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1993 09 13 CSC Minutes . REPORTS. INFORMATION ITEMS : COMMUNITY SERVICES COMMISSION MINUTES September 13, 1993 CALL TO ORDER The meeting was called to order at 7:00 p.m. by Vice-Chair Lawrence Best, followed by the Pledge of Allegiance. ROLL CALL PRESENT: Commissioners Bernard, Best, Dickens (7: 10), Francis, Seaton, Nard. STAFF PRESENT: Clint Bohlen. Parks & Recreation Manager Patti Devery, Temporary Department Secretary APPROVAL OF MINUTES It was MOVED by Commissioners Nard/Bernard to approve the CS( Minutes of August 23. MOTION CARRIED with Commissioner Seatol abstaining. ANNOUNCEMENTS There were no announcements. PUBLIC COMMENT There were no public comments. CORRESPONDENCE AND WRITTEN MATERIALS There were no comments on the reading packet for September 13. STAFF REPORTS Mr. Bohlen advised that on October 11 the Commission should meet i the La Quinta Middle School Multi-Purpose Room for the New Lea Awards presentations due to the potentially large audienc (possibly 200+). It was MOVED by Commissioners Seaton/Bernard t hold the October 11 CSC Meeting at the La Quinta Middle Schoo Multi-purpose Room. MOTION CARRIED. The commission provided suggestions for items to be put in the tim capsule in response to Mayor Pefia's request. A copy of staff' response to Mayor Pefia is attached (Attachment A) . . . COMMISSION BUSINESS In response to Chairperson Kennedy's August 27, 1993 let tel resignation from the Community Services Commission, Commission Nard/Seaton MOVED to regretfully accept Commissioner Kenne resignation. MOTION CARRIED. Commissioner Francis asked for verification if the Council ag the Commissioners could participate in some way in the selectic new Community Services Commission members. Mr. Bohlen suggested Vice Chair Best write a letter to the Cou restating that the Commission would like to participate, in any the Council deems appropriate, in the selection of new Commu Services Commission members. Vice Chair Best opened discussion on the 1993-94 Commission Plan. The first item considered was the review of the August 1993 meeting's progress. The Commission was requested to pro staff with comment, suggestions, or changes. Commissioner Francis suggested that Holiday Event Planning be on the agenda for the next meeting, and that decorations Christmas might be done in conjunction with the La Quinta Beaut Award. Commissioner Nard referred staff to page 7, Work Plan second d under Art in Public Places Committee-Suggestions for Improvem "Attend public art functions and interact with attendees" t, amended to read "Commissioners attend public art functions interact ."~th attendees." Regarding page 3 of the Work Plan under Liaison to the Commun Method(s) for Fulfillment: Commissioner Seaton said she will to attend the Mayor's Breakfast more often. Page 8 of the Work Plan under Colony Cablevision Cable Advi Committee, Commissioner Seaton asked for clarification regar use of the cable access channel. Vice Chair Best respondel could be used to promote the Community Services Commission and functions. Commissioner Francis said there may be significant changes in Work Plan. Mr. Bohlen said the Work Plan would probably no finalized until the Commission met three more times. Commissioner Seaton asked if there were items left off the Plan. Mr. Bohlen responded the items not listed under "exist would be found under "potential." . . Mr. Bohlen.served as facilitator in Potential Assignments item by item. attached (Attachment B) . addressing the Existing and The items considered are A discussion followed regarding a copy of a letter to Mayor Pefia from the Desert Regional Mental Health Board, asking for the Commission's help in recruiting one or two community leaders to serve on its Board. vice Chair Best and Commissioner Seaton asked staff to request a letter with more detailed information from Mark Moran. Vice Chair Best opened nominations to fill the Community Services positions of Chair and vice Chair, to be effective immediately. Commissioner Francis nominated Lawrence Best for Chair. Mr. Best's nomination was MOVED AND SECONDED by Commissioners Dickens/Nard, and it was further MOVED to close the nominations. MOTION CARRIED. Commissioner Nard nominated Betty Jo Seaton for Vice Chair. It was MOVED AND SECONDED by Commissioners Dickens/Francis to close the nominations. MOTION CARRIED. . Mr. Bohlen reported that the City Council was approached by Council Member Ron Perkins, who requested that Council consider the idea of creating a Cultural Affairs Commission. Commissioner Kennedy approached the Council and asked that it refer this item to the Community Services Commission. The Council agreed, asked the Commission to review this item, then provide a recommendation to the Council. The Culture and Fine Arts Committee was assigned the task of developing a proposal for the Community Services Commission's consideration, a copy of which is attached (Attachment C) . A discussion followed regarding Commissioners Francis' /Nard's submission of a Cultural Affairs Commission Model. One of the main concerns expressed by Commissioners Bernard/Dickens was that the Culture and Fine Arts Committee would be dissolved and replaced by a Youth Committee which would focus on issues related to the recreation and human service needs of La Quinta youth. Commissioner Best suggested that the CSC Commissioners may find that they have more time to devote to Human Services if the Culture and Fine Arts Committee is under the umbrella of a Cultural Affairs Commission. Staff/Commissioner Best suggested the Commissioners review the initial proposal and bring their recommendations or suggestions fOI the Culture and Fine Arts Committee to the next meeting. Commissioner Best suggested the discussion be continued until the next CSC meeting, September 27th, after the Commissioners have reac the memo, the ordinance creating the Commission, and the ordinance in the handbook. . . Commissioner Francis said she would like to withdraw the agen item dealing with combining Christmas decorations with La Quin Beautiful. There being no further business, Commissioners Seaton/Nard MOVED adjourn the meeting. Meeting adjourned at 9:00 p.m. Manager ~-. . ( PATRICIA DEVERY Temporary Department · ~n .. j(1N7- ) D ~(Jft'-"- w().)/cf f~ ~~ w( ~ MoyW' 7k- GI1IlIt1/7~JM'~ I~',S r;;r- a- yf~ ~!~/~ : . /. (?1/~ 1tJ/1C. t/M~ ~ H/r2- 0JV/l?/ C6MIt1(///{'7 ~~ ~~ a<.a h/pu ~o/Ci/e- 2--. c3))' K /aI/C~ Woe! A?~~ 1Yl6.$W ;?~ :5. Cr j' 6f' 0j 6octrd- ATTACHMEN1 0/. ;2;:' aue- /~ r;1Wie- D-R.~ Cj).,v.L <1t;<sJ(.Q... I~ 61.JV)€>cI: · C'ot! iif"' e5c '13,'N 4Jj/K f7/~ - La 6JG/,h~ /7edA).. /11 nl'.v1.t1. rfv-.. c~,~ 1)) 26 " 1Of'^- G. . . ATTACH] COMMUNITY SERVICES COMMISSION 1991-94 WORE PLAN A. BMX TRACK Goals: 1. Investigate feasibility . address youth needs in City Time Frame: 2. End of calendar year . location, cost, liability Required from City/staff: 3. Staff time, phone correspondence, printing call Required from CSC: 4. Adopt study, perseverance provide inpu 5. Advise City Council on Parks Recreation 6. Parks & Recreation Authority Note: Commissioner Nard has magazines depicting tracks all o~ the world which she will share with staff. Regarding the ti frame, Commissioner Bernard suggested writing a letter from t Commission to the boys who made the BMX presentation, advising tr. the Commission is working on developing a track. B. TRAILS MASTER PLAN Goals: 1. Compliance/implementation General Plan Time Frame: 2. Through FY 1993-94 and beyond 3. Staff time/City material contracted ($22,000-$25,000) in-house (60% less th contracted) Required from City/staff Required from CSC: 4. Public hearings, extra meetin~ possible interviews/selecti process, scoring Trails Mast Plan consultant 5. Depends on approach of #3 6. Parks and Recreation 7. Parks and Recreation . . C. MAINTENANCE OF EXISTING BIKE PATH Goals: 1. Improve maintenance Time Frame: 2. Present to Council immediately Required from City/staff: 3. Staff time in better maintenance, better signage Required from CSC: 4. Convey, follow-up, and communicate 5. Same as #3 6. Parks and Recreation 7. Parks and Recreation Note: Commissioner and attractive. interpretive boards Nard She 3' x suggested the bike path signs be "artsy" also suggested sharing the idea of 5' with the Arts Foundation. LA QUINTA PAGEANT Goals: 1. Enhances the cultural environment of City Time Frame: 2. 1993-94 and beyond Required from City/staff: 3. First event $100,000 total cost; $40,000-$50,000/event thereafter Required from CSC: 4. Research, study, time invested, additional meetings, fund raising, grant searching 5. Assist in #4 6. Culture and Fine Arts - reacting to suggestion from Council to become more involved . . ATTACHMEN City of La Quinta Memorandum To: Community Services Commission From: Susan Francis, Culture and Fine Arts Committee, CSC Nancy Nard, Culture and Fine Arts Committee, CSC Date: September 13, 1993 Subj: Cultural Affairs Commission Issue ISSUE: The Culture and Fine Arts Committee was assigned the responsibility of developing a proposal for the Community Services Commission's consideration. This action was initiated in response to the City Council referring the Cultural Affairs Commission issue tc the Community Services Commission. SUMMARY: The Culture and Fine Arts Committee met on August 25th and September 9th to discuss an item referred to the Community Services Commission by the City Council. Specifically, the City Council asked the Commission to review the "Discussion of the Creation ofa Cultural Arts Commission" August 3,1993 staff report and accompanying materials, and then to return a recommendation to the City Council on how best to address issues raised in the staff report and attachments. The Culture and Fine Arts Committee has been working to develop a model for discussion. The Committee has explored several options and the Culture and Fine Arts Committee feels the best model for consideration and discussion is a Cultural Affairs Commission. Cultural Affairs Commission ModeJ The Cultural Affairs Commission would consist of three working committees: Art in Public Places; Cultural Events; and Art Resources. Obviously, the Art in Public Places Committee would become a Committee of the Commission, continuing its existing missiol as defined in City code. The Cultural Events Committee would focus on the development and production of special events either not currently addressed by any of the existing cultural entities in the community (Arts Foundation, Community Concerts, and Round Table West), or the . . page 2 9/13/93 Culture and Fine Arts to CSC Committee would act as a facilitator when requested for currently planned cultural events. This latter function would imply that there would some public funding available to assist with publicity. The Cultural Events Committee would also address Audience Development through surveys, research, and study. Audience Development implies ascertaining the opinions, wants, and demographic information of those who attend cultural functions in La Quinta. The Art Resources Committee could function in a multifaceted role of support to the La Quinta arts community, such as identifying and/or acquiring private and public sources of funding for art projects and programs; developing art awareness programs for both the public schools and for the general public; developing collaborative teams to assist in developing art projects; and identifYing areas of artistic expression which have not been explored in La Quinta, and then seeking consensus on the value of bringing a specific form of expression into the public forum. The Cultural Affairs Commission would be composed of nine (9) members. The makeup of the Commission could be as follows: one representative from each of the cultural entities, specifically the La Quinta Arts Foundation, CV Community Concerts Association, and Round Table West; three at-large members; and three committee chairpersons (Art in Public Places chair, currently John Walling; Art Resources Committee chair, which would initially be Nancy Nard; and the Cultural Events Committee chair, which would initially be Susan Francis). The Culture and Fine Arts Committee of the Community Services Commission would be dissolved. and replaced by a Youth Committee which focuses on issues related to the recreation and human service needs of La Quinta youth. Each Cultural Affairs Commissioner may sit on anyone (I) of the standing Committees of the Commission. However, no Commissioner may sit on more than one Committee. Each Committee will be made up of three to five members, and no committee will have more than two (2) individuals who are associated with anyone local art organization. The terms for all Commissioners would be three years. Some of the activities which the Cultural Affairs Commission could develop might be: . an arts hotline which relays information about arts related events in the region . develop a membership program which provides services such as a local arts publication; travel log which focuses on art throughout the world; art mixers; special speakers forums; classes and special programs. . special events, such as the La Quinta Pageant, a Bear Creek Channel Art Walk, and children's art displays and activities focused on youth . broadening participation in public art awareness, display, and selection . . page 3 9/13/93 Culture and Fine Arts to CSC The Culture and Fine Arts Comminee will continue to develop the concept, and will present a more complete model for the Commission's consideration. Based on the direction given at the August 23rd meeting, following the development ofa basic model, the Community Services Commission could conduct a public forum at either or both the October II th or 25th meetings inviting all interested panies to comment on the model. FISCAL ANALYSIS: None at this time. The Culture and Fine Arts Comminee acknowledges that there will be costs associated with the development of a new Cultural Affairs Commission. The Committee will present a budget for the new Commission at the next Community Service Commission meeting. The Art in Public Places Comminee would retain their existing decision-making role with regards to the 1 1/2% of development revenue for public an. RECOMMENDATION: The Culture and Fine Arts Comminee recommends the Community Services Commission review the infonnation provided, and provide comment to the Committee. Attached: Organizational Chan for Cultural Affairs Commission model Task Chan for the Cultural Affairs Commission model . ~CORRESPONDENCE: 13 ~4Jpa.~ 78-495 CALLE TAMPICO - LA QUINTA, CALIFORNIA 92253 - (619) 777-71 FAX (619) 777-71 September 25, 1993 Mayor John Pei'ia and City Council Members City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Dear Mayor and Council: At the most recent joint meeting of the City Council and Community Services Commission the issue of Commission participation in the selection of new Commissioners was discussed. The Council seemed receptive to some fonn of participation by the Commission in the selection process. The resignation of Commissioner Sharon Kennedy provides an opportunity to implement this participation. On behalf of the Community Services Commission 1 respectfully offer the services of the Commission in whatever fonn the Council deems appropriate. Sincerely, ;;(~A.Y ,'<;.e- P &-J Lawrence P. Best, Chairperson Community Services Commission cc: Community Services Commission City Manager Parks and Recreation Manager MAILING ADDRESS - P.O. BOX 1504 . LA aUINTA. CALIFORNIA 92253