Loading...
2003 09 08 CSC• IV. CONSENT CALENDAI VoF TO: HONORABLE MAYOR AND MEMBERS OF THE CITY CORNCIL FROM: DODIE HORVITZ, COMMUNITY SERVICES DIRECT DATE: JULY 22, 2003 VP SUBJECT: TRANSMITTAL COMMUNITY SERVICES DEPARTMENT REPORT FOR THE MONTH OF JUNE 2003 UPCOMING EVENTS OF THE COMMUNITY SERVICES DEPARTMENT FOR THE MONTH OF AUGUST 2003: Aug 2 Angels Baseball Game Excursion Aug 2 Summer Golf Tour, Landmark Golf Club Aug 4 *Monthly Putting Contest Aug 4 *Rug Hooking Lessons Aug 4 *IID Energy Assistance Program Aug 4 *"Elder Law Issues" Seminar Aug 7 *Beginning & Advanced Ceramics Class Aug 7 *Tai Chi Lessons Aug 9 Summer Golf Tour, Trilogy Golf Course Aug 12 *Free HI -CAP Counseling Aug 14 *Ballroom Dance Lessons Aug 14 *Cooking Class Aug 14 Pageant of the Masters Excursion Aug 15 *Free Legal Counseling Aug 16 Summer Golf Tour, Marriott's Shadow Ridge Aug 19 *Free Hearing Consultations Aug 21 *Free Medical & Insurance Counseling Aug 21 *Boys & Girls Club "Back To School" Program/Luncheon Aug 22 Sea World San Diego Excursion Aug 23 Summer Golf Tour, Mountain View Course Aug 27 *HEAP Outreach Clinic Aug 28 Shop Fashion Island Newport Beach Excursion Aug 30 Summer Golf Tour, Marriott's Shadow Ridge *Daytime Senior Center class or activity Community Services Department Attendance Report for the Month of June 2003 Summary Sheet /rogram 2003 2002 Variance Sessions Per Month 2003 2002 _eisure Classes 115 87 28 31 20 i ecial Events 384 314 70 15 13 adult Sports 423 416 7 20 24 ienior Center 1070 858 212 123 85 rotas 1992 1675 317 189 142 >enior Services ienior Center 467 416 51 191 19 rota) 467 416 51 191 19 Sports Complex Use _QSYA baseball 1,600 1,200 400 13 12 rota) 1,600 1,200 400 13 12 Total Programs 1 4,0591 3,2911 768 221 173 dnlunfner Mnum Senior Center 1 346 _ 503 -157 Total Volunteer Hours 346 503 -157 Lgnnfhly Revenue Senior Center $ 4,479.50 $ 3,079.50 $ 1,400.00 Community Services 1 $ 16,755.00 1 $ 8,678.00 1 $ 8,077.00 Total Revenue $ 21 234.50 $ 11,757.60 $ 9,477.00 Revenue Year to Date Senior Center I $ 93,637.50 1 $ 81,319.50 1 $ 12,318.00 Community Services $ 85,671.00 $ 73,815.00 $ 11,856.00 Total Revenue to Date 1 $ 179 308.50 1 $155,134.60 1 $ 24,174.00 Community Services Program Report for June 2003 2003 2002 2003 2002 Participants Participants Variance Meetings I Meetings Leisure Classes Hatha Yoga 11 16 -5 4 4 Mastering Microsoft Excel 8 0 8 3 0 Mastering Microsoft Word 6 0 6 2 0 ma ed Journals 1 0 1 4 0 4dobe Photoshop Elements 5 0 5 2 0 Tee Kwon Do 16 0 16 4 0 Line Dance Lessons 16 0 16 2 0 Bell dance Lessons Tu. 17 0 17 3 0 Bell dance Lessons Th. 8 0 8 2 0 Italian for Travelers 4 6 -2 2 2 Ballroom Dance Lessons 11 9 2 3 2 Totals 115 31 84 31 8 2003 2002 2003 2002 Participants Participants Variance Meetings I Meetings Special Events Tiny Tot Luau 45 0 45 1 0 Summer Day Camp 153 180 -27 11 10 Westin Mission Hills Golf 70 50 20 1 1 Mountain Vista Resort Golf 62 48 14 1 1 Desert Willow Resort Golf 54 36 18 1 1 Totals 1 3841 3141 70 15 13 2003 2002 2003 2002 Participants I Participants 1 Variance I Meetings I Meetings Adult Sports Open Gym Basketball 263 276 -13 17 20 Adult Soccer League 160 140 20 21 4 Totals 423 416 7 20 24 Recreation Totals 1 9221 7611 1611 661 45 Page 2 Ah Senior Center Attendance Ah artic !on artic pat!on an a Meetings Meetings Senior Activities ACBL Bride 146 142 4 4 4 Bridge, Duplicate/Social 397 304 93 18 14 Ice Cream Social 15 23 -8 3 3 Monthly Birthday Party 32 24 8 1 1 Monthly Luncheon 74 55 191 1 1 Movie Time 51 48 31 8 8 Putting Contest 12 8 4 2 1 Seminars 5 13 -8 1 1 Senior Activity Total 732 617 115 38 33 Senior Leisure Classes Arts and Crafts 26 24 2 4 4 Ballroom Dance 10 28 -18 4 3 Ceramics 14 13 11 4 4 Computer 60 39 211 17 5 Dog Training Class 6 9 -31 4 3 Exercise 47 40 7 13 12 Golden Tones 66 0 661 4 0 Knitting 9 0 9 1 0 Quilting 32 27 51 4 4 Rug Hooking Sketching/Drawing 1 7 6 0 -51 71 1 41 3 0 Tai Chi 11 5 61 41 3 Tap Dance 10 0 101 81 0 Watercolor 11 0 ill 41 0 Woodcarving 19 13 61 4 4 Writing for Life 1 0 1 3 0 Yoga Senior Leisure Classes Total 8 338 37 241 -29 97 2 85 7 52 TOTAL SENIOR PROGRAMS 1070 858 212 123 65 Senior Services AARP "55" Course Bono's Mobile Office 34 6 36 0 -2 6 2 1 2 0 FIND Food Distribution I.I.D. Energy Assistance I.I.D. Ene gy Assistance/No fee Legal Consultation Medicare/Hi Cap Consultation Volunteers 295 88 8 5 3 28 310 27 5 1 2 35 -15 61 3 4 -7 4 81 2 1 1 n/a 4 8 3 1 1 1 n/a TOTAL SENIOR SERVICES 1 467 416 51 19 19 SENIOR CENTER TOTAL 1 1537 1274 263 142 1o4 I COMMUNITY SERVICES COMMISSION MEETING DATE: ITEM TITLE: September 8, 2003 La Quinta Park Dedication RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: As deemed appropriate by the Community Services Commission. FISCAL IMPLICATIONS: Contained in the Community Services Department budget for Fiscal Year 2003-04 is $5,000 for the La Quinta Park dedication. These funds will be spent on the items necessary to make the event a successful one, such as food, prizes, entertainment, advertising and other elements. WORK PLAN TASK ASSIGNMENT: Park Development. BACKGROUND AND OVERVIEW: The City Council accepted the La Quinta Park at the August 5, 2003 City Council meeting. The park dedication has been scheduled for Saturday, September 13, 2003 from 5:30-7:30 p.m. with a Hawaiian theme. The La Quinta Rotary Club will be serving hot dogs and staff will provide drinks and cake. S:\Community Services\Community Services Commission\CSCRPT.197.La Quinta Park Dedication.09.08.03.doc The Commissioners are requested to act as ambassadors at this event as well as serve cake and assist with the games. Marni Francisco -Cady will have individual duties for each Commissioner that is available to assist with this event. FINDINGS AND ALTERNATIVES: The alternatives available to the Community Services Commission include: 1. Assist staff with various tasks at the La Quinta Park dedication on September 13, 2003; or 2. Do not assist staff with various tasks at the La Quinta Park dedication on September 13, 2003; or 3. Provide staff with alternative direction. Respectfully su mitted, Dome Horvitz, Gor munity Services Director 2 COMMUNITY SERVICES COMMISSION MEETING DATE: ITEM TITLE: September 8, 2003 California Parks and Recreation Society Annual Conference RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: As deemed appropriate by the Community Services Commission. FISCAL IMPLICATIONS: The Community Services Department budget contains funds for one Commissioner to attend the annual California Parks and Recreation Society. WORK PLAN TASK: Advisory to the City Council. BACKGROUND: The California Parks and Recreation Society holds an annual conference in which professionals discuss current trends and situations involving the parks/recreation and community services professions. The next conference will be held in Anaheim on March 10-13, 2004 (Attachment A). The City Council approved overnight travel for one Community Services Commissioner to attend this conference. Staff will make the travel arrangements once a Commissioner is selected. S:\COMMLJNITY SERVICES\COMMUNITY SERVICES COMMISSION\CSCRPT.198.CPRS CONFERENCE ATTEN DEE.09.08.03. DOC ALTERNATIVES: The alternatives available to the Commission include: Select one Commissioner to attend the California Parks and Recreation Society's Annual Conference in Anaheim on March 10-13, 2004; or 2. Do not select one Commissioner to attend the California Parks and Recreation Society's Annual Conference in Anaheim on March 10-13, 2004; or 3. i Provide jitaff with alternate direction. Dixie Horvitz, Co �munity Services Director Attachment A` CPRS Conference Information S:\COMMLT ITY SERVICES\COMMUNITY SERVICES COMMISSION\CSCRPT.198.('PRS CONFERENCE, ATTF,NDEE.09.08.03.DOC ATTACHMENI 93% of the 2003 conference delegates stated they would implement new ideas learned at educational sessions! 2003 conference delegates rated the networking opportunities at the San Jose Conference a 4.22 on a 5 point scale! Networking occurs in educational sessions, at conference socials, special events and the exhibit hall. Three out of four delegates at the 2003 conference stated they would implement a new idea learned while visiting the exhibit hall! Register Now to save up to $50 7 U -:1 Uagllallw • March 10-13, 2004 Money Anaheim, California Take advantage of the lowest registration fee offered to delegates - the Early Bird Fee o. $239 * Pre -registration $269 On -Site registration $289 HURRY! EARLY BIRD PRICES EXPIRE SEPTEMBER 19, 2003 2004 CONFERENCE EARLY BIRD REGISTRATION FORM Name Inquired for early bird rate) Member It (if appuoble) Address City/State/Zip Agency Please Check All Applicable Boxes Membership Category OCPRS ❑NRPA' p CAPRCEIM ❑ Nonmember • NOTE: Nigrtatbees rrtst aad a c pir oto&uNdrtetts adtvtaaifialim Nonmember $419 Mail this form to: Registrar - $299 1s "Early Bird" member rate. Other registration discounts do not apply with this Early California Patio & Reoreabon So Bird special, including the 61h Free Promotion. Registration with full payment must he 7971 Freeport Blvd, Sacramento, CA 958 postmarked by September 19, 2003. No purchase orders accepted. Quesfio0s_ Gall P California Park & Recreation Society, 9161,665-2777. T" r ' Fax 916/665-9149 a conference@cprs Day Phone PAYMENT INFORMATIO $_ ___ Total amount of ch enclosed Make check payable to CPSRPTC Charge E to ❑ VISA :3 MasterCard 7 American Express Bankcaro a Category Early Bird Rate U Member $239' Date Cardholder Name/Signature COMMUNITY SERVICES COMMISSION MEETING DATE ITEM TITLE: September 8, 2003 I Joint Meeting with the Cultural Arts Commission ET" 11►117SVErY eDit" BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: RECOMMENDATION: As deemed appropriate by the Community Services Commission. FISCAL IMPLICATIONS: None for this action. WORK PLAN TASK ASSIGNMENT: None. BACKGROUND AND OVERVIEW: The Cultural Arts Commission has requested a joint meeting with the Community Services Commission to discuss the annual tree lighting ceremony held the first Friday of December. The Cultural Arts Commission would like to provide entertainment at the event and felt that a joint meeting would be helpful in planning the event. The available dates for a joint meeting are: Monday, October 6 Monday, October 20 Monday, October 27 S:\Community Services\Community Services Commission\CSCRPT.199.Joint Meeting with CAC.09.08.03.doc a Or the Community Services Commission could recommend the joint meeting be held on Monday, October 13, which is the regularly scheduled Community Services Commission meeting. Should the Commission wish to host a joint meeting at this time, the meeting would be noticed as such. FINDINGS AND ALTERNATIVES: The alternatives available to the Community Services Commission include: Select a date for a joint meeting with the Cultural Arts Commission to discuss the annual tree lighting ceremony; or 2. Do not select a date for a joint meeting with the Cultural Arts Commission to discuss the annual tree lighting ceremony; or 3. Provide staff with alternative direction. Director E • VIIWRR. & WRITTEN MATERI A / • I COMMUNITY SERVICES COMMISSION MEETING DATE ITEM TITLE: September 8, 2003 Update Regarding Purchase of Open Space Property BACKGROUND AND OVERVIEW: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: The City Council approved the purchase of 19 acres of land zoned as Open Space as part of the General Plan at the June 19, 2003 City Council meeting, as provided in Attachment A. Due to numerous owners, the title clearance is resulting in a lengthy escrow. Once the property title is cleared and the City takes ownership of the property, the Commission can host a public meeting seeking the community's desires for that property. submitted, ity Services Director Attachment A: Staff Report Regarding Kunkle Property l 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 Partnership, 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. 0 ATTACHMENT A AGENDA CATEGORY: 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\CC11 Council.doc • 0 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 SeAer's 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 regarding 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 AND 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:\CityMgr\STAFF REPORTS ONLY\CC11 Council.doc 3. Provide staff with alternative direction. Community Development Director Approved for Submission by: Thomas P. Genovese, City Manager Attachments: Purchase and Sale Agreement SnCityMgrISTAFF REPORTS ONLY\CC11 Council.doc a k 0 eLLE N064LES 0 Ya a • VII.#RR. & WRITTEN MATERI COMMUNITY SERVICES COMMISSION MEETING DATE: ITEM TITLE: September 8, 2003 Facility Use Policies BACKGROUND AND OVERVIEW: iM= AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: The City Council approved the Facility Use Policies at the August 5, 2003 City Council meeting. The City Council considered the Commission's recommendations and incorporated those recommendations into the new policies. Attachment A is a modified version of the Facility Use Policies with the Commission's recommendations and the final policy. Resp?ctfully minunity Services Director Attachment A: Facility Use Policy Staff Report with Recommendations • • ATTACHMENT ��T E •l 4 4S CF` OF TO: MAYOR AND MEMBERS OF THE CITY COUNCIL CC: THOMAS P. GENOVESE, CITY MANAGER FROM: DODIE HORVITZ, COMMUNITY SERVICES DIRECTOR DATE: JULY 15, 2003 SUBJECT: COMMUNITY SERVICES COMMISSION'S RECOMMENDATIONS AS REFERENCED IN THE JULY 22, 2003 CITY COUNCIL STUDY SESSION ITEM #1, FACILITY USE POLICIES As indicated in the staff report, Study Session Item #1 for the July 22, 2003 City Council meeting, the Community Services Commission was scheduled to review the Facility Use Policies and provide their recommendations for City Council consideration. The Community Services Commission reviewed the proposed Facility Use Polices at the July 14, 2003 meeting and has provided recommendations regarding the proposed policies which are outlined below. 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 to rent the Senior Center for the same period of time for access to public restrooms. Public restrooms have been included as part of the Library design, which will serve the Campus area, but will provide only one stall each. While this is consistent with the public restroom at Fritz Burns Park, should a large private party wish to rent the amphitheater and/or gazebo, the public restroom at the Library may not provide adequate accommodations. Commission recommendation: Events that lest thirty (30) minutes or less and have thirty (30) people or less will not require the use of the Senior Center. CITY COUNCIL DECISION: A FEE WAS ESTABLISHED FOR THE USE OF THE RESTROOMS ONLY. 0 • 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 as the Park Development Impact Fee. According to the City Attorney, due to bond proceeds being used for this project, the Campus cannot be closed to general public use for more than approximately 20% of the time. In this case, the Civic Center Campus could not be restricted to private use for more than 72 days a year. Commission recommendation: Events should leave one-third of the Civic Center Campus open to the general public and the number of days the campus is closed to the general public should be limited to thirty (30) in a calendar year. CITY COUNCIL DECISION: THE CIVIC CENTER CAMPUS WILL BE LIMITED TO A TOTAL OF 15 DAYS A CALENDAR YEAR AND FOUR CONSECUTIVE DAYS PER GROUP FOR TOTAL CLOSURE TO THE PUBLIC. 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 fundraiser at which items would be sold. 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 201" Anniversary Arts and Crafts show held at the Senior Center. Commission recommendation: Events should be regulated through the Temporary Use Permit process, which shall be re-evaluated in the future. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. Parking Plan The Civic Center Campus is designed to host special events with limited parking. However, the City owned parking lot is conveniently located near the Campus and E shuttles have been used to transport people from the parking lot to the Campus. With the numerous requests by organizations to use the Civic Center Campus, a formal parking plan incorporated into the Facility Use Policies would allow organizations to plan for this component of their event. Commission recommendation: A formal parking plan should be developed and required for events that will require additional parking. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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. Commission recommendation: The City should maintain a list of approved cleaning companies and a bond should be issued for the cleaning of the Center after an event in which alcohol is served. CITY COUNCIL DECISION: ALL GROUPS SERVING ALCOHOL MUST PAY TO HAVE THE CITY'S CLEANING CREW CLEAN THE FACILITY. Commission recommendation: Raise the set up fee to $90 and the cleaning fee to $150. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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 3 and shade structures. Access to the Trailhead is gained 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 any PM-10 that is generated by public travel. In addition to the PM-10 issue, there are no designated 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 footpath. 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. Commission recommendation: Limiting vehicular access to one vehicle per event, and vehicle must be parked prior to commencement of the event and should not leave until the event has ended. The vehicle should be limited to one axle and under a one -ton capacity. CITY COUNCIL DECISION: STAFF IS TO DESIGN A PARKING AREA NEAR THE COVE OASIS TRAILHEAD FOR PARTIES RENTING THE COVE OASIS TRAILHEAD. Port -a -Lets In addition to the vehicles on the trail, should the facility be made available for rental 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. Commission recommendation: Port -a -lets should be required for all events. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. Permitted Uses Commission recommendation: Events should be monitored through the Temporary Use Permit process with the condition that amplified sound is not permitted at any event. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION WITH AMPLIFIED SOUND ALLOWED. 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. Commission recommendation: Inflatable amenity rental companies should be limited to those that provide the City with the Certificate of Insurance. 5 • CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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) 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. Commission recommendation: The skate park should not be rented for private parties. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. LA QUINTA PARK AND SPORTS COMPLEX 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 h 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 7 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.) Commission recommendation: The snack bars should be run by the league and volunteers. Hiring of individuals or businesses to operate the snack bar should not be permitted. City Council decision: Commission recommendation. 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.) Commission recommendation: Leagues should provide their own equipment. CITY COUNCIL DECISION: LEAGUES SHOULD PAY AN ANNUAL FEE FOR REPAIR AND REPLACEMENT OF EQUIPMENT. 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. Commission recommendation: Vending machines should be installed at the park. CITY COUNCIL DECISION: VENDING MACHINES SHOULD BE INSTALLED, AND THE ISSUE OF THE 0 CITY OPERATING THE SNACK BAR ONCE THE SKATE PARK IS OPEN WILL BE DISCUSSED THEN. 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. Commission recommendation: Leagues to provide an electric vehicle for their use. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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. Commission recommendation: The sports leagues should be educated as to the cost of operating the facilities and asked to conserve electricity. Copies of the light bills should be sent to the league president. in addition, the league president should be educated as to how to turn the lights off manually when the field lights are not needed. If City staff is made aware of the field lights being on white the fields are not used, after two warnings, a $60 fine will be issued. The Commission is recommending the deposit be increased from $350 to $500 and the fines taken from the deposit. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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. Commission recommendation: Community Association Application should be completed by each sports group usmg the City facilities. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. 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. Commission recommendation: An annual turf maintenance program should be established. CITY COUNCIL DECISION: COMMISSION RECOMMENDATION. Field Lighting Conditions In addition to the direction from the City Council regarding facility use, the Environmental Assessment completed for the La Quinta Park includes 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 10 use shall remain off. The City will inform all persons and organizations which reserve the fields that this 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 are the following conditions, pertaining to the traffic issues at the La Quinta Park: 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 at 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. T i a • Ta *0 4 INTENT TO SPEAK FORM 'OULD LIKE TO SPEIAK ON THE FOLLOWING AGENDA ITEM: BLIC COMMENT: RE: ENDA ITEM NO.: RE: BLIC HEARING NO.: I AM IN SUPPORT OF THIS ITEM I AM IN OPPOSITION TO THIS ITEM ;ITTEN COMMENTS: a RE: ,EASE LIMIT YOUR COMMENTS TO THREE (3) MINUTES WHEN SPEAKFNGII 1TE: kME: (Pie#" PAnh )DRESS: :TURN THIS FORM TO THE RECORDING SECRETARY BEFORE THE MEETING BEGINS iE CHAIRMAN WILL CALL YOUR NAME AT THE APPROPRIATE TIME. THANK YOUI FORM.018 T L w i 1 tN OF I INTENT TO SPEAK FORM IOULD LIKE TO SPEAK ON THE FOLLOWING AGENDA ITEM: BLIC COMMENT: RE: iENDA ITEM NO.: BLIC HEARING NO.: I AM IN SUPPORT OF THIS ITEM I AM IN OPPOSITION TO THIS ITEM UTTEN COMMENTS: (Optional) �� z_ �. / —, �" .,• _ � ��w�- � _. <c � � _Al' �' �i _�:f nvd � �l ice. �-��/> EASE LIMIT YOUR COMMENTS TO THREE (3) MINUTES WHEN SPEAKINGII JE: IME: (Please Print) )DRESS: :TURN THIS FORM TO THE RECORDING SECRETARY BEFORE THE MEETING BEGINS IE CHAIRMAN! WILL CALL YOUR NAME AT THE APPROPRIATE TIME. THANK YOUI FORM.018 !� �YVd /"�t.t,;1-� i, v`•Y� c _ !� �Yrr r'b�.t,�,u.�j � 1'»�F,.cu:1 .., �AT4 'v �' �1.4 �,r t.%.ws..�i •- .'��y" ..Y�-. S I �',{� i 1y-�/`,.� �`i_�C.1c.-C+! j �r J � F ,ice t!..,� WX•';!-C.;�i "c l � � I.����Y�.�.i f 1 �(; } � y�Z�f i� IA �- �1_�-'}�.���� �"i_.U�+Y'r i ..ri*sLc�;E-..•�7 (.(;�i'yLi�,..ti.�.,��d�d,���_, 1 ((