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1994 01 24 CSC Minutes . . COMMUNITY SERVICES COMMISSION MINUTES JANUARY 24,1994 :ALL TO ORDER !gular meeting of the Community Services Commission was called to order at 6:00 p.m. in the lta Civic Center Study Session Room. Chairman Best led the Pledge of Allegiance. )LL CALL: ::MBERS PRESENT: Commissioner Norris Bernard Commissioner Lawrence Best (Chairman) Commissioner Aldine Dickens (Arrived at 7:00 P.M.) Commissioner Susan Francis Commissioner Nancy Nard Commissioner B.J. Seaton (Vice Chairwoman) ::MBERS ABSENT: One Vacancy -AFF PRESENT: Clint Bohlen, Parks & Recreation Director (Joined at 7:05 P.M.) Cristal Spidell, Secretary II nmissioner Dickens phoned from Los Angeles and indicated she would be late to this eveni, lting due to traffic and road conditions as a result of the recent earthquake. CONFIRMATION OF AGENDA APPROVAL OF MINUTES ras moved by Commissioner Nard/Francis to APPROVE the minutes of January 10, 1994 mitted. ANNOUNCEMENTS (or's Breakfast at the La Quinta Hotel, 7:00 A.M., February 3, 1994. The speaker will be Sar Smoley from the State of California Health and Welfare Agency, and the topic of discussio !alth Care Reform... What It Means to Small Business and the California Comeback". PUBLIC COMMENT 1e at this time CORRESPONDENCE AND WRITTEN MATERIALS 1e submitted MINI-24 1 . . STAFF REPORTS City Council and Community Services Commission Joint Meeting irman Best reviewed the Staff Report which included the background and recommendations of 1mission in regards to a Cultural Affairs Commission, the future status of the Community Servic 1mission, and the Commission's Work Plan which was created by direction of the Council. COMMISSION BUSINESS Commission Discussion of Joint Meeting Topics .irman Best noted that staff had done a good job of laying out the work which the Commission I )mplished at the parks, and would like to see the development of the Handbook and the work de Bgards to the Community Grant process mentioned as well. Chairman Best informed 1mission that he will inform the Council that the recommendation was from a divided Commissi 1missioner Nard added that the Commission was seeking direction from Council and wantee :e clear that the Commission's recommendation was not set in stone. .irman Best reviewed the recommendation of staff regarding the future status of the Commul ,ices Commission. The recommendation consisted of restructuring the Parks & Recreation I lan Services Committee into one Commission. No standing committees would be created. lmissioner Bernard asked what the recommendation of the Commission was. Chairperson 8 =ated that the Commission has made no recommendation on this subject. Commissioner Bern ~d what the Commission's recommendation would be if we were asked, as a body, by the Cour lmissioner Nard recalled that the Commission was going to Council for direction with this mat efore a decision or recommendation was not necessary at this time. Chairman Best added that c :he Commission being split in several directions there could not be a consensus fo, lmmendation. Commissioner Seaton stated that since the appointment of the Parks and Recreal Ictor and the growth of the City, it was inevitable that a Parks and Recreation Commission we 1ecessary. lirman Best stated that the combining of a Parks and Recreation Commission and Human Sen nmission under the Community Services Commission would not be beneficial, and that the Hur vices Commission would not get the attention it needs and deserves. Due to staffs focus on p~ recreation, there is the possibility that human services would not be addressed as much as p~ recreation would be. nmissioner Bernard does not think the needs ofthe community have been explored as far as hur ,ices go. The questionnaire mailed over a year ago was geared towards Parks and Recreation. ~Iy touched on Human Services. Commissioner Bernard feels a Human Services questionnair essary to find out what the needs really are. Commissioner Bernard added that the city is rr 1 golf and the arts, and that the common people look forward to more things than golfing \ling art. The Commission concurred. MINI-24 2 . . irman Best reiterated that the Commission discussed, at the Councils request, the Cultural Affl e, a very divided Commission made a recommendation, but as to the other 2 items on the agen :;ommission has not discussed it and therefore does not have a formal opinion or recommendati 1missioner Seaton indicated that the Work Plan has a lot of human services items, as well as pa recreation items. Chairman Best recalled that during his time on the Community Servic 1mission, almost nothing has been done in regards to human services, which is due in part to . :lrture or reassignment of Commissioners. Chairman Best recalled that a past Commissioner If 'ested in Red Ribbon Week, and nothing more has been done on behalf of human services. 1missioner Bernard asked if the Commission members are receiving the minutes from City COUl Itings, and then read from the December 21, 1993 minutes regarding a comment made by a COUl nber. The minutes read "the future of the Commission should be discussed first because the W I would be irrelevant if changes were made". Commissioner Bernard's opinion is that since tion of a Historical Commission and Youth Advisory Commission, that the Commissions future I :ldy been decided. lmissioner Seaton indicated that she has spoke with two Council Members and was pleased to h n say that the Council has not given the Commission enough direction, or proper direction wh d explain the Commission's feeling of floundering because there was lack of direction. Jrman Best explained that every other body, aside from Council, is job specific. Their function I lose is very clear. He feels that it's time to split the Community Services Commission into =ific Commissions. Commissioner Nard concurred. lmissioner Bernard stated he would hate to see the Commission break up because he feels lmission can do something for the community if everyone gets their heads together. If parks I eation and human services are under one commission, the Human Services portion would not attention it needs. The Youth Committee and the Human Services Committee should be c nmission to better focus on those needs, and keep the Parks and Recreation Commission sepan lirperson Best encouraged the Commission to make their opinions and ideas known during the jt sion with the Council, and he will respond to questions directed to him, and then will ask nmission for additional comments. Mayor Peiia will chair the joint meeting. nmissioner Francis asked if any discussion or questions would be asked by the Council of ons other than recommended. Commissioner Nard asked if it was possible for the Council to I choose from the options the Commission provided and come up with a completely different opt lirman Best indicated the Council could do what ever they feel necessary or appropriate. ! Commission discussed past options, votes, and discussions of the Commission regarding tural Affairs issues. clarify statements made at past CSC meetings Cristal Spidell, Secretary 1\ asked Chairman E )pies of the November 8th and 22nd minutes would be helpful to the Commission, as well as mcil. Chairman Best agreed that the Commission would need a copy, and the meeting reces i:35 P.M. MINI-24 3 . . irman Best brought the meeting back to order at 6:45 P.M. The minutes of November 8th and 2~ ~ distributed and reviewed by the Commission. The information will be distributed to the COUl ~uested. Chairman Best recessed the meeting at 6:52 P.M.. lmissioner Aldine Dickens arrived at 7:00 P.M. Joint Meeting With City Council Community Services Commission reconvened in the Council Chambers at 7:08 P.M. for the je !ting with the City Council. ncil Members Present: Mayor John Pella Mayor Pro-Tem Bangerter Glenda Council Member Stan Sniff Council Member Ron Perkins Council Member Michael McCartney .irman Best advised that the Commission was meeting at the same time the Council was meet liscuss the same issues the Council discussed. Regarding the creation of a Cultural Aff1 1mission, he advised that the Commission is concerned about what it would do to the current C wished to hear from the Council in that regard. 'or Pella advised that the Council has had a lengthy discussion on various possibilities witl sensus being arrived at of forming two new commissions and reconstituting the CSC to a Parks I reation Commission. The two new ones, in effect, would have the responsibilities of the 1 aining CSC committees - cultural affairs and human relations. Each of these commissions will hi ~n members and a very focused work-plan. The Council wished to hear the opinion of the C nbers. nmissioner Francis, favored the idea of having three separate commissions advising that when i Commissioner Nard met regarding culture and fine arts, it became apparent that the work was lumental for a sub-committee of three people. nmissioner Nard, agreed saying that in order to accomplish their goals, it will take more people I , pleased with the direction the Council seemed to be going. She added that human services. been touched and it's needed in our community. nmissioner Seaton supported the idea of three commissions and asked if the various element: r work-plan will be pulled into these three new commissions and Mayor Pella advised that it wo nmissioner Dickens supported the idea of three commissions and felt that the Council has t ers on the pulse of the community. nmissioner Bernard commented that it was one of his early recommendations to have tt 1missions and also commented that many people do not move here for the golf or the arts and' JpS in the community need to be considered. However, he was not in favor of the Youth Commi ause he felt that the Parks and Recreation Commission and the Human Relations Commission lural Affairs should address the needs of everyone from youth to seniors. MINI-24 4 . . irman Best felt that the proposal is a great one. He felt that the staff person assigned to deal If missions is very important. He believed that the reason the CSC did so well in the area of pa recreation was because they had the staff person assigned to that function with the City. ncil Member Perkins was pleased to see that both bodies were thinking along the same lines ~ :hat the three areas assigned to the CSC was too confusing to be workable. ncil Member Bangerter commended the CSC on their excellent Work Plan. In order to carry goals of that plan, the Council is going to have to allow them the resources and staff necess~ e importantly, each of the three commissions must have a work plan and goals. or Pella commented that the City of La Quinta has always been inclusive rather than exclusive ~ xpanding our commissions we will be able to bring in a broader range of people to focus on the es where their focus lies. 1missioner Seaton asked if the current commissioners will have the opportunity to sit on one e commissions and Mayor Pella advised that it is the intent of the Council that the Commission have that opportunity. ncil then discussed the timing aspect and then concurring on letting the CSC remain in exister the framework of the three commissions is established. irman Best suggested that during this interim period that the CSC continue advising the COUl he grants and continue with the New Leaf Award Program and the La Quinta Beautiful Progrl ~ell as make recommendations on the structure and duties of the new commissions. ncil Member Perkins felt that the most important thing they could do is discuss and ml Immendations as to how the three commissions will function in the future. He also wished for tI Jtes to reflect all points of view. Robert Hunt, City Manager, advised that staff will begin working on this matter and hope to h1 Ie preliminary information for the next CSC meeting. It will probably be a couple of months bef I can get back to the City Council. Staff understands there will be three, seven-mem Imissions and basic functions. Commission recessed at 7:55 P.M. ( Council's joint meeting Minutes in their entirety are attached as Exhibit "A".) Summary Discussion of Joint Meeting lirman Best brought the meeting back to order in the Study Session Room at 8:00 P.M. nmissioner Seaton was not surprised by the outcome. In her opinion the Council is giving nmission a chore to accomplish prior to disbanding of the Commission. MINI-24 5 . . lmissioner Francis was pleasantly surprised by the discussion because it gives the Commission lonsibility and opportunity to do some work on three very important bodies that are to be form lmissioner Francis is proud that the Council has put this in the Commission's hands, and indica it is work that needs to be done, and the Commission has been diligent in what the Commiss done. lmissioner Dickens believes the Council is interested in three different Commissions, and that el be well defined with clear objectives, and the Community Services Commission is capable sting. f clarified Council Member McCartney's use of the term Community Resources and what sioned was a human relations committee that would address the needs of seniors, the YOl rdable housing, health care, etc. This committee would be a catch all for programs that do not Br the Parks & Recreation Commission. lmissioner Bernard stated that Palm Springs has a Human Rights Commission and he hoped t was not the type of Commission the Council was talking about forming; staff informed lmission that it is not. lmissioner Seaton asked if information could be obtained from different cities to help lmission to form ideas, ordinances, etc. Staff will contact the League of California Cities for l 'mation they may have on file, and present a report to the Commission at the next meeting wh Iyzes the information received. Commission discussed future meetings and topics to determine the necessity of two meetin Ith. Also discussed were the terms of three Commissioners which are expiring as of June 30, 19 lmissioner Nard asked if each Commissioner is to bring guidelines already planned out on e. lmission. Chairman Best stated we could think about it and discuss how to approach it at the n lting, or they could decide tonight to start with one particular Commission and submit informal Ie next meeting. nmissioner Dickens suggested formulating the Work Plan and decide which Plan fits under wt nmittee. Commissioner Bernard would like to see the guidelines from local cities. Commissio lcis feels the Work Plan should be the last thing to do since it is already completed and would y to spread the items around to each Commission. Commissioner Dickens agreed , nmissioner Francis, as her original thought was mainly a stepping stone to start the process. If summarized that it is not yet clear what each new commission is going to be responsible efore it would be difficult to start assigning tasks. Commissioner Francis suggested that nmissioners could work on all three areas, and or divide into three groups and work on each r nmission individually. Chairman Best stated that the Commissioners are already divided, committees and then suggested that those individuals work with their respective Commit1 nmissioner Francis suggested that each Committee report next week on specific duties, general i, luties, rough goals, etc. MINI-24 6 . . Parks and Recreation Director informed the Commission that he has information and ordinanc 'arks and Recreation Commissions from other cities at this time, and the next task would be tify cities with Human Relations Commissions so that the Commission could have some informat land. The Cultural Affairs issue has largely been addressed. 1missioner Francis is concerned with the staff liaison selected to the Cultural Affairs Commissi ncil Member McCartney had suggested Tom Genovese, Assistant City Manager, but no decisie ~ made. irman Best agreed with Commissioner Bernard to get all the information together and then dec to develop each new Commission. Staff will present a report at the next meeting, and 1mission will come to the meeting with ideas on how to approach the task, and make a decis lat time. The existing Community Services Commission Ordinance could be the skeleton for el Commission, and then fine tune each Commissions Ordinance. NEXT MEETING DATE, TIME AND TOPIC Iday, February 14,1994 7:00 P.M. Juinta Civic Center Study Session Room . Discuss Guidelines, Responsibilities & Ordinances for New Commissions "DJOURNMENT ~s moved by Commissioner Nard/Bernard to adjourn the meeting to the next regularly schedu lmunity Services Meeting on Monday, February 14, 1994. Motion carried unanimously. Mee1 turned at 8:25 P.M. NT BOHLEN ks and Recreation Director STAL SPIDELL :retary 1\ MINl-24 7 . 4It=XHIBIT "A" LA QUINTA CITY COUNCIL SPECIAL MEETING JANUARY 24,1994 Special Study Session of the La Quinta City Council was called to order at 6:00 P.M. by Mayor Pena. PRESENT: ABSENT: Council Members Bangerter, McCartney, Perkins, Sniff, Mayor Pena None Mayor Pena advised that the purpose of this meeting is to discuss the following matters as a City Council and at 7:00 P.M. to meet jointly with the Community Services Commission to continue discussions : 1. CREATION OF A CULTURAL AFFAIRS COMMISSION. 2. CONSIDERATION OF THE FUTURE STATUS OF THE COMMUNITY SERVICES COMMISSION. 3. COMMUNITY SERVICES COMMISSION WORK PLAN. Council Discussion Council Member Sniff reviewed some of the past history of the Commission and stated that he had a level of concern as to whether this Commission is the best way to go. He noted that Council Member Perkins, sometime ago, surfaced the idea of a Cultural Affairs Commission, which he could support if it was City-sponsored with staff support. He suggested that it be nine members; and that it would be desirable for certain organizations to have membership and that they have a broad umbrella scope over the cultural activities within the City. He also wished to see the Community Services Commission be reconstituted as a Parks and Recreation Commission in light of the new Parks and Recreation Department. Mayor Pena asked what the focus and duties of the Cultural Affairs Commission would be and why couldn't those duties be assigned to the Community Services Commission. He suggested that perhaps the name of the Commission needs to be broadened. He felt that if the Commission isn't doing what the Council wishes, then perhaps it's because they haven't been given direction. Council Member Sniff felt that one of the reasons the CSC has not been as effective as it should be is because its interests are too fragmented and they meet only about 50 hours per year. He felt that the only way these Commissions can be effective is to have singular focus. He further added that his intent is not to remove the current Commission Members, but rather keep them on the Commission and give them a new, singular focus - that of parks and recreation. Council Member McCartney asked if the intent was to eliminate the "human relations" function entirely and Council Member Sniff responded in the affirmative. . . City Councill Community Services Commission Minutes 2 January 24, 1994 Mayor Pena had a concern with eliminating the human relations functions based on the cultural diversity in the community. With the building of the new high school and the fact that so many high schools are dealing with violence on their campuses, we need a commission to deal with those issues. Council Member Bangerter believed that there has been a lack of direction to the CSc. When they were given direction on the Parks Master Plan, they did an excellent job and their "work plan" is good. She agreed that the human relations aspect should not be eliminated. If two Commissions are formed, then human relations should be a part of one of them. She also wished to see the current Commissioners given an opportunity to serve on one of these two Commissions, if that is what's decided. Also, they need to be given very clear direction and the Council has to share in the responsibility. Council Member Perkins felt that the Council is looking at three things which he considered to be very important for the future of the community: 1) a Parks and Recreation Commission that is focused; 2) a Cultural Affairs Commission to be an umbrella organization for the arts in the City and; 3) perhaps a Human Relations Commission which he felt was very important and was not sure that it should be combined with either of the two Commissions being discussed. The Parks and Recreation Commission needs to be focused on those issues alone. Mayor Pena expressed concern that there isn't enough work for three different commissions, nor is there enough staff to devote the time to three commissions. Council Member Sniff advised that he regularly attends the meetings of the Community Services Commission and felt that possibly the Council has been remiss in not clearly directing them, but he felt that the only way things can be done with people who meet only twice a month is to focus their functions. Council Member McCartney commented that everyone seems to feel that the Council has been remiss in giving direction to the Commission but, in forming commissions, you have to look at the needs of the community and what has changed during the last five years. One thing that seems to be changing is the demographics of the City - we're moving more toward a family- oriented City and away from being known as a retirement community - the new high school and proposed elementary school is evidence of that change and the City has addressed that need by creating the Youth Advisory Committee. He believed that the seniors also have a great need and noted that a third group is the residents of mobile home parks and the people who have low- income housing needs and child-care needs. He liked the idea of a focused commission and suggested a "Community Resources Commission", which would be made up of youths, seniors and the human relations element that is currently part of the Community Services Commission to look at affordable housing issues and child-care issues. He supported the Parks and Recreation Commission and the Cultural Affairs Commission, but suggested that perhaps we need a third commission to deal with these other issues. . . City Council! Community Services Commission Minutes 3 January 24, 1994 Mayor Pena expressed concern that three different commissions may become diluted and suggested that perhaps the name of the Community Services Commission needs to be changed and possibly expanded to a nine or eleven member body. He felt that they could handle all of the issues being discussed here if the Council were to give better direction and guidance. In response to Council Member Bangerter, Mr. Bohlen advised that the Commission doesn't always get together in committee groups during their meetings. He further advised that when you have people who are self-motivated and they have interests on that committee, he has seen them take the ball and run with it when the Council has given them latitude to do that. He believed that the leading of the Council is imperative. He noted that because they are down a member, two individuals don't make a committee - they need three members on each committee. Council Member Perkins didn't have a problem with forming still another commission. He recognized the staff-time involved, but felt that the Council has to look at the future. He didn't feel that one commission can handle all the functions needing to be addressed and that will be coming up. He was not satisfied that the existing Commission has been able to do the job with or without the Council's direction because of the diversity of responsibilities and the confusing way in which it was set-up. Council Member Bangerter wished to see something done to expand the cultural aspect as she felt that there's a need to get into performing arts, which are almost always money-makers. Council Member McCartney felt that if there are needs in the community, then the number of commissions doesn't matter, but they do need to have goals and objectives and a work plan. He referred to the Seattle work-plan, which he felt was a good example. Mayor Pena wasn't opposed to a cultural affairs commission given that they have enough to do and that they are focused enough to do so. He suggested that it could be reviewed in a year to see how it's functioning. Council Member McCartney suggested forming three, five-member commissions. A Parks and Recreation Commission, a Cultural Affairs Commission to look at the arts globally, and a Community Resources Commission to deal with affordable housing issues, child care issues, senior issues, etc. Mayor Pena questioned the status of the Art in Public Places Commission if these three commissions are formed and Council Member Sniff felt that it should remain intact as it has a singular focus. Council Member Perkins favored the idea of three commissions, but suggested that the Cultural Affairs Commission have more members, possibly nine, because there are established groups in the community already and this should be an umbrella group for them all to be represented. . . City Council! Community Services Commission Minutes 4 January 24, 1994 Council Member Sniff suggested that the Cultural Affairs Commission and Parks and Recreation Commission have seven members with the Human Relations Commission having five members. Following a discussion regarding the number of members, the Council concurred on seven members on each commission. Mayor Pena felt that it's incumbent upon the Council to monitor these commissions and make sure that work plans are developed and followed. Council recessed JOINT MEETING WITH THE COMMUNITY SERVICES COMMISSION Commission Members Present: Mr. Bernard, Mrs. Dickens, Mrs. Frances, Mrs. Nard, Mrs. Seaton, Chairman Best Chairman Best advised that the Commission was meeting at the same time the Council was meeting (at 6:00 P.M. - Minutes of said meeting are attached and made a part hereof as Exhibit "A") to discuss the same issues the Council discussed. Regarding the creation of a Cultural Affairs Commission, he advised that the Commission is concerned about what it would do to the current CSC and wished to hear from the Council in that regard. Mayor Pena advised that the Council has had a lengthy discussion on various possibilities with a consensus being arrived at of forming two new commissions and reconstituting the CSC to a Parks and Recreation Commission. The two new ones, in effect, would have the responsibilities of the two remaining CSC committees - cultural affairs and human relations. Each of these commissions will have seven members and a very focused work-plan. The Council wished to hear the opinion of the CSC members. Ms. Francis, Commissioner, favored the idea of having three separate commissions advising that when she and Mrs. Nard met regarding culture and fme arts, it became apparent that the work was too monumental for a sub-committee of three people. Mrs. Nard, Commissioner, agreed saying that in order to accomplish their goals, it will take more people and was pleased with the direction the Council seemed to be going. She added that human services has not been touched and it's needed in our community. . . City Council/ Community Services Commission Minutes 5 January 24, 1994 Mrs. Seaton, Commissioner, supported the idea of three commissions and asked if the various elements of their work-plan will be pulled into these three new commissions and Mayor Pena advised that it would. Mrs. Dickens, Commissioner, supported the idea of three commissions and felt that the Council has their fingers on the pulse of the community. Mr. Bernard, Commissioner, commented that it was one of his early recommendations to have three commissions and also commented that many people do not move here for the golf or the arts and that groups in the community need to be considered. However, he was not in favor of the Youth Committee because he felt that the Parks and Recreation Commission and the Human Relations Commission and Cultural Affairs should address the needs of everyone from youth to seniors. Chairman Best felt that the proposal is a great one. He felt that the staff person assigned to deal with commissions is very important. He believed that the reason the CSC did so well in the area of parks and recreation was because they had the staff person assigned to that function with the City. Council Member Perkins was pleased to see that both bodies were thinking along the same lines and felt that the three areas assigned to the CSC was too confusing to be workable. Council Member Bangerter commended the CSC on their excellent Work Plan. In order to carry out the goals of that plan, the Council is going to have to allow them the resources and staff necessary. More importantly, each of the three commissions must have a work plan and goals. Mayor Pena commented that the City of La Quinta has always been inclusive rather than exclusive and by expanding our commissions we will be able to bring in a broader range of people to focus on those issues where their focus lies. Mrs. Seaton asked if the current commissioners will have the opportunity to sit on one of these commissions and Mayor Pena advised that it is the intent of the Council that the Commissioners will have that opportunity. Council then discussed the timing aspect and then concurring on letting the CSC remain in existence until the framework of the three commissions is established. Mr. Best suggested that during this interim period that the CSC continue advising the Council on the grants and continue with the New Leaf Award Program and the La Quinta Beautiful Program, as well as make recommendations on the structure and duties of the new commissions. . . City Council/ Community Services Commission Minutes 6 January 24, 1994 Council Member Perkins felt that the most important thing they could do is discuss and make recommendations as to how the three commissions will function in the future. He also wished for their minutes to reflect all points of view. Mr. Hunt, City Manager, advised that staff will begin working on this matter and hope to have some preliminary information for the next CSC meeting. It will probably be a couple of months before staff can get back to the City Council. Staff understands there will be three, seven- member commissions and basic functions. There being no further discussion, the meeting was adjourned. Resp;ctfully submitted, / ~ ~~~r~ . /~~"- 11~UNDRA L. J OLA, City Clerk City of La Quinta, California