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1993 08 23 CSC Minutes . RE..ITS AND INFORMATION m COMMUNITY SERVICES COMMISSION MINUTES August 23, 1993 CALL TO ORDER The meeting was called to order at 7: 00 p. m. by Chair Shar Kennedy, followed by the Pledge of Allegiance. ROLL CALL PRESENT: Commissioners Bernard, Best, Dickens, Francis, Kenned Nard ABSENT: Commissioner Seaton STAFF PRESENT: Clint Bohlen, Parks & Recreation Manager It was MOVED by Commissioners Francis/Dickens to excuse the absen of Commissioner Seaton. MOTION CARRIED. ANNOUNCEMENTS There were no announcements. APPROVAL OF MINUTES Commissioner Kennedy made the following correction on page 3 of t July 29 Minutes: The principal of Gerald Ford School is J( Shiffling, not John. It was MOVED by Commissioners Bernard/Nard approve the CSC Minutes of July 29 as corrected. MOTION CARRII PUBLIC COMMENT Commissioner Kennedy thanked City Manager Robert Hunt for attend: the meeting and for the use of the Council Chamber. CORRESPONDENCE AND WRITTEN MATERIALS There were no comments on the Reading Packet for August Commissioner Kennedy asked if the Professional Services Resolut. pertains to the Fritz Burns Park consultant drawings construct process. Mr. Bohlen responded it does. STAFF REPORTS Mr. Bohlen answered questions regarding the Commissions voice m, system which is now operative. . . Mr. Bohlen advised that Council accepted the Commission's Commun: Services Grant recommendations. The Council provided 1 Historical Society $5,000 with two conditions: (1) that the SociI rectify its last fiscal year grant paperwork and (2) the SociI completes its book this fiscal year. Mr. Bohlen said Fred Rice) called for an appointment to discuss compliance issues regard: the first condition. Commissioner Bernard asked if the Historical Society will have abide by the Reconciliation Form in this fiscal year. Mr. Boh: responded that it would. Commissioner Kennedy thanked Commissioner Dickens for submitt: her grant scoring data selection while she was out of town. Mr. Bohlen reported that from a mailing to 27 firms, nine RFO's ] been received for the Fritz Burns Community Park Construct: Drawings. The nine RFO's and scoring sheets were distributed the Selection Committee, which consists of Council Members Sn: and Bangerter, Assistant City Manager Tom Genovese, Public WOl Director Frank Reynolds, and himself. The Selection Committee w: meet September 7 to select three firms for RFP's. Commissioner Kennedy said she had spoken with two Council Memb4 to request that a Commissioner serve on the Committee for the I selection. Commissioner Kennedy asked Mr. Bohlen if he will be presenting 1 Palm Royale Park Master Plan design to Council on September : Mr. Bohlen indicated that is the tentative plan. Commissiol Kennedy said that would be an appropriate time for a Commissiol to attend the Council meeting. COMMISSION BUSINESS Regarding the 1993-94 Commission Work Plan, the consensus was address the Existing and Potential Assignments item by it4 looking at each question and seeing how or if it applies to eo item. Mr. Bohlen served as facilitator in addressing each Exist: Assignment Item. Commissioner Kennedy said that when introductic are made at the Mayor's Breakfast, Commissioners should introdl themselves as members of the Community Services Commission. If 1 opportunity arises, discuss with the attendees what is I Commission's role. Another role for the Commission would be the Commissioners to attend the Chamber mixers and wear thl badges. Also, the existing Commission's role in school relatic should be expanded. Commissioner Dickens asked if there was to be a Community Servic Day. Mr. Bohlen responded that in 1994 the City will probal participate in both Community Services and Parks and Recreat: . . month celebrations. Commissioner Kennedy said the next Mayor's Breakfast is september 2, 6:45 a.m. at the La Quinta Hotel. Commissioner Kennedy said the Commission's role as liaison to the schools could be to interact with school administrators. She suggested a Commissioner could ask for ten minutes at a staff meeting to tell the teachers what the Commission does. Commissioner Kennedy said that when there is a suggestion made by the Commission, she would like to see it presented to the Art in Public Places Committee before something is approved. Commissioner Francis talked about a subcommittee for art and cultural affairs, which is included in the Commissioner's packets this evening. In response to a question regarding the Commission's current assignment to the Cable Commission, Commissioner Best said Colony CableVision prepares the minutes and he relays them to the City. He has never gotten any reaction to any of the minutes he brings back. Commissioner Francis spoke briefly about her assignment to the Child Care Consortium Community Affairs Committee. Commissioner Kennedy said that before continuing on with potential assignments, she would like to discuss the goals of the Cultural Arts Commission. This item should be on the next agenda. She thanked Mr. Bohlen for a good job in preparing the Council staff report. Commissioner Kennedy asked for questions on the Cultural Arts Committee Assignment Memo. Commissioner Nard's comment on the cultural Arts committee is that this is a whole different commission. Mr. Bohlen referred to the summary in the memo from staff to the Commission which says the Council is requesting the Commission review the attached staff reports and materials, develop goals, priorities, and a work plan for a subcommittee which would represent all of the cultural entities in the City of La Quinta and present the Commission's proposed Cultural Arts Committee to the Council for its consideration. Commissioner Dickens asked when Council wanted this proposal. Mr. Bohlen said there was no deadline, but presumably in October. Commissioner Nard or Francis said at least two meetings are needed. Commissioner Kennedy said the Commission would like to have input from all the Commissioners after reading the material from the other cities at the next meeting. perhaps the Commission cannot do . . a subcommittee, but those on the Culture and Fine Arts Committe might meet at a separate time and put together a proposal and brir it back to the Commission. The Chair assigned the issue t Commissioners Nard and Francis. Commissioner Francis said she would like to see it on the ne~ agenda and give it a lot of time. Commissioner Dickens asked if there was a list of all the cultura and fine arts activities in La Quinta. She was told there is not a official listing. Commissioner Kennedy said that at one point she suggested tt Culture and Fine Arts Committee put together a presentation to tt Commission, a tentative proposal, and then Commissioner Bes suggested having a public forum and invite some of the othe cul tural groups for input. It was suggested that a meeting j needed for all of the Commissioners to give input based on tt three plans provided by staff and the other cities and then invit the public for input after a tentative proposal has been developec Commissioner Dickens said that sometimes the public needs SOil guidance and direction. A subcommittee could develop a broa outline of a proposal along with a list of the various cultura entities, and the Commissioners could read the three major city' activities along those lines, and come up with something moz specific and yet broader so that if it is presented to the variou cultural and fine arts entities, they will be even better prepare coming in with their suggestions. Commissioner Francis felt a proposal should be developed and the seek public input. Commissioner Best believed it better to hav public input first and then develop a plan. Commissioner Kennedy said that when the park public forums az held, she thought the landscape design company first brought sketch of how they saw the project. Mr. Bohlen said that relative to the public forum concept, tli Commission's cheapest tool for noticing the public is tli City/Chamber Newsletter. The next issue that the Commission coul utilize for notifying the public forum would be in October. The Chair asked for a motion regarding how to proceed with tli Cul tural Affairs issue. Commissioner Francis MOVED that tli Cultural and Fine Arts Committee be directed to develop a draft se of goals and priori ties and a work plan for the Commission' initial review and comment, and then conduct public forums based c the Committee's recommendation. Commissioner Dickens SECONDEI: There were six ayes, with Commissioner Best dissenting. Commissioner Kennedy asked for a volunteer to attend the septembe 21st Council meeting. Commissioner Nard will attend. . . Commissioner Kennedy asked if a change of location was needed in the Commission's Ordinance. Mr. Bohlen said he will look into it. Culture and Fine Arts Committee: Commissioner Francis said the committee had a meeting the end of June and the Committee could have a report later regarding the receipt of material ordered from Washington, D.C. and would put together a more encompassing outline to be presented to the Commission. Parks and Recreation: No report Human Services: Commissioner Bernard reported that Council asked him and staff to present additional information regarding the Volunteer Program. This probably will occur at the September 2lst council meeting. NEXT MEETING DATE, TIME, AND TOPICS The next meeting will be held September 13, 7:00 p.m. at the La Quinta Civic Center. The topic will be the Work Plan, the Cultural Affairs Commission draft report from the Cultural and Fine Arts Committee, and the La Quinta Beautiful Award. Commissioner Kennedy announced that she has secured a teaching position starting August 30th and will also be working at Kennedy Construction. Due to these duties, Commissioner Kennedy announced her resignation from the Community Services Commission Board. There being no further business, Commissioner Bernard/Nard MOVED to adjourn the meeting at 9:15 p.m. Q Parks Manager ,~. ") \Ll~ PATRICIA DEVERY Temporary Department Secretary