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2004 11 09 CSC Minutes . . ~ of ~atilJaJ COMMUNITY SERVICES COMMISSION MINUTES November 9.2004 I. CALL TO ORDER A regular meeting of the Community Services Commission was called to order at 7:00 p.m. in the Study Session Room of the La Guinta Civic Center. Commissioner St. Johns presided over the meeting. Commissioner Vaughn led the Pledge of Allegiance. MEMBERS PRESENT: Commissioner Victoria St. Johns Commissioner Bob Leidner Commissioner Hackney Commissioner Tom Vaughn Commissioner Jack Fleck STAFF PRESENT: Dodie Horvitz, Community Services Director Therese Vella-Fino rio, Secretary II. PUBLIC COMMENT -None III. CONFIRMATION OF AGENDA IV. CONSENT CALENDAR A. Approval of October 11, 2004 Minutes B. Monthly Department Report for September 2004 It was moved by Commissioners Hackney/Leidner to approve Monthly Department Report. Unanimous. V. PUBLIC HEARING - NONE VI. BUSINESS ITEMS A. Review of Programs - Director Horvitz stated the Commission's task is to review level of service the department provides (a copy of the Fall Brochure . . Community Services Commission Minutes 2004 was included in the packet.) She said we are open to suggestions for new programs. Commissioner Hackney asked about the timing for providing new programs to go into the next brochure. Director Horvitz replied if it is an excursion, staff can quickly get the program put together. If it is for a class, the process is longer as we would need to find an instructor (through the college, high school, arts and crafts stores such as Michael's). If the Commissioners had something they would like to recommend for the next brochure, it will be going to the printer in the middle of December. Director Horvitz was confident we would have enough time to get new classes lined up. She indicated that if the class doesn't make the brochure, we also publish class information in the local newspaper and mail flyers to interested parties; however the brochure is the department's biggest marketing tool. We also have an interest list at the Senior Center for potential classes we would like to introduce. In the manner, we are able to determine if we have enough interest to move forward with a new the class. Director Horvitz stated we have plans for an excursion to the Museum of Tolerance in Los Angeles for Spring Brochure 2005. Commissioner Leider commented how each time the brochure is published; he is impressed with the diversity of the programs the department provides. Commissioner Leidner asked if the programs and excursions are open only to La Guinta residents. Director Horvitz replied we do not have resident limitations with any of our programs and we advertise our programs to the entire Coachella Valley area through press releases. In the past, Commissioner St. Johns had been on the Algodones excursion and said it was a sell-out. Commissioner Hackney suggested excursions to the Hollywood Bowl and the Getty Museum. Director Horvitz stated we have had excursions to the Getty Museum, but the La Guinta Arts Foundation now offers those trips. She commented we hadn't tried the Hollywood Bowl, but could definitely look into it. She said was also had baseball and basketball game excursions, but haven't done football games. A staff member must attend every excursion we provide, and we have a limited staff to accomplish this. Commissioner Leidner asked if we are required to purchase tickets in advance. Director Horvitz replied we do have to pre-purchase tickets for excursions, and therefore need to be confident that the tickets will sell. One time we had tickets for the Angel baseball games, which we sold at our counter at reduced prices. Commissioner Vaughn suggested having local excursions such as to the McCallum Theater. Director Horvitz replied the McCallum Theater has had a performing art program for high school students . . Community Services Commission Minutes through the Desert Unified School District which the City sponsored. Commissioner Hackney asked if we have had excursions to the Mission Inn in Riverside. Director Horvitz replied the problem is we have to contract with a transportation company and it is more cost effective to do long trips instead of close-by excursions. Commissioner Hackney stated the programs the Community Services department puts together are wonderful, and as a three year resident he feels good as to how it works and participates in some classes at the Senior Center. Director Horvitz said we although we have a small staff, they are very dedicated to offering services. Commissioner St. Johns said the soccer field at La Guinta Park was filled on Saturday. Commissioner St. Johns asked if there is a shopping trip planned to South Coast Plaza for the spring. Director Horvitz said yes that is always a very popular excursion. Director Horvitz answered Commissioner Vaughn's question on local excursions saying in the past we had shopping trips to Cabazon. They were very popular however as transportation became easier we don't offer it any longer. Commissioner Fleck commented on the very popular VFW high school ROTC and Voice of Democracy student programs. His thoughts were to have the City sponsor essay contests fort holidays such as Memorial Day and Fourth of July. Winners would be presented their prizes at the celebration and have the essays published in The Desert Sun newspaper. He believes students would respond as they like to be challenged. Commission Fleck indicated he felt we have some very motivated teachers and counselors. Director Horvitz said Rotary and Lions clubs presently have essay programs. Commissioner Fleck stated over $750,000 in scholarships were granted to high school students last May. Director Horvitz said one of the City's philosophies is if there is a need presently being met we do not want to compete with it but rather to find a niche that is not being filled. Commissioner Vaughn suggested having the essay contest at 4th of July celebration. Commissioner St. Johns suggested it be held with the City's annual birthday celebration to which Commissioner Hackney agreed. Director Horvitz said because of the many events going on in the Valley for the 4th of July we don't do an event at that time, but perhaps we could do for the Veteran's event on November 11th. Commissioner St. Johns attended the La Guinta tailgate party put on by staff. She felt it was very well received. Commissioner Leidner asked how . . Community Services Commission Minutes the department tracks people coming back to take our classes being offered. Director Horvitz said we have a lot of people who are repeats as well as new customers. Commissioner Hackney asked to focus on the programs at the Senior Center. His intention was to talk to Marilyn Smith to understand how the Senior Center works on a day in and day out basis. She was going to meet with him, but she called to say she couldn't meet and he had to talk to the Director. Director Horvitz said Marilyn Smith is out from the office and will return in several more weeks. She said she could invite Robert Ambriz, Jr., who is filing in at the Senior Center, to attend the December commission meeting so all the Commissioners would get an understanding of the Senior Center. Commissioner Hackney said he would prefer to meet with Robert Ambriz informally. Commissioner St. Johns said that since we have two new commissioners, she also felt it would be worthwhile for Robert Ambriz to attend the next commission meeting. Commissioner Leidner said he would also like to see work in progress as well and have the Commissioners attend who would like to do so. Commissioner Hackney said he would be happy to but still wanted to meet with Ms. Smith and directed staff to "make it happen". Director Horvitz stated we are very short staffed at the present and would like to wait until first of year because Robert is presently carrying out both positions. She asked if commissioners would like to have Senior Center information at the December meeting in order to have all the Commissioners informed and not have only one Commissioner with the information. Director Horvitz felt it would be beneficial to the entire Commission to know what is going on. Commissioner St. Johns asked if anyone else has any requests for programs. Commissioners Leidner/Vaughn motioned this should be an ongoing process to bring new programs to the table as they come up. Unanimous Commissioner Fleck commented on the community calendar in The Desert Sun newspaper which daily publishes information on local events and programs. He finds it to be a good source for information. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. New Commissioner Appointment . . Community Services Commission Minutes Commissioner St. Johns introduced and welcomed Commissioner Fleck. She said we are very grateful he has joined the Commission; he has a very impressive resume and she asked how he decided to join. Commissioner Hackney said he suggested Commissioner Fleck apply because he was someone who in his judgment would like to support the community. At the City Council meeting on Tuesday evening when Commissioner Fleck accepted the appointment, he told the council members it was important for him to give back to the community. He is interested in community service and particularly in kids. Director Horvitz spoke about the Youth Workshop report the Commissioners asked for at the last meeting. Commissioner St. Johns asked if there were any questions. Commissioner Hackney asked what could be distilled out of the report to make the program more responsive, how do we do things better in this regards? We have a great Youth Workshop program and how do we do it just a little bit better next time? Commissioner St. Johns said it was the kids who suggested having an annual City birthday party, which was a great idea. Director Horvitz recommended speaking with ASB advisor Mr. Armenta who is new to the ASB and he seemed to have been overwhelmed with the tasks he had at the beginning of the school year and it wasn't a good time to approach him with this because he had the homecoming and was trying to establish himself. Director Horvitz recommended staff meet with him to explain the history and goal of the program, perhaps not have the meeting at 7:00 a.m. or at lunch time, because that seems to be a rushed period of time as well. Perhaps we can find another time in which the students can get a little bit of a head start thinking what the city could do for them as far as a City wide program. What happened in this program last meeting was the students were thinking what the City could do to help them at their school. We need to expand their thought process as to what the City can do for them as residents of the City not as students at La Guinta High School. Working with the ASB advisor and getting him more familiar with what our goal is would be the first step before we involve the students in it. Commissioner Leidner asked if it would be appropriate to invite the students to this forum. We would at least invite the students and the ASB advisor and ask them to participate and tell us what they would like to see. Those who would show up would obviously come because they would want to participate. Director Horvitz asked if the Commissioners would like to see . . Community Services Commission Minutes this as a one time event or would you want us to promote the Community Service Commission meetings for them so they know this forum is available to them? Commissioner Leidner suggested a one time event to see what kind of participation especially when we are inviting the ASB. Commissioner Vaughn agreed and said we'll see what response we get. Commissioner Fleck said it would be good if they had an advisor to back them. Director Horvitz stated in the past that was what we did and that was how the whole thing got started the students would come to a formal commission meeting. So if we would like to go back to that format and see if we can regenerate some interest. Commissioner St. Johns said one of the issues always with students, depending upon the age was the 11 th and 12th graders can drive but sometimes the younger students can't. Depending upon how the Commission feels about it, she could transport the students. Director Horvitz said the Commission also has the availability of using a facility and we have had meetings at parks before. We could go where they are instead of asking them to come to us. If we wanted to host a meeting at La Guinta Park we could do that, or two meetings one at La Guinta Park and one at Fritz Burns Park so those that had transportation issues from the Cove, we could meet there. There are many opportunities for the Commission to expand out of this room. Commissioner Leidner said the novelty of hosting a meeting at the Council Chambers might attract students who otherwise may not participate. Commissioner St. Johns liked the idea of one time and see what happens. Commissioner Hackney asked if there was any desires on staff's part to have a Commissioner participate in the next step to meet with the advisor or leave that to staff. Director Horvitz said she believed staff could handle that. If the Commission would like to appoint someone to attend the ASB meeting we can do that, if that is the desire of the Commission. Commissioner Hackney asked when the next meeting is. Director Horvitz stated that no meeting has been established as of this date. In the past when we first started at the high school they were the third Thursday of every month on a regular meeting date and the students knew those date. But we now have a new advisor and we haven't been able to make that commitment with him yet. Discussion on the school schedule and holidays, Commissioner Leidner asked if the second Monday of the month would be good. Commissioner St. Johns said our next meeting is on December 13th, and the students are in school that week and it is their last week before break, with the semester over January 28th. Commissioner Hackney suggested inviting them to the . . Community Services Commission Minutes meeting on January 10th, which would be far enough in advance for everyone. Commissioner St. Johns said the students would be back in school by then. Director Horvitz said what we will do is we will target all the special groups at the school, some advisors are good at giving extra credit if the students attend these meetings, so we will target all the groups as well as the general population. Commissioner Vaughn suggested sending out a formal invitation on City letterhead which the Commissioners could sign. Director Horvitz stated the Commission can write the letter or staff can write the letter for the Commission, and it would have the chairperson's signature and we would send it out. That is what we do for the Annual Picnic. We provide the letter and then Commissioner St. Johns signs 7,000 letters. Director Horvitz asked if the Commissioners would like staff to draft the letters for the chairperson's signature. The Commissioners agreed. Commissioner Hackney said to define the concept of what the students in the workshop would like to see the City doing, the basic interaction of students with City government, and overlay with the implication of the programs, and how do we make this interaction improve the students involvement. Director Horvitz commented that at one time we had a "report card" where we listed all the things the students asked us to do, and we graded ourselves as to how we were able to accomplish those tasks. Commissioner St. Johns said that we did pretty well overall, the Annual Birthday party, sex education, all the things they asked for. Director Horvitz stated in the past the students brought up very good ideas such as how to do a street name petition, the planning department and public work also worked with them, they had concerns about street signs in the Cove, so we addressed those issues; they had a concern for the lack of affordable restaurants in the community and we were able to let them know what things were planned for the community. Director Horvitz said they have very specific things they would like to see in their community. She will also invite the Planning Department to attend with all their approved projects which the students haven't seen developed yet so they will know what we have coming into the City. Commissioner St. Johns said it was actually the students who went to the City regarding the two signals in the Cove because of students who were hit after they got off the bus. Commissioner Vaughn said one of our goals is to improve the involvement of young people in government. We could establish a "report card" and then perhaps establish another meeting date in May . . Community Services Commission Minutes where we invite the students to come back to check the "report card" and see how well we did so that we have some continuing involvement instead of just dropping it at that time. Director Horvitz recapped that on January 10th, the Community Services Commission will host a Youth Workshop. Director Horvitz was asked to provide an organizational chart with a breakdown of what each department does - that would be a very good tool for a lot of people who come to City Hall. VIII. COMMISSIONER ITEMS A. Reports from Commissioners Regarding Meetings Attended: Commissioner Leidner was out of the country so he didn't attend any events. He stated he received a newsletter from CPRS addressed to commissioners and board members and wanted to know if anyone is familiar with the organization and if it is worthwhile investigating it. Director Horvitz replied that is one of the organizations the City belongs to and it is an organization of commissioners and board members that reports on items that would be interest to them. Commissioner Leidner asked if the City could order publications. Staff stated if you let us know which publications you would like we can get them ordered. Commissioner St. Johns also stated that a magazine is also sent out. There is also a conference in March as well. Commissioner St. Johns said the information in the newsletter, publications and magazine are invaluable. Director Horvitz informed the new commissioners that it takes a few months for the membership to change from one to another, but as a commissioner you are enrolled in CPRS. Commissioner St. Johns attended the Riverside County Drug and Alcohol meeting, and AB1796 she had previously brought up at the Commission meeting has now passed into law enabling individuals who have alcohol and drug offenses to receive food stamps which could go to recovery programs, and they receive the food stamps as do other individuals who have broken the law and are now excluded from the program. Commissioner Vaughn was gone on vacation during the first part of October but got back in time to attend the Skate Park Coalition meeting. He found it very educational, and there approximately 20 to 25 people in attendance. It enlightened him as to how popular skateboarding is, and there was a great deal of discussion regarding the liability associated with that activity for the various cities and municipalities; discussion regarding design; and problems . . Community Services Commission Minutes arising when building a skate park and bicyclers want to use it. There was discussion on how the cities are handling that conflict and the liability part of it. One of the ways they have found to reduce liability is to post signs what the rules are, and to make the signs as few and concise as possible. He said the City is doing the community a favor by being proactive with the skate park system because if we don't the alternative for the children to skate would be for them to skate wherever they find the space to do so. Director Horvitz commented that the Joint Powers Sharing Authority representative also attended the skate park meeting and there was talk about the BMX and his take on it is BMX'rs are getting with the program as to what the skateboards did in order to get legislation passed. Staff has been telling their Senators and Assembly people to let them know, and now there is a statewide interest in getting the legislation passed to allow them to use the facility. Commissioner St. Johns said she understands by the City have signs posted it reduces their liability and puts the responsibility back on the people using it. Director Horvitz added that the kids who use the park are repeat users, which is a good thing to know as they are going to a place which is safe for them to skate and they have developed friendships with other kids as well. Commissioner Hackney apologized that he showed up for the Skate Park meeting at the wrong time and had double booked something so he couldn't attend. Director Fleck said he does a lot of interaction with the VFW Post 855 and they meet at the Senior Center on the first Wednesday of the month. They are sponsoring a pancake breakfast on November 20 for the ROTC scholarship fund. They provide scholarships for the outstanding male and female graduating cadets. It also supports the California Cadet Corps Summer Camp, which focuses on the east Valley - Indio/Coachella area. In the last two years, they have sponsored ten students each year. Commissioner St. Johns said she has seen the students after they've attended the camp, and the kids just love it. Commissioner Fleck said in late March they have a second fund raiser "Spaghetti Bust Out" which again goes to help the scholarship fund for the cadets and camp fund. The Junior ROTC and California Cadet Corps have a major impact on the students' lives, and he enjoys his work with these organizations. Many of the students go on to join the military which enables them to attain college educations. . . Community Services Commission Minutes Commissioner Hackney said his report pertains to Director Horvitz and the Senior Center because he uses the facility with some regularity. There was an issue that was developing around the different bridge groups. He had an opportunity to discuss it with Director Horvitz and it appears she already had it resolved. Director Horvitz stated we have a duplicate bridge program at the Senior Center. She said there are three ways to use a public facility: 1) a City sponsored event such as our special events that we put on; 2) a facility rental where people come in and pay an established fee and use the facility for their function; 3) contract class instructors in which the instructors enter into a contract with us and they agree to certain conditions, and the City takes a certain percentage of the program which offsets the operations of the Senior Center, advertisement of the programs and various costs associated with that. The duplicate bridge program was using the Senior Center without fitting into one of those three categories - they were not a City sponsored event, they were not paying the established rental fees, and they were not under contract. Basically, they were coming in and using the facility, giving us what they wanted to give us and then walking out. We had no coverage with them as we had no contract with them. We needed to get them under contract and we when we suggested that, it upset the apple cart as they didn't want to be under contract. The concern continues as they are extremely upset that they must follow the process that has been established. Commissioner Hackney had heard that we were chasing duplicate bridge out and we were imposing fees upon them. Director Horvitz stated that we are trying to get them in line with the City policy and although we are working with them, it hasn't stopped because they are not content. We are delicately working with their organization. The City's philosophy is that we would like them to continue to use the Senior Center, however, if we cannot meet their needs, and they need to go to a different facility, we understand, but we have to follow our process and have somE! kind of contract with them. We are inviting 50 to 100 people a day into our Senior Center with no waivers or contracts, which puts the City at great risk. Commissioner Leidner asked if we are close to a resolution on this issue. Director Horvitz said we are still working on it. Commissioner Hackney said this was different information from what he had received through his telephone conversation with Director Horvitz. He said they had clearly differentiated between the established duplicate bridge games that had been . . Community Services Commission Minutes going on in the Senior Center for eons, and what Director Horvitz now described as a group that was renting space in issue from the bridge people. Director Horvitz clarified that was the party bridge. He said the rumors and emotions that were worked about wasn't about somebody getting a contract rather it was about the fact that the people who were acting as directors for the duplicate bridge on Thursday and Friday were going to be charged an entry fee if they played. He said that normally the director of duplicate bridge does a lot of work to get things ready so people can play, and frequently will act as a partner for someone who walks in the door without a partner to play. To them it sounded like a dispute over $3. to $6. a day for directors. Director Horvitz stated that never was an issue; that was the rumor. Commissioner Hackney said that was the kind of thing we needed to get our arms around, because probably anywhere from 50 to 100 people use the facility for duplicate bridge on a weekly basis, and most of them are senior citizens, and if they've gotten the wrong ideas, we need to get them the right ideas. Director Horvitz said that was the issue with the contract, they felt that there was some talk that the coordinators would have to pay the $3 to play bridge, but that never was the issue. That issue has gone by the wayside. However we had a group of people who were occasionally dropping which for lack of a better term it was party bridge. They weren't really serious bridge players they didn't have a set time, it wasn't advertised in the brochure, and they'd just pop in, use the center and go away. We had to get them under an umbrella to use the facility, and that created difficulty as well. Commissioner Hackney asked if they are now under the umbrella, to which Director Horvitz replied we are working on it. Director Horvitz said it is difficult because there is a perception that public facilities should be free for everyone to use, but unfortunately we have policies for established fees, we offer free events, but we do need people to sign the waivers to cover us. We want to offer our facilities to everyone, but we have to follow the procedures. Commissioner Hackney said he will be attending the next bridge class on Wednesday, and will receive any new feedback. He said the message he will give is that it isn't about the $3 for the director to play, but it is about . . Community Services Commission Minutes putting the program under a contractual umbrella which protects the City from liability, and the people who play duplicate bridge are paying $3 to play. Director Horvitz stated that is the correct message, we need everyone to adhere to the same rules. B. Upcoming Events Veteran's Day Tribute Ceremony - November 11th 1 :00 p.m. to 3:00 p.m. at the Civic Center campus. Approximately 30 Veterans names will be added to the wall. We have invited past honorees to attend the function as well Annual Tree Lighting Ceremony - December 3'" 6:00 p.m. - Commissioners are welcome to attend. Commissioner St. Johns said it would be helpful if some of the Commissioners attend because there is a very long line of children to see Santa Claus. Kristin Riesgo has instituted a new event, the Candy Cane hunt. That will be something new that we are doing. Commissioner St. Johns commented that choirs from elementary schools also come to sing. Director Horvitz said we will have an arts and crafts table set up for the children to make ornaments that they will hang on our holiday tree. Santa Paws Pet Portraits - December 4th 10:00 a.m. which will be held at the Civic Center campus. (We had twenty five people attend the Dog-O- Ween contest which was quite successful.) Breakfast with Santa - December 11 th 9:00 a.m. to 11 :00 a.m. - that is always a very special event. We provide pancakes and orange juice, Santa Claus gives out gifts to the children. Motion made by Commissioner Leidner/St. Johns for Commissioners to attend as many of these events as they can. Unanimous. Commissioner St. Johns commented that it seemed June Greek, City Clerk, would not be making it in to this meeting. Director Horvitz stated Commissioner Fleck could come in to the City to be sworn in. He asked Director Horvitz to phone him with the arrangements. IX. ADJOURNMENT It was moved by Commissioners Leidner/St. Johns to adjourn the Community Services Commission meeting at 8:10 PM. Unanimous. . Community Services Commission Minutes . NEXT MEETING INFORMATION Monday, December 13, 2004 @7:00 PM La Guinta Civic Center - Study Session Room Submitted by: " " ..~(: J, . l'/'L,": .' . ~ . , '.-"L- . /' ., . Therese Vella-Finorio, Community Services Secretary