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1993 07 12 CSC Minutes . REPOR.AND INFORMATION ITEl\ COMMUNITY SERVICES COMMISSION MINUTES July 12, 1993 CALL TO ORDER The meeting was called to order at 7:00 p.m. by Chair Sharon Kennedy, followed by the Pledge of Allegiance. ROLL CALL PRESENT: Commissioners Bernard, Dickens, Francis, Kennedy, Nard, Seaton. ABSENT: Commissioner Best. STAFF PRESENT: Clint Bohlen, Parks & Recreation Manager Patti Devery, Temporary Department Secretary GUESTS PRESENT: Tim Maloney of Landscape/Architect Applicants. T. I . Maloney, Consultants and Inc. , Grant It was MOVED by Commissioners Seaton/Bernard to excuse the absencE of Commissioner Best, who is out of town on vacation. MOTIO! CARRIED. ANNOUNCEMENTS None APPROVAL OF MINUTES Commissioner Kennedy corrected the June 28 Minutes on page 1, undel Commission Business, where Commissioner Francis refers to "L. Quinta PTA & Earthquake Readiness," which should be changed to "L. Quinta Middle School PTA & Earthquake Readiness." It was MOVED b' Commissioners Bernard/Francis to approve the CSC Minutes of June 21 as corrected. MOTION CARRIED. PUBLIC COMMENT None CORRESPONDENCE AND WRITTEN MATERIALS The Commissioners received the new City Hall Roster. Mr. Bohle invited the Commissioners to familiarize themselves with new Cit' Hall by walking through at their convenience. Commissioner Kennedy said Mr. Bohlen's inclusion of the heal t correspondence was most informative. . . CSC MINUTES 2 July 12, 19! Commissioner Kennedy thanked Gerald Hundt, General Director of tl Family YMCA of the Desert, for his addendum. COMMISSION BUSINESS Tim Maloney presented the rendering of Palm Royale Park based up' suggestions from the last two public forum meetings for t] Commission's approval. The Master Plan depicts a passive pa: rather than an active park. The Commissioners suggested M: Maloney show the placement of the proposed lights on t preliminary Master Plan. Commissioners Seaton/Nard MOVED to approve the Palm Royale pa Preliminary Master Plan and present it to the city Council at i August 3 meeting. MOTION CARRIED. Regarding the presentations by Community Serv ices Grant Applicant Commissioner Kennedy advised that the Commission has receiv $37,335.00 in requested Grants. The total amount of City fun available this Fiscal Year is $25,000. The following presentations were made to the Community Servic Commission: Adams Truman P.T.A. Earthquake Committee: Spokesperson Lyn Murray stated the need for a $2,000 Grant for the second year complete the school's preparation in the event of a maj earthquake. Commissioner Bernard asked Ms. Murray to elaborate her stated need to help out the La Quinta Middle School and t Y.M.C.A. Child Care Facilty. Ms. Murray replied that the entities are on the school's site and could come to Adams Trun School in case of an emergency. Family YMCA of the Desert - La Quinta Child Care progra Kathy Knudsen, Director of the La Quinta YMCA Preschool, said t facility has been operational for 18 months. It serves chi1dI ages two through six. The $5,000 grant request would be used f scholarships for La Quinta residents. Gerald Hundt, Executj Director, advised that very few children from outside the La Quir area used the facilities. Boys and Girls Club - La Quinta Unit: Jim Ducatte, Executi Director of the BOys and Girls Club of Coachella Valley, said 1 club provides a variety of programs, services, and opportuniti for children ages 7-17. The requested grant of $7,000 would used for these programs and services and to help send six child] to the National Keystone Conference in Washington, D.C. this ye! Commissioner Francis asked the cost of sending one child to tl conference. Mr. Ducatte replied that costs vary, depending where the conference is held. Commissioner Kennedy asked how t six children are selected. Mr. Ducatte responded they are select . . CSC Minutes 3 July 12, 1993 according to the amount of volunteer work and time they put in. Commissioner Bernard asked what the children learn from this conference. Mr. Ducatte said they are encouraged to participate in the conference by serving on various committees. Also, when the conference is held in a different city or state, the children have the opportunity to see that city and the various attractions in that area. Commissioner Kennedy asked the location of the new club. Mr. Ducatte responded the club would be on the corner of Park Avenue and Avenue 50. Friends of the La Quinta Senior Center: William Trimmer, Past President of Friends of the La Quinta Senior Center, said the $7,000 grant request would provide for a television with a portable stand, a VCR, a tape library covering health care and educational programs, dance classes, and a portable dance floor. Mr. Trimmer responded "yes" to Commissioner Kennedy's question whether these items will be used in the new Senior Center. Commissioner Dickens asked if Mr. Trimmer knew the individual cost of these requested items. Mr. Trimmer replied it was his understanding that the television and VCR would be about $2,500-$3,000, the dance floor $3,000, and the balance of the funds would be for the tapes and other required equipment. Commissioner Francis asked the size of the dance floor, why it was needed, and if these items are the capital items listed in the grant request. Mr. Trimmer replied the dance floor was about 25'x 30,' and was needed because all the floors are carpeted. He said these items are the capital items in the grant request. Commissioner Bernard asked how many members were in the Senior Center and how members are recruited. Mr. Trimmer said at present there are 10-15 members and that brochures are being given to all seniors who attend functions at the Center. There are approximately 3,000 seniors in La Quinta. Commissioner Kennedy asked how many seniors use the center at Vons Plaza. Mr. Trimmer responded 200 and some. Commissioner Francis asked if the Senior Center was planning to develop other programming beyond what was in the grant request. Mr. Trimmer said yes, that staff (Marilyn smith) had many things in the planning stage. Friends of the La Quinta Branch Library: Sherry Pefta, Chairman of the Friends of the La Quinta Library, told why a $3,500 grant was needed for the Library. The Junior Book Section will only have $400 next year to buy books. That amount will pay for 25 books. All of the grant money would be earmarked toward the Junior Section. Commissioner Kennedy asked if the proceeds from the paperback sales were shared valley-wide. Ms. Pefta explained that Friends of the Desert Library (FDL) is the umbrella group. FDL helps support all the libraries children's reading programs for the summer. All of the libraries and Friends groups are required to give 25% of their membership fees back to the umbrella group. Monies raised from the paperback sales go to the La Quinta Libary operating fund. In response to a question of how many books are in the La Quinta Library, Ms. Pefta said she did not know. . . CSC Minutes 4 July 12, 199: Round Table West: Honey Atkins, Chairman of the steerin~ Committee, explained that Round Table West is a literary luncheol organization. The purpose is to bring three or four authors whc talk about their books. The goals of the Round Table are tc encourage the cultural benefits for literacy, to promote literaturE in the community, and to give the authors a chance to meet thei] public and vice versa. The requested grant of $2,500 would be usec as seed money to mail flyers, do direct mail promotion, pres! releases, personal appearances by the founders which includes thE taking of film clips, photos, etc., advertisements and honorari! for authors. Responding to a question regarding the Books for thE Bookless program, Ms. Atkins said people are asked to donate book! to the Round Table and these books are given to needy people whc otherwise would not have access to books, i. e. The Sybil Branc Insitute, the prison library project, Braille Institute, thE Y.W.C.A. and the South Pasadena Public Library. The books donatec by La Quinta residents would be distributed to needy people in Lc Quinta. Commissioner Kennedy asked if the $30 luncheon chargE would help cover the cost of the program. Ms. Atkins said thE money left after paying for the cost of the luncheon goes to hell cover the program cost. Commissioner Francis expressed he] exci tement about increasing the recognition for cuI tura: programming in La Quinta. Coachella Community Concerts Association: Diane Adolph, boar( member, said the $5,000 requested grant would be used to carry ou1 programs to take to the schools. Every dollar from La Quinta stay: in La Quinta. The music program is disappearing in schools becaUSE there are no funds. The Outreach Program is taking the place 0: what the schools provided. Commissioner Dickens asked how thE Adams Truman School would be assisted by this program. Ms. Adolpl responded that all La Quinta schools will receive the same type 0: assistance. Music programs, i.e. opera, ballet, string ensemble will be presented at the schools, depending on monies available. Commissioner Bernard asked if anyone outside the school system i: ever invited to these programs, as he would be interested to seE the children's reaction to the musical presentations. Ms. Adolpl and Commissioner Kennedy said upcoming schedules of programs can bE made available for those who may want to attend. Coachella Valley Public Education Foundation: Janiel Esmeralda Vice President, said the $1,435 grant would be used to hell implement the Goals 2000 Educate America project in the Coachelli Valley schools. Commissioner Kennedy asked if Ms. Esmeralda kn~ of any children who had participated in this program since 1987 anI also asked how are the Goals 2000 being measured throughout thE nation. Ms. Esmeralda replied in the affirmative to the firs1 question. As to the Goals 2000, Ms. Esmeralda said there is . National Assessment Goals panel that comes out with a new brochurE every year showing the status of the different goals from year-to' year. Responding to a question of how do the at risk children finc . . CSC Minutes 5 July 12, 1993 out about the program, Ms. Esmeralda said by word-of-mouth, along with making the chemical awareness network helpers and drug prevention organizations aware of the organization's existence. Commissioner Seaton asked if the reference to "trainer" was an adult or teenager. Ms. Esmeralda replied they take some of the 12- 15 youth leaders who have had a lot of training and pick two or three of them who will go on to be trainers of trainers as youth and also have adults who will be trainers to work with adults. Commissioner Bernard asked what the Wal-Mart Town Meetings were. Ms. Esmeralda said the U.S. Department of Education has satellite town meetings on each one of the goals, and Wal-Mart, throughout the nation, supports Goals 2000 Educate America. The CVPEF has established contact with the Cathedral City and La Quinta Wal-Mart so when the town meetings take place, the public can go in the training room at Wal-Mart and watch the satellite town meeting. Commissioner Kennedy told the applicants that after the meeting the Commissioners will score the grant applications and note how they feel the money should be distributed individually. The Commission reconvenes on July 26 (changed to July 29). There will be a matrix on a large board, the amounts will be averaged, and a determination made to the amounts of money to be distributed. The meeting will be in the new Civic Center. Coachella Valley Children's Theatre: No representative attended. Palm Desert High School Band and Color Guard: Diane Franco, President, introduced Art Dean, who takes over the presidency from Ms. Franco. Ms. Franco said the requested $3,000 would be used to purchase oversized uniforms for some of the band. Ms. Franco said that hopefully a music program can be set up at La Quinta High when it opens, depending on what funds are available. Commissioner Seaton noted that La Quinta Middle School has no beginning instruction in band. Art Dean said the band from Palm Desert High is available any time to go out and perform at events in La Quinta and Palm Desert. The Tom Mancini symphony allocated funds in its budget to do ten concerts in the elementary schools this coming year. The concerts will be directed towards fifth graders. commissioner Francis asked how much it costs to transport the band. Mr. Dean said for trips out of the area it costs $1,500 -$2,000 for two buses. To transport the band locally, it would cost a couple hundred dollars. 1993-1994 workplan: Mr. Bohlen suggested the workplan issue be put off until the next meeting, due to tonight's lengthy agenda. council Member Sniff advised the Commission that Council's will meet on August 3 and then go dark for the remainder of the month. Commissioner Kennedy suggested that staff include ideas for the workplan in the July 29 packets. Mr. Bohlen asked the Commissioners to please let him know if there is anything they would like included on a meeting agenda at any time. . . CSC Minutes 6 July 12, 1993 Culture and Fine Arts: Commissioner Francis said all attempts failed to gather a group to go to the Laguna pageant of Masters. The La Quinta Arts Foundation has a coach leaving for the pageant on August 3, which includes tickets (good seats), coffee/doughnuts, lunch in Laguna and snacks on the return trip. CommissioneI Francis advised that the second meeting of the Steering Committee will be July 16. Commissioner Kennedy announced there will not be a Mayor's Breakfast the first Thursday of August. La Quinta Landscape for Ecology was postponed until the July 29 meeting. CVCCC Community Affairs Committee: Mr Bohlen advised that the next meeting for that committee will be at 7:30 a.m. on August 3 at ne~ City Hall. At the last meeting in July SOffi3 of the criteria fOI Child Care board membership was discussed and what the board would like to achieve. Relative to board membership, the board would like to involve all different Commissions throughout the Valley, e.g., Parks & Recreation Commission, Community Services Commission, Human Resources Commission and have them all represented on the Community Affairs Committee. One of the goals discussed for that specific committee is to develop a Valley-wide master plan fOI Child Care. Mr. Bohlen asked if any of the Commissioners know an) individuals within the Child Care industry or within commissions ir other cities, or City Council, to let him know and perhaps be a facilitator in helping set up something with another city so we car conduct, for example, a public hearing in another city on child care to discover the need in the various communities for chilc care. Commissioner Seaton suggested staff contact Jan Barnett, Director of the Child Care Center at COD, who is very well versec on the subject. STAFF REPORTS Volunteer Program: Mr. Bohlen said he has been working with Norris Bernard. Mr. Bernard went to the City Manager to express his wilingness to chair a volunteer program for the City of La Quinta. specifically he is interested in seeing a volunteer corp develo~ for the new Civic Center, which would be very helpful. Some of thE activities Mr. Bernard suggested were: mail routing, sorting anc delivery; filing; take charge of a recycling program within Cit~ Hall. Of the three programs they looked at, Riverside has the besl organized municipal program. Mr. Bernard and Mr. Bohlen arE developing a program to be presented to City Council for theil review August 3. Mr. Bohlen said that from the Parks & Recreatior Community Services survey sent out, there were 212 responses, 01 which 134 said they wanted to volunteer for various programs. Mr. Bohlen asked for any comments or suggestions from the Commission. . . CSC Minutes 7 July 12, 1993 Commissioner Dickens asked when the Community Services Grants would be paid out. Mr. Bohlen responded that following City Council approval, the checks could be issued right away. Budget Review: Mr. Bohlen said that under the Community Services Division Budget 4195, the City Council has created a Parks & Recreation Department and the City is recruiting for a Parks & Recreation Director. Following the hiring of the Director, recruitment of a Recreation Supervisor will occur. The City is in the process of recruiting a Home Alone or Kidsline Coordinator, and Mr. Bohlen is writing an OCJP grant for a youth counselor. That Department will be composed of 1 part-time employee, 3 full-time employees (a secretary II), and the Director. Someone in the City is transferring to fill the Secretary II position. We are looking at providing programs to the City through the budget that was existing in the Community Service Division. Commissioner Kennedy asked what the Explorer Club and the Civic Concert Series are. Mr. Bohlen said the Explorer Club is based on the Boy Scouts of America program where teens participate in outdoor adventure programs. The Civic Concert Series would be held at the La Quinta Middle School at night and do different types of presentations such as classical guitarists, a puppet show with a string quartet, etc. There will be an admission charge. In response to Commissioner Bernard's question about the Family Excursion, Mr. Bohlen said the response to the survey showed some of the most popular trips were the San Diego Beach Tour, the Grand Canyon, and Disneyland. Commissioner Kennedy asked about the Sunshine Theater. Mr. Bohlen said it would be a Saturday morning workshop theater for children that could be conducted quarterly. The children would learn how to do a one act play. Mr. Bohlen said the budget showed a $100,000 increase from the previous year. Mr. Bohlen said that the travel and meeting budget for conferences were cut. There is money for four Commissioners to attend a conference rather than all seven. Commissioner Kennedy asked about the cost of Phase I of Fritz Burns Park. Mr. Bohlen replied the cost was $1.8 million. Staff is going to the Council on July 26th with an RFQ for construction drawings for the park. In response to a question of the name of the City' s personnel manager, Mr. Bohlen said the City does not have a personnel manager, however, the Assistant City Manager and the Administrative Analyst do the bulk of the personnel work. . CSC Minutes . 8 July 12, 199: NEXT MEETING DATE, TIME AND TOPICS The next meeting is Quinta Civic Center. adjourn the meeting. July 26 (changed to July 29), 7:00 p.m., L. It was MOVED by Commissioners Francis/Nard tc MOTION CARRIED. ( \. PATR IA DEVERY Temporary Department Manager