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2005 04 11 CSC Minutes cem, 0{ ./p fJ.tdA COMMUNITY SERVICES COMMISSION MINUTES April 11. 2005 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 Quinta Civic Center. Commissioner St. Johns presided over the meeting. Commissioner Hackney led the Pledge of Allegiance. MEMBERS PRESENT: Commissioner Jack Fleck Commissioner Ed Hackney Commissioner Victoria St. Johns Commissioner Mark Weber MEMBERS EXCUSED: Commissioner Bob Leidner ST AFF PRESENT: Dodie Horvitz, Community Services Director Christy Kerry, Community Services Secretary II. PUBLIC COMMENT -None III. CONFIRMATION OF AGENDA IV. CONSENT CALENDAR A. Approval March 14, 2005 Minutes B. Monthly Department Report for February 2005 It was moved by Commissioners Hackney/Weber to approve the Consent Calendar. Unanimous. V. PUBLIC HEARING - NONE VI. BUSINESS ITEMS I '. Community Services Commission Minutes A. Annual Work Plan - Director Horvitz directed attention to the layout of the 2005-2006 Work Plan. The Commission was informed that the City Council wanted to see more clearly defined goals as well as tasks that can be accomplished. Staff included in the Work Plan suggested goals and accomplishments for the Commission to consider. Commissioner St. Johns stated that she was very pleased with the goals and calendar as laid out by staff. Director Horvitz highlighted the task list as presented on page seventeen of the Commission Packet. Under Community Services/Recreation, staff stated the goal is for the Commission to host meetings to identify any gaps and/or overlaps of service. The Community Provider Meetings can be with any number of groups such as the Boys & Girls Club, CVRPD and the La Quinta Arts Foundation. Commissioner Hackney asked staff if it would be possible to have this meeting before August. Staff said it would be very difficult to organize this meeting in such a short period of time due to busy schedules this time of year. Commissioner Weber asked staff if all groups should meet together in the same room to which staff replied that would be very advantageous so each knows what the other organizations are doing. Commissioner Hackney said these meetings will be conducive to an open government and a strong liaison relationship. Additionally, Commissioner Hackney suggested to the Commission that perhaps they should reciprocate and attend meetings held by the guests. Commissioner Weber felt that if the Commission were invited to attend meetings, they should go. Staff stated that in the past, Commissioners attended outside meetings and that it certainly falls within the Work Plan. Additionally, each Commissioner was asked to recommend two new programs for inclusion in each of the three upcoming Community Services brochures. Staff stated the Parks and Recreation Master Plan will come before the Commission by fall of this year. Under the Liaison To Community, staff requested that the Commission select Community Services Commission Minutes different service providers to attend the Commission meetings. Commissioner Weber felt that in addition to the service providers listed on page seventeen of the Commission packet, the Chamber of Commerce should be listed as well. For the Safety portion of the Work Plan, the Commissioners were asked to select a park they would like to take "ownership" of. Commissioners are requested to do spot checks at the park. Director Horvitz stated that she felt that this task as well as the others will be able to be measured for next year. Commissioner Hackney wanted to know who was going to select each of the parks. After discussion between the Commissioners, the parks were assigned. Commissioner St. Johns stated she lives near the top of the cove and would like to volunteer for the Oasis Covehead Trail. Commissioner Weber stated he was pleasantly surprised when he recently made a trip there for the first time. Staff stated that there are improvements in the works for the Covehead Trail including a bronze relief map, boulder chairs and a bike rack. Commissioner Hackney volunteered for Fritz Burns Park. Commissioner Weber signed on for the La Quinta Park. Commissioner Weber stated this park is near his home and is frequented by his family. Commissioner Fleck volunteered for Adams Park. Staff stated this external monitoring from the Commission will be very helpful to the department as well as the community. Commissioner Weber asked what the protocol is when situations come up at the park that requires a work order. Staff replied the Commissioners may send an e-mail request to the department Secretary, may call the Community Services Department, or may leave a message after hours on the department voicemail. When the requests are received by the Secretary, she will submit a work order to the Public Works department. Under Community Services/Recreation, the Commissioners are asked to review the department brochure to make recommendations for new programs, classes or excursions. r Community Services Commission Minutes Staff stated the Commissioners may suggest any class or event they feel should be offered, or perhaps something they have seen offered elsewhere that they would like to see within our City. Commissioner Fleck asked staff if there is an eXisting evaluation form the Commissioners may use when needed for a class they may wish to evaluate. Staff stated such a form currently exists and will be happy to provide it upon request. Staff stated that there is a need for new ideas and programs that would regenerate and bring in new participants. Director Horvitz used the Adult Egg Hunt as an example for the Commission. One hundred and six participants showed up for the event and the event warranted television coverage. Both observers and participants stated they had an incredible time and proved to be a clear success and model for future events. Staff stressed the importance of having a wide enough variety of offerings to keep people involved. Commissioner Fleck asked staff what the target age group for new classes will be. Director Horvitz said that after the Adult Egg Hunt, the department feels that more socialization for adults is needed but also stated the department is open to any age group. Commissioner Weber suggested offering dog training classes and dance classes. Staff told the Commission that both classes are currently being offered. Commissioner Weber also suggested the department offer tennis lessons. Currently CVPRD uses the tennis courts at Fritz Burns Park for lessons so tennis will not be available as an offering. Director Horvitz said that these ideas are what the staff needs so they may try and find suitable instructors. Commissioner Hackney stated that a lot of senior citizens enjoy playing cards. Currently only bridge is being offered at the Senior Center and he suggested perhaps offering a variety such as cribbage, bunko, rummy or pinochle. Commissioner Fleck stated that when he lived on the east coast, his community offered checkers tournaments. The events were well attended Community Services Commission Minutes and were elimination style competitions. The last man standing was crowned the Checkers King. Recently, Commissioner Fleck stated he was at Fritz Burns Park when he witnessed a young man playing with two gas powered racers on the grass. He observed they were fast and easily controlled so he spoke with the young man. Commissioner Fleck was informed that the price of entering a race at Hobby town is ten dollars per car per race and is simply too expensive for the young man. Perhaps in the future. the City can offer some kind of race which can include straw bales, barriers and safety areas. There can be both a straightaway and laps for the racers. Commissioner Hackney concurred that this is a very good prospect. Commissioner Fleck said he felt this type of event would draw not only participants but spectators as well. Commissioner Weber asked staff what type of functions they might attend as Liaisons to the Community. Staff stated that historically, Commissioners have attended the Mayor's luncheons and mixers. Page twenty-two of the Commission packet discusses safety. Staff stated that the Commission used to do more for safety in the community such as hand out pamphlets and brochures as well as become CPR certified and educate the community on earthquake preparedness. Staff stated the Commission might consider having the Safety Manager attend a Commission meeting to talk about how the City is prepared for an emergency. Bike safety is a topic that Commissioner Weber asked staff about. Director Horvitz said that Kristin Riesgo, Recreation Supervisor for the Community Services Department, is currently working on an event to promote bicycle safety. Senior safety was also an idea proposed by Commissioner Weber. He stated that seniors have special needs in the home such as medications, security and emergency contact information. The Community Services Department could coordinate efforts with the Public Safety department to put together a program. Commissioner Hackney suggested looking to AARP for a program like this. Perhaps they might already have an existing program that can be easily implemented at the Senior Center. Commissioner Weber asked staff about Commissioner presence at the City Council meetings. Staff told Commissioner Weber that if there is something ! Community Services Commission Minutes on the agenda that they are interested in, they are encouraged to go. Commissioner Hackney said that when he has attended Council meetings in the past, they are very fast paced and busy so any type of interaction with Council, outside of public comment, would not be likely. Staff stated that the Council Review takes place in the fall of each year so each Commissioner will have an opportunity to meet with the Council Members as a group to discuss Commission issues. The Commissioner's are also encouraged to attend special events like the Community Picnic which will have a strong City Council attendance. Director Horvitz suggested a Commission presence might be helpful when the Work Plan goes before the City Council. In the event questions arise, there will be someone there to answer those questions on the Commissions behalf. Commissioner Fleck suggested that perhaps the Commission should encourage more public comment from the community during the City Council Meetings. Director Horvitz replied that with the new technologies available, e-mail has become the fastest mode of communication for community concerns, opinions or complaints. Commissioner St. Johns commented that historically, when there are hot button issues within the community, a concerted effort is made within the community to speak directly to the Council. It was moved by Commissioners Weber/Fleck to approve the 2005-2006 Annual Work Plan for staff to present to City Council. Unanimous. B. Community Picnic and Birthday Bash - Commissioner Weber asked staff's opinion about pre-assigning tasks for the event. Staff suggested that Commissioners arrive at 8:30 AM. Since all participants in the Community Picnic need to provide their own shade structure, morning set-up is extensive. In addition to set-up, there is trash receptacle placement, cake cutting and serving as a guide for participants. Commissioner St. Johns informed the Commission that in response to a letter that went out to the community asking for participation in the Community Picnic, she received a gift certificate in the amount of $25.00 r Community Services Commission Minutes from Fisherman's Market and Grill and one in the amount of $50.00 from Kaiser Grill. Both certificates were given to Director Horvitz. Staff stated that she will contact both establishments and ask if the City can use the gift certificates for the upcoming golf tour hosted by the Community Services Department. Commissioner St. Johns stated that regrettably, she will be unable to attend the Community Picnic. Commissioner Fleck asked if additional help will be needed because he is willing to enlist his wife. Staff stated that there is currently part-time staff, City Council Members, Commissioners and volunteers lined up for the event, but additional help is always appreciated. Proper attire, which should be comfortable, warm weather clothing with a hat, was discussed by the Commission members as well as other possible items they might be able to help with such as pick up trash and pass out water. It was moved by Commissioners Hackney/Fleck to arrive at the Community Picnic and Bash at 8:30 AM and work throughout the day as items are assigned. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. Calendar of Monthly Events - Director Horvitz reminded the Commission that the "Concert Under the Stars" event takes place this coming Saturday, April 16, 2005 at the Civic Center Amphitheatre. Flyers for the concert were given to the Commissioners to distribute within the community. Staff stated that both Commissioner attendance at the event and distribution of flyers would be helpful. A suggestion was made by Commissioner Hackney to include a map to the amphitheatre in the future because many residents may be not be aware of the location of the amphitheatre. B. Correspondence from Commissioner Leidner - Director Horvitz directed the Commission's attention to page twenty-nine of the Commission packet. Community Services Commission Minutes On April 3, 2005, Commissioner Leidner sent an e-mail to staff stating he would be unable to attend the Commission meeting of April 11, 2005. C. Commissioner Attendance - Staff stated the table on page thirty of the Commission packet details attendance by the Community Service Commissioners for the fiscal year of 2004 - 2005. VIII. COMMISSIONER ITEMS A. Conference Update - Staff stated that in light of Commissioner Leidner's absence, the update will be tabled until the next Community Services Commission meeting on May 9, 2005. B. Reports from Commissioners Regarding Meetings Attended Commissioner Hackney said he has been receiving complimentary remarks from community members who have obtained their Silver Rock resident cards. Commissioner St. Johns echoed Commissioner Hackney's comment stating that she too has heard high remarks from community members, in addition to her first hand experience with the issuance of resident cards. Commissioner Fleck informed staff that he knows of a gentleman by the name of David Stepner who has recently moved to the desert from New Jersey. Mr. Stepner needs to complete three hundred hours of community service. Currently, Mr. Stepner has two hundred hours remaining which he would like to work off as soon as possible. Recently, Mr. Stepner has worked at the Senior Center with Marilyn Smith but they have run out of tasks for him. Commissioner Fleck asked staff if there is a need within the Community Services Department for Mr. Stepner. Director Horvitz stated that we are in the middle of soccer season and we can always use help. Director Horvitz took the contact information from Commissioner Fleck and stated she will speak with Robert Ambriz Jr., Recreation Supervisor in charge of the soccer league. Commissioner Fleck stated he was in attendance of the Tiny Tot Olympics for the first portion of the morning. Director Horvitz said nearly every participant was pre-registered and the event was a success. Community Services Commission Minutes Commissioner Weber told the Commission that his son attended the Spring Break Daycamp and had a wonderful time. Commissioner Weber was impressed by the organization and variety of activities offered by staff. IX. ADJOURNMENT It was moved by Commissioners Fleck/Weber to adjourn the Community Services Commission meeting at 8:00 PM. Unanimous. NEXT MEETING INFORMATION Monday, May 9, 2005 @7:00 PM La Quinta Civic Center - Study Session Room Submitted by: / I Christy Kerry, Cornrn-unity Services Secretary J..