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COMMUNITY SERVICES COMMISSION AGENDA
La Quinta Civic Center Study Session Room
78-495 Calle Tampico - La Quinta, CA 92253
July 14, 2003
7:00 PM
I. CALL TO ORDER
A. Oath of Office
B. Pledge of Allegiance
C. Roll Call
II. PUBLIC COMMENT
The Chair reserves the right to limit discussion on any topic to five minutes or less.
A. Presentation by the Santa Rosa and San Jacinto National Monument Staff
III. CONFIRMATION OF AGENDA
Corrections, deletions or reorganization of the agenda
IV. CONSENT CALENDAR
(Items are considered routine in nature and may be approved by one motion.)
A. Approval of June 9, 2003 Meeting Minutes
B. Monthly Department Report for May 2003
V. PUBLIC HEARING
VI. BUSINESS ITEMS
A. Election of Chair
B. Election of Vice Chair
C. Facility Use Policies
VII. CORRESPONDENCE AND WRITTEN MATERIALS
A. Update Regarding Purchase of Open Space Property
B. Update on Current Commission and Board Members
VIII. COMMISSIONER ITEMS
IX. ADJOURNMENT
S:\COMMUNITY SERVICES\COMMUNITY SERVICES COMMISSION\AGENDACSC\AGN 07-14-03..DOC
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FROM
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HONORABLE MAYOR AND MEMBERS OF THE CITY COU CIL
DODIE HORVITZ, COMMUNITY SERVICES DIRECT
;&
17, 2003
SUBJECT: TRANSMITTAL COMMUNITY SERVICES DEPARTMENT REPORT FOR
THE MONTH OF MAY 2003
UPCOMING EVENTS OF THE COMMUNITY SERVICES DEPARTMENT FOR THE
MONTH OF JULY 2003:
July 1
*Tap Dancing Lessons
July 1
*Watercolor Painting Lessons
July 2
*Sketching & Drawing Class
July 3
*Beginning & Advanced Ceramics Class
July 3
*Ballroom Dance Workshop
July 5
Summer Golf Tour, Trilogy Golf Club
July 5
Night Lite Tournament, Trilogy Golf Club
July 7
*Quicken® Computer Course
July 7
*Microsoft® Word Computer Course
July 7
*Scanning Computer Class
July 7
*Monthly Putting Contest
July 9
*Digital Photography Computer Class
July 10
*Cooking Class
July 11
Teen "Open Mic" Comedy Night, Civic Center
July 12
Summer Golf Tour, Westin Mission Hills
July 14
*Photo Editing Computer Class
July 15
*Free Hearing Consultations
July 15
*AARP Driver Safety Program
July 15
Tae Kwon Do, La Quinta High School
July 15
Hot Rocks: Gems and Minerals, Senior Center
July 17
*Patriot's Luncheon
July 17
Adobe PhotoShop, Senior Center
July 19
Summer Golf Tour, Desert Willow
July 19
San Clemente Beach Train Excursion
July 21
*Introduction to Computers Class
July 21
Beginning Computers, Senior Center
July 22
CPR Class
July 22
Acrylic Painting, Senior Center
® 0
July 23
*Introduction to the Internet Computer Class
July 23
Intermediate Computers, Senior Center
July 26
Summer Golf Tour, Sun City
July 27
Imperial Beach Sandcastle Competition Excursion
July 28
Classic/ Latin Ballroom Dance Lessons, Senior Center
July 28
Imaged Journals, Senior Center
July 29
Hatha Yoga, Senior Center
July 29
Italian for Travelers, Senior Center
July 30
*Hatha Yoga Class
July 31
Mercedes-Benz Cup Excursion
*Daytime Senior Center class or activity
•
Community Services Department
Attendance Report for the Month of May 2003
Summary Sheet
3rograrn 2003 2002 Variance Sessions Per Month
2003 2002
_eisure Classes
18
48
-30
161
16
=xcursions
24
94
-70
1
3
4dult Sports
436
308
128
21
17
Senior Center
1717
1714
3
177
112
rotas
2195
2164
31
216
148
Senior Services
Senior Center
521
508
13
21
15
Total
521
608
13
21
15
sports Complex Use
LQ Sports & Youth
1,600
1,500
100
25
30
Total
1,600
1,500
100.
25
30
Facility/Park Rentals
Fritz Bums Park
(Private Rental)
1
0
1
0
0
Total Programs
4,308
4,172
1361
2611
193
Volunteer
Mnnthiv Ravnnue
Senior Center
$
4,930.00
1 $
3,853.50
1 $
1,076.50
Community Services
$
2,041.001
$
3,483.00
1 $
1,142.00
Total Revenue
$
6,971.00
1 $
7,336.50
1 $
(55.50)
Ravenna Vow to Date
Senior Center
$ 89,158.00
$ 78,240.00
$ 10,918.00
Communi Services
$ 68,916.00
1 $ 65,137.00
1 $ 3,779.00
Total Revenue to Date
1 $158,074.00
1 $143,377.00
1 $ 14.697.00
0
Community Services Program Report for May 2003
2003 2002 2003 2002
Participants
Participants
Variance
Sessions ISessions
eisure Classes
atha Yoga
in asa Flow Yo a
7
5
0
0
7
5
4
4
0
0
oga Package
otals
6
18
0
0
6
18
8
16
0
0
2003 2002 2003 2002
:xcursions
IParticipants
Illarticilpants
lVariance
l5essions
ISOSSIOns
:atalina
'otais
24
241
25
25
1
1
1
1
1
1
2003 2002 2003 2002
Participants
Participants
Variance ISessions
ISessions
Wult Sports
Open Gym Basketball
276
168
108
17
15
adult Soccer League
160
140
20
4
2
totals
436
308
128
211
17
tecreation Totals 4781 333F 145 38 18
db Senior Center Attendance
Particigation
Participation
VarifflMe
Meetings
Meet ngs
Senior Activities
ACBL Bride
218
243
-25
5
5
Ballroom Dancing, Complimentary
12
6
6
1
1
Bridge, Duplicate/Social
336
382
-46
14
13
Computer Open House
17
0
17
1
0
Dog Training, Complimentary
6
5
11
1
1
Ice Cream Social
19
21
-21
4
4
Monthly Birthday Party
28
31
-3
1
1
Monthly Luncheon
62
97
-35
1
1
Movie Time
80
71
9
10
10
Putting Contest
15
12
3
2
2
Seminars
35
15
20
3
1
Senior Activity Total
828
883
-55
43
39
Senior Leisure Classes
Arts and Crafts
29
19
10
4
4
Ballroom Dance
32
15
17
8
3
Ceramics
11
11
0
5
5
Computer
14
3
11
4
1
Dog Training Class
8
23
-15
4
3
Exercise
47
43
4
12
18
Golden Tones
72
42
30
4
3
Knitting
14
10
4
1
1
Painting
7
0
7
2
0
Quilting
48
57
-9
5
5
Rug Hooking
3
2
1
3
1
Sketching/Drawing
13
0
13
4
0
Tai Chi
16
16
0
4
4
Tap Dance
15
0
15
4
0
Watercolor
14
0
141
43
0
Woodcarving
23
33
-10
5
5
Yoga
2
49
-47
1
5
Senior Leisure Classes Total
368
323
45
113
58
TOTAL SENIOR PROGRAMS
1196
1206
-10
156
97
Senior Services
AARP Driver Safety
48
26
22
2
2
FIND Food Distribution
341
373
-32
5
5
HEAP Utility Program
27
0
27
1
0
I.I.D. Energy Assistance
50
32
18
8
6
I.I.D. Energy Assistance/No fee
4
1
3
2
1
Legal Consultation
6
8
-2
1
1
Medicare/Hi Cap Consultation
2
1
1
2
n/a
Volunteers
43
67
-24
n/al
We
TOTAL SENIOR SERVICES
521
508
13
211
15
SENIOR CENTER TOTAL
1717
1714
31
1771
112
COMMUNITY SERVICES COMMISSION
MEETING DATE: JULY 14, 2003
ITEM TITLE:
ELECTION OF CHAIRPERSON
RECOMMENDATION:
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Elect one member to serve as Chairperson for the Community Services Commission.
FISCAL IMPLICATIONS:
WORK PLAN TASK ASSIGNMENT:
BACKGROUND AND OVERVIEW:
A Chairperson for the Commission is selected to preside over the meetings. An open
vote will be taken at the Commission meeting to select a Chairperson.
Voting Procedures:
All actions must be taken on a majority vote or by a majority of the quorum present.
On the passage of every motion, the vote shall be taken by voice or roll call as
appropriate. Staff will open and close nominations to the Commission for Chairperson.
The vote will be taken and the Chairperson will be elected.
Tie Votes:
In the case of a tie vote, an additional motion is made which obtains a majority vote
to break the tie. If a tie vote results at a time when less than all members are present,
the matter shall automatically be continued to the Agenda of the next regular meeting,
unless otherwise ordered by the body.
CSCRPT.194.Election of Chair.07.14.03.doc
• 0
FINDINGS AND ALTERNATIVES:
The alternatives available to the Commission are:
1. Elect one member to serve as Chairperson for the Community Services
Commission; or
2. Provide staff with alternate direction.
Respectfully submitted,
Dodie Horvitz, Commnunity Services Director
I..j
CSCRPT.19411ection of Chair.07.14.03.doc
COMMUNITY SERVICES COMMISSION
MEETING DATE:
ITEM TITLE:
JULY 14, 2003
ELECTION OF VICE CHAIRPERSON
RECOMMENDATION:
&T" W 117MY1111 i Role) 11119
BUSINESS SESSION:
CONSENT CALENDAR:
ki i41]'L.1 *1;11910
PUBLIC HEARING:
Elect one member to serve as Vice Chairperson for the Community Services Commission.
FISCAL IMPLICATIONS:
WORK PLAN TASK ASSIGNMENT:
BACKGROUND AND OVERVIEW:
The Vice Chair will preside over the meeting when the Chair is unavailable. An open
vote will be taken at the Commission meeting to select a Vice Chairperson.
Voting Procedures:
All actions must be taken on a majority vote or by a majority of the quorum present.
On the passage of every motion, the vote shall be taken by voice or roll call as
appropriate. The Chairperson will open and close nominations for Vice -Chairperson.
The vote will be taken and the Vice -Chairperson will be elected.
Tie Votes:
In the case of a tie vote, an additional motion is made which obtains a majority vote
to break the tie. If a tie vote results at a time when less than all members are present,
the matter shall be continued to the Agenda of the next regular meeting, unless
otherwise ordered by the body (page 19, Handbook for Commissioners).
CSCRPT.195.Election of Vice Chair.07.14.03.doc
FINDINGS AND ALTERNATIVES:
The alternatives available to the Commission are:
1. Elect one member to serve as Vice Chairperson for the Community Services
Commission; or
2. Provide staff with alternate direction.
Respectfully submitted,
Dodie Horvitz, Community Services Director
CSCRPT. 195. Election of Vice Chair.07.14.03.doc
E
City of 4a1j1w
COMMUNITY SERVICES COMMISSION
MEETING DATE:
ITEM TITLE:
Discussion of Facility Use Policies
RECOMMENDATION:
July 22, 2003
ITf42a1J:I01%tD_WI "
BUSINESS SESSION:
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Review the current Facility Use Policies and provide staff with direction on revision
of policies regarding the use of parks and recreation facilities.
FISCAL IMPLICATIONS:
None at this time.
CHARTER CITY IMPLICATIONS:
None.
BACKGROUND AND OVERVIEW:
At the May 1, 2001 City Council study session, the City Council discussed the
Facility Use Policies and the revision to the policies regarding the use of parks and
recreation facilities.
On July 3, 2001, the City Council approved the Facility Use Polices that authorized
changes and added three new classifications of facilities: mini -park, trailhead and
Civic Center Campus facilities. The minutes from the July 3, 2001 City Council
meeting regarding this issue are provided as Attachment 1 . On August 6, 2002,
the current Facility Use Policy (Policy) and Facility Use Application and Permit
(Application) were adopted by the City Council (Attachment 2).
Since the adoption the Policy and Application, several new facilities have been
added or are scheduled to open in the near future, and staff has received requests
for events that are not addressed by the Policy. In addition, the current Policy has
areas that could be better refined in order to provide clear direction regarding
requests from the public for the use of the facilities.
•
Current City park and recreation facilities include:
Adams Park
Bear Creek Trail
*Civic Center Campus
*Cove Oasis Trailhead
Desert Club Manor Park
Desert Pride Park
Eisenhower Park
*Fritz Burns Park
*La Quinta Park
*La Quinta Senior Center
Monticello Park
Season's Park
*Sports Complex
Velasco Park
YMCA Facility
*Facilities that will be addressed in the Policy. The remaining facilities are those
that can be used by the public without a reservation.
In order to address items specific to each facility that may be reserved by the
public, this report will list each facility and the items to be considered by the
Commission.
Although staff is seeking direction regarding several issues related to the use of
City facilities, an event which requires a Temporary Use Permit will need to comply
with those conditions in addition to the Facility Use Policies.
CIVIC CENTER CAMPUS
Concurrent Use of the Amphitheater/Gazebo and the Senior Center
Currently, the Policy requires those renting the Civic Center Campus (Campus)
amphitheater and/or gazebo rent the Senior Center for the same period of time for
use of the restrooms. Public restrooms have been included as part of the Library
design, which will serve the Civic Center Campus area. However, the Library
restrooms will provide one stall each. This is consistent with the public restroom at
Fritz Burns Park. Should a private party wish to rent the amphitheater and/or
gazebo, the public restroom at the Library would not adequately accommodate a
private party.
❑ Staff is seeking Council direction regarding researching the threshold at
which the number of people at a private party would trigger the use of the
Senior Center for restroom facilities.
•
Restricting Public Access
There has been a preliminary request by a non-profit organization to place a
temporary fence around the Civic Center Campus in order to charge admission to
an event they wish to host. It was envisioned that once the fence was in place,
the Civic Center Campus would not be accessible to the general public due to the
placement of equipment needed for the special event. This preliminary request
spans a five-day period.
The Civic Center Campus was funded by Redevelopment Agency funds, with bond
proceeds as well the Park Development Impact Fee. According to the City
Attorney, due to the bond proceeds used for this project, the project cannot be
closed to general public use more than approximately 20% of the time. In this
case, the Civic Center Campus could not be restricted to private use more than 72
days a year.
❑ Staff is seeking Commission direction regarding the use of the Civic Center
Campus by organizations in which the general public would be denied access
unless admission was charged.
The policy for the Civic Center Campus could prohibit the closure of the park to the
general public at any time, or could limit the closure for a limited time frame so as
to not violate the limitations in place by the use of bond proceeds. If the Civic
Center Campus were to be closed to public use, a 24-hour fee would need to be
established.
As reference, in the current Policy, when an individual rents the
amphitheater/gazebo at the Civic Center Campus, the Campus is open to the
general public. When the Community Services Department offers a program, the
facility is open to the general public as well.
Allowing Commercial Events And Fund Raisers
There has also been a preliminary request to use the Civic Center Campus for a
commercial venture and a request by a non-profit organization to use the Campus
for a fund-raiser by selling items. As with the rental of the Senior Center for a
commercial venture, the entity must have a business license and remit sales tax to
the City for the items sold. Temporary business licenses are required for any
vendor selling items in La Quinta. This is consistent with prior City procedures,
such as the 201h Anniversary Arts and Crafts show held at the Senior Center.
❑ Staff is seeking direction as to the use of the Civic Center Campus for use
by commercial vendors; and
❑ Use by non-profit organizations using the Campus for fund-raisers.
Parking Plan
The Civic Center Campus is designed to host special events with limited parking
spaces. However, the City owned parking lot is conveniently located near the Civic
Center Campus and shuttles have been used to transport people from the parking
lot to the Civic Center Campus.
With the numerous requests to use the Civic Center Campus by organizations, a
formal parking plan incorporated into the Facility Use Policies would allow the
organizations to plan for this component of their event.
❑ Staff is seeking direction as to prepare a formal parking plan to be
incorporated into the Civic Center Campus policies.
LA QUINTA SENIOR CENTER
Alcohol Policy
The current policy allows for rental groups to serve alcohol at functions. Security
guards must be hired by the renters to monitor the event serving alcohol.
According to the Building and Safety Department, groups that use the Senior
Center and serve alcohol require additional custodial service after the event. The
carpet in the multi -purpose room is often stained and the facility must be cleaned
by staff several times in order to remove the alcohol odor.
The security deposit for renting the Senior Center is currently $300. This fee
covers any damage that occurs to the facility during the rental period. The renting
party may pay to have the tables and chairs set up by staff for an additional $80
and to have the facility cleaned by staff for a flat rate of $125.
❑ Staff is seeking direction regarding requiring the renting party to contract
with a private cleaning company to clean after an event in which alcohol is
served. Proof of contract with a private cleaning company would be
necessary before final approval is granted for the rental.
❑ Staff is also seeking direction as to raising the set up fee to a flat fee of $90;
and
❑ The cleaning fee be raised to $150 for events not serving alcohol. These
two fees are options the renting party may choose in addition to renting the
facility. If neither of these options are chosen, the renting party may set-up
and tear down equipment and clean after their event.
Community Service Grant Program Requests
Through the Community Services Grant Program, the City Council has awarded
funds to non-profit organizations to use the Senior Center for functions, such as
weekly or monthly meetings or special events.
❑ Staff is seeking direction regarding adding a condition to the Community
Service Grant Program stating that organizations that receive funds from the
City for rental use of a City facility must work with City staff in providing
volunteers and assistance at one City function per year. Assistance could
constitute at minimum a 40% membership participation.
COVE OASIS TRAILHEAD
Vehicular Access
The Cove Oasis Trailhead (Trailhead) is now complete and open to public use. The
Cove Oasis Trailhead includes interpretative signs, a drinking fountain, picnic tables
and shade structures.
Access to the Trailhead is by hiking approximately 431 to 691 yards from access
points along Tecate. There is a service gate located on the corner of Tecate and
Madero and along Tecate, which is used by the Coachella Valley Water District
(CVWD) to access their water tanks located south of the Cove Oasis Trailhead.
Currently the service gates are locked to the general public.
Staff has received requests to use the Cove Oasis Trailhead for private weddings,
parties and stargazing events. Each of these events has requested the service
gates be open and the public be allowed to drive to the Trailhead.
The service road to the Cove Oasis Trailhead has not been stabilized with a sealant
for public road travel. Therefore, the City could be responsible for the PM-10
matter that is generated by public travel.
In addition to the PM-10 issue, there are no designate roadways or parking areas.
The service roads serve as the walking trails to the Trailhead. Should the public be
allowed to drive to the Trailhead, there would be a mixing of pedestrians and
vehicles on a foot path.
In the past, the Trailhead has been used by the Community Services Department in
conjunction with the La Quinta Historical Society in offering stargazing events. For
these events, the vehicles with the telescopes have been allowed to drive carefully
and slowly to the area in which the telescopes were set up. Once at the location,
the vehicles were parked in areas that were not disruptive to the Trailhead users.
City staff monitored the events. The events have been offered twice in a calendar
year.
❑ Staff is seeking direction regarding vehicular traffic to the Cove Oasis
Trailhead. Vehicular traffic could be limited to service delivery vehicles only,
and travel supervised by City staff. Vehicles could be required to be parked
before participants arrive and leave after pedestrians have left the area.
Port -a -Lets
In addition to the vehicles on the trail, should the facility be available to be rented
to the general public, port -a -lets would be required, as restroom facilities are not
available at this site.
The Cove Oasis Trailhead was designed as a gateway to the Santa Rosa and San
Jacinto National Monument thereby providing a transition from the City
environment to the natural areas south of the Trailhead. It is anticipated that the
Community Services Department will host events in conjunction with the Santa
Rosa and San Jacinto National Monument as well as other agencies.
❑ Staff is seeking direction regarding the requirement of portable restrooms as
a condition of renting the Cove Oasis Trailhead. Should the Commission
direct staff to explore this issue further, this will be presented along with the
restroom issue at the Civic Center Campus is regards to the number of
people using the facility and length of time of use.
Permitted Uses
❑ Staff is seeking direction as to the type of activities that would be permitted
at this facility. Activities could be limited to passive type activities such as
lectures, star- gazing and picnics. Active events would include weddings,
catered parties and musical events.
FRITZ BURNS PARK
Limiting Inflatable Amenity Vendors
In the Policy adopted on August 6, 2002, the City Council approved the use of
inflatable amenities at Fritz Burns Park as well as the La Quinta Park. Item 8 of the
Policy addresses liability and requires the vendor of the inflatable amenity to list the
City of La Quinta as additionally insured and to provide a Certificate of Insurance.
The established businesses in the Coachella Valley have adhered to this
requirement. However, there are several independent businesses that are difficult to
contact. Some inflatable amenity vendors bring their equipment from outside the
Coachella Valley.
According to some cities, in order to enforce the Certificate of Insurance, the cities
limit the use of inflatable amenities to companies that provide the city with the
necessary insurance coverage prior to rental. Attachment 3 provides an example of
the policy used by the City of Azusa for inflatable amenities.
The City of La Quinta could maintain a list of the businesses that have provided the
City with a Certificate of Insurance. The individual wishing to rent an inflatable
amenity could then contact a listed vendor for inflatable amenity rental. Once the
contract had been agreed upon, the individual could complete the Application for
consideration by the Community Services Department. By limiting the businesses
to those that provide the Certificate of Insurance, the City would be able to
regulate the use of inflatable amenities to those businesses that adhere to the
Certificate of Insurance Policy.
❑ Staff is seeking direction as to limiting the inflatable amenity rental
companies to those that provide the City with a Certificate of Insurance.
Currently, the rate to reserve a location in the park for an inflatable amenity is $50
for four hours. There is also a $50 refundable security deposit for the reserved
site. The deposit is returned if the park is left in a clean condition. Staff is not
recommending an increase in the rental rate or the security deposit.
Skate Park Rental
The La Quinta Skate Park opened on Saturday, June 21, 2003. Chapter 1 1.96.20
of the La Quinta Municipal Code, (the Chapter regarding the Skate Park 1 section
(P) states that organized events shall have prior written approval from the
Community Services Department. This is to discourage individuals that wish to use
the skate park for non -intended uses, such as pay -for -view skate demonstrations or
vendor fairs. Staff has received preliminary requests to use the skate park for
private parties.
The current policy for facility use allows for individuals to rent a portion of Fritz
Burns Park for the use of an inflatable amenity. This reservation is specifically for a
covered picnic table and a small portion of the park for the bounce house.
However, the playground and remaining park areas are open to the general public.
Due to the configuration of the skate park, if the skate park were reserved by an
individual, the general public would be unable to use the skate park during the
reserved times. The Community Services Department, in conjunction with local
skate shops and other businesses, is planning special events at the skate park, in
which the general public will be invited.
Staff is recommending the skate park not be rented for private parties.
LA QUINTA PARK AND SPORTS COMPLEX
O 0
The City provides the snack bar facility at the Sports Complex to the youth sports
groups at no charge. The City pays for the janitorial services associated with the
snack bar plus provides the trash bags for the trash cans on the fields. In addition
to the janitorial service, the City also owns and maintains the food service
equipment in the snack bar that includes the hot dog machine, ice machine,
popcorn machine, nacho machine and refrigerator/freezer. The youth groups are
responsible for all food products. The City also pays for the annual health permit
for the facility. It is estimated that approximately $2,500 is spent each year for
repairs and replacement of the food service equipment in the snack bar.
The youth sports groups use the snack bar to raise funds to support the youth
league. In addition to the snack bar facility, the City also pays for the sports field
lights, which averages $30,980 per year. This does not include replacement of
bulbs and ballasts on the light fixtures.
The City of La Quinta pays to maintain the sports complex, in the amount of
$95,227 per year through the contract with Lundeen Pacific.
Desert Sands Unified School District pays for the irrigation system and the water at
the Sports Complex.
In addition to providing the snack bar for the youth sports groups, the City also
provides an electric vehicle in which the youth groups can "drag" the fields and
move sporting equipment around the fields. The annual maintenance and repair
costs for the electric vehicle are approximately $900.
The City purchases the "brick dust" for the infields of the baseball fields each
spring and the public works crew is assigned to prepare the fields for use. This is
typically a four -day assignment for a two -man team. The cost of brick dust
averages $4,000 per season.
As a review, the costs associated with La Quinta Sports Complex are:
Janitorial Service
$ 3,000
Snack Bar Equipment Repair
$ 2,500
Electricity
$30,980
Landscaping
$95,227
Electric Vehicle
$ 900
Brick Dust
$ 4,000
Total
$136,650
It is anticipated that the costs associated with the La Quinta Park will be within the
same range as the costs associated with the Sports Complex, as the site is
approximately the same size and will be used by the same type groups for the
same purposes. There will be some cost savings at the La Quinta Park for the brick
dust, as there are only two baseball fields instead of six at the Sports Complex.
However, the City will be responsible for paying for water usage at the La Quinta
Park.
Snack Bar Operation
The Facility Use Application completed by the youth groups for the Sports Complex
as well as the upcoming use of the La Quinta Park fields includes the use of the
snack bar as requested by the youth groups. The current policy does not address
the operation of the snack bar. With the opening of the Sports Complex and its
facilities, it was intended by the City Council that the snack bar would be used to
raise funds for the youth organizations. In the recent past, it has come to the
City's attention that a youth organization had employed individuals operating as a
business to operate the snack bar during the season and paid $1,300 a week for
this service.
After review by the City Attorney, the youth group was notified that the use of the
snack bar by youth groups was to raise funds for the organization. In addition, the
youth group was informed that the business they hired was responsible for
obtaining a business license, providing worker's compensation for the employees of
the business as well as paying sales tax (Attachment 5.)
❑ Staff is seeking direction regarding operation of the snack bars by youth
groups.
La Quinta Park Snack Bar
When the La Quinta Sports Complex was built, the snack bar was completely
outfitted with the food service machines listed above. However, due to the limited
budget for the La Quinta Park, snack bar equipment was not installed. It is
estimated the snack bar equipment will cost $10,000. This includes the ice
machine (approx. $7,500), hot dog, nacho and popcorn machine (Apr. $2,500.)
❑ Staff is seeking direction regarding the outfitting of the snack bar with food
service equipment. Should the Commission elect to not outfit the snack bar,
the youth groups that use the facility could provide the equipment that they
will use during the season.
In the Capital Improvement Program for fiscal year 2003-04, the skate park at the
La Quinta Park is scheduled to be constructed. With the addition of this facility at
the park, there will be a need for either vending machines or the snack bar to be
open during high use of the skate park, as well as to serve the other park
amenities.
❑ Staff is seeking Commission direction regarding the operation of the La
Quinta Park snack bar by City staff once the skate park is open. Should the
Commission so desire the City to provide snack bar services to the general
public once the skate park is open, the youth groups would be unable to use
the snack bar as a fund-raising mechanism. It is estimated that the revenue
generated would offset the cost of the City operating the facility.
Electric Vehicle Use
The City of La Quinta provides an electric cart for the youth groups to use to move
equipment and drag fields. Staff is seeking direction as to providing an electric
vehicle for use by the youth groups at the La Quinta Park and Sports Complex. It
is estimated that the annual cost to provide an electric vehicle at the Sports
Complex is $900 per year. This includes maintenance, parts and tires.
Staff would recommend the youth groups provide their own vehicle, that the
vehicle be electric and not gasoline powered.
Utility Bills
Both the Sports Complex and La Quinta Park have switches that can be used by
the youth sports organizations to turn off portions of the field lights.
The cost of operating the ball field lights averages $7,763.33 per month. The City
pays this cost from the general fund.
❑ Staff is seeking direction on continuance of this practice or if the youth
sports organizations could contribute toward the cost of the operation of the
ball field lights.
Community Association Application
Currently, the City allows youth sports organizations to use the Sports Complex by
filing out an application and submitting a $350 deposit. This deposit is to cover
any damage done to the snack bar facility or fields. When a non-profit organization
requests funding through the Community Services Grant process, the organization
completes a packet of information, as provided in Attachment 4. Staff is
recommending the youth organizations complete a comparable packet of
information as a condition of the City granting facility use. The Community
Services Grant application provides financial information as well as Board of
Directors information. By completing this application, the City would have a record
of the fees that the youth group is receiving from the City through a "grant" of use
of facilities.
❑ Staff is seeking direction regarding the youth groups completing a
Community Association Application, and required to assist in one City event,
as outlined under the Community Services Grant Program Request section
earlier in this report.
Hourly Rates for Non -Profits and DSUSD
The Community Services Department has received preliminary inquires for use of
the La Quinta Park by the La Quinta High School athletic department. The current
policy allows for Desert Sands Unified School District use of the Sports Complex at
the same rate as La Quinta based non-profit organizations which is $5.00 per hour.
Desert Sands Unified School District charges the City $10-17 per hour to use their
facilities. The current policy states that Desert Sands Unified School District will
be charged $5.00 per hour for the use of the soccer fields and baseball fields at the
Sports Complex but does not address the use of the La Quinta Park or other
facilities.
In the future staff report regarding specifics for each facility, fees will be addressed
for each category. The use fees for City's facilities by non profit organizations and
Desert Sands Unified School District will be presented for Commission
consideration in the future report.
Annual Turf Maintenance Program
Currently, the City of La Quinta provides the landscape maintenance for the Sports
Complex while Desert Sands Unified School District pays for the irrigation system
and the water usage. At the La Quinta Park, the City will be responsible for
landscape maintenance, irrigation and water usage.
The City of La Quinta overseeds all public facilities each fall, in order to provide
green turf throughout the winter months. The Sports Complex has not been
overseeded due to the heavy usage by the youth soccer league. Each fall, the City
receives many calls from parents and residents voicing complaints that the turf is
"dead", and that the dry turf on the fields is affecting children.
Establishing an annual turf maintenance program for both the La Quinta Park and
Sports Complex would keep the turf in a playable condition and provide a
maintained appearance.
❑ Staff is seeking direction as to the establishment of a turf maintenance
program for both the Sport Complex and La Quinta Park. The turf
maintenance program would be above and beyond the regular maintenance
program.
Field Lighting Conditions
In addition to the direction from the City Council regarding facility use, the
Environmental Assessment completed for the La Quinta Park include five conditions
pertaining to the use of the field lights:
1. All field lighting fixtures shall be on individual on/off and City
operated timer controls;
2. Fields shall be lit only if in use. Lighting on fields, which are not in
use, shall remain off. The City will inform all persons and
organizations which reserve the fields that is measure is in place
and shall establish policies and penalties for persons or
organizations which violate this measure;
3. All sports field lighting shall be set on an automatic timer to turn
off at 10 p.m., if not manually turned off prior to that time;
4. No lighting shall be permitted for the northernmost three fields on
Saturday and Sundays; and
5. From August through February, when soccer games and practices
occur after dusk, all other soccer fields shall be utilized before the
northernmost three fields are lit. Only if the other nine fields are
occupied will the lighting be turned on at the northernmost three
fields.
Traffic Issues
Also contained in the Environmental Assessment, pertaining to the traffic issues at
the La Quinta Park, are the following conditions:
1. The Public Works Department shall monitor the traffic movements
associated with the first days of organized play for baseball and
soccer associations. Should a hazardous condition occur, the
Department shall establish procedures and standards for traffic
control at the site, and require the sports associations to provide
traffic control personnel a the beginning and end of practice and/or
game sessions, to ensure that safe ingress and egress occurs at
the park;
2. No sporting events shall occur after 5:00 p.m. on days when the
La Quinta High School has a scheduled home football game.
These conditions will be provided in the policies for the La Quinta Park.
COMMISSION RECOMMENDATIONS
Staff will provide a verbal report at the July 22 City Council meeting as to the
Commission's recommendations regarding the Facility Use Policies.
REVIEW
As a review, staff is seeking direction in the following areas:
CIVIC CENTER CAMPUS
Concurrent use of the amphitheater/gazebo and Senior Center
Restricting public access
Allowing commercial events
Allowing fund raisers
LA QUINTA SENIOR CENTER
Alcohol Policy (cleaning contract)
Raising set up fee
Raising cleaning fee
Community Service Grant Program Requests
COVE OASIS TRAILHEAD
Vehicular access
Port -a -lets
Types of permitted uses (passive vs. active)
FRITZ BURNS PARK
Limiting inflatable amenity vendors
Skate Park rental
LA QUINTA PARK AND SPORTS COMPLEX
Snack bar operation
La Quinta Park snack bar equipment
City operations of the La Quinta Park snack bar
Electric vehicle
Contribution toward light bill
Community Association Application
Annual Turf Maintenance Program
Res pectfull submitted,
I.
Dodie Horvi z, community Services Director
�.
Attachments: A. Minutes from the July 3, 2001 City Council Meeting
B. Facility Use Policies & Facility Use Application and Permit
C. City of Azusa's Inflatable Amenity Policy
D. Community Services Grant Application
E. Letter Regarding Snack Bar Operations
! is ATTACHMENT,
City Council Minutes 8 July 3, 2001
7. CONSIDERATION OF A CONTRACT CHANGE ORDER TO MODIFY THE
TRAFFIC CIRCLE AND SURROUNDING TRAFFIC CONTROL DEVICES AT
MONTEZUMA AND NAVARRO WITHIN ASSESSMENT DISTRICT 2000-01,
PROJECT 98-19 AREA A & B.
Mayor Pena abstained due to a potential conflict of interest and left the dais.
Public Works Director Vogt presented the staff report.
Council Member Henderson supported leaving the existing configuration with
raised pavement marker dots and revisiting this issue once the current street
improvements are completed.
Council Member Perkins questioned why the issue of getting an 18-wheeler
truck in and out of the Post Office didn't come up before and stated he
preferred eliminating the traffic circle.
Council Member Adolph supported installing roll-top curbing but felt it should
be delineated from the pavers with some type of height element.
In response to Council Member Adolph, Senior Engineer Freeland confirmed the
traffic circle will have directional signage.
Mayor Pro Tern Sniff stated he felt the most logical option is to complete the
project by reducing the size of the traffic circle and installing rolled -top curbing.
Council Member Henderson agreed the traffic circle needs modification but
wasn't supportive of extending the entire street improvement project for 41
days.
After a brief discussion, Council concurred to leave the traffic circle as -is and
to direct staff to bring it back for modification after Granite completes the
current street improvements.
MOTION - It was moved by Council Members Henderson/Perkins to direct staff
to bring back consideration of modifying the traffic circle at Calls Montezuma
and Avenida Navarro after completion of the Granite contract. Motion carried
with Mayor Pena ABSENT. MINUTE ORDER NO. 2001-99.
8. CONSIDERATION OF FACILITY USE POLICIES.
Community Services Director Horvitz presented the staff report.
10
• •
City Council Minutes 9 July 3, 2001
In response to Council Member Adolph, Ms. Horvitz confirmed the refundable
$50 Security/Clean Up Deposit for private parties using inflatable amenities is
expected to cover the cost of clean up.
Council Member Perkins and Mayor Pena commented on the need to simplify
the ordinance language regarding the use of "personal barbeques" so it is easily
understood when posted. They also noted the need to clarify how the policy
relates to "City sponsored" events, such as the City Anniversary picnic.
In response to Council Member Henderson, City Attorney Jenson advised the
ordinance can be brought back for clarification of language.
In response to Council Member Henderson, Ms. Horvitz advised personal
barbeques will be allowed under a temporary use permit.
In response to Council Member Perkins, City Manager Genovese confirmed the
ordinance language regarding "public authorities" will be revised.
Mayor Pena suggested permits for inflatables be provided onsite until people
become aware of the permit requirement.
Ms. Horvitz advised staff can inform the inflatable rental companies of the
permit requirement.
In response to Council Member Sniff, Ms. Horvitz stated the Municipal Code
does not allow someone to set up an inflatable and charge for use.
In response to Council Member Sniff, Ms. Jenson confirmed the legality of
having four classifications of fee charges.
Council Member Sniff asked what method would be used to inform the public
of the policies and Mr. Genovese stated "prohibition rules" will be posted at the
parks and notice will be provided in the Chamber Newsletter.
Council Member Perkins suggested staff look into the possibility of using the
Senior Center stage facility for drama lessons.
MOTION - It was moved by Council Members Sniff/Adolph to approve the
changes to the Facility Use Policies and include the classification of mini park,
Civic Center Campus, and Trailhead designation in the City's General Plan Parks
and Recreation Element, and direct staff to bring the ordinance back to Council
for language modifications. Motion carried unanimously. MINUTE ORDER NO.
2001-100.
E
• ATTACHMEN'
`y OF
Facility Use Policies
The Facility Use Policies have been developed to assure that Parks and
Recreation facilities are used in a responsible manner and that the public's
investment in these facilities is adequately safeguarded. All use and conduct
shall be in accordance with Chapters 11.08 and 11.44 of the La Quinta
Municipal Code.
1. APPLICATION FOR FACILITY USE
1. The Facility Use Application shall be made in writing on the form
provided by the City of La Quinta, at least fifteen (15) working
days prior to use.
2. Events in which fifty (50) people or more will be in attendance
must also apply for a Temporary Use permit through the
Community Development Department.
3. Applications will not be accepted more than six (6) months in
advance of use, except for contiguous multi -day rentals.
4. All Facility Use Applications are subject to approval by the
Community Services Director.
2. PRIVATE PARTIES
The following will apply for use of City facilities for private parties
with inflatable amenities:
Private parties are limited to a maximum of four hours in
duration.
2. Facilities available for private parties with inflatable amenities
are limited to Fritz Burns Park and the Community Park.
The following will apply to for use of City facilities for private
parties in outdoor settings:
1. Private parties are limited to a maximum of four hours in
duration, which includes set-up and tear down.
2. All walkways and areas not specifically designated by the City
of La Quinta as being included in the reserved areas will be open
Adopted August 6, 2002
and availai0to the general public. 0
3. Use of the Civic Center Amphitheater and/or Gazebo requires
rental of the La Quinta Senior Center for the same period.
3. PRIORITY OF USE
1. The City of La Quinta has first priority for all uses. La Quinta
residents have second priority. All others are to follow in the
priority of use.
2. City of La Quinta residents shall have priority of use in the event
two applications are submitted on the same day.
4. REASONS FOR DENYING APPLICATION
The Community Services Director may deny an application for the
following reasons:
1. Applicant's violation of the conditions of Facility Use permits
(current or prior permit).
2. Applicant's violation of the City's rules and regulations relating
to the use of facilities.
3. Failure to cooperate with City staff.
4. Previous incidents where Facility Use resulted in damage to City
property.
5. The use proposed is not consistent with the recreational, civic,
assembly or other purposes for which the particular facility has
been approved.
5. RENTAL RATE CLASSIFICATIONS
Rental rates of the City Parks and Recreation facilities are
classified as Class I -IV along with the Fee Schedule for each
classification.
6. SECURITY/CLEAN-UP DEPOSIT
The Security/Cleaning Deposit is due with the Facility Use
Application. The deposit will be refunded within five (5) working days
after the event, except under the following conditions:
Adopted August 6, 2002
1. Damage tcoe facility while premises are unceesponsibility of
user. Cost of repairs as determined by the Community Services
Director will be retained by the City and deducted from the
deposit. If cost of damages exceeds amount available from
deposit, user shall remit balance of cost to City upon receipt of
invoice.
2. If the facility is not left in a clean and orderly manner, the cost
to clean the facility appropriately will be deducted from the
Deposit.
3. Vehicles are not allowed to be driven on areas that are not
specifically designated for vehicular traffic.
S. LIABILITY
All persons receiving a Facility Use Permit must agree in writing to
hold the City of La Quinta harmless and indemnify City of La Quinta from
any and all liability for injury to persons or property occurring as the
result of the activity sponsored by the permittee, and said person shall be
liable to the City of La Quinta for any and all damages to parks,
equipment, and buildings owned or controlled by City which result from
the activity of the permittee or is caused by any participant in said
activity.
A person exercising any of the privileges authorized by this policy
does so at his/her own risk without liability on the part of the City of La
Quinta for any injury to persons or property resulting therefrom.
All activities involving an inflatable amenity must provide the City
of La Quinta with a Certificate of Insurance naming the City of La Quinta
as additionally insured. Policy limit is $1,000,0O0 minimum of combined
single limits.
1. PAYMENT OF FEES AND DEPOSITS
All fees and deposits are considered due at the time the application
is submitted.
10. USER CLEAN-UP RESPONSIBILITY
The rental user of the facility shall be responsible for the following
clean up upon completion of rental use:
1. Deposit all bottles, cans, cups, cigarettes and paper in proper
receptacles and deposit trash in nearby dumpster area.
2. Mop up any liquid spilled on floor.
Adopted August 6, 2002
• •
3. Leave kitchen or concession stand and all equipment in a clean,
sanitary condition.
4. Remove any decorations (deposit in proper trash receptacle or
remove from premises).
5. All groups are responsible for setting -up and taking -down chairs
and tables, and for clean up of facility and the immediate area.
6. Equipment from City facilities is not allowed to be taken
outdoors.
11. FOOD OR BEVERAGE
No food or beverage may be sold or served at any event unless
specified on the Facility Use permit.
Barbecuing is allowed in City provided barbecues only, except in
the case of a City sponsored event and approved by the City Council.
12. ENDING TIME OF ALL EVENTS
All events held in Parks and Recreation facilities must be
completed by 10:00 p.m. Ballfield lights are not available after 10:00
p.m.
13. CLEARANCES, LICENSES AND CERTIFICATES
Users may be required to secure any or all of the following
clearances, licenses and/or certificates before the Facility Use Permit
Application is approved.
1 . Dance permit or business license (granted by the City of La Quinta
Business License Division).
2. Police clearance (granted by the Riverside County Sheriff's
Department).
3. Special daily beer or liquor license (issued by the Alcoholic
Beverage Control Office in San Bernardino, California).
4. Certificate or proof of insurance naming the City of La Quinta as
additionally insured.
14. DECORATIONS
The following requirements shall be met:
Adopted August 6. 2002
• •
1. Decorations may not be fastened to light fixtures, tables, chairs,
stage or other City property.
2. Only masking tape may be used. No scotch tape, thumb tacks,
staples, etc. will be permitted.
3. No open flame, barbecues or other cooking devices will be
permitted in the facilities unless otherwise provided by the City.
15. PUBLICITY
Publicity for any event held at any Parks and Recreation facility
may not_be released until final approval of the Facility Use Application.
Signage will be in accordance with Chapter 9.60.170 of the La Quinta
Municipal Code.
16. SMOKING
Smoking is not permitted in any City building.
Adopted August 6, 2002
• CITY OF LA QUINTA •
PARKS AND FACILITIES
USE FEE SCHEDULE
The following fees and charges are assessed for reservation/use by groups or
individuals for the City's parks and facilities:
ITEM
CLASS I
CLASS II
CLASS III
CLASS IV
cgAClvichhC nter Campus
Ga a o�eater or
$50 per hour
$75 per hour
$100 per hour
$150 per hour
m hit ter or
e� So Reaping
$100
$200
$200
$200
Tennis Court
N/C
$ 5.00 hr
$ 5.00 hr
$ 10.00 hr
Fritz Burns or
Community Park for
Inflatable Amenities
$50.00 per 4
hours
$50.00 per 4
hours
$50.00 per 4
hours
$50.00 per 4
hours
Inflatable Amenity
Park Cleaning Deposit
$50.00
$50.00
$50.00
$50.00
Baseball Diamond
N/C
$ 5.00 hr
$ 10.00 hr
$ 20.00 hr
Soccer Field
N/C
$ 5.00 hr
$ 10.00 hr
$ 20.00 hr
Snack Bar
N/C
$ 10.00 hr
$ 15.00 hr
$ 20.00 hr
Snack Bar Deposit
$350.00
$350.00
$350.00
$350.00
Field Lights
N/C
$ 15.00 hr
$ 15.00 hr
$ 15.00 hr
Announcing system
$ 5.00 flat
$ 10.00 flat
$ 15.00 flat
$ 20.00 flat
Diamond Preparation
(1/2 hour minimum)
$ 24.00 hr
$ 24.00 hr
$ 24.00 hr
$ 24.00 hr
Bases
$10.00 per day
$10.00 per day
$20.00 per day
$40.00 per
day
Base Deposit
$150.00
$150.00
$150.00
$150.00
Restrooms(Key
Deposit)
$100.00 per
use
$100.00 peruse
$100.00 per
use
$100.00 per
use
Sports Field
Security/Clean-Up
Deposit
$ 50.00
$ 50.00
$ 50.00
$ 50.00
Charges NOT applicable to City sponsorea events.
CLASSIFICATION OF GROUPS
Class I: La Quinta youth (18 and under), 501(c)3 recreation organizations
Class Il: La Quinta non-profit organizations and community -based organizations, Desert
Sands Unified School District (DSUSD Sports Complex Use Only)
Class III: La Quinta residents
Class IV: Le Quinta business and profit organizations, Non city residents, organizations,
businesses.
Adopted August 6, 2002
® CITY OF LA QUINTA
COMMUNITY SERVICES DEPARTMENT
FACILITY USE APPLICATION AND PERMIT
Applicant must complete and sign Sections L - V/.
i. APPLICANT INFORMATION
A) Date of Application Submittal
B) Name of group or organization
C) Name of contact person_
E) Address of contact person
D) Phone #U
F) Ciry/Zip
FOR OFFICE USE ONLY
Date Bled
Rec'd by
Amt. Of Fee S
Deposit S
Cash O Check O
Receipt#
l
II. FACILITY REQUESTED
Please check ail areas requested. (e indicates need for staff which is an additional cost)
7 Sports Complex Field Number(s)_ *Snack Bar _ Restrooms _ "Lights_
'PA- +Bases 'Diamond Prep
,7 Fritz Burns Community Park Tennis Complex Court number(s) *Court Prep
7 Fritz Burns Park - Bounce House Permit
O La Quints Park -Bounce House Permit
CI Civic Center Campus Permit
A) Daie(s)__
C) Star, Time
III. DATES & TIMES REQUESTED
B) Day(s)
D) End Time
IV. ACTIVITY INFORMATION
i A) Open to the Public - Yes_ Na
C) Food & Beverage - Yes_ No_
E) Admission Charged - Yes_ No_
F) Alcoholic Beverages- Yes_ No_
G) F-sumated Attendance -
H) Describe Activity/program and any Special
B) Fund-raising Activity - Yes_ No
D) Amplified Sound - Yes_ No
F yes, amount charged for Aduhs S_ Children $
if yes, requires City Council approval and ABC permit
Adults_ Teens __ Children (under 13)_
The �nders:gned has received and understands the rules and regulations for the City of La Quota facility selected above, and agrees
to al'ide by s,.ch rules and regulations The undersigned agues to c:early and accurately convey the rules and regulations to all members
m thc:r part) The undersigned further certifies that the in brmauon provided above is true. The undersigned comprehends that this
App;¢ation wi:1 be considered approved only when the indicated fees have been paid, and the Parks and Recreation Manager, or his/her
designee, has signed the authorizing signature on this fore
APPLICANT
FOR COMMUNITY SL RVICES DEPARTMENT USE ONLY
Cass 1 11 111 IV (Please cycle one)
Approval needed from Planning_ Police_ Fire_ Finance_ d Coune_
Current C¢rnficale oflnsurame Yes_No_Gam Regd Date Rec'tl
Fees and Deposits toe, City ofLa Ouit to fee Schedule - oral hoarly or flat fee assessmeatl
Fanhty Assessment - court field orpark rental d_
Snack Be,
Fuld Lghts _
Announ, ung system
Dmmon.LFteld/Court Prep/Staff Time _
Restroovu
Bases
1n)Iamble Amenity Fee
Deposi:r Gecunry. Cleanup. Bases. Alcohol) _
I I Z 11 3 114 I } It -I
— J L— J L— J
Lj
Tr 15 I I 6 i Sneck Bar
1
iY L— J L— J cornpl m Complex
r— r— Parlung
I7114 I it
L— J L— J I �, I I 1 CitY of la 9.inta
Flits Bunn Comnauuty Park y� Sports Compfec
rcr Comply L Lf J L J J AilCnue 50 and Park Drity
onwe A50 aM n ja ,,A s
V. RULES AND REGULATIONS
1. Private events are limited to four hours in duration.
2. The City of La Quints. has priority use of facilities. La Quinta city residents have second priority. All
others follow in priority.
3. Deposits are due with the Application. Deposits will be refunded within five days of the end of the event,
providing the facility has not been damaged or left in poor condition.
4. Cleanup of facility includes removing all bottles, cans, cups and paper waste to trash receptacles; mopping
up spills; leaving equipment in clean condition; removing decorations; taking down chairs and tables; and
any other item which has been dirtied or soiled as a result of use.
5. Permits from the Police, Finance, ABC, or another agency may be required for the proposed activity.
6. Any advertising (content, wording, format, style, or design) of the proposed program or activity must be
reviewed by the City Clerks office prior to public notice.
7. Users are required to review and understand the complete rules and regulations packet, provided to each
confirmed use.
I have read, understand and agree to comply with the above.
SIGNATURE DATE
VI. LIABILITY STATEMENT
1, (print name) as permittee, and the user group
(name of user group) , agree to hold the City of La
Quinta harmless, and indemnify the City of La Quinta from any and all liability for injury to persons or property
occurring as a result of the activity sponsored by the permittee, and said person shall be liable to the City of La
Quinta for any and all damages to parks, equipment, and buildings owned or controlled by the City which result
from the activity of the permittee or is caused by.any participant in said activity. All persons exercising any of
the privileges authorized does so at his/her own risk without liability on the part of the City of La Quinta for the
injuries to persons or property resulting therefrom.
I have read, understand and agree to inform all users in my activity of the above liability conditions of use.
SIGNATURE DATE
FOR COMMUNITY SERVICES DEPARTMENT USE ONLY
Application approved
copy rent to
6 'AlyUata\TerrsTom s\faclhtyuse
i .fi'.`+ $ i
City Af Musa by _t
r _
Youith spor#s
MIGHTY MITE BASEBALL SUMMER LEAGUE
Open to children agc, 5-8, Fee S351H)
Repi,tration began June 2. 2(X)3, and i, taken dadv at
Memnnal Park. 'Monday -Thursday, 7 (X) a.m - 5:30 p.m.
Itaeuc play begin, Jet% 1, 2(N)3. F-ee includes major league
replica lcrscy, cap, and season ending banquet. The Mighty
Mae program continues as children progress into a coach -
pitch format. Practices are held in the late aftemoon and all
games "ill he played on Tuesday, Wednesday, and Thursday
e,enmgs at 5lXl p.m. at Memorial Park.
MIGHTY MITE SOCCER
Open to children agc, 5-9. Fee: S35 (X)
Registration begin, June 28, 2003, and is 'aken daily at
\1emonal Park, Monday -Thursday, 7:00 a.m - 5:30 p,m.
League play begin, week of August Iris 2003. Fee includes
MSL replica uniform. and season ending banquet. The
\1:ghty Vine sports Program is pleased to offer for the third
time. Mighty Mite Soccer. An eight team league will be held
at Memorial Park. The field, ball, and team size will be scaled
down in an effort to teach the fundamentals of soccer to the
children in a non-competitive atmosphere.
MIGHTY MITE FLAG FOOTBALL
Open to children ages 5-8, Fee: S35 (X)
Registration begins September 22, 2(N)3, and is taken daily
at Memorial Park, Monday -Thursday, 7:00 a in - 5:30 p.m.
League play begins October 18, 2003. Fee includes NFL
replica uniform and season ending banquet The mighty mite
youth sports program has expanded to include youth football.
An eight team league "ill he held at Slauson School. The
field, hall. and team sVe "ill he scaled down in an effort to
teach the fundamentals of football to the children in a non-
competitive atmo,rherc
SUMMER YOUTH BASKETBALL
Open to children age, 916, Fee: S35.0O
Registration begins April 29, 2003, and is taken daily
Memorial Park. Monday -Thursday- 7:(X) a.m - 5:30 p.m.
Proof of age i, required upon registration. League play
begins July 11, 2003. Fee include, rever,ible mesh silk
screened Jersey, coaching, officials, and post season awards
banquet. All pmcnves and games will be held on weekdays in
the afternoon or cvcnmg at Memorial Park Gym in the fol-
lo"ing age divisions
Division AA
players horn 1986-97-89
Division A
players bom in 1989-90
Division B
players horn in 1991-92
Division C
players born in 1993-94 and later
WINTER PONY BASEBALL
Open to all buys and girls ages 12-14, Fee' $40.00
Registration begin, Monday. July 14, 2003. Tryouts on
Saturday. September 13, 2003, at 9:(X) a.m. at Gladstone Park.
Register at Memorial Park Recreation Center, Monday
through Thursday, 70) a.m. to 5:30 p.m. To register, each
youth must present entire registration fee, proof of age (birth
certificate, baptismal, etc.) and must be accompanied by a par-
ent or guardian. Fee includes minor league replica uniform
jersey and cap. All games played at the newly refurbished
Gladstone Park. For more information call 812-5201.
VALLEY SOCCER LEAGUE (Under New Menagemerrt!)
Open to children age, 4-19. League begin, September '.
2(X)3, and ends December 21, 20(13 Call Fatima l lores at
(626) 444-4109 for more information
AZUSA YOUTH PROGRAM,- INC.
AYP is a volunteer group of individuals "hose goal is lu
assist the Azusa Recreation Division in pruvidmg qualm
activities and events to benefit the youth of A/usa AYP t, the
sole sponsor of the Azusa Pony Baseball Program, as "ell as
many other Recreation Division administered events AYP is
actively seeking members to help on the hoard and general
membership levels. AYP's general membership meetings are
held on the 2nd Wednesday of each month at 60) p.m at the
Memorial Park Recreation Center. Call 812-5201 for more
information.
AYP ANNUAL BBQ DINNER DANCE
Saturday. June 29, 2003, Tickets: S15.(X) per person
Held at Azusa Woman's Club, 1003 N. Azusa Ave., Dinner
5:00-7:30 p.m., Dance 9:00-11:30 p.m. The best steak dinner
and dance in town. Raffle pn/es and spans memorahilia auc-
tion. Tickets available at :Memorial Park Recreation Center,
and at Gladstone and Memorial Park snack bar,
PONY & COLT BASEBALL ALL-STAR TOURNAMENT
Colt Tournament 2nd week of July Memorial Park
$3.00/adults, $ L50/children
Pony Tournament 3rd week of July Gladstone Park
S3.00/adults, Si.50/children
Pony Tournament 1st week of August Gladstone Park
$3.00/adults, $1.50/children
RENT MEMORIAL PARK RECREATION ROOM
Activity rooms are available for rent at the Memorial
Park Recreation Center. Host a birthday party. family Fath-
ering, or group get-together. Room size vanes. Reasonable
rates. For more information, call (626) 812-5280.
FACILITY USE AND RESERVATION POLICY I
The City of A/usa's park and picnic facilities are avail-
able on a first come, first served basis. The only exception
is the Northeast portion of Pioneer Park. This section of
park can be reserved for groups of 50 or more.
Applications for reservation must be made 21 days in
advance. Applications can be obtained at the Azusa
Recreation and Family Services Department Office at the
Memorial Park Recreation Center, 320 N. Orange Place.
Monday -Thursday, 7:00 a.m.-5:30 p.m.
U you are planning a group function at any City park
and plan on renting an inflatable jumper/moon bounce for
your function, you must adhere to the following guidelines:
1. You first must submit an application for reservatinn for
the desired park. Your request must detai I the park request-
ed, date, time, type of function, type of inflatable jumper
being used, and company jumper that it is being rented
from.
2. A physical hard copy of an insurance policy, naming the
City of Azusa as additional insured, must accompany the
application for use of the park. The insurance rider must be
for a minimum of one million dollars. A list of companies
who meet this requirement can be obtained at the Azusa
Recreation and Family Servicese Department office_
-- A
• 4j ATTACHMEN'
CITY OF LA QUINTA
APPLICATION FOR
COMMUNITY SERVICES GRANT
FISCAL YEAR
Name of Organization:
Amount Requested:_
Contact Person:
Mailing Address:
City:
Phone No.:
501(c)3 Taxpayer I.D. Number:
Date Submitted:
State:
Zip Code:
Applications will receive consideration without discrimination because of race, color,
religion, sex, age, national origin or disability.
COMMUNITY SERVICES GRANT APPLICATION (Must be typed)
1. What is the overall purpose or goal of your organization?
2. How long has your organization been in existence? Years Months
3. Describe in general the activities or services of your organization:
4. How many people does your organization currently serve?
No. of Youth No. of Adults No. of Seniors
5. How many people do you intend to serve during this Fiscal Year?
No. of Youth No. of Adults No. of Seniors
6. How many people served this Fiscal Year will be La Quinta residents?
No. of Youth No. of Adults No. of Seniors_
7. How many paid employees/volunteers does your organization employ?
Full time employees Part time employees Volunteers_
8. Describe how your organization is managed and governed.
9. Please provide information on your Executive Board members or contact person:
Name Title Home Address Phone
10. What is your annual schedule of events, and during what months does your
organization operate?
11. Do you charge admission, membership fee, dues, etc.? Yes No
If yes, please describe:
12. What are your other sources of revenue for this funding year?
Source Amount
Total Needed $
Total Received $
Balance $
rI
13. Amount of money requested from the City of La Quinta? $
14. Has your organization been funded by the City of La Quinta previously?
Yes No
If yes, when
Amount received
15. Please provide the name and address of the bank in which the organization's
funds are kept:
16. Please provide the name and title of those individuals authorized to sign on the
organization's account (must provide at least two individuals):
Name: Title:
17. Please provide, as an attachment, copies of the last three months bank
statements as well as the last year's December bank statement of the
organization's checking and savings account.
18. Need Statement. Clearly and plainly state the specific, detailed reason or need
for the requested funds and how these funds will be used, if awarded.
19. Goal Statement. Indicate who will benefit from the use of these funds, and
how they will benefit.
20. Attach a copy of your Program Operating Budget for the current year.
21. Non-profit organizations must attach a copy of the organization's current IRS
Form 990.
• ATTACHMENT
Edie Brito
La Quinta Sports and Youth Association
49-040 Quimera Court
La Quinta, CA 92253
Re: Operation of Snack Bar
Dear Ms. Brito:
Enclosed is the information you requested at the meeting held on March 28, 2002,
regarding the Citys policy on the operation of a snack bar at the La Quinta Sports Complex.
At the time the City entered into the Community Use of Athletic Fields Agreement with
the League, it offered the snack bar at the Sports Complex as a means for the League to raise
funds to offset the cost of the program. It was the intention of the City that the League would
operate the snack bar with volunteers, thereby allowing all funds raised to be used by the League
to offset the cost of the youth sports program. This premise was the basis for the City agreeing
to allow the League to use the snack bar, the majority of the equipment in the snack bar, the
repair and replacement of the equipment and the janitorial service for the facility. Because the
snack bar is provided by the City and maintained by the City at no cost to the League, the City
has the responsibility to ensure that City policies are being followed in connection with its use.
The LQSYA has signed a Facility Use Permit application which states that the League
will abide by the rules and regulations established for the facility. Enclosed is a copy of the
Facility Use Permit, with sections highlighted setting for the required permits needed to operate
the facility. Enclosed is a copy of the Community Use of Athletic Fields Agreement which
states in paragraph 11 that the "League shall not allow other organizations or groups to use the
facility without the approval of the City."
As discussed at our March 28 meeting, the League can operate the snack bar with a
volunteer crew (volunteers), contract the operation of the snack bar to an organization
(independent contractor) or hire employees (employees) to operate the snack bar.
975/015610-0002
273401.01 a04/03/02
0 0
Edie Brito
June 2, 2003
Page 2
Should the League operate the snack bar with volunteers, the current agreement needs no
further City approval. Should the League decide to allow an independent contractor or League
employees to operate the snack bar, all of the following information is required:
1. Business License; and
2. Worker's Compensation Declaration Form; and
3. Copy of Worker's Compensation Certificate of Insurance.
It appears to the City that, pursuant to the Agreement for Services the League has with
Mrs. Valentino to operate the snack bar, Mrs. Valentino is acting as an Independent Contractor.
Nonetheless, we recommend that you seek legal counsel to advise you as to Ms. Valentino's
status.
Please submit the necessary paperwork for the operations of the snack bar by April 19,
2002, for review by the City.
Should you have any questions, please contact me at 777-7032.
Sincerely,
CITY OF LA QUINTA
Dodie Horvitz
Community Services Director
cc: Mayor Peaa and Member of the City Council
Thomas P. Genovese, City Manager
M. Katherine Jenson, City Attorney
VII. CW. & WRITTEN MATERIAL
SITE
Na'=m
LOCATION MAP
• •4
COUNCIL/RDA MEETING DATE: June 17, 2003
Adoption of a Resolution Approving the Agreement for
the Purchase and Sale of Real Property Between the
La Quinta Redevelopment Agency ("Agency) and
William D. Calkins and Lynn R. Kunkle, Co -
Conservators of the Estate of Charles Brian Murphy,
as to an Undivided 25% Interest; Lynn R. Kunkle, an
Unmarried Man, as to an Undivided 25% Interest; and
AM Partner -ship, a California General Partnership, as
to an Undivided 50% Interest ("Seller') for the
Property Located Along the East Line of Avenida
Montezuma, and Approving the Agency's Payment for
Certain Publicly Owned Land
RECOMMENDATION:
AGENDA CATF,GORY:
BUSINESS SESSION: _
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Adopt a Resolution of the City Council approving the Agreement for the Purchase and
Sale of Real Property and authorize the City Manager to execute all required
documents to close the transaction; and
adopt a Resolution of the City Council approving the Agency's payment for the
acquisition of the property.
FISCAL IMPLICATIONS:
The Agreement will result in the expenditure of approximately $310,000 in
redevelopment funds for the acquisition of the Property. The purchase price is
$290,000 and the remaining amount of $20,000 is estimated for escrow, title, staff,
consultants and other miscellaneous acquisition expenses. Acquisition costs will be
funded through the Project Area No. 1 Series 2002 Bond Issuance, which identifies
expenditure for open space in Project Area No. 1.
Due to funding through the Agency, the acquisition expenditure does not impact the City
budget. No specific allocation has been discussed or identified for future improvements
on the proposed passive -park site.
S:',CityMgr\STAFF REPORTS ONLY\CC1 7 Cmncil.doc
• •
BACKGROUND AND OVERVIEW:
The City is proposing to acquire a 19.17 acre site that consists of three parcels owned
by William D. Calkins and Lynn R. Kunkle, Co -Conservators of the Estate of Charles
Brian Murphy, as to an undivided 25% interest; Lynn R. Kunkle, an unmarried man, as
to an undivided 25% interest; and AM Partnership, a California General Partnership, as
to an undivided 50% interest, collectively "Seller." The acreage is currently
undeveloped and could provide open space for the City in the west side of the Cove.
In May 2002, the Agency Board reviewed a proposal to sell the 19.17 acres from the
Seller. The Seller originally acquired the acreage with the intent of developing large
custom estates. The Seller contemplated rezoning the property from the designated
park and recreation uses to accommodate the desired custom estate development.
However, prior to the Seller formally submitting a request for change in zoning, the
surrounding property owners submitted a petition opposing the proposed rezoning and
custom estate development. Subsequently, the Seller decided to table the matter.
Due to a change in the Sellers development plans, the Seller offered the Agency an
opportunity to acquire the site for $295,000. The Agency Board authorized Staff to
enter into negotiations with the Seller to acquire the parcels. A price of $290,000 was
negotiated between the Seller and the Agency. Unfortunately, the acquisition could not
close earlier due to a number of title problems that occurred with the ownership. The
primary title issue was due to the control over a portion of the fee ownership through a
conservatorship which resulted in the transaction requiring approval by the local court
system. This process is now complete, and the City and Sellers may move forward with
closing the transaction.
Acquisition of these parcels is consistent with the Agency Board direction and the City's
effort to increase passive -park and open space uses in the Cove. Acquisition by the
City for passive -park and open space uses would also serve to relieve some of the
Cove resident concerns rega.-ding development in the area. Park and open space
deficiencies were identified as one of the blighting conditions that were present in
Project Area No. 1. Acquisition of these parcels for passive -park and open space
assists in fulfilling the needs of Project Area No. 1 and consequently, funding from this
acquisition will be appropriated from the Project Area No. 1 Series 2002 Bond Issuance.
FINDINGS PND ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution of the City Council approving the Agreement for the Purchase
and Sale of Real Property and authorize the City Manager to execute all required
documents to close the transaction; and
adopt a Resolution of the City Council approving the Agency's payment for the
acquisition of the property; or
2. Do not adopt a Resolution of the City Council approving the Agreement; or
S:C tyMgr,STAFF REPORTS ONLY M 1 Ccuncil.doc
•
Provide staff with alternative direction.
Respectfully submitted,
Jerry He man
Cgmmunity Development Director
Approved for Submission by:
Thomas P. Genovese, City Manager
Attachments:
Purchase and Sale Agreement
3dGtyMgr'.STAFF REPORTS ONLY\CC11 Council.doc
n
VII. J§RR. & WRITTEN MATERL
CURRENT LIST OF MEMBERS OF ALL
COMMISSIONS, BOARDS, ETC.
CULTURAL ARTS COMMISSION
ELSE LOUDON
78-417 Magenta
La Quinta, CA 92253
(760) 345-4081 (Res)
ELAINE REYNOLDS
49-294 Avenida Vista Bonita
La.Quinta, Calif. 92253
(760) 564-1880 (Res)
SHELDON BRODSKY
47-940 Via Jardin
La Quinta, CA 92253
(760) 345-4081
Fax: 777-8039
email:shelito@dc.rr.com
LINDA YOUNG
77-374 Vista Flora
La Quinta, CA 92253
Mailing: 1063 N. Palm Canyon Dr.
Palm Springs, CA 92262
(760) 325-0936 (Bus)
NICOLAS P. HEMES
49-165 Washington St.
La Quinta, CA 92253
(760) 861-0826 (Res)
Mailing: Business: 78-365 Hwy 111, #158
La Quinta, CA 92253
(760) 861-0826 (Bus)
email: nicolasohemes aol
Updated: July 1, 2003
Appointed:
7-01-2001
Term;
2 Years
Reappointed,
6/17/03
Expires:
6-30-2005
Appointed:
7-01-98
Reappointed:
6/17/03
Term:
2 Years
Expires:
6-30-2005
Appointed:
6-18-02
Term:
2 Years
Expires:
6-30-2004
Appointed:
2-4-03
Term:
2 Years
Expires:
6-30-04
Appointed:
2-4-03
Term:
2 Years
Expires:
6-30-04
C
COMMUNITY SERVICES COMMISSION
DEBORAH BECHARD
51-855 Avenida Diaz
La Quinta, CA 92253
(760) 564-2339 (Res)
(760) 564-5555 (Bus)
MIKE DAVIS
54-290 Avenida Montezuma
La Quinta, Calif. 92253
564-1712 (Bus)
MICHAEL CROSS
57-615 Interlachen
La Quinta, CA 92253
564-4289 (Res Tel & Fax)
346-5694 ext. 272 (Bus)
email: mcross02120-aol.com
VICTORIA ST. JOHNS
54-320 Avenida Montezuma
La Quinta, California 92253
564-3411 (Res)
777-8226(Bus)
564-3362 (Fax)
GARY CALHOUN
48-517 Via Amistad
La Quinta, CA 92253
5644410 (Res)
346-2489 (Bus)
email: gcalhouneci.indian-wells ca us (Bus)
email: indianwellsOaol.com (Res)
Updated: July 1, 2003
Appointed:
7-01-99
Term:
2 Years
Expires
6/30/2005
Appointed:
7-01-98
Term:
2 Years
Expires:
6-30-2004
Appointed: 7-01-03
Term: 2 years
Expires: 6-30-2005
Appointed: 7-01-98
Term: 2 Years
Expires: 6-30-2004
Appointed:
7-01-02
Term:
2 Years
Expires:
6-30-2004
CITY OF LA QUINTA
ARCHITECTURAL & LANDSCAPING REVIEW COMMITTEE
BILL BOBBITT
78-785 West Harland
P.O. Box 1060
La Quinta, Calif. 92253
772-7522 (Res)
771-1234 (Bus)
DENNIS CUNNINGHAM
74-140 El Paseo, Ste. 4 - P.M. 520
Palm Desert, CA 92260
MAIL: 74-140 El Paseo, Ste. 4 - P.M. 520
Palm Desert, CA 92260
360-5194 (Res)
360-5194 (Bus)
DAVID C. THOMS
47-410 Via Cordova
La Quinta, CA 92253
564-5049 (Res)
564-7349 (Fax)
Updated: July 1, 2003
Appointed:
7-01-98
Term:
2 Years
Expires:
6-30-2004
Appointed:
7-01-98
Term:
2 Years
Expires:
6-30-2004
Appointed: 7-01-01
(Actual appt. 10/16/01)
(Reappointed: 6/17/03)
Term: 2 Years
Expires: 6-30-2005
HISTORIC PRESERVATION COMMISSION
ARCHIE SHARP (Non -Professional)
44030 Camino Azul
La Quinta, CA 92253
(760) 772-0053
MARIA L. PUENTE (Professional)
78-620 Forbes Circle
La Quinta, California
(760) 345-4411 (Home)
(760) 772-4150 (Work)
ROBERT S. WRIGHT (Professional)
44-330 Camino Lavanda
P.O. Box 1435
La Quinta, California 92253
(760) 564-0393 (Home)
(760) 564-0393 (Work)
(760) 771-1811 (FAX)
898-7593 (Pager)
LESLIE MOURIQUAND
P. O. Box 921
La Quinta, CA 92253
349-9421 (Home)
398-3102 (Work)
ALLAN WILBUR
5 Verde Way
Palm Desert, CA 92260
674-0984 (Res)
674-8042(Fax)
674-8042 (Bus)
email: allnwilb@aol.com
Updated: 6/28/02
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
6-15-2000
3 Years
6-30-2006
7-01-97
3 Years
6-30-2006
7-01-98
3 Years
6-30-2005
7-01-02
2 Years
6-30-2004
7-01-03
3 Years
6-30-2006
PLANNING COMMISSION
JACQUES ABELS
P.O. Box 1416
La Quinta, Cal, 92253
49-990 Avenida Montero
(760) 564-4368 (Res)
(760) 771-3433 (Bus)
(760) 771-3435 (Fax)
ROBERT TYLER
44-215 Villeta Drive
La Quinta, Cal. 92253
(760) 345-2116 (Res)
TOM KIRK
78-150 Calle Cadiz
La Quinta, Cal. 92253
(760) 564-1452 (Res)
(760) 564-4888 (Bus)
(760) 564-5288 (Fax)
PAUL QUILL
51-245 Avenida Rubio
La Quinta, CA 92252
564-2685 (Res)
772-5334 (Bus)
772-5372 (Fax)
email: Quillgaearthlink net
RICHARD "RICK" DANIELS
55-150 Shoal Creek
La Quinta, CA 92253
771-0434 (Res)
771-9124 (Fax)
408-4350 (Bus)
email: RDANIELSC@dc.rr.com (Res)
email: RA Daniels IncPaol com (Bus)
Appointed: 7-01-93
Term: 2 years
Expires: 6-30-2004
Appointed:
1-16-96
Term:
2 years
Expires:
6-30-2004
Appointed:
7-01-97
Term:
2 Years
Expires:
6-30-2004
Appointed:
7-01-03
Term:
2 Years
Expires:
6-30-2005
Appointed:
7-01-03
Term:
2 Years
Expires:
6-30-2005
Updated: July 1. 2003
0 INVESTMENT ADVISORY BOA
MILTON OLANDER
78-930 Casa Del Rio
La Quinta, Calif. 92253
Res. 771-3561
CYRILLE P. MAHFOUD (Chairman)
42885 Virginia Avenue
Palm Desert, Calif. 92211
Res. 360-9592
TOM LEWIS
47-235 Rose Sage Ct.
Palm Desert, CA 92260
Bus. EGJ, Inc.
43-585 Monterey Ave., Ste. 8
Palm Desert, CA 92260
email: erik@retirementcoach.net
Bus. 341-5242
Bus. 340-4572 (fax)
Res. 568-0625
DONALD J. MOULIN
78-863 Via Carmel
La Quinta, Calif. 92253
Res. 564-1081
CRISTINA DENIEL
79-860 Pecan Valley
La Quinta, CA 92253
771-0637 (Res)
776-1488 (Bus)
776-5778 (Fax)
email: cd1 md1(a (@earthlink.net (Res)
email: cristinaPsteinwhittinaton com (Bus)
Appointed:
Term:
Expires:
Appointed
Term:
Expires:
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
Appointed:
Term:
Expires:
8-03-99
3 Years
6-30-2004
7-01-98
3 Years
6-30-2004
7-01-97
3 Years
6-30-2006
7-01-98
3 Years
6-30-2004
7-01-03
3 Years
6-30-2006
Updated: July I, 2003