rd Quarter Ends - Apr. 2, 1993 - 43 7 Labor Day Feb. 12 Lincoln's Day 4th Quarter Ends - June 11, 1993 - 44 8 - Instruction Begins Feb. 15 Washington's Day 21-25 - Back to School Week Feb. 16 Staff Development Day TOTAL 180 9 Veteran's Day April 5-9 Spring Break 10 • Staff Development Day April 19.23 • Public Schools' Week 26 & 27 - Thanksgiving Holiday May 31 - Memorial Day 21 - Jan. 1 - Winter Break June 11 - Last Day of School 24 & 31 Classified Holidays NUNTKU.N DAYS Parent Conference Elementary - Nov. Middle Schools . Nov. Finals • High Schools . Jan. Finals - High Schools - June Last Day - Middle Schools - June Last Day - Elementary Schools - June I Teachers Preparauon Days Z3 School Recess Calendar Key Instruction Begins Last Day of School O Holidays a!!—�6 Staff Development D: The Officers and Board of Directors of COACHELLA VALLEY COMMUNITY CONCERT ASSOCIATION gratefully acknowledge, with thanks, the generous support and financial assistance of the following organizations and private citizens whose valuable contributions have enabled us to launch this ambitious Music Education Outreach Program throughout the Desert Sands Unified School District: Ed Benson, Palm Desert Downey Bank, La Quinta Branch Bank of the Desert, La Quinta Branch Rotary Club of La Quinta City of La Quinta American Business Women's Association (A.B.W.A.) Kawai Piano Desi's House of Fine Pianos, Redlands, CA Musicians Union, Local 47/Trust Fund FM Radio Station K.K.G.O., L.A. (voice of Classical Music) The Children's Group, Toronto, Canada California Music Educators Association National Association of Music Merchants INTERNAL REVENUE SERVICE . DISTRICT DIRECTOR 'O BOX 36001 STOP: SF-4-4-46 SAN FRANCISCO, CA 94102 DEPOENT OF THE TREASURY late: JUN 11 1992 ,OACHELLA VALLEY COMMUNITY CONCERT ASSOCIATION 0 BOX 972 _A DUINTA, CA 92253 iear Applicant: Employer Identification Number: 33-0433330 Contact Person: PATRICE NHANG Contact Telephone Number: (415) P56-0228 Accounting Period Ending: June 30 Foundat u.,n Status Classification: 509(a)(1) Advance Ruling Period Beyins: February 27, 1992 Advance Ruling Period Ends: June 301 1996 Addendum Applies: Yes Based on information you supplied, and as,,uming your operations will be as >tated 1n your application forr recognition of exemption, we have determined you ire exempt from federal income tax under section 501(a) of the Internal Revenue ;ode as an organization described in section 501(c)(3). Because you are a newly created organization, we are not now making a inal determination of your foundation status under section 509(a) of the Code. lowever, we have determined that you can reasonably expect to be a publicly ,upported organization described in sections 509(a)(1) and 170(b)(1)(A)(vi). Accordingly, during an advance ruling period you will be treated as a ubliely supported organization, and not as a private foundation. This advance cling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period, you must end us the information needed to determine whether you have met the require- ents of the applicable support test during the advance ruling period. If you stablish that you have been a publicly supported organization, we will classi- y you as a section 509(a)(1) or 509(a)(2) organization as long as you continue o meet the requirements of the applicable support test. If you do not meet he public support requirements during the advance ruling period, we will lassify you as a private foundation for future_ periods. Also, if we classify ou as a private foundation, we will treat you as a private foundation from our beginning date for purposes of section 50/(d) and 4940. Grantors and ccintributors may rely on our determination that you are not a rivate foundation until 90 days after the end of your advance ruling period. f you send us the required information within the 90 days, grantors and ontributors may continue to rely on the advance determination until we make final determination of your foundation status. Letter 1045(DO/CG) -2- U COACHELLA VALLEY COMMUMITY CONCERT If we publish a notice in the Internal Revenue Bulletin slating that we will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to ac.t, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this uetermination as of the date he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, plea,& let us know so we can consider the effect of the change -in your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of th& amended document or bylaws. Also, let us know all changes in your name or address. As of January t, 19E41 you are liable for social securities taxes under the Federal Insurance Contributions Act on amounts of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act; (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under Chapter 42 -if the Internal Revenue Code. 40wever, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment,, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfers, or gifts to you it for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2053, 21061 and 2522 of the Code. Donors may deduct contributions to you only to the extent that their :ontributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may not necessarily Iualify as deductible contributions, depending on the circumstances. Revenue ruling 67-246, published in Cumulative Bulletin 1967-21 on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or ether participation in, fundraising activities for charity. Contributions to you are deductible by donors beginning February 271 1992. You are not required to file Form 9901 Return of Organization Exempt From Income Tax, if your gross receipts each year are normally $25000 or less. If you receive a Form Y90 package in the mail, simply attach the label provided, :heck the box in the heading to indicate that your annual gross receipts are normally $25000 or less, and sign the return. Letter 1045(DO/CG) -3- E COACHELLA VALLEY COMMUNITY CONCERT If you are required to file a return you must file it by the 15th day of the fifth month after the end of your annual accounting period. We charge a )enalty of $10 a day when a return is filed late, unless there is reasonable :ause for the delay. However, the maximum penalty we charge cannot exceed F5000 or 5 percent of your gross receipts for the years whichever is less. We nay also charge this penalty if a return is not complete. So, please be sure /our return is complete before you file it. You are not required to file federal income tax, returns unless you are >ubject to the tax, on unrelated business income under section 511 of the Cade. If you are subject to this tax, you must file an income tax return on Form i90-Ti Exempt Organization Business Income Tax Return. In this letter we are iot determining whether any of your present or proposed activities are unre- lated trade or business as defined in section b13 of the Code. You need an employer identification number, even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that numberon ill returns you file and in all correspondence with the Internal Revenue Service. If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this :otter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent retards. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. nclosure(s): tddendum orm 872-C Sincerely yours, }I Michael J. Quinn District director Letter 1045(00/CG) -4-- r- COACHELLA VALLEY CUMMUHITV CONCERT This determination letter is effective from Feb. 271 199ee the date your organization was incorporated. Income derived from the sale of advertising may be subject to unrelated business income tax. Letter 1045(00/CG) 070 9% Con•t Fixing Period of Limitatlonaon OMB No. 15e5.OD56 Assessment of Tax Under Section 4940 of the To be with Fenn �¢9m Internal Revenue Code 1027.submhin utmwrt of the Treasury duplkats. Ni Remus SwAce (See instructions on reverse side.) )nder section 6501(c)(4) of the Internal Revenue Code, and as part of a request filed with Form 1023 that tl anization named below be treated as a publicly supported organization under section 170(b)(1xAxvi) or secth )(a)(2) during an advance ruling period, Coachella Valley Commmity Concert Association "(&KikaitimsoioWnIzAtwaasshowninownmsdo���ij District Director of P.O. Box 972 Internal Revenue, or La Quinta, CA 92253 and the Assistant Commissioner .......................................................................................... (Employee Plans and (Number, street dtyor town, slate, and ZIP coW Exempt Organizations) Consent and agree that the period for assessing tax (imposed under section 4940 of the Code) for any of the 5 tax years In the advance ruling period will extend 8 years, 4 months, and 15 days beyond the end of the first tax year. However, if a notice of deficiency In tax for any of these years is sent to the organization before the period expires, the time for making an assessment will be further extended by the number of days the assessment is prohibited, plus 60 days. Endingdate of first tax year June 30, 1992 y ........ ... . ............. lMonfli, Cey, eiiC year} ne of organization (as shown in organizing document) Date Coachella Valley Carztnlnity Concert Association 1 ?/71�y trca use omy trict Director or Assistant Exempt Organizations) Papdrwork Reductlo ct Notice, see page 1 of the Form 10231nstructlons. Date 0 • Internal Revenue Service Western Region Exempt Organizations IMPORTANT!] FACTS ABOUT THIS DETERMINATION LETTER IMPORTANCE OF RETAINING THIS DETERMINATION LETTER: 1. This determination letter will not be reissued and must be retained as part of your permanent tax records. 2. An undated determination letter will only be issued if your organization submits a new application and pays another user fee. 3. This determination letter, along with copies of the application filed, annual returns, and all books and records should be delivered to the new officers of the organization as changes in officers occur. FUTURE CONTACTS WITH THE INTERNAL REVENUE SERVICE: 1. YOUR ORGANIZATION MUST contact the Internal Revenue Service, if the name or address of your organization changes. Write to: Internal Revenue Service EP/EO Division Attention: EOMF Coordinator P.O. Box 2350 - Room 5127 Los Angeles, CA 90053-0486 2. YOUR ORGANIZATION MUST file an annual information return (if due). Failure to do so"can lead to loss of exempt status. (See annual return instructions or Publication 557 for additional information). ART IN PUBLIC PLACES MEETING DECEMBER 7j 1992 We discussed the Louis DeMartino proposal and discussed that we should all be present at the January 5 City Council meeting when Louis would make his presentation to the Council for the sculpture that would be placed under the arches at the Civic Center site. A brief discussion took place regarding the slide presentation presented by Jerry Allen at the Mayor's breakfast. Clint brought in the drawings of the Fritz Burns Park and Community Park North. We all viewed them for possible new sites. We reviewed new artist submittals. That concluded this meeting. ART IN PUBLIC PLACES MEETING JANUARY 41 1993 TKD made a presentation of the drawings of the well site located at the Civic Center site. We discussed the possibilities of an artist working with them right from the beginning, which seem to be welcomed by TKD. A discussion will have to be made on an artist and approval by the City Council. Peter Bergman from Desert Hospital and Andy Nelson, a local artist, presented photos of the proposed art work for Desert Hospital, that will be built at Washington and 48th Avenue. There will be two of these sculptures made, one for Palm Springs and one for La Quints. This is not meant to be a logo. They will defer a little from each other by using a different Patina on one and by changing the base, lighting and a plaque. They have told us that these will be the only two made of its kind. We approved it and have referred it onto City Council for approval. We received a report from Jerry Allen regarding his lectures here on December 3. We discussed this and his ideas and suggestions that would be beneficial to the City of La Quinta(such as starting a master plan). We briefly discussed Mr. Louis De Martino's proposal to City Council and confirmed that we would all be present. We reviewed new artist submittals. That concluded this meeting. City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager Date: January 25, 1993 Subj: Community Services Grant Process for 1993-94 BACKGROUND Attached the Commission will find materials associated with the 1992-93 Community Services Grant process, including the application instructions, application, and scoring sheet. The Commission may want to begin the 1993-94 Community Services Grant process by evaluating the forms and criteria used for the previous year's grants. The Commission may also want to create an ad hoc committee to review the materials and develop recommendations for the Commission to consider. RECOMMENDATION Staff recommends that the Commission begin work on the 1993-94 Community Services Grant application and criteria. Item VI.A.2. E City of La Quinta Memorandum To: Community Services Commission From: Clint Bohlen, Parks and Recreation Manager and the Parks and Recreation Committee Date: January 25, 1993 Subj: Recommendation from Parks and Recreation Committee for T.I. Maloney, Inc. to provide Palm Royale Park Design Services BACKGROUND The Parks and Recreation Committee (Sharon Kennedy, Larry Best, B.J. Seaton) received 12 RFP's over the December 1992 holiday break for evaluation and scoring purposes using the attached scoring sheet. The Committee and staff recommended six firms for interviews. On Friday, January 15 the six firms were interviewed: T.I. Maloney, Harris and Associates, BSI, RHA, Purkiss/Rose-RSI, and J.F. Davidson. Firms were again evaluated and scored based on the answers to the questions posed, the presentations by the candidates and the subjective view of each panelist. T.I. Maloney was ranked number one in both the RFP evaluation phase and the interview phase. The results of the entire process is attached. RECOMMENDATION Staff and the Parks and Recreation Committee recommend that the Commission support the hiring of T.I. Maloney, Inc. for the purpose of providing design services for Palm Royale Park. Item VI.C.2. • CJ CITY OF LA QUINTA Spririg Spleazdor IR g3X3DENCE 1 53-245 Avenida Villa 1 °2 3 4 5 2 52-905 Avenida Villa 1 2 3 4 5 3 54-415 Avenida Martinez 1 2 3 44 5 4 51-860 Avenida Vallejo 1 2 3 4 5 5 51-905 Avenida Vallejo 1 2 3 4 5 Ii CITY OF LA QUINTA Spjc:L=cg S1Plezic3.o3c RES=DS.NCE 1 53-245 Avenida Villa 1 2 3 4 5 2 52-905 Avenida Villa 1 2 `3 4 5 3 54-415 Avenida Martinez v1 2 3 4 5 4 51-860 Avenida Vallejo 1 2 `3 4 5 5 51-905 Avenida Vallejo 1 2 3 4 5 CITY OF LA QUINTA Spririg SpleZzdor IR = DENCE 1 53-24'5 Avenida Villa 1� 2 3 4 5 2 52-905 Avenida Villa 2 3 4 5 3 54-415 Avenida Martinez 1 2 3 /4� 5 4 51-860 Avenida Vallejo 1 2 //3 4 5 5 51-905 Avenida Vallejo 1 2 3 (4 5 CITY OF LA QUINTA Spririg Splericlor RES=DENC3& 1 53-245 Avenida Villa 1 2 3 4 5 2 52-905 Avenida Villa 1 2 3 4 5 3 54-415 Avenida Martinez 1 2 3 4 5 4 51-860 Avenida Vallejo 1 2 3 4 5 5 51-905 Avenida Vallejo 1 2 3 4 5 CITY OF LA QUINTA Sprirac3 SpX* rXXC .or R ES 2 DENCE 1 53-245 Avenida Villa 1 2 3 4 5 2 52-905 Avenida Villa 1 2 3 '4 5 3 54-415 Avenida Martinez 1 2 3 C4 5 4 51-860 Avenida Vallejo 1 2 (3 4 5 5 51-905 Avenida Vallejo 1 2 3 4, 5 CITY OF LA QUINTA Spring Spleridor RES 2 DENCE 1 53-245 Avenida Villa 1 2 3 4 5 2 52-905 Avenida Villa 1 2 3 4 5 3 54-415 Avenida Martinez 1 2 3 4 5 4 51-860 Avenida Vallejo 1 2 3 4 5 5 51-905 Avenida Vallejo 1 2 3 4 5 AY'S DATE E OF FIRM PALM ROYALE PARK NAME OF EVALUATOR ;e rate each proposal based on a 5 (best) to 1 (worst) basis. Try to evaluate on individt [, rather than comparison. POSAL FOUNDATION: Does the proposal indicate an understanding and knowledge of La Quints, its peop] government, demographics, and business environment? (Circle one) Intimate Understanding - - - - - - - - - - - - - - - - - - No Understandi: 5 4 3 2 1 Does the proposal reflect(through text, pictures, or otherwise) a thorough understanding of: (5-1) The site where development will occur. The community which the park will serve. The facilities and amenities which are called for in the RFP. Does the proposal adequately address the need for: (5-1) A. Preliminary Study 1. Field Investigation 2. Public Meetings 3. Cost estimates 4. Noise and lighting analysis 5. Parking needs B. Design Services 1. Plant/Landscape design 2. Conceptual design C. Phasing Alternatives 1. Alternatives 2. Cost of phasing 3. Manpower analysis 4. Utility and Water Analysis 5. Environmental documents i Royale Park �2 (Check one) ,POSAL MECHANICS: Yes N Format and Requirements a. 81/2X11? b. Is proposal a reasonable length? C. Are pages numbered sequentially? Proposal Contents a. Proposal signed (cover letter) b. Valid 60 days statement _ C. Service delivery _ d. Scope of services fully addressed e. Qualifications of firm stated _ f. Qualifications of key personnel stated g. Subcontractors (if any) identified h. Conflict of Interest addressed _ I. Office of work indicated _ j. Work schedule indicated _ k. Insurance issue addressed _ 1. Affirmative Action How many municipal parks has the firm designed (as indicated in proposal)? How many school athletic facility design (landscape architect services) projects are indicated? How many county park design projects are indicated? _ How many other (commercial, residential, retail, etc.) design projects are indicated? How would you rate the following (5 to 1) : Creativity involved in proposal as presented Typeset quality Graphics used in proposal _ Professionalism of publication Organization of proposal Overall qualifications of firm and personnel (on paper) NTS SCORED IN PROPOSAL FOUNDATION AND MECHANICS SECTIONS )ITIONAL POINTS AWARDED (JUSTIFY ON BACK OF THIS SHEET) LND TOTAL POINTS SCORED Palm Royale Park Interview Questions and Evaluation Form January 15, 1993 Please use the questions of other panel members as an opportunity to write down your thoughts as we proceed in the interviews. Use the 5 - 1 system (5 best, 1 least) to evalu- ate the answers. Name of Firm Representative (s) Scorer 1. How many municipal park design projects has your firm be directly responsible for? Points_ 2. Have you been involved in projects which included a retention area in combination with a level parcel as in this project? When and where? Points_ 3. What do you know about the community where the Palm Royale Park site is located? Points_ 4. How much desert landscape design and architectural experience do you have? What projects have you been involved in? When and where? Points_ 5. Explain a typical public input hearing that you would conduct for this project, including what type of materials are required for a well -documented, successful hearing. Points cage 2 'alm Royale Park iterview/Evaluation Form (con't) What are the inherent problems with the site as it is now designed? Points Describe a typical day at the newly constructed Palm Royale Park. Points How available will you be to staff, and where is your home office located? Points Opportunity for slides, presentation. =inai Comments and Rating: (5 - 9 system) low would you rate the candidates ability to work with the staff and the public? _ lid the candidate present themselves in a credible, professional manner? Vould you prefer to hire this candidate? .otal of first and second page scoring, questions 1 - 8 above -OTAL SCORE FOR THIS CANDIDATE (55 total points possible) 0 0 � ! k \ � . . ; } ! � ! - \ 2 ) � / 0E ! » } ) { ce � ® « 7 7- ;; ! ! ; ! , ■ £ ) } $ ) E } ) \ § ) § k I \ COMMWWTVC SERVSCES CO�SSS=ON A T E NDANC E RO S T E R 33 P P P P P P P P P ns P P A* P P A P P A is P P P P P P A* P P iy P P P P P A* P P P P P P P P P P P P n A* A* P P P P P A* P son P P A* P(Resigned) used Absence /93 continued) ns is y tney n used Absence