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2005 12 19 CSC Minutes Special Meeting COMMUNITY SERVICES COMMISSION I. CALL TO ORDER MINUTES December 19, 2005 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. Chairperson St. Johns ~esided over the meeting and led the Pledge of Allegiance. Commissioner Gassman was officially sworn in by City Clerk June Greek. MEMBERS PRESENT: STAFF PRESENT: GUESTS PRESENT: Commissioner Ed Hackney Commissioner Mark Weber Commissioner Andrea Gassman Chairperson Victoria St. Johns Tom Genovese, City Manager and Interim Community Services Director Anna Sampson, Community Services Secretary June Greek, City Clerk Kristin Riesgo, Recreation Supervisor; Community Services Department Robert Ambriz Jr., Recreation Supervisor; Community Services Department Tracy Rutledge, Desert Gold Team Manager Craig Johnson, Desert Gold Coach City Manager Genovese welcomed everyone back. He stated that the new Community Services Director should be in place in the beginning of February, 2006 and also offered his apologies for the meeting mishap of the prior week. City Manager Genovese is asked about Mr. Robert Leidner's return. He indicated that while Mr. Leidner is not officially on the Commission at this Community Services Commission Minutes 2 December 19, 2005 time, he was invited to tonight's Commission meeting and is expected to be reaffirmed at the City Council Meeting on Tuesday, December 20, 2005. II. PUBLIC COMMENT - None III. CONFIRMATION OF AGENDA IV. CONSENT CALENDAR A. Approval of June 13, 2005 Minutes B. Monthly Department Report for May 2005, June 2005, July 2005, August 2005, September 2005, and October, 2005 Commissioner Hackney referred to page five in the minutes and asked about the curfews in affect at City facilities and parks. Recreation Supervisor Ambriz replied that the curfew at City facilities is 12:00 a.m. and 10:00 p.m. at the parks. Commissioner Hackney referred to page 1 7 in the minutes and asked if a meeting between the City and various sports organizations took place to discuss the maintenance and safety of the sports facilities. City Manager Genovese stated there was a meeting just last week. Recreation Supervisor Ambriz explained the meetings are now held quarterly, one in August, 2005 and again last week. Last week's meeting covered the next season, which runs from January through May, 2006. Also, there are not many recreation organizations using the facilities in the summer. Commissioner Hackney stated that the thrust in the June, 2005 meeting was the concept that people engaged in running the leagues seemed willing to be more participatory in maintenance and safety, if they received more guidance and assistance from staff. He asked if this was the direction of the meetings. Recreation Supervisor Ambriz confirmed it is. City Manager Genovese mentioned that a reorganization has occurred and will be technically official when the new Community Services Director arrives. Mr. Steve Howlett, Parks & Golf Manager, currently reporting to the Public Works Community Services Commission Minutes 3 December 19, 2005 Department, will begin reporting to the Community Services Director. With Mr. Howlett in Community Services, we will have the direct expertise relating to field maintenance. Recreation Supervisor Ambriz will continue to handle all reservations and policies. Recreation Supervisor Ambriz stated he and Mr. Howlett have already begun coordinating with the different recreation groups. Commissioner Hackney asked about department reports as they relate to finances, indicating that the June 21, 2005 report relating to the month of May, 2005, shows the Senior Center's revenue is down almost $11,000 between years 2004 and 2005. Also, as you read through the following month's revenue reports, the number increases until sometime around August, where the numbers swing back to show a negative value. Recreation Supervisor Riesgo stated that it may be due to the fiscal year end, and Commissioner Hackney agreed. Commissioner Gassman also inquired about the May, 2005 department report, asking specifically about the page entitled "Community Services Program Report for May, 2005". There is a line item for "Concert Under The Stars", where the number of participants appears incorrect. For year 2004, the participant count was closer to 200 and in year 2005, the participant count should be 500, based on her actual count that had exceeded 500. She feels the numbers need to be updated to reflect this. Recreation Supervisor Riesgo commented that the year 2004 participant count might reflect zero because the City did not have a concert in May, 2003. Commissioner Gassman agreed that the prior year's concert was in April, but still felt the 2004 participant count should be reflected. She stated if the concerts are to be kept together, and the report is year-to-date, the numbers should be adjusted accordingly. Commissioner Weber passed. APPROVAL OF CONSENT CALENDAR MOTION - It was moved by Commissioners Hackney/Gassman to approve the June 13, 2005 Community Services Commission Minutes and Monthly Department Community Services Commission Minutes 4 December 19, 2005 Reports for May, June, July, August, September, and October, 2005. Motion carried unanimously. Before leaving the Consent Calendar, Commissioner Hackney asks if there is a lessening in the Senior Center activities in terms of overall participation. Recreation Supervisor Riesgo indicated that the number of volunteers have possibly decreased, but the number of participants remain consistent. Commissioner Hackney felt in his review of the monthly reports, he had detected fluctuations and an approximate slippage of ten percent in the Senior Center participation. Recreation Supervisor Ambriz indicated in the three years he had worked at the Senior Center, the fluctuation he had observed was due to the large snowbird population. The numbers would increase in September, October and November, decrease again in December due to the holidays, and increase again in January. Therefore, he felt the numbers are seasonal in nature. Commissioner Hackney did not think it was seasonal and expressed his concern. If something was not working well at the Senior Center, the City needs to understand why. He feels the Commission needs to be aware of what brings people in, and what services are or should be provided. Commissioner Gassman agreed and expressed her concern about the decrease in the number of participants in Youth Sports, as indicated in the department reports. The May, 2005 report showed an approximate drop of 50% from year 2004 to 2005; 200 participants in 2004 and 100 participants in 2005. The Youth Sports participants shown in the June Report also reflects a decrease; 1500 in 2004 and 1200 in 2005. She directs everyone to the reports dated June 21 and July 19, 2005; to the Attendance Report Summary Sheets for May and June, and showed where she is finding the Youth Sports participant numbers. Commissioner Weber expressed his concern for round numbers, e.g. 1500 participants or exactly 1200 participants. City Manager Genovese indicated the City generally accepts the team/league's registration numbers; because the City doesn't run the program, but only provides the field. Community Services Commission Minutes 5 December 19. 2005 Commissioner Weber directed the Commissioners to the October, 2005 Department Report on page 313, "Senior Center Attendance." The total participation for year 2005 was 1573 and year 2004 was 1086, which indicated the numbers increasing during the July through October timeframe. Commissioner Hackney expressed he was not as concerned about the numbers and the method in which they are counted as he was with the possibility of a trend, which he felt was shown in the Senior Center participation, being down approximately ten percent. He felt it was good if the activities are going well at the Senior Center because that is the purpose of the center; getting services out to as many people as possible, while drawing as many people as possible into the process. Chairperson St. Johns asked Recreation Supervisor Ambriz when the new fields opened in Indio. Recreation Supervisor Ambriz indicated the new fields opened within the last few months, but did not know an exact date. Chairperson St. Johns wondered if the opening of the fields had any impact on our numbers. Commissioner Weber felt it will have an impact. Being an AYSO coach himself, he anticipates that since Indio is getting to the level they should be, in regards to park space, that Indio youth would begin using Indio parks more. Recreation Supervisor Ambriz indicates that would be the hope, but felt the Indio youth living near the La Ouinta border would still have the tendency to use La Ouinta parks. Comment was made that A YSO is experiencing tremendous growth and the parks are becoming very crowded. Mr. Rutledge, Desert Gold Team Manager, requested to speak to this point. He indicated that in a discussion between him and Mr. John Van Oriel, La Ouinta A YSO Regional Commissioner, Mr. Van Oriel originally anticipated the number of participants would drop by approximately 300, which would leave approximately 1200, due to the City of Indio opening their fields. Instead, use has increased to 1600. Mr. Rutledge also indicated there were La Ouinta children still on the waiting list, not being able to play, which to him was a problem. He felt that if Community Services Commission Minutes 6 December 19, 2005 they had signed up on a given sign-up date, even if on the last of the four sign-ups, those players should be given priority due to the fields being paid for by La Ouinta residents and supplemental taxes funding the field lighting. Commissioner Weber indicated the Indio parks were not up and running as quickly as planned. Because of the lateness of the Indio parks opening, combined with people already knowing of the A YSO quality in La Ouinta, they may have stayed rather than taking a chance with Indio. He hoped the City would see a leveling out. He asked how the City of La Ouinta assesses the number of acres of parkland needed, stating there is much discussion in Indio currently about their need to expand their parks; their park situation being completely different than La Ouinta. However, it brings up the question of how we assess, how many acres per resident, and is that the standard used. City Manager Genovese explained that currently we have a standard of three acres per 1,000 residents, but that applies to all types of parks. One task that will be started, probably in February, 2006, is the update of the Park Master Plan, a process in which this Commission will become very involved. Commissioner Hackney indicated that through his time with the city and in talking with people, he consistently receives comments that the quality of our parks must be maintained, that we do not have enough park space, and there is too much demand on what we have. He believed it is something to be addressed as a desert community. City Manager Genovese stated this will be a balancing act, not only with the City development of parks, but also with neighboring cities. For a long time, La Ouinta was bearing the burden of a lot of the other municipalities. Commissioner Hackney agreed, especially with Indio and the younger population utilizing the parks on the La Ouinta side. La Ouinta has been contributing to help them. Now Indio will have their own parks and will put some good programs together to equalize the use. City Manager Genovese felt that once the Indio parks are built, the parents will probably not want to transfer their children the greater distance to La Ouinta. V. PUBLIC HEARING - None Community Services Commission Minutes 7 December 19, 2005 VI. BUSINESS ITEMS A. Facility Use Policy Update - Recreation Supervisor Ambriz referred to the staff report and indicated at the last Community Services Commission Meeting, the Commission did review the Facility Use Policies for all the City facilities and made recommendations, which were approved at the following City Council Meeting on June 21, 2005. Supervisor Ambriz introduced Mr. Rutledge and indicated he had attended both City Council Meetings held on November 1, 2005 and November 15, 2005, requesting that his team not be required to pay these new applicable fees for the field usage. He has a travel club baseball team and according to the policies, would be classified as a Class II Group on the facility use fee schedule. He felt that his team, as well as other traveling teams, should not be charged the fee due to their non- profit organization status. He does not dispute field priority as far as the youth recreational groups getting priority before the club teams, his concern is the fees. As a result of this, City Council has referred this request back to the Commission. Supervisor Ambriz explained that the original intent of the City was to provide free field use to youth sports organizations benefiting the entire community. This has and continues to be done, such as for recreational soccer and baseball. All recreation organizations have to provide proof that their organizations consists of 75% La Ouinta youth. Since the policy revisions in 2003, there has been an increase in the number of travel teams requesting use of this field space. As mentioned earlier, quarterly meetings are held with any organization, recreation ball, youth organizations, or any traveling team coming to participate and provide their input, as we coordinate field usage, etc.. They all get priority. Supervisor Ambriz receives many calls from new club teams, requesting in. Therefore, it is becoming increasingly competitive among organizations and has made it very difficult to accommodate the requests of each group. It has become very competitive for travel teams. This is why it was recommended to the Commission in June, 2005 that competitive teams be charged Class II fees, as listed on the fee schedule, and all competitive teams providing proof of their non-profit status, would still be charged Class II fees, Prior to the policy revisions, several travel teams and competitive teams did establish themselves in La Ouinta, and were using the City's fields without charge. Because of the number of teams and the competition, there was the need to implement these fees. In research of other communities in Southern California, as shown in Attachment B, the majority of outside cities, whether here in the valley, or in other counties, provide free fields Community Services Commission Minutes 8 December 19, 2005 for their recreation ball organizations but do charge their travel and competitive baseball teams. Therefore, it is shown in both the Staff Report and the "Community Use of Athletic Fields Agreement" (Attachment A), the distinction between the youth recreational leagues and the youth independent tr<!vel teams. At this time, it is brought to the Commission upon the request of City Council to uphold the approved policies, where no further action would be necessary. If the Commission makes changes, this business item would return to City Council for approval. Commissioner Gassman expressed her dismay of the research. She was present at the last Commission meeting, prior to her appointment to this Commission, when this was discussed, and she heard about the research being conducted. When reading each one of these carefully, she could not say definitely that the majority of the cities canvassed charged the travel teams. In fact, on the first page, there are two that charge, Palm Springs is pro-rated, and three that do not charge. On page two, there was one that charged and three that do not charge. So, Commissioner Gassman's interpretation was contrary to what Recreation Supervisor Ambriz had stated, that the majority of those cities canvassed do not charge, if they have a substantial percentage of participants that are residents of their community. The other thing that dismayed Commissioner Gassman was the cities chosen to canvas, and in the greater Coachella Valley, only Palm Springs and Coachella were included. What about Palm Desert, Indio, and other cities in this area. The research indicated the cities canvassed, e.g. Fontana, Corona, EI Monte, Chino, Monrovia, are not in the same situation or valley. City Manager Genovese explained that some cities were managed by the Coachella Valley Parks and Recreation District, and could not be surveyed because they do not have their own Parks and Recreation Departments, such as Palm Desert and Indio. Recreation Supervisor Ambriz was requested to do this research to obtain a standard, by City Manager Genovese. When doing a standard, it does not include just Coachella Valley but also other applicable acres of parkland. This is something looked at globally and not just what is applicable in Coachella Valley. Commissioner Gassman asked if the number of residents and the number of youth, the percentage of youth in a community, was also taken into consideration. City Manager Genovese indicated we certainly could, but it would be a far greater research project than this. The research results in Attachment B looked at cities that were generally the same size, and a few that were larger, but did not include real large cities. Community Services Commission Minutes 9 December 19, 2005 Commissioner Gassman stated the research report was very well prepared and is aware it took a lot of effort to complete. She also indicated that because of her knowledge in taking statistics, she is concerned some of these geographic areas may not have the same number of youth, the percentage of youth, as in La Ouinta, and may have different economic considerations. She questioned if La Ouinta had been positioned in Northern California, close to San Jose or a wealthy community, how the social-economic structure might compare. How would the residents of these communities compare to the social-economic abilities of the residents of La Ouinta. The city-sponsored participants understandably have first priority and everyone gets to play. If a child excels, there should be an incentive to excel. If asking a travel team to pay, are we preventing those children from excelling by making it cost-prohibitive. Commissioner Weber indicated the true issue is limited space. There is a supply and demand, the supply is fixed and the demand is ever-increasing, therefore the cost increases. This is natural economics and makes a lot of sense. The issue with a traveling team versus a non-traveling team is again one segment of the population being chosen to participate, and therefore has a special situation, versus all the community having open access. Commissioner Gassman understands giving those teams top priority where there is open access, but has an issue charging non-profit organizations, when a field is not being used, and if it means that certain children do not get to participate. Mr. Rutledge raised his hand to speak. He explained that because he coaches children at all ability levels, some not skilled enough to play in any kind of travel program, he has never had an issue with a priority basis. For nine months of the year, it is not a big issue. He stated at this time, he has driven by the parks five out of the last eight nights and on almost every night, the lights are on but there are no teams on the fields. He explained the last two or three times he paid for the field and lights for team practice, three empty fields with lights were not being used. He brought this to the attention of Recreation Supervisor Ambriz, which brought it to the attention of the appropriate people, but it still remains unchanged. Two nights in a row since then the lights are still on. There are plenty of fields out there right now and very few winter league teams. He goes on to explain that Cathedral City only has one or two fields, but are supplemented with Big League Dreams, where he can take his team anytime for free, as long as there is field space, and that includes dragging the field, watering it, chalking it, lining it, and putting a mound down for the $1.50 cost of admission. He has also talked with Community Services Commission Minutes 10 December 19, 2005 the person in charge of Parks and Recreation in Desert Hot Springs, and indicated that he could also play on their fields for free, including lights. He pointed out that Desert Hot Springs is a poor city compared to La Quinta. He further stated that he has children on his team that have not been able to play because their fathers are out of work, migrant workers. etc. He indicated that he puts out quite a bit of his own money, in an effort to keep these children playing. Mr. Rutledge feels it is punitive to make the children pay for it, if the fields are there, especially if he is already paying for them through his supplemental taxes. Mr. Craig Johnson asked to speak. He is a bit embarrassed. He has been involved in youth sports for seven years and would think that the City of La Ouinta, which is one of the finest cities in the valley, if not the finest, experiencing so much growth, and seeing so many new families moving into the City, would want to set a different example. He is concerned that the message being sent to the children is if you want to excel at something or get better at something, it's okay, but there will not be a facility for you to play unless you can pay. There are many fund raisers and many different things being done to raise money so these children can get in. He felt the City is setting a double standard, providing open access to children that may not take playing seriously, while children that want to excel and do well not having the opportunity afforded them. He pointed out that field maintenance is severely lacking. If the youth association, Mr. Rutledge or Mr. Johnson did not work on the fields to prepare them for play, they would not be usable. Mr. Johnson questioned what the $40 paid actually covered. He indicated that recently there was a broken sprinkler that caused at least four inches of standing water in the field. They have paid $40 and the lights had not come on. He indicated the Bermuda grass is dormant, no one is mowing, the trash needed to be picked up, and no one ever did the infield. His concern is these are the same children that will be playing High School ball and representing our community. Chairperson St. Johns asked how the priority system worked and how Mr. Rutledge and Mr. Johnson know there are no other teams on the fields. Mr. Rutledge explained he goes to Recreation Supervisor Ambriz and that he, City Manager Genovese, and Recreation Supervisor Ambriz met on these same issues within the last two weeks. Because Mr. Rutledge's team is one of the three honest club teams, providing the proper information and going through the proper channels, they are one of the only teams to pay. There are a lot of loopholes letting the rest of these club teams play free. Community Services Commission Minutes 11 December 19, 2005 Chairperson St. Johns asked if there is a schedule that Mr. .Rutledge presents to Recreation Supervisor Ambriz. Mr. Rutledge indicated he goes to Supervisor Ambriz and asks what days he can use the fields. When there is field space available, Mr. Rutledge will fix the field and practice on it. The field maintenance done by Mr. Rutledge and Mr. Johnson, in preparation for practice, takes a considerable amount of time. It is pointed out by Mr. Rutledge that part of the problem is they don't know who to contact at Desert Sands, for instance, in case of a broken sprinkler. Chairperson St. Johns asked the age group of the children. Mr. Rutledge indicated his children are in the 14 and under age group. Chairperson St. Johns asked if Charlene was the person to contact at the district on field maintenance issues. Recreation Supervisor Ambriz had spoken to Mr. James Lindsey in the City of La Ouinta's Public Works Department and was given a contact, which was a Facilities Superintendent named Troy. Supervisor Ambriz has been in contact with Troy since this incident with the fields and standing water. He explained the school district has the responsibility of the irrigation on 50th, so unfortunately with the flooding; it is not on the city's contract to fix, but rather part of the school district's responsibility. Supervisor Ambriz immediately researched the contact person and called him the same day. Commissioner Weber asked if the sprinkler was fixed in a timely manner. Recreation Supervisor Ambriz indicated this incident only happened last week, and he had not heard the status. Mr. Rutledge indicated he thought the sprinkler had only been turned off and had not yet been fixed. City Manager Genovese indicated it is one of those manic conditions that have been occurring for the last 17 years. The City would hear of the District setting up something, e.g., little league, and there would be sprinklers going on. It is not something that is ever going to be 100% perfect, even the City fields have the potential. Commissioner Hackney felt he has gotten mixed messages. He stated in the June, 2005 Commission Meeting, the message the Commission received from the eight to ten participants coming in from the various leagues was maintenance was Community Services Commission Minutes 12 December 1 9, 2005 lacking, but not to the extent Mr. Johnson has eluded to. In fact, there was a reasonable distinction to be drawn between not-for-profit, everybody participatory leagues, the Class I leagues we have, and the other classifications shown in the current schedule. He felt he had no concept as it related to Class II. Assuming everyone in Class II is abiding by the Class II rules, what are we talking as it relates to the actual money coming in to support these fields versus not having Class II. City Manager Genovese felt it is relatively minor and pointed out there is not this perception all field maintenance and field lighting are taken care of and there is an ample supply of money. Currently, when you take into account the lighting and landscaping district, which is in place to take care of the lighting and landscaping in the medians and parks, the parks had been exempted out approximately six years ago, the price tag is close to $1,000,000 and parks maintenance comes out of the general fund. So, it is not being assessed to anyone at this point. When asked if expected to continue this way, it was indicated some day the City may want to consider some type of special parcel tax, because eventually it will have an impact, as it does every year, on the police services, etc. City Manager Genovese also explained the General Fund comes from various taxes. Commissioner Hackney expressed his greatest concern was not about Class I or Class II but about the maintenance of the fields and the safety of the children out there playing. He felt the City should provide fields, ones that are basically well- maintained. Whether Class I or Class II, the leagues should not have to do the field maintenance described at this meeting tonight. He also realized there are limitations on money, staff, and how things get done. There somehow needs to be a cooperative effort to accomplish these things while providing an opportunity for all children, ones that excel and ones that do not, to participate. Commissioner Hackney reiterated what he is hearing now is significantly different than what he had heard at the Commission Meeting in June, 2005. Chairperson St. Johns stated the discussion tonight was the fees and of course, all want the fields to be safe. The field maintenance issue will continue being looked at, as promised at the June, 2005 Commission Meeting. In tonight's issue of the facility use fees, she agreed with Commissioner Gassman that we don't want to punish the children because they are getting better, and if there are times when the fields are empty, she would like to see these children play. Commissioner Weber agreed but does not like the phraseology of punishing anyone; it sounds politically charged and tends to skew the issue. The issue is there are limited resources and who should be paying for those. The City is not Community Services Commission Minutes 13 December 19. 2005 punishing the children for improving. The issue is one league is set up with open access for children at all levels, irregardless of how serious they take it or what their skill level is, whether they are handicapped or have learning disabilities, or whatever. They all have the opportunity to participate. He suggests maybe having a structure to minimize the infiltration of children from other municipalities into the La Quinta facilities is something to consider. The question was asked if the 75% residency was built in. He felt it was, but suggested we might want to explore having La Quinta teams, such as La Ouinta Heat, for example. He stated in his review of the research report, he noticed at least one city, Monrovia, had a memo of understanding agreement for usage. Maybe the City could have a memo of understanding with a La Ouinta team, which could carry a banner that it is the official team of La Quinta. He felt the City would need to approach this cautiously, maybe this would have minimal impact, maybe it is something we could suggest to City Council to be tried, but whatever is done, we need to proceed with caution. Commissioner Gassman asked about the age. She expressed tonight was the first time she had heard the age requirements of 14 years and under, and felt this is something worthy to consider. She felt a travel team of 16,17, and 18 year olds would have the ability to earn money, but children 14 years old and under do not have the ability to earn money without burdening their parents. Mr. Rutledge stated it would be acceptable to continue cleaning and maintaining their own fields in return for free field use. He suggested if a visual perspective is needed on field condition, drive out on any given day and look. Right now the grass is dormant and there is not much maintenance being done except for fixing the broken sprinklers as they break. Commissioner Hackney does not dispute the amount of time being given by Mr. Rutledge or other coaches. He expressed his appreciation for the time being given to the children. He does not dislike the Class I, Class II, or Class III approach to funding and thinks with the City's growth, there will be more pressure on the City's resources. He asked for Chairperson St. Johns' assistance in getting deeper into the maintenance issue because he sees it as a safety issue and as a function of what is being done for these children. City Manager Genovese stated that field maintenance is really a separate issue. Staff can certainly bring back a report regarding this but keep in mind; these same fields each day are being played on by hundreds of school children. So, whatever dangers are out there, they are prevalent everywhere. Traditionally, it has been the responsibility of the Sports & Youth groups to drag their own fields, etc. If the Community Services Commission Minutes 14 December 19, 2005 City attempted to do this, it would be expending a fair amount of dollars on staff at strange hours. All these fields at the Sports Complex are played on the entire day. If you prepare a field the night before, it will not help when there are several children playing on it every single day. This is the reality of this particular complex. Some day if La Quinta obtains its own baseball complex, which is just utilized for baseball, it would hopefully stay in better condition. Staff can report back on this, but City Manager Genovese felt this is a separate issue. Commissioner Hackney does not disagree, but felt talking through the issues he finds troublesome will assist him in formulating his direction. Chairperson St. Johns asked if anyone wanted to attempt to come up with a motion on this. Commissioner Weber felt it was good to talk about the maintenance. He stated to maintain the fields to the level desired, it will require some assistance from the coaches. He felt the role of being a coach included a certain amount of maintenance, but stated there should be an effort to minimize it. He indicated he would like to talk about maintenance more in future meetings. Commissioner Hackney asked how staff would respond to the concept of a particular travel team maintaining the fields, having signed a separate agreement with the City to perform the maintenance in return for a waiver on the Class II fees. City Manager Genovese responded it would be awkward at best. He sees this as two separate issues. Once done with a particular field, there may be requests to discount another field or people asking for credit for maintaining the fields. He can foresee A YSO coming back requesting other discounts as well. The snack bar is offered to various groups for use, while the effort is made to keep it to a minimum. We are attempting to distinguish the fact that these teams are different. The age group probably has more merit than anything else, but currently mayor may not be an issue. Fields not being used and people using them without paying is not as critical as having to designate a time for field use and paying for lights that currently do not have funding mechanisms, except by the general fund, which was previously mentioned as not having an assessment to take care of it. So, there are really two separate issues, and is really more of a policy issue. Commissioner Gassman is concerned about the age group and felt perhaps differentiating between those travel teams having children 14 years of age and under as opposed to the travel teams with older children could be possible. Community Services Commission Minutes 15 December 19, 2005 Recreation Supervisor Ambriz expressed in all due fairness to the recreation ball organizations, they too have taken on the responsibility of maintaining fields. He further states as Mr. Rutledge knows and has admitted, La Ouinta Sports and Youth has a new board member in LOS&Y baseball, Nathan Dunn, who has stepped up extremely for that organization. He knows personally from working over the past year with La Quinta Sports and Youth that prior to Mr. Dunn joining the group, there had not been much done. Mr. Dunn is really making a difference and is with the recreation ball organization. Mr. John Van Oriel, Commissioner of A YSO, as well, has always enforced with his board, the need to maintain all those fields to the best of their ability. In signing our "Community Use of Athletic Fields Agreement", a $500 mandatory field deposit is made, and it is the league's responsibility to maintain the fields to the best of their ability. Commissioner Weber requested that we look further into the ramifications of the age restriction. He does not want to burden anyone with too much research, but it might be something we want to consider, if we could get more information. City Manager Genovese expressed that if in fact the Commission has a 2-2, 3-1, or a 4-0 vote to remain with the current fee structure, and staff is requested to do additional research, staff will try to accomplish this for the Commission's next meeting. Chairperson St. Johns would like to see the additional research next month, before a decision is made. Commissioner Weber asked about the facility use fee schedule. Are the classification of groups and the definition of each class the official definition, because he does not see any reference to the percentage of residency required. Recreation Supervisor Ambriz indicated the Facility Use Policy had a bit more definition and does reference the resident percentage of 75%. He directs all to the "Community Use of Athletic Fields Agreement" (Attachment Al. item number two, and is also broken down and bolded in the Staff Report at the bottom of page two. Commissioners Hackney/Weber agreed to modify the earlier motion and move to postpone judgment on this. Commissioner Hackney explained he feels very uncomfortable about making a decision in either direction at this time. He feels he sees policy reasons in the growth of the community in which we need to be very cognizant. The class system we now have makes a huge amount of sense to deal Community Services Commission Minutes 16 December 19, 2005 with, but there is also a situation where we may have a legitimate complaint about the way we are doing things. City Manager Genovese suggests a motion be made to continue this item to the next meeting and direct staff to prepare additional research. MOTION - Commissioners Hackney/Weber move to continue this item until the next meeting. Motion carried unamimously. Commissioner Hackney would also like to see the participants of the June, 2005 Commission Meeting come back to the table. Recreation Supervisor Ambriz said he would send out the invitations. Commissioner Hackney expressed that he is unsure if this Commission can broker a solution, but it would be most helpful to have everyone involved together at the same time, expressing their viewpoints. Mr. Rutledge stated he thinks the priority list is the fairest method to use, simply that recreation ball teams have the first priority, travel recreation has second priority, non-profit club teams have third priority and for-profit club teams have last priority. This seems fair, delete the fees, but put it on a priority basis. Commissioner Hackney asks if we can look at what the fees have been over the last year to eighteen months in the various places. B. Community Special Events - Recreation Supervisor Riesgo explained that the City Council had authorized a community concert on the Civic Center Campus as a partnership between the City of La Ouinta and the La Ouinta Arts Foundation. The concert will take place on Sunday, February 26th from 2:00 p.m. to 4:00 p.m. Organizations have been invited to have a table at this concert, to provide a venue to display their literature and get their information out to the community. This event will also provide a venue for the poster unveiling of the 24th Annual La Ouinta Arts Festival. The estimated cost of the community concert is provided in the Staff Report. The City of La Ouinta will also be hosting a second concert in late April, 2006, with the Marine Corps Jazz Band and the La Ouinta High School Jazz Band. The Commission is requested to distribute flyers. Should the Commission approve the distributing of flyers and acting as host to the events, staff will proceed with the Community Services Commission Minutes 17 December 19, 2005 production of the flyers and distribute them to the Commissioners. Commissioner Weber asked if he has any conflict of interest by being a member of the La Ouinta Rotary. Chairperson St. Johns replies that he can do both. Commissioner Weber thought it was a great idea and La Ouinta Rotary is selling beer and wine at the event. He and his family have gone to "Concerts under the Stars" in Palm Desert and would love to see more things like this in La Ouinta. He makes a motion to move forward with the recommendations of staff. Commissioner Hackney sees no money associated with the second concert but only with the first, He asked if there is any cost associated with the second concert. Recreation Supervisor Riesgo indicated that we will be using the funding left over from the first concert. Commissioner Hackney asked if we are spending $15,000 to do these concerts. Recreation Supervisor Riesgo indicated that the Marine Corp Band is not that high of an expense, but wants to keep the money on reserve, and may be used for publicity materials and similar things. Chairperson St. Johns indicated that the concert was so good. Commissioner Gassman commented on last year's concert and requested that the Marine Corp Band and the La Quinta High School Band not play the same music as last year. MOTION - Commissioner Weber/Hackney move to approve the motion for the Commission to distribute flyers and act as hosts for the performers on the day of the concerts. Motion carried unanimously. C. CPRS Conference - Recreation Supervisor Riesgo explained the California Parks and Recreation Society Community Services Commission Minutes 18 December 19, 2005 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 Ontario, CA on March 16 - 18, 2006. We are looking to the Commission to appoint a representative to attend this conference. Chairperson St. Johns stated that she has never attended, but every time someone attends and returns, they are always very excited. Mr. Leidner attended last year, different Commissioners have attended at different times, and it is closer in proximity this year, so not so far to travel. Commissioner Hackney asked if anyone was interested in attending. Chairperson St. Johns would like to attend, but she indicated that she has to work. Commissioner Hackney also indicated that he has a scheduling conflict. Commissioner Weber would rather not attend. MOTION - Commissioner Weber/Hackney nominate Commissioner Gassman as the person to attend the CPRS Conference, and if Commissioner Gassman can not attend, then an alternate will be selected. Motion carried unanimously. D. Youth Workshop - Recreation Supervisor Riesgo explained the Commission has hosted a youth workshop for students at La Ouinta High School and La Ouinta Middle School, in which the students are encouraged to attend and to provide input as to what they would like to see offered in the community. Should the Commission desire to host a Youth Workshop in January or February, 2006, staff will contact La Ouinta High School, La Quinta Middle School, and youth-related organizations and arrange a time and date. We are looking to the Commission to provide us feedback. Chairperson St. Johns thinks that working with the youth is vitally important. She asked Recreation Supervisor Riesgo if she is still visiting the schools. Recreation Supervisor Riesgo indicated that she has been in contact with La Ouinta Middle School, but has not been as involved this year as she was last year. She has been there three times. Chairperson St. Johns felt that having the workshop the same way as last year is Community Services Commission Minutes 19 December 19, 2005 sort of redundant. You'd like different people from different organizations to come. Commissioner Hackney indicated they had also gone over to the school and participated in classes. Chairperson St. Johns stated last year's workshop was at the Senior Center and the format for this year's workshop seems wrong. She had fun going to the schools and meeting with ASB, but that would depend on the ASB person from each school. Recreation Supervisor Riesgo indicated that the challenge with attending schools is ASB at the High School is at the zero period, so the students can come and go as they please. This year she found it difficult to meet with the middle school because they only meet once a week, for an hour at a time, and everything for the entire week has to be jammed into one period. So, it is challenging to go to the schools, but agreed that you do get more out of a one-on-one action with the student. Commissioner Hackney asked if it was possible to do a thumbnail of where we are from last year's recommendations. He felt if we asked them to come last year and we didn't take action on their recommendations, out of a personal sense of embarrassment, he'd be inclined not to bring them back in. If, however, a credible presentation showing the recommendations made last year versus what was done as a result of them, he would be more inclined to sit down. Quite honestly, he sees it two ways. He sees it as arguably program shaping but also sees us meeting as a participatory group, where people get a chance to look at each other face-to-face and talk about what is going on in the city. We would have the opportunity to present some of what was going on in the city, and achieve better communications. Is it possible to postpone this until the next meeting, and get a quick thumbnail on where we are from last year's project list given to us. He asked if we have had any teenage sock-hops or anything like this. Commissioner Gassman asked if we have ever had a day where we have invited the student body officers and their respective schools to a Council meeting, for example. Commissioner Weber thought this would be a good idea, to have some one-on-one time with them. He likes interaction because we need to show the student body leaders just what the realities are. As future leaders, or as current leaders in the school, this would be helpful to them in a growing perspective as well as help us to Community Services Commission Minutes 20 December 19, 2005 convey to them some concerns we have. One of his main concerns is the maintenance as it relates to skate parks. We are spending thousands of taxpayer dollars to install cameras at our parks, due to the bad acts of a few. He would like to convey this to the student leaders, so they get a real perspective on what is really happening. We do not want the students going out in the world thinking there are unlimited resources, and they should be able to do anything and everything for everybody. He would like the opportunity to convey this to the students on a one-on-one basis. The students see graffiti in the bowl at the skate parks and have personal experiences as well. We could get feedback from them and help modify programs, to make them feel a part of the solution, while having a part in helping us. Chairperson St. Johns liked the idea of thinking outside of the box on this because it is zero period now. It was great when it was at lunch and we could go every other month, have pizza, and sit around and talk at the High School. It was wonderful, with the games and prizes, and lots of fun and interaction. This is not going to happen at 7:00 a.m. in the morning. Since our report card does not look very good at this time, we need to somehow have interaction and maybe just with the student body. Commissioner Weber thought that maybe the Council would love to see a group of students come in, maybe meeting with them prior to Open Session at 3:00 p.m. If this runs into the student's last period of school, we could see if the students can receive credit for civic participation. The students could meet with Council, meet with our Commission, introduce them at City Council, letting them stand up and converse with City Council and Council can thank them for their attendance, which would provide them with some interaction while seeing how city government functions. He felt this could be achieved without too much detailed analysis, but some would be beneficial, to provide a measuring stick of where we are, so that we can provide some feedback. Several Commissioners felt this was good, out-of- the-box thinking. Commissioner Hackney was asked if the last meeting was a tough one. He indicated that it was fun to participate in and he enjoyed it, once the interaction began. He asked if we could get a sense if the City Council would like to have the students present. City Manager Genovese didn't feel the Council would have any objection to inviting the students to a 3:00 p.m. meeting. It would probably depend on the age groups attending, and could probably be worked most logically in with the government Community Services Commission Minutes 21 December 19, 2005 classes. Commissioner Hackney would love to see the City Council spend a moment with the students. It was suggested that if the meeting was at the same time that the Commission was present, the interaction could take place. It was asked of City Manager Genovese if the session room would be available, but he indicated unfortunately it was used, but suggested there might be another place to have the meeting that may be close. It was suggested that outside might work, if a nice day. City Manager Genovese mentioned the library could be a place to begin the meeting, and together the students could come over to the Council chambers for their introductions. He would work with staff to come up with some ideas. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. Calendar of Monthly Events No other correspondence or written materials offered. VIII. COMMISSIONER ITEMS A. Reports from Commissioners Regarding Meetings Attended Commissioner Weber mentioned that he and City Manager Genovese had e-mails going back and forth relating to the La Quinta A YSO and field maintenance, etc. and it covered the topics we had talked about. He mentioned that he and John Van Oriel, La Quinta AYSO Regional Commissioner, have talked a number of times about the fields. He tried to help Mr. Van Oriel understand the challenges that we have with schools, in an effort to alleviate some of the concerns. It was also mentioned that Mr. John Van Oriel had finished his term and Mr. Jaime Nunez will be taking over next season. City Manager Genovese was asked to provide an update on the skate park. We are currently trying enforcement and several citations have been issued to a group of individuals, perhaps the same individuals going back and forth. We are looking at modifications to the fencing, both from the Police Department and our own staff. The security cameras, even though not specifically for the skate park because of liability issues, should be up and operating by February, 2006. This will help us with the vandalism. Before the skate park issues arose, we were experiencing quite a bit of vandalism over the past couple of years. Community Services Commission Minutes 22 December 19. 2005 Commissioner Weber personally caught a young man peeling stickers from the sign at the skate park and when asked what he was doing, the youth became rather belligerent. Also noted recently was graffiti inside the bowl. He also mentioned that work has been started on the spray and water park. City Manager Genovese indicated that the water features should be starting now, and thinks it will be at least a 90-day project. This is one of the issues we have to address, the problems of the park, and not just isolate the skate park. As soon as the water feature opens, there will be some of the same issues, unless we gain control of the issue at hand, which is poor behavior. Chairperson St. Johns asked what the graffiti said inside the skate bowl. Commissioner Weber did not go close enough to read, but it was large enough to see from the street. Recreation Supervisor Riesgo had received an e-mail from the police lieutenant today, indicating that the graffiti was gang-related and that the task force had been notified. It was mentioned there has been a lot of chopper activity there in an effort to coordinate enforcement. The police have a special enforcement team that go undercover, bicycle patrol which is almost stealth in its nature, as well as motorcycles to maneuver anywhere needed in the park. It will take hard enforcement for quite a time. IX. ADJOURNMENT MOTION - It was moved by Commissioners Hackney/Chairperson St. Johns to adjourn the Community Services Commission Meeting at 8:39 p.m. Motion carried unanimously. NEXT MEETING INFORMATION Monday, January 9, 2006 @7:00 PM La Quinta Civic Center - Study Session Room Submitted by: