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2005 05 09 CSC Minutes ~ of ~QtllJt COMMUNITY SERVICES COMMISSION MINUTES May 9. 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 Guinta Civic Center. Commissioner St. Johns presided over the meeting. Commissioner Leidner led the Pledge of Allegiance. MEMBERS PRESENT: Commissioner Bob Leidner Commissioner Victoria St. Johns Commissioner Mark Weber MEMBERS EXCUSED: Commissioner Ed Hackney STAFF PRESENT: Dodie Horvitz, Community Services Director Christy Kerry, Community Services Secretary II. PUBLIC COMMENT -None III. CONFIRMATION OF AGENDA IV. CONSENT CALENDAR A. Approval of April 11, 2005 Minutes B. Monthly Department Report for March 2005 It was moved by Commissioners Weber/Leidner to approve the Consent Calendar. Unanimous. V. PUBLIC HEARING - NONE VI. BUSINESS ITEMS A. La Guinta Interactive Water Feature - Commissioner Leidner questioned Community Services Commission Minutes staff on the cost of the interactive water feature. Specifically, Commissioner Leidner wanted to know why the price difference from the original estimate to the current estimate came to be so significant. Staff gave the Commission a brief background and explained the park was originally divided into two phases. The fields and skate park were done in the first phase and the interactive water feature was to be completed in the second phase. Circumstances prevented the interactive water feature from being built in 2002. Since 2002, there has been a major increase in the cost of construction and supplies. The original estimate, as provided by the architect was in the amount of $140,000. The most costly components are the re-circulatory system and the pump. The pump house, which will be six feet by eight feet, will also take up a large portion of the money. Director Horvitz asked the Commission if they would like to recommend funding the project as outlined in the Commission packets, or if they would like to scale back to something smaller, like the water feature at La Guinta Park. Staff noted the water feature in La Guinta Park is non re-circulating. Staff also suggested that if the Commission wants to pare back on the features, the water feature at Fritz Burns Park is a good model. Like the La Guinta Park water feature, it does not have a re-circulating system but it does feature four towers. Commissioner Weber asked Director Horvitz about available grant money. Director Horvitz replied that proposition forty funds are available, though some of these funds have already been used for the YMCA playground. Commissioner Weber asked staff if this design would qualify for any of the public art grants. Director Horvitz informed Commissioner Weber that she already attempted to get the project classified as public art, but was unsuccessful. Commissioner Leidner voiced his concern over the recent vandalism to City property. The concern was that if the Commission decides to push for the extra funding for the interactive water feature, there will be nothing to deter vandalism and destruction to it, even with the funds that are currently being dedicated to surveillance. Staff explained to the Commission the materials that will be used are commercially designed materials, therefore they are very resilient. If someone is set on destruction, there is only so much that ( Community Services Commission Minutes can be done to prevent it regardless of precautions taken. Staff explained the sprinkler heads will built underground so it will be very hard to access, therefore cutting down the likelihood of vandalism. Commissioner St. Johns commented that the location of the water feature will be more visible than the snack bar which was recently vandalized, also reducing the likelihood of vandalism. The Commissioners discussed the circulatory system and Commissioner Weber stated he felt that it is a critical component. Commissioner Weber also said that over a lifespan, the re-circulating system might very well pay for itself. Commissioner Weber stated he felt that further analysis would be necessary to justify spending the extra funds on this project. A cursory analysis would be sufficient to get a better feel about the overall numbers. Commissioner Weber asked staff what the lifespan is on the main pump. Staff stated that without any warranty information to reference, she can just give an approximate number of ten years. Staff informed the Commission that she can include the analysis for the City Council's consideration. Commissioner Weber asked Director Horvitz if it were necessary to scale down the project, is it possible to have some of the features capped out and prepared for future implementation. Director Horvitz stated it is possible. Commissioner Weber also wanted to know if this is done, will there be any guarantees the company that manufactures the components will still be in business when the City is ready to implement more features. Staff told the Commission the company in question was one of the original manufacturers of interactive water features and has been around for many, many years. The component pieces are considered a minimal cost in the scheme of things at around three to five thousand dollars each, and that the infrastructure is where the bulk of the funds are going. Director Horvitz stated she spoke with the Public Works department about an alternate plan if the Commission chooses not to proceed with the project as outlined. If the plans are scaled back, and the re-circulating pump is not implemented in the design, staff stated Public Works can devise a way to leech water to service the park so it is not wasted. Commissioner Leidner questioned staff about the financial numbers as outlined in the Commission packets. Staff acknowledged a calculation error, Community Services Commission Minutes but stated the end result is the same. Staff provided a breakdown of the budgets on the white board for a visual. Construction costs were listed as one hundred forty thousand dollars, Contingency funds at twenty-thousand dollars, administration funds at five thousand dollars and testing funds at five thousand. Additionally, as reflected in the Commission packets, there is still an available sixty-nine thousand dollars left in the skate park budget along with six-thousand seven-hundred dollars in the Childcare Facility budget that can be drawn from. Commissioner Leidner expressed his concern that waiting further will only make the cost of the building and supplies rise. Commissioner St. Johns expressed her satisfaction with the water recycling program implemented within the City of Big Bear. She had just read in the local Big Bear newspaper, The Grizzly, the community has been successful at recycling some ninety-thousand gallons of water. Commissioner St. Johns stated she feels the re-circulating system is an integral part of the design and concept and is necessary for the City of La Guinta to do their part in recycling. Commissioner Weber asked staff about maintenance on the water feature. Staff stated the City already has an established contract to take care of existing pools and water features and this item would be added to that. There will be an additional four to five hours a week necessary for upkeep and maintenance. Commissioner Weber asked Director Horvitz if, in her opinion, the project can be done including the re-circulating pump and all features as outlined for the available funds plus the additional fifty thousand dollars. Staff said yes, the contractor stated he was confident this will be sufficient for funds however; the contractor also stated the price of concrete is on the rise. Commissioner Leidner asked staff who will take the hit in cost if the price of cement does in fact rise. Staff informed Commissioner Leidner that if a contract is entered into, the City will not be liable for any additional costs, and that the contractor must absorb them. Commissioner Leidner said it is safe to assume the prices will indeed go up over time. Commissioner St. Johns agreed. Commissioner Weber asked Director Horvitz's opinion on the water feature, Community Services Commission Minutes and he wanted to know her thoughts on the final plans. stated that in her professional opinion, the design of the feature is befitting the park. Director Horvitz interactive water It was moved by Commissioners Leidner/Weber to recommend the Interactive Water Feature to be funded using Guimby funds to develop the Interactive Water Feature with the re-circulating system. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. Annual Work Plan - Staff stated the City Council was pleased with the work plan as presented. Director Horvitz went over the functions of the Cultural Arts Commission. When the City Council looked at the work plans for both Commissions side by side, they suggested an analysis of combining the two Commissions. Director Horvitz stated she will be working on the staff report, and will mail a copy to each Commissioner. Staff invited the Commissioners to attend the next City Council meeting to listen to the discussion on this. Commissioner St. Johns said she felt the knowledge of the Cultural Arts Commissioners cannot simply be absorbed by the new Commission. The Cultural Arts Commissioners are very experienced and knowledgeable in what they do. Staff stated that in the past, the Human Services Commission and the Parks and Recreation Commissions have been combined. The Cultural Commission and the Art in Public Places Commissions were also successfully combined. Commissioner Leidner asked staff if the issues surrounding this proposal will be addressed at City Council. Staff said they will be addressed and the City Council members wanted to inform the Commissioners so they know what is happening as it affects each of them. B. Resignation of Commissioner Fleck - Each of the Commissioners was in agreement that Commissioner Fleck will be missed as part of the Commission. Commissioner St. Johns asked staff if there is something special that is done for exiting Commissioners. Staff stated the City Council presents a plaque to the Commissioner thanking him/her for their service to the City. , t Community Services Commission Minutes C. Calendar of Monthly Events - Commissioner St. Johns thanked staff for the inclusion of the calendar as it gives a good overview of upcoming events. VIII. COMMISSIONER ITEMS A. Conference Update - Commissioner Leidner stated to the Commission that he felt honored to be selected to attend the Parks and Recreation Conference in Sacramento which took place in March. Commissioner Leidner attended the conference with Dodie Horvitz, Director of Community Services and Kristin Riesgo, Recreation Supervisor. Commissioner Leidner stated that in terms of everything that goes into Parks and Recreation, this conference was a big eye opener. Commissioner Leidner said he attended four workshops while at the conference. The first workshop was titled "Building a Community of Character" and was presented by the City of Mission Viejo. The Mayor of Mission Viejo, Trish Kelly, was elected with this as her platform and made character one of the main focal points. Citizens voted on characteristics they felt the City should embrace. Twelve characteristics were accepted, one for each month of the year. Each month, that particular characteristic became the focus of interest for the City, schools and newsletters. The City of Mission Viejo felt that since this program has begun, there has been an awakening within the City and the educating of youth on being a solid citizen has been enforced. Commissioner Leidner stated said that if anyone wants further information, it is available on the City of Mission Viejo's website for download. The second workshop attended by Commissioner Leidner was called "Parks and Recreation, A Vibrant Partnership". Commissioner Leidner stated he was displeased with this workshop because the brochure advertising it was very misleading. It turned out the workshop was more of a commercial for a touring company who performs Shakespeare than an educational workshop. The third Knowledge" . workshop was titled "Increase Your Political Advocacy In the workshop, discussions were held on what citizens Community Services Commission Minutes should do to be informed about what is going on in local politics and how to get their voice heard. Commissioner Leidner stated he brought copies of material provided during the workshop for anyone who is interested. The last workshop was called "Trends in Park Design". The focus of the workshop was on destination parks and how they have become important as part of family culture. Commissioner Leidner stated this is an area where a lot of proposition money is being dedicated. Commissioner Leidner said the highlight of the conference was being given the opportunity to go to the Assembly floor for a session. Again, Commissioner Leidner stated he was honored to be extended the invitation to attend and was very pleased that he was given a period of time to get to know the local state representatives. Commissioner Leidner stated this was a very worthwhile event to attend and highly suggests it to whoever is presented with the opportunity to attend next year. Commissioner Leidner said that while in attendance, he had the opportunity to pick up five or six brochures from other Cities so the Commission can get ideas for future events. Commissioner Weber asked Commissioner Leidner how our City brochure compares to other brochures in regards to color and content. Commissioner Leidner stated that although ours is similar to a lot of the other brochures, it is certainly in the upper end of the scale. Staff said that the brochures go through a local printer and have thus far been able to avoid newsprint. The process dictates the Community Services Staff compile the data for the brochure, then the printer typesets the information, afterwards staff will proof the information and finally, the brochures go to print. Commissioner Leidner stated that he saw quite a few other brochures of poor quality and felt that to a certain degree, the quality depends on the amount of funding each City allocates. B. Reports from Commissioners Regarding Meetings Attended Commissioner St. Johns stated that some names have been suggested for the local elementary school going up in La Guinta as presented in the current day's copy of the Desert Sun. Commissioner St. Johns expressed her satisfaction that Fred Wolff was included as a suggestion. The Commission spent a few minutes discussing the contributions that were made to the City of La Guinta by both Fred and Kay Wolff. Mr. Wolff was r Q .V Community Services Commission Minutes instrumental in the formation of the City of La Guinta and served as our first Mayor. Additionally, Mrs. Wolff was principal of Desert Sands School and both dedicated their lives to children, education and housing. Additionally, Mrs. Wolff served as a Human Services Commissioner for the City of La Guinta. Commissioner St. Johns also stated that in the article appearing in the Desert Sun, three schools have asked to have YMCA facilities on their premises. The Commissioners all felt this is a positive idea and will serve the community well. Staff thanked the Commissioners for all the help they provided during the annual Community Picnic and Bash on April 30, 2005. Commissioner Weber asked staff for the total number of attendees to which staff replied approximately one thousand four-hundred people. During the course of the event, staff stated four hundred bottles of water were passed out, one thousand four-hundred sodas and one thousand five- hundred hot dogs were passed out. Commissioner Leidner stated the style change of the picnic was more conducive to families staying longer at the event. Commissioner Weber felt the selection of entertainment groups was great because it got entire families involved in the event. The family participation was what distinguished this as a family event as opposed to a commercial event. Commissioner St. Johns agreed and felt that part of the joy of an event of this nature was the family involvement. Commissioner Leidner asked staff about the vendors involved with the event. Specifically, he wanted to know if they were solicited or they approached the City. Staff replied it was a combination of both elements. Past participants and service providers were sent correspondence requesting their participation in the current year's event. Staff was successful with both groups and received a great response. Commissioner St. Johns stated the response was so good that she received three gift certificates as donations from local restaurants which she turned over to staff. Staff reminded the Commissioners that the final Concert Under the Stars event is coming up on the evening of Saturday, May 14, 2005 and will take r ~ ',- Community Services Commission Minutes place at the Civic Center Campus from 6:30 P.M. to 8:00 P.M. The event will feature the Youth Mariachi and is the same group that performed during the original park dedication. Additionally, there will be a local Mariachi group that has a rather large following within the valley. Staff reminded the Commissioners to bring a blanket or a lawn chair. Commissioner Weber and Commissioner Leidner both stated they will be unavailable to attend the event, but Commissioner St. Johns stated she will most likely be in attendance. Commissioner Leidner asked staff about the white tent that has popped up in Old Town La Guinta. Staff stated it is where the La Guinta Playhouse, in conjunction with the La Guinta Onstage has set up for a production of "Art". The performance will run Friday and Saturday nights during the month of May. Staff also stated there are dinner packages available which include dinner at Stuffed Crust Pizza and theatre tickets. IX. ADJOURNMENT It was moved by Commissioners Leidner/Weber to adjourn the Community Services Commission meeting at 8:00 PM. Unanimous. NEXT MEETING INFORMATION Monday, June 13, 2005 @7:00 PM La Guinta Civic Center - Study Session Room Submitted by: ,- I . \ { r ' Christy Kerry, Community Services SeO'retary I / ....0