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1993 01 25 CSC Minutes REPOJ!t.S & X NFORMATe>NAL XTEM = ~ /' , COMMUNITY SERVICES COMMISSION MINUTES JANUARY 25, 1993 CALL TO ORDER A regular meeting of the community Services Commission was called to order at 7:00 p.m. at the La Quinta Council Chambers. Chairwoman Kennedy presiding, followed by the Pledge of Allegiance. Present: Commissioner Lawrence Best (Vice Chairman) Commissioner Aldine Dickens Commissioner Susan Francis Commissioner Sharon Kennedy (Chairwoman) Commissioner B.J. Seaton Absent: Commissioner Nancy Nard Staff Present: Clint Bohlen, Park & Recreation Manager Cynthia Hernandez, Department Secretary Chairwoman Kennedy stated she received a note from Commissioner Nard indicating she was not feeling well and asked to be excused from today' meeting. It was moved by Commissioner Francis/Seaton to EXCUSE Commissioner Nancy Nard from the meeting. Motion carried. 1. CONFIRMATION OF AGENDA Staff Liaison Bohlen requested Item No. VI, C.l, Final Review of Parks and Recreation Master plan be put off until the next meeting. Chairwoman Kennedy added under VI, D.2 added Landscape for Ecology, also known as the balloting for spring Splendor. It was moved by Commissioner Dickens/Best to CONFIRM the agenda to continue Item No. VI, C.l and to add VI, D.2 Landscape for Ecology. Motion carried. 2. APPROVAL OF MINUTES - JANUARY 11, 1993 Vice Chairman Best requested item number 2 under the CPRS Conference include his comments that he would also be attending the Conference and would fly up on Wednesday night. It was moved by Commissioner Seaton/Best to APPROVE the minutes as amended. Motion carried. 3. PUBLIC COMMENT Chairwoman Kennedy opened the floor for public comment and there were none. . . Community Services Commission Meeting - January 25, 1993 Minutes - Page 2 4. CORRESPONDENCE AND WRITTEN MATERIALS 1. RECEIVE/DISTRIBUTED January Reading Packet 2. RECEIVE/DISTRIBUTED Attendance Roster w/Term Expiration 5. STATUS OF CPRS CONFERENCE REGISTRATION AND REVIEW OF THE CITY OF LA QUINTA TRAVEL POLICY (BOHLEN/O'REILLY) Staff Liaison Bohlen introduced Tom O'Reilly, Finance Director, to the Commission. He indicated Mr. O'Reilly would explain the City's new Travel Policy, as distributed in the agenda packet, adopted at the January 19 Council meeting. Staff Liaison O'Reilly reported that due to lack of a written policy, Staff felt it was necessary to establish a travel policy in order that the City should have something in writing. He indicated this is a normal business practice and should not unduly burden the business traveler in any way. He stated that any travel advance is considered your cash and any expenses you would pay for just as if it were your own cash. He suggested to the Commissioners they ask for a receipt every time they spend money and to jot on the back of the receipt the time, date, purpose, and amount. Mr. O'Reilly indicated this will be the first time the policy will be used. However, there will be a refinement process. Commissioner Seaton requested to know if this policy had been approved in its final form? Mr. O'Reilly replied yes it has been adopted and this is its final form. Commissioner Seaton called the Commission's attention to Page 5, Section 8G other allowable expenses, $30 per day. She commented she has a problem with allowing $30 per day. Also, she called attention to the in-room video and honor bar. Councilmember Stan Sniff stated this policy was passed by the City Council but will be reconsidered. Commission's general information. He indicated he has discussed this policy with the Mayor as there are some things that did not totally satisfy some Councilmembers. He stated the Council is placing this item back on their March 16 agenda for further review. He stated that if the Commissioners have any comments about the policy the Council would like to hear them whether you think it is inappropriate, excessive or whatever. He suggested the Commission revie the policy and other cities travel policies and provide the Council with their comments and recommendations. Vice Chairman Best stated he does not feel the City should pay for any non business-related expenses. Councilmember Sniff recalled four items of concern: . . Community Services Commission Meeting - January 25, 1993 Minutes - Page 3 1. Up to $30 per day for personal expenses, including movies and and honor bar; 2. Attend two events during a 12 month period 3. A Not-to-exceed figure for meals, (i.e. X dollars per day) 4. Paying for alcohol Councilmember Sniff stated the Council would appreciate any comments in response to the what has been mentioned and thought of on this policy. He stated the public is highly sensitive to this issue with good reason. It was suggested by the Mayor, according to Mayor Pro-Tern Sniff, that perhaps a two month trial period would be appropriate for the new policy. Chairwoman Kennedy stated she too is concerned with the four points mentioned by Councilman Sniff. She stated she feels the policy is rather lenient. Staff Liaison Bohlen commented on the Travel Policy's Expense Report. He indicated that at the last CPRS conference, the Commission had workshop content forms they were requested to complete. On the back of the travel expense report there is a section for a conference update reporting to convey information of relevance to the City. Vice Chairman Best stated he does not feel part two of the form would accomplish the purpose of the forms that were used by the Commission last year. The solution would be if there is a good workshop/conference handout it could be copied and distributed rather than what the Commission used to do. Staff Liaison Bohlen stated he could provide the forms and the Commissioners can write "see attached," and clip any additional materials to it. Chairwoman Kennedy suggested that perhaps when we have our normal committee meetings, one of the committees could scrutinize the travel policy and make recommendations prior to the March 16 City Council meeting. There could be two committees: one working on this issue; and the second reviewing the Community Service Grants. If we do have an ad hoc committee to go through with a fine tooth comb then perhaps at the next meeting we would have a committee report to the Commission. Commissioner Seaton requested to know what is expected of the Commissioners for these committees? Chairwoman Kennedy replied what the Commissioners would think needs to be considered by the City CounciL Chairwoman Kennedy asked the Commissioners which ad hoc committee would be their preference to serve on? The Commissioners replied: . . Community Services Commission Meeting - January 25, 1993 Minutes - Page 4 Travel Policy: B.J. Seaton Larry Best Aldine Dickens Community Services Grant Process: Sharon Kennedy Susan Francis Nancy Nard 6. PRESENTATION BY MARTIN LANGER, COACHELLA VALLEY COMMUNITY CONCERTS ASSOCIATION Chairwoman Kennedy introduced Martin Langer, of the Coachella Valley Community Concerts Association to report on their progress on the grant awarded to them. Mr. Langer stated his organization was the recipient of a grant from the City. The Coachella Valley Community Concerts Association received $3,750 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. It is felt the Community Concerts Association can fill an unmet need. Mr. Langer reported on some of their activities which include dance performances of the Ballot Folklorico, participation at the McCallum Theatre, exploring and budgeting preparation of events, scheduling performances and working with other organizations. Mr. Langer stated some other cities know about the City of La Quinta's plan and they want to talk to his organization about a plan in their city. Chairwoman Kennedy asked Mr. Langer if his organization is out of money for the School Outreach? Mr. Langer replied yes, their last concert will be this month. Mr. Langer indicated he will be talking to some of the other cities and perhaps they can give more for their communities. Chairwoman Kennedy thanked Mr. Langer for his report. 7. COMMUNITY SERVICES GRANT PROCESS FOR 1993-94 Chairwoman Kennedy indicated there will be a sub-committee of three commissioners for the next meeting. 8. REPORT ON ART IN PUBLIC PLACES COMMITTEE Chairwoman Kennedy called upon Commissioner Francis to read the minutes of the December 7, 1992 and January 4, 1993 meeting. . . Community Services Commission Meeting - January 25, 1993 Minutes - Page 5 Commissioner Francis read that the Committee ".. .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." January 4,1993 minutes read "...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 Quinta. 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. 9. PALM ROYALE PARK DESIGN SERVICES - T.I. MALONEY, INC. Chairwoman Kennedy stated the Parks and Recreation Committee has a recommendation for a consultant to provide Palm Royale Park Design Services. The Committee recommends that T.I. Maloney, Inc. be recommended to provide the design services for the Palm Royale Park. Chairwoman Kennedy stated there were four firms that were very close in the scoring. After discussion, it was moved by Vice Chairman Best/Commissioner Seaton to RECOMMEND to the City Council the hiring of T.I. Maloney, Inc. for the purposes of providing design services for the Palm Royale Park. . . Community Services Commission Meeting - January 25, 1993 Minutes - Page 6 10. COACHELLA VALLEY CHILD CARE COUNCIL UPDATE Staff Liaison Bohlen reported on a meeting of the Coachella Valley Child Care Council held on January 19. There was an item discussed that was worked on with several people who are involved with child care and also a representative of Julie Bornstein's office. The committee discussed the possibility of amending the State Redevelopment Set-aside law which says that 20% of the revenues from redevelopment monies must go toward low and moderate housing. The committee discussed an idea of assisting people of low and moderate income with child care and perhaps elevate their income and/or rotate them out of low and moderate housing, thus maintaining a supply. The committee members were vocal in their support for this idea. Staff Liaison Bohlen stated that a decision was made to discuss this issue with Coachella Valley Association of Governments(CVAG). He indicated there are council members from three other cities that are very supportive of the concept. They have also agreed to cooperate with this committee to represent this issue. He stated he would hope a Commissioner would get involved with the Coachella Valley Child Care Council as this is a Human Services Issue. 11. LANDSCAPE FOR SPRING SPLENDOR The winner for the Landscape for Spring Splendor Award for the month of January, is: 54-415 Avenida Martinez 12. NEXT MEETING DATE Monday, February 8, 1993 at 7:00 p.m. 13. ADJOURNMENT further business to discuss, it was moved by on/Francis to ADJOURN. Meeting adjourned at 8:30 .J CLINT BOHLEN Parks & Recreation Manager c~~~. Department Secretary