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2009 02 03 CC&0 4 4 adja City Council agendas are available on the City's web page @ www.la-quinta.org CITY COUNCIL AGENDA CITY COUNCIL CHAMBERS 78-495 Calle Tampico La Quinta, California 92253 Regular Meeting TUESDAY, FEBRUARY 3, 2009 3:30 P.M. Closed Session / 4:00 P.M. Open Session Beginning Resolution No. 2009-009 Ordinance No. 464 CALL TO ORDER Roll Call: Council Members: Franklin, Henderson, Kirk, Sniff, and Mayor Adolph PUBLIC COMMENT At this time, members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. CLOSED SESSION — NONE RECESS TO CLOSED SESSION RECONVENE AT 4:00 P.M. PLEDGE OF ALLEGIANCE 001 City Council Agenda 1 February 3, 2009 PUBLIC COMMENT At this time members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. CONFIRMATION OF AGENDA PRESENTATIONS 1. PRESENTATION BY QUEEN SCHEHERAZADE AND HER COURT ON BEHALF OF THE RIVERSIDE COUNTY FAIR AND NATIONAL DATE FESTIVAL. WRITTEN COMMUNICATIONS — NONE APPROVAL OF MINUTES 1. APPROVAL OF MINUTES OF JANUARY 20, 2009. CONSENT CALENDAR NOTE: Consent Calendar items are considered to be routine in nature and will be approved by one motion. 1. APPROVAL OF DEMAND REGISTER DATED FEBRUARY 3, 2009. 2. ACCEPTANCE OF OFF -SITE IMPROVEMENTS ASSOCIATED WITH TRACT MAP 32225, SANTERRA, G5 ENTERPRISES, INC. 3. AUTHORIZATION FOR OVERNIGHT TRAVEL FOR ONE COUNCIL MEMBER TO ATTEND THE CITIES, COUNTIES, AND SCHOOLS PARTNERSHIP FISCAL REFORM TASK FORCE MEETING TO BE HELD IN SACRAMENTO, CALIFORNIA, FEBRUARY 11, 2009. 4. ACCEPTANCE OF AVENUE 58 PAVEMENT REHABILITATION IMPROVEMENTS, PROJECT NO. 2007-18B, AND APPROVAL OF CONTRACT CHANGE ORDER NO. 1. 5. ADOPTION OF A RESOLUTION TO EXTEND THE TIME FOR COMPLETION OF THE OFF -SITE IMPROVEMENTS FOR TRACT MAP 34243, PASATIEMPO, MADISON 58T" LA QUINTA, LLC. »• 002 City Council Agenda 2 February 3, 2009 6. ADOPTION OF A RESOLUTION TO EXTEND THE TIME FOR COMPLETION OF THE ON -SITE IMPROVEMENTS FOR TRACT MAP 34243, PASATIEMPO, MADISON 587H LA QUINTA, LLC. 7. ADOPTION OF A RESOLUTION APPROVING A STREET CLOSURE PERMIT FOR THE ANNUAL GREATER COACHELLA VALLEY SOAP BOX DERBY TO BE HELD ON MARCH 28, 2009, ON AVENIDA BERMUDAS. 8. ACCEPTANCE OF CITYWIDE SAFETY IMPROVEMENTS, PROJECT NO. 2006-16. 9. AUTHORIZATION OF OVERNIGHT TRAVEL FOR FOUR MEMBERS OF THE PLANNING COMMISSION AND THE PLANNING DIRECTOR TO ATTEND THE 2009 PLANNERS INSTITUTE AND MINI EXPO IN ANAHEIM, CALIFORNIA, MARCH 25-27, 2009. 10. APPROVAL OF THE APPOINTMENT OF COUNCIL MEMBER FRANKLIN AS THE CITY REPRESENTATIVE AND COUNCIL MEMBER HENDERSON AS THE ALTERNATE TO THE ANIMAL CAMPUS COMMISSION. BUSINESS SESSION 1. CONSIDERATION OF 3RD QUARTER COMMUNITY SERVICES GRANTS AND FUNDING REQUESTS. A. MINUTE ORDER ACTION 2. CONSIDERATION OF APPROVAL OF A QUESTIONNAIRE AND TIMELINE TO CONDUCT A SURVEY OF THE COVE AND SELECTED COMMUNITIES. A. MINUTE ORDER ACTION 3. CONSIDERATION OF MARKETING REQUESTS IN CONJUNCTION WITH THE COMMUNITY SERVICES GRANT PROCESS. A. MINUTE ORDER ACTION City Council Agenda 3 003 February 3, 2009 4. CONSIDERATION OF AN ART PURCHASE AGREEMENT WITH S.C.R.A.P. FOR THE FOUR SEASONS PANEL PROJECT IN THE CHILDREN'S CLASSROOM AT THE LIBRARY. A. MINUTE ORDER ACTION 5. CONSIDERATION TO APPOINT AN EX OFFICIO MEMBER TO THE FAMILY YMCA OF THE DESERT BOARD OF DIRECTORS. A. MINUTE ORDER ACTION 6. CONSIDERATION OF TWO CITY COUNCIL MEMBERS TO SERVE ON THE CIVIC CENTER ART PURCHASE COMMITTEE. A. MINUTE ORDER ACTION STUDY SESSION 1. DISCUSSION REGARDING THE CODE COMPLIANCE PROGRAM. REPORTS AND INFORMATIONAL ITEMS 1. ANIMAL CAMPUS COMMISSION (HENDERSON) 2. BOB HOPE CHRYSLER CLASSIC AD -HOC COMMITTEE 3. CITY COUNCIL AD HOC COMMITTEE REPORTS 4. CVAG COMMITTEE REPORTS 5. CHAMBER OF COMMERCE WORKSHOP/INFORMATION EXCHANGE COMMITTEE (HENDERSON) 6. C.V. CONSERVATION COMMISSION (SNIFF) 7. C.V. MOSQUITO AND VECTOR CONTROL DISTRICT (ROBERT COX) 8. C.V. MOUNTAINS CONSERVANCY (KIRK) 9. C.V.W.D. JOINT WATER POLICY COMMITTEE (ADOLPH) 10. FRIENDS OF DESERT MOUNTAINS (KIRK) 11. IID ENERGY CONSUMERS' ADVISORY COMMITTEE (FRANKLIN) 12. JACQUELINE COCHRAN REGIONAL AIRPORT AUTHORITY (FRANKLIN) 13. LEAGUE OF CALIFORNIA CITIES (HENDERSON) 14. PALM SPRINGS DESERT RESORT COMMUNITIES CONVENTION & VISITORS AUTHORITY (HENDERSON) 15. PALM SPRINGS INTERNATIONAL AIRPORT COMMISSION (NANCY DORIA) 16. RIVERSIDE COUNTY FREE LIBRARY ADVISORY COMMITTEE (DIANE GUNN) City Council Agenda 4 February 3, 2009 004 17. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (HENDERSON) 18. SANTA ROSA/SAN JACINTO NATIONAL MONUMENT ADVISORY COMMITTEE (HENDERSON) 19. SUNLINE TRANSIT AGENCY/SUNLINE SERVICES GROUP (ADOLPH) 20. COMMUNITY SERVICES COMMISSION MINUTES OF DECEMBER 8, 2008 DEPARTMENT REPORTS 1. CITY MANAGER A. RESPONSE(S) TO PUBLIC COMMENTS 2. CITY ATTORNEY 3. CITY CLERK 4. BUILDING & SAFETY DEPARTMENT REPORT - NONE 5. COMMUNITY SERVICES DEPARTMENT REPORT - NONE 6. FINANCE DEPARTMENT REPORT - NONE 7. PLANNING DEPARTMENT REPORT — NONE A. UPDATE TO SITE DEVELOPMENT PERMIT APPLICATION 8. PUBLIC WORKS DEPARTMENT REPORT - NONE 9. POLICE DEPARTMENT REPORT - NONE 10. FIRE DEPARTMENT QUARTERLY REPORT — NONE MAYOR'S AND COUNCIL MEMBERS' ITEMS — NONE RECESS TO REDEVELOPMENT AGENCY MEETING NO PUBLIC HEARINGS ARE SCHEDULED, THEREFORE, THE CITY COUNCIL WILL ADJOURN AND NOT RECONVENE AT 7:00 P.M. UNLESS THERE ARE ITEMS FROM THE AFTERNOON SESSION THAT HAVE NOT BEEN CONSIDERED. 7:00 P.M. PUBLIC COMMENT At this time members of the public may address the City Council on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. PRESENTATIONS — NONE 005 City Council Agenda 5 February 3, 2009 PUBLIC HEARINGS — NONE ADJOURNMENT The next regular meeting of the City Council will be held on February 17, 2009, commencing with closed session at 3:00 p.m. and open session at 4:00 p.m. in the City Council Chambers, 78-495 Calle Tampico, La Quinta, CA 92253. DECLARATION OF POSTING I, Veronica Montecino, City Clerk of the City of La Quinta, do hereby declare that the foregoing agenda for the La Quinta City Council meeting of February 3, 2009, was posted on the outside entry to the Council Chamber at 78-495 Calle Tampico and on the bulletin boards at 51-321 Avenida Bermudas and 78-630 Highway 1 1 1, on January 30, 2009. DATED: January 30, 2009 CJS-" dv-�O-� �� VERONICA J. MONTECINO, City Clerk City of La Quinta, California Public Notices The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's Office at 777-7103, twenty- four (24) hours in advance of the meeting and accommodations will be made. If special electronic equipment is needed to make presentations to the City Council, arrangement should be made in advance by contacting the City Clerk's Office at 777- 7103. A one (1) week notice is required. If background material is to be presented to the City Council during a City Council meeting, please be advised that eight (8) copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this take place prior to the beginning of the meeting. Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection at the City Clerk counter at City Hall located at 78-495 Calle Tampico, La Quinta, California, 92253, during normal business hours. 006 City Council Agenda 6 February 3, 2009 �a�Q•c F% - s „• 5 dhj OF COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Demand Register Dated February 3, 2009 RECOMMENDATION: Approve Demand Register Dated February 3, 2009 BACKGROUND: Prepaid Warrants: 81255 - 81284) 46,294.85 81285) 180.00 81286 - 81313) 293,271.90 813141 16,518.31 Voids} (666.13) Wire Transfers} 473,069.79 P/R 35615 - 35626) 224,122.54 P/R Tax Transfers} 60,414.54 Payable Warrants: 81315-814651 1,841,651.83 $2,954,857.63 FISCAL IMPLICATIONS: Demand of Cash - City $2,155,219.33 Demand of Cash -RDA $799,638.30 A vgm, t\ John M. Falconer, Finance Director AGENDA CATEGORY: BUSINESS SESSION CONSENT CALENDAR / STUDY SESSION PUBLIC HEARING CITY OF LA QUINTA BANK TRANSACTIONS 01/14/09 - 01/27/09 01/23/09 WIRE TRANSFER - PERS O1/23/09 WIRE TRANSFER - ICMA 01/23/09 WIRE TRANSFER -TASC 01/23/09 WIRE TRANSFER - LANDMARK 01/23/09 WIRE TRANSFER - VISTA DUNES ESCROW $60,639.69 $17,808 52 $1,243 70 $225,080 88 $168,297 00 TOTAL WIRE TRANSFER OUT $473,069 79 W l �ImnTv m OM Z , Oo m d Oo OD OG m 00 OJ Oo OD I , ti om m A D P P P P P P P V1 VI UI UI VI , OODA P UI F W N Y O V Co V P VI I oT3m • O m , Ea4lY zzlm zN W N F Y W W N I 00 r O W Y .• .o P Y e .• N In P m .o o I r c F m w F W F e Oo P o OC Y Ip A I w P\ P O 111 In N V Oo O P Y F N Z I rN ,n T T T p O n m ➢ D D D I An 10 D O Ir m O m O O A A O n I O N m A r T D D z S < m I .00 r N A A D n A O n a n l") 3 A m x A x p r z o D D r .. 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C C C O O v nz :Mmm C AD n Y A w M n A mo 1 Yy cnc> Sm o M : mmwoz--I ommoc •• O Co .DDAOS Oo TY OA . - -1 Cm XY c\ ZD mmYzm w\ rN 2 Wow-m YN m\ mee z c\ NN 0 N O D O O i M O D .o m m u 2 A A O O < CC o O O 22 O C o N .• •• •O 2 W Y i T : E Am : w w N O e O .O S S S N Y AOm I W o . TO N . ZZZNIOa nnneu Y 1 O n 1Y Y Y O O AA rrr�o A my DDD O O A -4D C O 1 Yn 1 a v o on 1 .0zo n o 0 O c S 1 O r mNZ T n Y r Z W Y N lT � TI C O � n ttl O � H Y D .m v nn .0 A nY O O � t C o Z I a O O o \ T T O 0 0• Mr \ DO DD O M• < o m D D 0o me 00 < rY o m mz w z u o cn o V O O W n A O m 2 Dn Om m< iD V A n T T r Mo 9C$ Y lT� RO rT Jc O �•+ O w A N A n Z NM S Z IY \A mD ID W Y n S oz I xm O= NO p MG) m M Y S A y A M m v y m w Y o r D `+ N Z O. �< Z UI O y Y Mn Dm z yZ c 3 M m � A i A m v O A o i Y N Z n C \ 3 v A mD mn MMo s. �S Am r Do Y Yc zz D i cam Mp T-ihf 4 4 a" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Acceptance of Off -Site Improvements Associated with Tract Map No. 32225, Santerra, G5 Enterprises, Inc. RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Accept the off -site improvements associated with Tract Map No. 32225, Santerra, G5 Enterprises, Inc. and authorize staff to release performance securities upon receipt of warranty security. Direct staff to release labor and materials securities ninety (90) days after City Council acceptance of the improvements. FISCAL IMPLICATIONS: Acceptance of the off -site improvements will impact the General Fund as follows: Catch basin maintenance is estimated to be $2,500 annually, which will be incorporated into the Landscape and Lighting District Operating Budget. CHARTER CITY IMPLICATIONS: 1►G7M BACKGROUND AND OVERVIEW: Tract Map No. 32225, Santerra, is located on the northwest corner of Avenue 58 and Madison Street (Attachment 1). The improvements include curb and gutter, sidewalk, curb ramps, storm drain, catch basins, landscaping, signing, striping, and asphalt concrete pavement. All obligations of the Subdivision Improvement Agreement (SIA) for the off -site improvements have been satisfied. Attachment 2 indicates the amount of the warranty security. 059 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: Accept the off -site improvements associated with Tract Map No. 32225, Santerra, G5 Enterprises, Inc. and authorize staff to release performance securities upon receipt of warranty security. Direct staff to release labor and materials securities ninety (90) days after City Council acceptance of the improvements; or 2. Do not accept the off -site improvements associated with Tract Map No. 32225, Santerra, G5 Enterprises, Inc. and do not authorize staff to release performance securities upon receipt of warranty security. Do not direct staff to release labor and materials securities ninety (90) days after City Council acceptance of the improvements; or 3. Provide staff with alternative direction. Respectfully submitted, U� E. _ imothy R. J nas P.E Public Works Direc or/City Engineer Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Vicinity Map 2. Warranty Security Exhibit 0,60 TM 32225 SANTERRA 0 PROJEC T Sl rE 547H W AIRPORT 587H VICINITY NOT TO SCALE ATTACHMENT 1 AVENUE BLVD. AVENUE I � ' CITY COUNCIL MEETING: February3, 2009 ITEM TITLE: Acceptance of Off -Site Improvements Associated with Tract Map No. 32225, Santerra APPLICANT: Mr. Greg La Marca, Alliances Development Services, Inc. • 061 ATTACHMENT 2 WARRANTY SECURITY Tract Map No. 32225 Development Name: Santerra OFF -SITE IMPROVEMENTS Performance Security Improvement Description Labor & Materials Original Amount Proposed Reduction WARRANTY AMOUNT Street Improvements $199,041 $199,041 90% $19,904 8 FT Meandering Sidewalk $39,121 $39,121 90% $3,912 Storm Drain $67,925 $67,925 90% $6,793 Domestic Water $66,550 $66,550 90% $6,655 Sanitary Sewer $13,473 $13,473 90% $1,347 Monumentation $0 $2,000 100% $0 Standard 10% Contingency $38,611 $38,811 100% $0 Professional Fees & Plans, Design 10% 1 $42,472 1 $42,692 100% 1 $0 Professional Fees, Construction 10% 1 $42,472 1 $42,692 1 100% $0 TOTALI $509,665 1 $512,305 L $38,611 062 ce4ty/ 4 4.v Qu&rcu COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Authorization for Overnight Travel for One Council Member to attend the Cities, Counties and Schools Partnership Fiscal Reform Task Force Meeting to be held February 11, 2009 in Sacramento, California RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: 3 �YLiiBi '�Y�I.XYI�I►B PUBLIC HEARING: Approve authorization for overnight travel for one member of the City Council to attend the Cities, Counties and Schools Partnership Fiscal Reform Task Force meeting to be held February 11, 2009 in Sacramento, California (Attachment 1). FISCAL IMPLICATIONS: The Fiscal Year 2008/2009 Budget has allocated funds for travel, training and meetings for the City Council. Funds for this meeting are available in the Legislative Program's Travel, Training and Meetings Account (#101-1001-411.51- 01). Expenditures for this meeting are estimated as follows: Travel Lodging Meals Total $ 340 $ 100 $ 75 $ 515 CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The Cities, Counties and Schools Partnership Fiscal Reform Task Force will meet February 11, 2009 in Sacramento, California regarding the State Budget and Fiscal Reform. Mayor Pro Tem Henderson is a member of the Cities, Counties and Schools Partnership Fiscal Reform Task Force • 063 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve authorization for overnight travel for one member of the City Council to attend the Cities, Counties and Schools Partnership Fiscal Reform Task Force meeting to be held February 3, 2009 in Sacramento, California; or 2. Do not approve the request for overnight travel; or 3. Provide staff with alternative direction. Respectfully submitted, 0" Uju(i- � Wanda Wise -Latta, Executive Assistant Approved for submission by: Thomas P. Genovese, City Manager Attachment: February 3, 2009 Agenda of the Cities, Counties and Schools Partnership Fiscal Reform Task Force 064 ATTACHMENT 1 Cities, Counties & Schools Partnership Fiscal Reform Task Force Meeting Wednesday February 11, 2009 10:00 a.m. — 2:00 p.m. California School Board Association East Building 3100 Halyard Drive West Sacramento, CA 95651 AGENDA Presiding: Richard Gordon, Chair CCS Partnership; Immediate Past President California State Association of Counties; Supervisor San Mateo County I. Welcome, A. Richard Gordon B. Ken Cooley, First Vice President League of California Cities, Council Member City of Rancho Cordova C. Paula Campbell, President CSBA, Board Member Nevada City School District II. Introductions of Members A. Member introductions III. Overview and Purpose of the Task Force A. Rich Gordon gives overview and purpose a. History of how task force came about b. Focus of Task Force i. State Budget Reform ii. State Fiscal Reform iii. State/Local Relationship — Restoring Local Tax Authority B. Brief statements of perspective from each of the associations IV. State Budget, Fiscal and Governance Reform Guest Speaker: Fred Silva, Fiscal Consultant, California Forward Perspectives on California's Budget Process Discussion Lunch Guest Speaker: Jim Wunderman, Executive Director, Bay Area Council A California Constitutional Convention Discussion V. Discussion of Next Steps (a) What information do members need for next meeting? (i) Background on other reform proposals (e.g, 1996 Constitutional Revision Commission). (ii) Additional research. (b) Set topics and schedule for next meetings. VI. Adjournment C65 AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: February 3, 2009 BUSINESS SESSION: ITEM TITLE: Acceptance of Avenue 58 Pavement Rehabilitation Improvements Project No. 2007-18B and CONSENT CALENDAR: Approval of Contract Change Order No.1 STUDY SESSION: PUBLIC HEARING: RECOMMENDATION: Accept Avenue 58 Pavement Rehabilitation Improvements Project No. 2007-18B, as 100% complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; authorize staff to release retention in the amount of $97,709, thirty-five (35) days after the Notice of Completion is recorded; and approve Contract Change Order No. 1 (Attachment 1) and authorize the City Manager to execute the same. FISCAL IMPLICATIONS: The following is a budget summary: Project Budget Total $1,219,006 Amount Spent Through 12/31/08 $819,791 Project Budget Available $399,215 Remaining Fiscal Commitment to Contractor $253,973 Project Budget Remaining After Construction $145,242 Original Contract Amount $898,000 Pending contract Change Order No. 1 $79,092 New Contract Total $977,092 Amount Paid to Date $723,119 Remaining Fiscal Commitment $253,973 Total Ret4ention to be Released $97,709 Amount /remaining to be Billed $156,264 � oss Adequate funding is available to pay the contractor's remaining billing ($156,264) and retention ($97,709) for project closeout. CHARTER CITY IMPLICATIONS: The project is partially funded with SB-1266 State funds. As such, the project was bid with prevailing wage requirements. BACKGROUND AND OVERVIEW: The purpose of this project is to rehabilitate the pavement on Avenue 58 between Madison Street and Jefferson Street. In order to address the conversion of a former county road to the City's urban arterial street standard, Avenue 58 needed to be reconstructed with a new centerline profile and enhanced structural section. The project did not increase roadway capacity or add landscaping. All existing curb, gutter and driveways remained in place as previously constructed. No additional right of way was needed to construct this project. On May 20, 2008, the City Council approved the PS&E and authorized staff to advertise for bid the Avenue 58 Pavement Rehabilitation Improvements, Project No. 2007-18B. On July 15, 2008, City Council awarded a contract for $898,000 to Skanska USA Civil West to construct the Avenue 58 Pavement Rehabilitation Improvements Project No. 2007-18B. On August 28, 2008, a Notice to Proceed was issued with a ninety (90) working day contract completion time starting September 8, 2008, and ending on January 20, 2009. The project was deemed substantially complete on December 12, 2008. The project's construction is now 100% complete and is in compliance with the plans and specifications. As is the standard practice quantity adjustments must be made between the proposed bid quantities, and the actual quantities utilized. This project required more asphalt paving work and additional manholes to be adjusted than originally estimated therefore those quantities required adjustment in order to arrive at the final contract amount. Prior to filing the Notice of Completion, staff must receive authorization from the City Council to approve this project as 100% complete and authorize the City Clerk to file a Notice of Completion. 667 FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Accept the Avenue 58 Pavement Rehabilitation Improvements Project No. 2007-18B as 100% complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; authorize staff to release retention in the amount of $97,709, thirty-five (35) days after the Notice of Completion is recorded; and approve Contract Change Order No. 1, and authorize the City Manager to execute the same; or 2. Do not accept Avenue 58 Pavement Rehabilitation Improvements Project No. 2007-18B as 100% complete; do not authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; do not authorize staff to release retention in the amount of $97,709, thirty-five (35) days after the Notice of Completion is recorded; and do not approve Contract Change Order No. 1; or 3. Provide staff with alternative direction. Respectfully submitted, Ti 'othy R. Jona on ublic Works D ct r ity Engineer Approved for submission by: G' Thomas P. Genovese, City Manager Attachment: 1. Contract Change Order No. 1 t;�a ATTACHMENT 1 Tjhfot aal Sheet 1 of 7 CONTRACT: Avenue 58 Pavement Rehabilitation Improvements PROJECT NO.2007-18B CONTRACTOR: Skanska USA Civil West California District Inc. 1995 Agua Mansa Road Riverside, CA. 92509 CONTRACT CHANGE ORDER NO. 1 Pursuant to the terms of the original Contract Agreement, you are hereby directed to make the herein described changes or do the following described work not included in the plans and specifications for this Contract. Unless otherwise stated all work shall conform to the terms, general conditions, and special provisions of the original Contract. DESCRIPTION OF CHANGE This Contract Change Order Allows for the traffic control for additional need asphalt removals not shown on the plan but encountered in the field. Total $ 5,957.76 This Contract Change Order Allows for the adjustment of an additional 24 buried valves and 5 buried manholes not shown on the plan but encountered in the field. Total $ 24,199.06 This Contract Change Order also allows for a Contract Quantity Adjustment between the Bid Quantities and the Actual Quantities Installed. Total $ 48,945.19 Original Contract Amount $ 898,000.00 Add This Change Order No. 1 $ 79,092.01 Revised Contract Total $ 977,092.01 By reason of this contract change order the time of completion is adjusted as follows: -3- days added to contract time. The revised contract completion date shall be: 01/23/09 Submitted Approved We, the undersigned Contractor, havegiven careful consideralion to the changeproposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, perform all labor, except as may be noted above, and perform all services necessary to complete the above specified work, and hereby accept as full payment the amount shown above, which includes all direct and indirect overhead expenses for any delays. Accepted Title: P`yJg `•T IVlanfrbe f- Contractor: S A-WSKP+ Date: T\ENGINEERING SERVICES DIVISION (CIP)\PROIECTSU_CONSTROCTION 007-18E AVENUE 58 PAVEMENT REH"ILITATIOMCONSTRUCTIOMPROGRESS PAYMENTS& U 1 0 CCO'S\CCO XI DOC Tity� 4 4 a" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Adoption of a Resolution to Extend the Time for Completion of the Off -Site Improvements for Tract Map No. 34243, Pasatiempo, Madison 58`h La Quinta, LLC RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Adopt a resolution to extend the time for completion of the off -site improvements as specified in the approved Subdivision Improvement Agreement (SIA) to July 31, 2009 for Tract Map No. 34243, Pasatiempo, Madison 581h La Quinta, LLC. FISCAL IMPLICATIONS: None. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: Pasatiempo (Tract Map No. 34243) is located north of Avenue 58 and west of Madison Street (Attachment 1). On January 31, 2007, the City and Madison 581h La Quinta, LLC entered into a SIA for Pasatiempo. Section 6 of the SIA requires: "that the subdivision improvements shall be complete within twelve months after the approval of the SIA. Failure by Subdivider to begin or complete construction of the Improvements within the specified time periods shall constitute cause for City, in its sole discretion and when it deems necessary, to declare Subdivider in default of this SIA, to revise improvement security requirements as necessary to ensure completion of the improvements, and/or to Qil require modifications in the standards or sequencing of the Improvements in response to changes in standards or conditions affecting or affected by the Improvements. " In a letter dated October 31, 2008 (Attachment 2), the developer requested a time extension for the off -site improvements to July 31, 2009. The off -site improvements are mostly complete with a few missing plants in the perimeter landscape. The developer also has to submit as -built plans, monument centerline tie records, and utility companies' acceptance letters. Staff has prepared the attached resolution which provides for approval of the time extension of the SIA for the off -site improvements. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: Adopt a Resolution of the City Council to extend the time for completion of the off -site improvements as specified in the approved Subdivision Improvement Agreement to July 31, 2009 for Tract Map No. 34243, Pasatiempo; or 2. Do not adopt a Resolution of the City Council to extend the time for completion of the off -site improvements time as specified in the approved Subdivision Improvement Agreement to July 31, 2009 for Tract Map No. 34243, Pasatiempo; or 3. Provide staff with alternative direction. Respectfully submitted, Ae� Tjp6othy R. Jo asso P.E. Public Works irector/City Engineer Approved for submission by: Thomas P. Genovese, City Manager Ci2 Attachments: 1 . Vicinity Map 2. Letter from Madison 58`" La Quinta, LLC dated October 31, 2008 RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, GRANTING AN EXTENSION OF TIME FOR THE COMPLETION OF THE OFF -SITE IMPROVEMENTS AS SPECIFIED IN THE APPROVED SUBDIVISION IMPROVEMENT AGREEMENT TO JULY 31, 2009 FOR TRACT MAP NO. 34243, PASATIEMPO. WHEREAS, the City Council approved the Subdivision Improvement Agreement (SIA) for Tract Map No. 34243, Pasatiempo, on January 31, 2007; and WHEREAS, Section 6. Completion of Improvements, of the approved SIA requires that the Subdivider begin construction of the improvements within ninety days and complete the construction within twelve months after the approval of the Agreement; and WHEREAS, failure by the Subdivider to complete construction of the improvements by January 31, 2008, shall constitute cause for the City, in its sole discretion and when it deems necessary, to declare the Subdivider in default of the approved agreement; and WHEREAS, Section 8. Time Extension, of the approved SIA allows for, at the City Council's sole and absolute discretion, an extension of time for completion of the improvements with additions or revisions to the terms and conditions of the Agreement. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: Section 1. The time for the completion of the off -site improvements as required by the approved SIA is extended to July 31, 2009. Section 2. The time extension for completing the improvements shall expire when City offices close for regular business on July 31, 2009. If the Subdivider has not completed the improvements, the City, in its sole discretion and when deems necessary, may declare the Subdivider in default of the Agreement. Section 3. The provided security amount as required in the approved SIA is satisfactory. No additional securities are required. Resolution No. 2009- Tract Map No. 34243, Pasatiempo Adopted: February 3, 2009 Page 2 Section 4. All other terms, responsibilities and conditions as listed in the approved SIA shall remain in full force and effect. PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council held on this 3rd day of February 2009, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: VERONICA J. MONTECINO, CMC, City Clerk City of La Quinta, California (City Seal) APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California G15 ATTACHMENT 1 TM 34243 PASATIEMPO w w PGA WEST z O c� AVENUE 54 1 ' w O ry Z O AIRPORT BLVD. (AVENUE 56) AVENUE158 CINITY M1 NOT TO SCALE CITY COUNCIL MEETING: February3, 2009 z O V) Y U Q ITEM TITLE: Adoption of a Resolution to Extend the Time for Completion of the Off -Site Improvements for Tract Map No. 34243, Pasatiempo APPLICANT: Mr. Thomas Dobron, Madison 58'^ La Quints, LLC GiG 0 PTMN9)o MADISON SC LA QuugTA, LLC October 31, 2008 Timothy R. Jonasson, P.E. Public Works Director/City Engineer City of La Quinta 7& 495 Calle Tampico La Quinta, CA 92253 RE: Tract Map No. 34243, Pasatiempo Subdivision Improvement Agreement ("SIA") On -site and Off -site Improvements Dear Mr. Jonasson: ATTACHMENT 2 OCT', PUBLIC WORKS RECEIVED NOV p $ 2008 Development Serviced I am in receipt of your letter of October 21, 2008 with respect to the above - referenced SIA. By this letter I would like to make application for an extension of time for completion of the improvements. It is our belief that at this time the improvements are 95% or more complete. I would not only like an extension of time in which to complete the improvements, but request that the City of La Quinta inspect the project and provide us with a final punch list of any additional items that may be outstanding. If you have any questions with respect to the foregoing, please do not hesitate to contact me, or my Paralegal, Barbara Preece, at (760) 604-4147. Thank you in advance for your consideration. Ve truly you T `P. r � Authorized Signat e. Tity� ^F 4Q" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Adoption of a Resolution to Extend the Time for Completion of the On -Site Improvements for Tract Map No. 34243, Pasatiempo, Madison 58`h La Quinta, LLC RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Adopt a resolution to extend the time for completion of the on -site improvements as specified in the approved Subdivision Improvement Agreement (SIA) to January 31, 2010 for Tract Map No. 34243, Pasatiempo, Madison 58`h La Quinta, LLC. FISCAL IMPLICATIONS: igro 1A CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: Pasatiempo (Tract Map No. 34243) is located north of Avenue 58 and west of Madison Street (Attachment 1). On January 31, 2007, the City and Madison 581h La Quinta, LLC entered into a SIA for Pasatiempo. Section 6 of the SIA requires: "that the subdivision improvements shall be complete within twelve months after the approval of the SIA. Failure by Subdivider to begin or complete construction of the Improvements within the specified time periods shall constitute cause for City, in its sole discretion and when it deems necessary, to declare Subdivider in default of this SIA, to revise improvement security requirements as necessary to ensure completion of the improvements, and/or to U 1 O require modifications in the standards or sequencing of the Improvements in response to changes in standards or conditions affecting or affected by the Improvements. " In a letter dated October 31, 2008 (Attachment 2), the developer requested a time extension for the on -site improvements to January 31, 2010. The on -site street, storm drain, dry utilities, sewer and water improvements are approximately 80% complete. The developer states that delays on the project have been caused by the downturn on the housing market. Staff has prepared the attached resolution which provides for approval of the time extension of the SIA for the on -site improvements. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Adopt a Resolution of the City Council to extend the time for completion of the on -site improvements as specified in the approved Subdivision Improvement Agreement to January 31, 2010 for Tract Map No. 34243, Pasatiempo; or 2. Do not adopt a Resolution of the City Council to extend the time for completion of the on -site improvements as specified in the approved Subdivision Improvement Agreement to January 31, 2010 for Tract Map No. 34243, Pasatiempo; or 3. Provide staff with alternative direction. Respectfully submitted, othy R. Jor a so E. Public Works Direct City Engineer Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Vicinity Map 2. Letter from Madison 581h La Quinta, LLC dated October 31, 2008 RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, GRANTING AN EXTENSION OF TIME FOR THE COMPLETION OF THE ON -SITE IMPROVEMENTS AS SPECIFIED IN THE APPROVED SUBDIVISION IMPROVEMENT AGREEMENT TO JANUARY 31, 2010 FOR TRACT MAP NO. 34243, PASATIEMPO. WHEREAS, the City Council approved the Subdivision Improvement Agreement (SIA) for Tract Map No. 34243, Pasatiempo, on January 31, 2007; and WHEREAS, Section 6. Completion of Improvements, of the approved SIA requires that the Subdivider begin construction of the improvements within ninety days and complete the construction within twelve months after the approval of the Agreement; and WHEREAS, failure by the Subdivider to complete construction of the improvements by January 31, 2008, shall constitute cause for the City, in its sole discretion and when it deems necessary, to declare the Subdivider in default of the approved agreement; and WHEREAS, Section 8. Time Extension, of the approved SIA allows for, at the City Council's sole and absolute discretion, an extension of time for completion of the improvements with additions or revisions to the terms and conditions of the Agreement. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: Section 1. The time for the completion of the on -site improvements as required by the approved SIA is extended to January 31, 2010. Section 2. The time extension for completing the improvements shall expire when City offices close for regular business on January 31, 2010. If the Subdivider has not completed the improvements, the City, in its sole discretion and when deems necessary, may declare the Subdivider in default of the Agreement. Section 3. The provided security amount as required in the approved SIA is satisfactory. No additional securities are required. ... 01 S 0 Resolution No. 2009- Tract Map No. 34243, Pasatiempo Adopted: February 3, 2009 Page 2 Section 4. All other terms, responsibilities and conditions as listed in the approved SIA shall remain in full force and effect. PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council held on this 3rd day of February 2009, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: VERONICA J. MONTECINO, CIVIC, City Clerk City of La Quinta, California (City Seal) APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California ATTACHMENT 1 TM 34243 PASATIEMPO W W IZ PGA V) WEST z 0 AVENUE 54 1 U w O w z O 12 AIRPORT BLVD. (AVENUE 56) AVENUE158 VICINITY MAP NOT TO SCALE CITY COUNCIL MEETING: February 3, 2009 z 0 V) Y U Q ITEM TITLE: Adoption of a Resolution to Extend the Time for Completion of the On -Site Improvements for Tract Map No. 34243, Pasatiempo APPLICANT: Mr. Thomas Dobron, Madison 581' La Quinta, LLC PA&ATEWo MADISON 5r LA QuurrA, LLC October 31, 2008 Timothy R. Jonasson, P.E. Public Works Director/City Engineer City of La Quints 78495 Calie Tampico La Quinta, CA 92253 RE: Tract Map No. 34243, Pasatiempo Subdivision Improvement Agreement ("SW) On -site and Off -site Improvements Dear Mr. Jonasson: ATTACHMENT 2 0CT (-S#s1#'0 ' PUBLIC WORKS NOV 0 3 2008 Development Services I am in receipt of your letter of October 21, 2008 with respect to the above - referenced SIA. By this letter I would like to make application for an extension of time for completion of the improvements. It Is our belief that at this time the improvements are 95% or more complete. I would not only like an extension of time in which to complete the improvements, but request that the City of La Quinta inspect the project and provide us with a final punch list of any additional items that may be outstanding. If you have any questions with respect to the foregoing, please do not hesitate to contact me, or my Paralegal, Barbara Preece, at (760) 604-4147. Thank you in advance for your consideration. Ve trulyy2r4 T P.Aut Signatg F, C8� C&tylol 4 4 a" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Adoption of a Resolution Approving a Street Closure Permit for theAnnual Greater Coachella Valley Soap Box Derby to be Held on March 28, 2009 on Avenida Bermudas RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: _ CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Adopt a Resolution of the City Council approving the temporary closure of Avenida Bermudas between Calle Arroba and Calle Nogales, and the side streets to the west that connect to Avenida Navarro, for the Annual Greater Coachella Valley Soap Box Derby on March 28, 2009. FISCAL IMPLICATIONS: Funds were included in the Fiscal Year 2008-2009 budget for this event. The amount of $2,800 was budgeted for the Soap Box Derby operating materials in the Public Works Department Account No. 101-7003-431.56-52. The amount of $1,600 was budgeted for the Soap Box Derby Franchise Fees in the Community Services Department Account No. 101-3001-451.80-24. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: On December 18, 2008, representatives of the Greater Coachella Valley Soap Box Derby applied for a temporary use permit to hold their annual event on Saturday, March 28, 2009, between the hours of 5:00 a.m. and 7:00 p.m. The Planning Department will issue Temporary Use Permit 2008-851 after they receive comments from potentially affected agencies. The proposed race route is identical to the route used in previous years and requires the closure of Avenida Bermudas between Calle Arroba and Calle Nogales, and closure of the side streets to the west that connect to Avenida Navarro, which include: Calle Arroba, Calle Colima, Calle Monterey, Calle Chihuahua, and Calle Nogales. The Traffic Control Plan for this event is shown in Attachment 1. Temporary street closures are allowed if the City Council adopts a Street Closure Resolution pursuant to Municipal Code Section 12.32. If the Resolution is adopted, the Public Works Department will issue an Encroachment Permit pursuant to Municipal Code Section 14.16 that requires implementing traffic safety measures including traffic control signs, barricades, and other safety measures. The temporary street closure will have minimal impacts on the surrounding area because other streets adjoining the site are available to provide access to the surrounding residential properties. The affected property owners will be notified of the upcoming event pursuant to the conditions of Temporary Use Permit 2008-851. Approval of the temporary street closure will not create conditions that may threaten the public health and safety needs of the community because specific conditions will be imposed as a part of Temporary Use Permit 2008-851. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Adopt a Resolution of the City Council approving the temporary closure of Avenida Bermudas between Calle Arroba and Calle Nogales, and the side streets to the west that connect to Avenida Navarro, for the annual Greater Coachella Valley Soap Box Derby on March 28, 2009; or 2. Do not adopt a Resolution of the City Council approving the temporary closure of Avenida Bermudas between Calle Arroba and Calle Nogales, and the side streets to the west that connect to Avenida Navarro, for the annual Greater Coachella Valley Soap Box Derby on March 28, 2009; or 3. Provide staff with alternative direction. 08 Respectfully submitted, Timothy R. Jo a son, P.E. Public Works ' ctor/City Engineer Approved for submission by: homas P. Genovese, City Manager Attachment: 1. Soap Box Derby Traffic Control Plan n 8, RESOLUTION NO. 2009- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, DECLARING ITS INTENTION TO ALLOW THE TEMPORARY CLOSURE OF AVENIDA BERMUDAS BETWEEN CALLE ARROBA AND CALLE NOGALES, AND THE SIDE STREETS TO THE WEST THAT CONNECT TO AVENIDA NAVARRO, ON MARCH 28, 2009, FROM 5:00 A.M. TO 7:00 P.M. FOR THE GREATER COACHELLA VALLEY SOAP BOX DERBY WHEREAS, the Greater Coachella Valley Soap Box Derby has applied for City Council approval to close Avenida Bermudas between Calle Arroba and Calle Nogales, and the side streets to the west that connect to Avenida Navarro, for their special outdoor event to be held March 28, 2009; and WHEREAS, the City Council on the 3rd day of February, 2009, reviewed this request to temporarily close Avenida Bermudas between Calle Arroba and Calle Nogales and those interconnecting streets to the west between the hours of 5:00 a.m. and 7:00 p.m.; and WHEREAS, the City Council finds the following facts and reasons to justify approval of said temporary street closure: 1. The temporary street closure is allowed based on Chapter 12.32 (D) of the Municipal Code which permits the City Council, by Resolution, to designate "temporary no parking" areas by placing signs adjacent to the street curb. The posting of "no parking" signs and installation of traffic barricades in all areas necessary to ensure traffic safety shall be completed as required by the Public Works Encroachment Permit. 2. The temporary street closure will have minor impacts on the area because other streets adjoining the site are available to provide access to the immediate neighbors surrounding the race event. The affected property owners will be notified of the upcoming event as required by Temporary Use Permit 2008-851. 3. The City can grant an encroachment permit to allow activities on public streets for specific periods if legitimate reasons are found to allow the closure and safety standards (Chapter 12.16 of the Municipal Code, Traffic - Control Devices) are provided, such as traffic barricades and "no parking" signs to ensure that the public is not "at risk" while attending the special event. Resolution No. 2009- Greater Coachella Valley Soap Box Derby Adopted: February 3, 2009 Page 2 4. Approval of the temporary street closure will not create conditions that may threaten the public health and safety needs of the community at the various events because specific conditions will be imposed and shall be met. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows: Section 1. That the above citations are true and correct and constitute the findings and requirements of the City Council in this case. Section 2. The City Council approves the closure of portions of Avenida Bermudas between Calle Arroba and Calle Nogales, and the side streets to the west that connect to Avenida Navarro (Attachment 1), from 5:00 a.m. to 7:00 p.m. subject to conditions imposed by the Public Works and Planning Departments. Section 3. The City Engineer, or his designee, will issue an Encroachment Permit (Chapter 14.16 of the Municipal Code) to the Greater Coachella Valley Soap Box Derby regulating the closure of the streets provided certain traffic control standards and the Conditions of Approval for Temporary Use Permit 2008-851 are met. Section 4. "No parking" signs will be posted (Chapters 12.16 and 12.32 of the Municipal Code) as required by the Public Works Director, a minimum of 24- hours prior to the event. The Riverside County Sheriff's Department will tow any unauthorized vehicle within this area at the time of the event. Section 5. In case of bad weather, the City Manager is authorized to reschedule the street closure provided all conditions of approval under Temporary Use Permit 2008-851 are met. Section 6. The Greater Coachella Valley Soap Box Derby personnel shall obtain an Encroachment Permit from the Public Works Department, including a traffic control plan, prior to closing the streets, and make arrangements to install all traffic safety signs and barricades prior to the closure of said streets. Section 7. A condition of Temporary Use Permit 2008-851 shall be to have Riverside County Sheriff's Department personnel on hand to assist the applicant with on -site security and provide traffic control measures needed to carry out the street closure permit. Section 8. The City Council authorizes City staff or other assigned safety personnel to close the event if at any time all safety standards are not being met, and thus could jeopardize those persons attending the function; and 080 Resolution No. 2009- Greater Coachella Valley Soap Box Derby Adopted: February 3, 2009 Page 3 Section 9. The City Clerk shall cause this Resolution to be posted after its adoption. PASSED, APPROVED and ADOPTED at a regular meeting of the La Quinta City Council, held on this 3rd day of February 2009, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: DON ADOLPH, Mayor City of La Quinta, California ATTEST: VERONICA J. MONTECINO, CMC, City Clerk City of La Quinta, California APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California tl S z & a.3s ry' pKp 1PW� U1� U s < Rom; ^'J U W 2 $~Q le ceitr^F4Q COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Acceptance of Citywide Safety Improvements Project No. 2006-16 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: _ CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Accept Citywide Safety Improvements Project No. 2006-16, as 100% complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; authorize staff to release retention in the amount of $8,705, thirty-five (35) days after the Notice of Completion is recorded. FISCAL IMPLICATIONS: The following is a budget summary: Project Budget Total as of 12/31 /08 Amount Spent Through 12/31 /08 Project Budget Available Remaining Fiscal Commitment to Contractor Project Budget Remaining After Construction Efforts Original Construction Contract Amount Contract Change Order No. 1 New Contract Total Amount Paid to Contractor to Date Total Remaining Fiscal Commitment to Contractor Total Retention to be Released (5% Previously Released) Contract Amount Remaining to be Billed By Contractor $ 275,000 $ 204,600 $ 70,400 $ 8,705 $ 61,695 $ 168,249 $ 5,847 $ 174,096 $ 165,391 $ 8,705 $ 8,705 $ -0- Adequate funding is available to pay the contractor's remaining retention ($8,705) for project closeout. 091 CHARTER CITY IMPLICATI The project is 100% funded with Redevelopment Agency Project Area No. 2 funds. As such, the project includes prevailing wage requirements. BACKGROUND AND OVERVI The Citywide Traffic Safety Improvements Project Number 2006-16 included three minor projects at separate locations. The first project was the Westward Ho Pedestrian Activated Crosswalk near the La Quinta High School. The second project was the Adams Street emergency flashing beacon adjacent to the La Quinta Fire Station. The third project was a modification to the existing traffic signal at the intersection of Adams Street and Fred Waring Drive. On October 2, 2007, the City Council approved the plans, specifications and engineer's estimate (PS&E) and authorized staff to advertise for bid the Citywide Traffic Safety Improvements, Project Number 2006-16, and adopted a resolution making findings pursuant to Health & Safety Code Section 33445 and consenting to the use of Project Area No. 2 redevelopment funds for the citywide traffic safety improvements. On October 31, 2007, four sealed bids were received for the construction of this project. Republic Intelligent Transportation Services, Inc. submitted the lowest responsive bid in the amount of $168,249. On November 20, 2007, City Council awarded a contract for $168,249 to Republic Intelligent Transportation Services to construct the Citywide Safety Improvements Project No. 2006-16. On March 20, 2008, a Notice to Proceed was issued with a sixty (60) working day contract completion time starting March 24, 2008, and ending on June 17, 2008. Contract Change Orders extended the project until June 19, 2008. The project was deemed substantially complete on July 11, 2008; however, equipment compatibility issues and conflicts prevented the project from being officially completed until December 2008. As per project specifications Section 1500-3.2, no liquidated damages are warranted. The project's construction is now deemed to be 100% complete and is in compliance with the plans and specifications. There was no quantity adjustments required for this project. G9- Prior to filing the Notice of Completion, staff must receive authorization from the City Council to approve this project as 100% complete and authorize the City Clerk to file a Notice of Completion. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Accept the Citywide Safety Improvements Project No. 2006-16 as 100% complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; authorize staff to release retention in the amount of $8,705, thirty-five (35) days after the Notice of Completion is recorded; or 2. Do not accept Citywide Safety Improvements Project No. 2006-16 as 100% complete; do not authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; do not authorize staff to release retention in the amount of $8,705, thirty-five (35) days after the Notice of Completion is recorded; or 3. Provide staff with alternative direction. Respectfully submitted, Ti othy R. J as P.E. ublic Works Dire or/City Engineer Approved for submission by: Thomas P. Genovese, City Manager 090 Tuv 4 4QU«& COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Authorization for Overnight Travel for Four Members of the Planning Commission and Planning Director to Attend the 2009 Planners Institute and Mini Expo in Anaheim, CA, March 25 -27, 2009 RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: (] CONSENT CALENDAR: % STUDY SESSION: PUBLIC HEARING: Approve authorization for overnight travel for four (4) members of the Planning Commission and Planning Director to attend the three-day 2009 Planners Institute and Mini Expo in Anaheim, CA, March 25 -27, 2009, FISCAL IMPLICATIONS: Costs associated with attending the Conference will be funded through Fiscal Services Training & Meetings, Account No. 101-6001-413.51.01. This conference was budgeted in the 2008/2009 Fiscal Year Budget at $6,000. The breakdown of expenditures per person anticipated for this conference is as follows: • Conference Enrollment - Early Registration $ 510 • Travel/Meals 253 • Lodging 437 Total $1,200 CHARTER CITY IMPLICATIONS: None. 09J4 BACKGROUND AND OVERVIEW: The three-day 2009 Conference focuses on planning issues affecting local governments; such as Green Building Ordinances, CEQA Information, and the Planning Commissioners' Role and Responsibilities. Additional Seminar information is included in Attachment 1. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve authorization for overnight travel for the Planning Commission members and Planning Director to attend the three-day 2009 Planners Institute and Mini Expo in Anaheim, CA, March 25-27, 2009; or 2. Do not approve authorization for overnight travel for the Planning Commission and Planning Director to attend the three-day 2009 Planners Institute and Mini Expo in Anaheim, CA, March 25-27, 2009; or 3. Provide staff with alternative direction. Johry on, Planning Director Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Conference Material 09 J f �7�, 2009 :E: w- � e3 e.�� 9. E.+p pf �� '� 5,:� Y, �.'�"e.�_. s e s.E rya r�"t: � ��;�P� i _`_ Registration and CityBooks Open 10:30 a.m.-5:00 p.m. NOPENING GENERAL SESSION Economic Outlook 1:00-2:15 p.m. Back by popular demand from the 2008 Planners Institute. delve into financial and real estate hot topics with renowned expert, Carole Rodoni. Evaluate the residential/ commercial real estate and credit markets effect on local economies. Are we at the bottom, what's the real cost and who will pay? Are stock and bond markets still volatile, steady or blooming again? How will the consumer spend? Start the conference on a note of updated risks, projections and good news From an expert. SPEAKER: Carole Bodoni, Bamboo Consulting ® CONCURRENT SESSIONS 2:45-4:00 p.m. New Visions for Old Trailer Parks Address creative methods local governments can use to deal with older trailer parks, mobile home parks, and manufactured housing. Using real life case studies, industry experts provide a thought provoking discussion on what to do with older trailer parks, particularly those in the downtown area. MODERATOR AND SPEAKER: David Narevsky, Principal, MunicipalMobilehomeSolution SPEAKER: Thomas P. Kerr, President, - Thomas P. Kerr, Inc. ® California Environmental Quality Act 101 (CEQA Basics) Acquire a fundamental knowledge of CEQA basics. Learn about the law's objectives and become familiar with the terminology and usage. SPEAKER: Christi Hogin, City Attorney, Lomita and Malibu, Law Firm of Jenkins and Hogin, LLP Advanced CEQA Local Strategies for Promoting Healthy Food Retail New public health research has shown that Californians living in neighborhoods with healthy food retail have lower rates of obesity and diabetes. Yet, many urban and rural communities struggle to attract and retain supermarkets. Explore the planners role in creating healthy food retail environments through zoning, targeted economic development, and increased coordination among city agencies. Environmental impact reports can be daunting documents -containing hundreds _— -PRESIDING: Kristi�lgo,-Master of Public of pages. Key tips will be presented to help Policy Candidate, University of California the pertinent elements in these often immense Berkeley, Goldman School documents stand out. Art in the DNA of a City Art is frequently an afterthought in our cities and public realm. Yet, cities that integrate and promote culture, art, creative activities and jobs reap benefits that can be transforming. Learn to incorporate art into the fabric of a city through general plans and other ordinances. Examples will show how public art entails symbolic meaning, physical form, interactive or passive activity, maintenance and security issues. When simultaneously planned with public input cities can reap the mutual benefits of public art and public places. MODERATOR AND SPEAKER: Gwynn Pugh, AIA, ASCE, LEED AP, Planning Commissioner, Pugh+Scarps Architects Inc. SPEAKERS: Jessica Cusick, Cultural Affairs Director, Santa Monica K.M. Williamson, Ph.D., Social Ecologist, Urban Public Realm Consulting SPEAKERS: Hannah Burton Laurison, MA, Senior Associate, Public Health Law & Policy Mary M. Lee, JD, Associate Director, PolicyLink Rosa Soto, Regional Director, Healthy Eating Active Communities (HEAL) - People on the Move Baldwin Park Preparing and Adopting Effective General Plans What makes a "good" general plan? Is your general plan so large and complex it remains on the shelf? How can you know if a general plan will effectively work? This panel of "masters in the profession' will reveal their trade secrets for creating a usable and understandable general plan. MODERATOR: David Barquist, AICP, Senior Associate, RBF Consulting SPEAKERS: William Fulton, AICP, Principal and Senior Advisor, Design, Community & Environment Steve Preston, FAICP, Deputy City Manager, San Gabriel Woodie Tescher, Principal Technical Director, PBS & J, Los Angeles Sessions/schedule are subject to change. ■ CONCURRENT SESSIONS 4:15-5:30p.m. Using Prop IC and Other State Funds to Achieve Housing Element Goals The audience will learn what State funding fools are available to assist in achieving housing element compliance. PRESIDING: Lynn Jacobs, Director, State Department of Housing and Community Development SPEAKERS: Cathy Cteswell, Deputy Director, State Department of Housing and Community Development Chris Westlake, Deputy Director, Division of Financial Assistance, State Department of Housing & Community Development Ld Planning Commissioners' Role and Responsibilities What is your role and responsibility as a planning commissioner in your community? How do you interact with the city council? Do you have knowledge of the legal and planning documents needed to make the best planning decisions? Discuss innovative ways to improve your practical working relations with staff, proponents, and the public. SPEAKERS: Debbie Chamberlain, Planning Manager, San Ramon Carol Lynch, City Attorney, Rancho Palos Verdes Joel Rojas, Community Development - . Director, Rancho Palos Verdes _ Group Homes vs. The Neighborhood —Can They Get Along? Gain updates on innovative adopted ordinances to regulate group homes with the goal of preserving the character of residential neighborhoods. Learn how the ordinances are faring in respect to legal challenges, community perceptions, and overall effectiveness. PRESIDING: Alice Angus, AICP, Community Development Director, Orange SPEAKERS: David DeBerry, City Attorney, Orange Dave Kiff, Assistant City Manager, Newport Beach Urban Design: What Cities Can Do for You and What You Can Do for Your City Urban design is largely responsible for places and cities that people love or hate. Connect with your inner urban designer. Architects are concerned about buildings while planners are concerned about zoning, land use, heights and setbacks but not necessarily the built physical environment. Good urban design places buildings, sues and streets together with the community to create vitality and maximize benefit. MODERATOR AND SPEAKER: Gwyrme Pugh, AIA, ASCE, LEED AP, Planning Commissioner, Pugh+Scarpa Architects Inc. SPEAKERS: John Chase, Urban Designer, West Hollywood Deborah Murphy, Urban Designer/ Planner, Deborah Murphy Urban Design+Planning Planning Cities for a New Era Americans are suffering today more than ever. The rapidly inereasingprices of food and other necessities coupled with the housing crisis have put many of our communities at risk, Many think the American Dream is now unattainable and unsustainable. Cities must transform the way they plan and develop. Gain an understandingof demographic trends, the need for collaboration across metropolitan areas, and innovative financing models. PRESIDING Christine Ante, Director of Planning, Policy, and Development, Transportation and Land Use Collaborative of Southern California SPEAKERS: Dr. Manuel Pastor, Professor of Geography and American Studies & Ethnicity; Director, Program for Environmental and Regional Equity (PERE), Center for Sustainable Cities, University of Southern California Katherine Perez, Executive Director, Urban Land Institute Green Building Ordinances—. Success for Community and Industry Stakeholders Take part in shared local and statewide trends and strategies for successful green building ordinances that are benelicial and achievable. Rating systems used to implement green building ordinances, adopt building standards, and regulate green buildings are some of the topics to be introduced and shared. MODERATOR AND SPEAKER: Brian Gift, CEO/Executive Director, Build It Green SPEAKER- Chandra Krout, AICP, LEED AP, GPR, Environmental Programs Administrator, Community Development Department, Irvine ' G9v Registration and CityBoohs Open 7:30 a.m.-2:30 p.th. M GENERAL SESSION AND BREAKFAST 8:00-9:45 a.m. Our country is facing serious times. Fires, Floods, foreclosures and a massive Wall Street financial bailout are upon us. These are the latest signs that we am caught in twin crises: economic downturn and environmental devastation. The author of the 2008 New York Times bestseller, The Green Collar Economy, and acclaimed socialjustice and environmental activist delivers real solutions that rescue our economy, our environment and our inspiration to lead. SPEAKER: Van Jones, Pounder/CEO, Green For All, Oakland M CONCURRENT SESSIONS 10:15 —11:45 a.m. Development Blueprint: A Look at Mixed -Use in Downtown Anaheim Gain insight into downtown Anaheim's strategic plan that led to a successful partnership between the private sector and the Redevelopment Agency that created an inviting, recognizable urban city center. Explore how quality urban design, real estate economics, and private sector expertise is integrated to create a dense, urban, livable, active, and diverse public space worth visiting. (This session precedes the Downtown Anaheim Mobile Workshop.) MODERATOR: Kerry Kemp, Redevelopment Manager, Anaheim SPEAKERS- Mary Anderson, .:.Principal, CIMGroup .'Frank Fuller, Principal,_ - ..Field Paoli Architects Historic Preservation -How to Engage the Community, Orange Style Recognize how grassroots efforts and university shared values have contributed to the formation of a remarkable historic district. Learn how a city can reach our to its property owners, residents and business owners through preservation incentives, education and information programs, detailed area studies, and planning efforts. SPEAKERS: Anna Pehoushek, Principal Planner, Orange Ken Ryan, KTGY and Chapman University Teresa Smith, Council Member, Orange ® Finance 101 Learn the fundamentals of municipal finance. Discuss the essentials of California city revenues and spending and trends in California local government finance. Target impacts from the state budget and the economy while determining critical issues and proposals for fiscal reform. SPEAKER: Michael Coleman, Fiscal Policy Advisor, League of California Cities, CaliforniaCityFinance.com ® Housing Elements and Housing Laws: What Every Commissioner Should Know Laws regarding affordable housing have become increasingly complex and more likely to restrict local planning and zoning decisions. Discuss key issues including the requirements for adequate sites and emergency shelters. Compare other State housing laws, including the Housing Accountability Act, density bonuses, and the Fair Housing Act. SPEAKERS: Jeff Baird, AICP, Principal, Baird+Driskell Community Planning Collaborative Danielle,Foster, Housing Superintendent, Davis Janet Kennedy, Council Member, Martinez and Housing Coordinator, Antioch Top Ten Questions As a seasoned commissioner, have you wondered how other cities conduct their meetings? Do you need to know how to best work with staff, or wonder if you have the same relationship with your city council as other planning commissioners? Bring your questions and exchange with your peers. MODERATOR: Bob Combs, Planning Commissioner, Danville SPEAKERS Newell Arnerich, AIA, Architect and President, Ad Architects, Inc. Peter Buffa, Former Mayor and Council Member, Costa Mesa, Vice Chairman, Orange County Transportation Authority SB 375—the Intersection of Climate Change, Land Use and Transportation SB375 will start affecting how regions plan for transportation, housing, and greenhouse gas issues as early as 2011. Some regions have already started the planning process on some level. This session will provide a nuts and bolts overview of SB 375 and how it may affect local decision -making. SPEAKERS: Bill Higgins, Lobbyist, League of California Cities Betsy Strauss, Special Counsel, League of California Cities Lunch and Mini Expo Noon-2:00 p.m. Meet vendors who serve the city planning departments who specialize in environmental planning land use, affordable housing, municipal law, community development, urban design traffic solutions, air quality and more. ■ MOBILE WORKSHOPS $25 sign-up fee To attend one of the mobile tours you will need to register online. The tours will be on a first -come, first -served basis. Your tour coupon will be included in your registration packet, along with your badge and meal coupons. Once a tour is filled with 45 people, it will be marked online as "Not Available." There will be rw refirrds. Downtown Anaheim Mobile Workshop (1) Downtown Anaheim has undergone a renaissance. Visit newly completed and innovative mixed -use development projects, residential projects, civic buildings (including the Muzeo), and historically significant sites. Hear stories behind the existing and newly completed buildings that provide a backdrop for Center Street Promenade, the heart of the downtown area. If you are interested in historic preservation and downtown revitalization, you'll enjoy this workshop. HOST CITY DIRECTOR: Kerry Kemp, Redevelopment Manager, Anaheim TOUR LEADERS: Mary Anderson, _ Principal, CIM Group Frank Fuller, Principal, rr Field Paoli Architects Downtown Disney: Entertaining the World (2) Happiness is more than just a state of mind ... in Anaheim, it's a destination. Tout the Downtown Disney® District, a unique gathering place for spontaneous fun and nighttime entertainment. Learn the secrets behind the creation of this destination and how it breaks traditional retail rules. See how architecture, landscaping, design details, and the tenant mi'x, contribute to the ambiance. Visit the beautiful Grand Californian Hotel, which pays homage to the Craftsman architectural style. Enjoy this glimpse of Disney magic! HOST CITY DIRECTOR AND TOUR LEADER.: Sheri Vander Dussen, AICP, Planning Director, Anaheim TOUR LEADERS: Tony Bruno, Vice President, The Disneyland Resort Linda Johnson, Principal Planter, Anaheim Old Towne Orange (3) Nestled in orange groves of decades past is Old Towne Orange. Stroll along streets of historic homes, intriguing cal€s, antique shops and unique local businesses. Visit the expanded main library and history center. Hear about the formation of the historic district and view Old Towne online. Visit an old ice house adapted for mixed use and a new transit -oriented townhouse project. Observe how to retain and build upon a community's charm. HOST CIT Y DIRECTOR AND TOUR LEADER' Alice Angus, AICP, Community Development Director, Orange TOUR LEADER: Anna Pehoushek, Principal Planner, Orange Old lowne Oranee mobile The Irvine Ranch - From Orange Groves to Planned Communities (4) Formerly a sheep grazing ranch, visit this premier master planned community that reaches from the Pacific Ocean to the Cleveland National Forest and Riverside County. Due to its size, the "village" concept was created to.provide local identity rather than monotonous suburban sprawl. Visit the "Woodbury Village" planned community and model home complex, and the "Irvine Spectrum Entertainment Center" for a walking tour of extraordinarily unique and innovative entertainment retailing. TOUR LEADER Tim Gehrich, AICP, Manager of Development Services, Irvine The Renaissance of Historic Downtown Santa Ana (5) Tour the historic home of downtown Orange County. As the county grew, Santa Ana faced challenges experienced by many older urban cores. Today, the vibrant downtown has the county's largest stock of restored historic commercial buildings, construction of new courthouses, county offices, and a thriving museum district along with loft residential and mixed -use development. Capitalizing on its central location, hear about plans for a major expansion of transit through a "Go Local' program. HOST CITY DIRECTOR. Jay M. Trevino, AICP, Executive Director, Planning and Building Agency, Santa Ana TOUR LEADER. Karen Haluza, AICP, Planning Manager, Santa Ana 106 Using Performance Measurement to Deliver Efficient, Quality Development Review Services In these tough economic times, having a smooth development review process can make your city more competitive, locally and globally. Determine how to use performance measurement tools to assess how effective your process is in the eyes of your customers, not just the ones that fill out the comment card. Learn strategies to deal with the "horror story" measure Examples of other sources of data will allow you to manage your development review process, identify areas to improve, and speak confidently about your success. SPEAKER: Joe Horwedel, Director, Planning, Building and Code Enforcement, San Jose Understanding Public Service Ethics Laws and Principles (AB 1234 Training) State law requires elected and appointed officials to receive training in specified ethics laws and principles every two years. Newly elected and appointed officials must receive this training within one year of becoming a public servant. This session satisfies this two- hour requirement for attendees. SPEAKER: JoAnne Speers, INExecutive Director, Institute for Local Government M CONCURRENT SESSIONS 2:30-4:30 p.m. Practical Solutions for Production of Affordable Workforce Housing The availability of affordable workforce housing, within a reasonable commuting distance to employment centers, continues to be a national problem despite the decline of housing prices The shortage of workforce housing has been a barrier to effective redevelopment and economic development in many cities. Identify how to implement new and alternative solutions for affordable workforce housing. MODERATOR: John Di Mario, Community Development Director, La Palma SPEAKERS- Lucy Dunn, Director, Department of Housing and Community Development Ehud Mouchly, Vice President & General Manager, CA/NV, UniDev, LLC Ken Mutter, Chief Operations Officer, Neighborhood Housing Services of Orange County and Chair, Orange County Workforce Housing Task Force ® How to Run a Meeting Get practical tips on how to have amicable dynamics and successful meetings. SPEAKERS: Wayne Goldberg, AICP, Director. Office of Advance Planning and Public Policy, Santa Rosa Niroop Srivatsa, Planning and Building Services Manager and Zoning Administrator, Lafayette AICP CREDITS CityBooks Open 7:45-11:00 a.m. Grab & Go Breakfast 7:45-8:15 a.m. ®CONCURRENT SESSIONS 8:15-9:45 a.m. Best Practices in Local Affordable Multi family Housing Preservation Strategies Local governments are already required to identify at -risk apartments in their housing element. However, the emphasis in these documents is generally on producing more affordable housing rather than preserving what already exists. Many are unaware of the extent of the at -risk inventory in their communities or the economic and political advantages of focusing on preservation. The The Benefits of'Development Agreements Development agreements can be an effective tool in the approval of complex development projects. They can ensure public benefits and quality of development for projects either constructed in phases or over an extended period of time. Solidify economic benefits which cannot otherwise be guaranteed through the entitlement process. Hear discussion on the benefits and risks of adopting development agreements, legal principles, evolving legal topics, including whether a city can require a development agreement, and practical considerations in negotiating deal points. MODERATOR: Donald Lamm, AICP, Deputy City Manager, Development Services Director, Executive Director of the Redevelopment Agency, Costa Mesa housing element update process provides a SPEAKERS: Elizabeth A. Binsack, Community perfect mechanism to adopt new strategies to Development Director, Tustin promote preservation. Discuss the importance of preservation, best practices from other regions, and successful implementation. PRESIDING- Matt Schwartz, President & CEO, California Housing Partnership Corporation SPEAKERS: Franklin Campos, Preservation Program Coordinator, Los Angeles Housing Department Beth Stochl, Housing Policy and Program Consultant, Beth Stochl Associates ® How to Read an Environmental Impact Report (EIR) Commonly, EIRs exceed 500 pages with complicated language. Terms unfamiliar to the casual reader, such as "threshold of significance' and "traffic level of service' am used liberally. Determine how toread an EIR critically. Focus on information that helps exert local control over the process. Become a, —mom effective decision maker for youraty. , - SPEAKER: Laurence Wiener, Attorney, Richards, Watson & Gershon' Edward C. Dygert, Senior Counsel, Cox, Castle and Nicholson LLP Anna C. Shimko, Principal, Cassidy, Shimko, Dawson & Kawakami No Stupid Questions Frustrated that you only get five days to review your packets? Do you have "those planning questions" but have been too afraid to ask your planning staff? During this informal, interactive session, come and share frustrations, and find out how other cities have solved problems or issues you may also have MODERATOR AND SPEAKER: Bob Combs, Planning Commissioner, Danville SPEAKER: Lynn Osborn Overeashier, Program Manager, 511 Contra Costa Bridging the Gap: City Planning and Available Water Supplies Highlight new legislation and recent court decisions affecting the relationship between city planning functions and available water supplies. Gain practical tips for coordinating a city's land use entitlement process with the roles carried out by consultants, project applicants and water agencies, in preparing Water Supply Assessments (WSAs) and Written Verifications (WVs). PRESIDING. John E. Brown, City Attorney, Ontario SPEAKERS: Paeter E. Garcia, Attorney, Best Best & Krieger LLP Marro, A. Martinez, Interim City Attorney, Maywood; Assistant City Attorney, Azusa and Colton John C. Terrell, ACIP Planning Official, Moreno Valley ■CLOSING GENERAL SESSION 10:00-11:00 a.m. Forget the rules of commercial real estate development. From a past life in the surf industry, including President of Quiksilver and EVP at Gotcha, Shaheen Sadeghi has reinvented conventional retailing and nurtured the arts through brick and mortar. Transforming a military night goggle factory in Costa Mesa into an indoor/outdoor retail mecca for the college set, and a contaminated lot into a pioneering"green'retail complex, Shaheen will take you on an amusing and colorful forecast of future planning that incorporates the capture of "culture." SPEAKER: Shaheen Sadeghi, CEO, Lab Holding, LLC, Developer of the Lab anti -mall and the CAMP green retail, Costa Mesa L T4hf 4 4 a" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Approval of the Appointment of Council Member Franklin as the City Representative and Council Member Henderson as the Alternate to the Animal Campus Commission RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: / STUDY SESSION: PUBLIC HEARING: Approve the appointment of Council Member Franklin as the City Representative and Council Member Henderson as the Alternate to the Animal Campus Commission. FISCAL IMPLICATIONS: ►om CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: On April 6, 2004, the City Council appointed Council Member Henderson as the City Representative to the Animal Campus Commission. Following the General Municipal Election of November 4, 2008, newly -elected Council Member Franklin was appointed as the Alternate to the Commission at the December 2, 2008 City Council meeting. At the January 20, 2009 City Council meeting, Council Member Henderson announced that the Animal Campus Commission meetings were held on the same day and time as another committee she attends. Upon discussion with Council Member Franklin, both Council Members agreed to switch appointment positions. Staff is requesting the City Council confirm the change of positions by approving the appointments of Council Member Franklin as the City Representative and Council Member Henderson as the Alternate to the Animal Campus Commission. 10J FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve the appointment of Council Member Franklin as the City Representative and Council Member Henderson as the Alternate to the Animal Campus Commission; or 2. Provide staff with alternative direction. Approved for submission by: Thomas P. Genovese, City Manager 104 ce,ty o{.449&rw COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration of 3" Quarter Community Services Grants and Funding Requests RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: F3 01WW O 11610 PUBLIC HEARING: An Ad -Hoc Committee received $21,000 in requests for consideration. The Committee is recommending funding up to $10,000 from the $44,510 funds available leaving $34,510 in the Special Project Contingency account (101-3001- 451.80-01) for future consideration. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: An Ad -Hoc Committee, comprised of Council Members Henderson and Franklin, reviewed five grant applications from various local organizations. The Grant Guidelines indicate only non-profit organizations are eligible and are limited to $5,000 in funding. Grant recipients cannot receive consecutive year funding as stated in the City of La Quinta Grant Guidelines (Attachment 1). The exception to consecutive year funding is for requests for City facility rental fees by non-profit organizations. A summary of all previous Community Services Grant Funding requests and amounts awarded in the 2008-2009 Fiscal Year is provided as Attachment 2. The following table summarizes the requests and Ad -Hoc Committee's recommendation for this V quarter: lug Applicant Applied Committee's Recommendation Family YMCA of the Desert $5,000 $5,000 Family Services of the Desert $5,000 $2,000 LifeStream Foundation $4,000 $2,000 La Quinta Longhorns (Youth Baseball Travel Team) $5,000 $1,000 ATHA for Loopy Ladies of La Quinta $2,000 $0 Total $21,000 $10,000 Recommended Grant Requests of $5,000 or Less: Of the five submitted grant requests for $5,000 or less, the Ad -Hoc Committee has chosen to recommend four of these grant requests for City Council consideration: 1. Family YMCA of the Desert (Attachment 3). The Family YMCA of the Desert is requesting $5,000 to provide free swim lessons and water safety for 77 children from La Quinta. The summer swim classes normally offered at $65 per child will be offered at no charge to low income children. The Family YMCA of the Desert was last funded $5,000 in November 2007 to install a new shade structure at the La Quinta Preschool. The Ad Hoc -Committee recommended funding $5,000. 2. Family Services of the Desert (Attachment 4). Family Services of the Desert is requesting $5,000 to provide mental health and family support services to low-income families and to continue offering crisis counseling in schools at no cost. This organization has never been funded. The Ad -Hoc Committee recommended funding $2,000. 3. LifeStream Foundation (Attachment 5). The LifeStream Foundation is requesting $4,000 to be directed toward their Academy of Giving scholarship fund. The requested funds would go directly to a high school student or school in the desert region. This organization has never been funded. The Ad -Hoc Committee recommended funding $2,000. These funds are to be presented to La Quinta High School if they provide a campus blood drive by June 30, 2009 and successfully achieve the highest number of participants needed to receive the high school scholarship funding by the LifeStream Foundation. 4. La Quinta Longhorns (youth baseball travel team) (Attachment 6). The La Quinta Longhorns are requesting $5,000 to help off -set team costs so all of the boys committed to the team can afford to play. All of the team's players are 13 years old, and 75% of them are La Quinta residents. Team costs include uniforms, travel expenses, and tournament entry fees. This youth sports team has never been funded. The Ad -Hoc Committee recommended funding $1,000. 106 Grant Request not recommended for funding and/or did not meet the criteria in the Grant Guidelines include: 1. ATHA for Loopy Ladies of La Quinta (Attachment 7). The Loopy Ladies of La Quinta are requesting $2,000 to be used for purchasing rug hooking class supplies. Materials needed include a wool cutter, 12 frames, kit materials, and reference books for beginners. Classes will be held at the La Quinta Senior Center and La Quinta Museum in February/March 2009. This organization has never been funded. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve funding for one or more of the following organizations: Family YMCA of the Desert in the amount of $5,000; Family Services of the Desert in the amount of $2,000; LifeStream Foundation in the amount of $2,000; La Quinta Longhorns in the amount of $1,000. 2. Do not approve funding for one or more of the following organizations: Family YMCA of the Desert in the amount of $5,000; Family Services of the Desert in the amount of $2,000; LifeStream Foundation in the amount of $2,000; La Quinta Longhorns in the amount of $1,000. 3. Provide staff with alternative direction. Respectfully submitted, ti I Edie Hylto Community Services Director Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. City of La Quinta Grant Guidelines 2. 2008-2009 Community Services Grant Awards 3. Family YMCA of the Desert 4. Family Services of the Desert 5. LifeStream Foundation 6. La Quinta Longhorns 7. ATHA for Loopy Ladies of La Quinta lvv ATTACHMENT 1 0) Q F �\ Fc. nFfj y._o,c.}�O4u2W C 'N OF TK4' GRANT GUIDELINES The City of La Quinta offers the Grant Program for Community Services Support and Economic Development/Marketing and Sponsorships. Community Services Grants go to recognized nonprofit organizations that benefit the residents of La Quinta. Priority for funding is granted to organizations that directly benefit La Quinta residents, second consideration is given to organizations that indirectly affect the quality of life for the residents of La Quinta. Economic Development Grants go to organizations that will help strengthen the business community of La Quinta. Marketing and Sponsorship Grants go to organizations that would benefit the City of La Quinta in a marketing capacity. Individuals are not eligible for funding through the City of La Quinta Grant Program. Organizations that receive Community Development Block Grants from the City of La Quinta during the, same fiscal year are not eligible for funding through the Community Services Grant program. Organizations that have been funded are ineligible for funding for the next fiscal year. Requests are limited to an amount not to exceed $5,000. La Quinta service organizations may request funds to be applied directly to rental fees for City facilities for consecutive years without the $5,000 funding limit. Completed grant applications will be initially reviewed by a designated Grant Review Committee who will then recommend consideration of approved grants to City Council. Grant applications will be considered by City Council at the first City Council meetings in August, November, February, and May of each fiscal year. Applications are due three weeks before the scheduled City Council meeting. Applicants will be informed 1-2 weeks prior to the City Council meeting regarding the status of their request. Typed applications are preferred. Incomplete applications will be returned to the applicant. Organizations requesting "seed" money are required to obtain matching funds from other sources in the same fiscal year before Community Service Grant funds will be released. For more information on the City of La Quinta Grant program, please contact the Community Services Department at (760) 777-7090. 10S 2008-2009 COMMUNITY SERVICES GRANT AWARDATTACHMENT 2 Available Funding for Grants $100,000 DATE ORGANIZATION AMOUNT REQUESTED AMOUNT FUNDED 8/5/2008 ACT for MS $2,000 $2,000 8/5/2008 Alzheimer's Association $5,000 $2,000 8/5/2008 Boys & Girls Club of C.V. - La Quinta Unit $5,000 $5,000 8/5/2008 Coachella Valley Symphony $5,000 $4,500 8/5/2008 Community Blood Bank $5,000 $5,000 8/5/2008 First Composite Group - General Patton Center $2,000 $2,000 8/5/2008 The Living Desert $5,000 $5,000 8/5/2008 Prestige at PGA West $5,000 $5,000 8/5/2008 Soroptimist International of La Quinta $4,050 $4,050 8/5/2008 Osher Lifelong Learning Institute $3,780 $3,780 8/5/2008 Desert ARC $5,000 $0 8/5/2008 La Quinta Playhouse $6,500 $0 11/4/2008 American Cancer Society $5,000 $2,500 11/4/2008 Ben Franklin Elementary School $5,000 $1,000 11/4/2008 CASA for Riverside County, Inc. $5,000 $1,000 11 /4/2008 Desert Cities Pop Warner Football and Cheer $1,160 $1,160 11/4/2008 Eisenhower Medical Center Desert Diabetes Club $5,000 $1,000 11/4/2008 La Quinta High School Debate Team $4,500 $1,000 11/4/2008 La Quinta High School Mock Trial Team $1,000 $1,000 11/4/2008 Palm Springs Cultural Center Farmers Market $5,000 $3,500 11/4/2008 Soldiers Organized Services (SOS) $5,000 $5,000 11/4/2008. City of Palm Springs $1,000 $0 11/4/2008 Desert AIDS Project $5,000 $0 11/4/2008 Palm Springs Women in Film $5,000 $0 TOTAL DISTRIBUTED FUNDS REMAINING BALANCE IN SPECIAL PROJECT CONTINGENCY ACCOUNT $55,490 $44,510 11 U ATTACHMENT 3 L E • 1w, GRANT APPLICATION FISCAL YEAR 2009-2010 Name of Organization: Family YMCA of the Desert Amount Requested: $5,000.00 Contact Person: Terri Bona Mailing Address: 43930 San Pablo Ave. City: Palm Desert State: CA Zip Code: 92260 Home Telephone: Work Telephone: 760.341.9622 E-mail Address: tbonagdesertymca.org 501(c)3 Taxpayer I.D. Number: 95-3673295 Date Application Submitted: January 9, 2009 Applications will receive consideration without discrimination because of race, color, religion, sex, age, national origin or disability. 111 CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: X Community Services Support Economic Development/Marketing and Sponsorships What is the overall purpose or goal of your Organization? To put Judeo-Christian principles into practice through programs that build healthy spirit mind and body for all 2. How long has your Organization been in existence? 26 Years Months 3. Describe in general the activities or services of your Organization: The Family YMCA of the Desert incorporated as a 501 (c) (3) non-profit based in Palm Desert. Today we serve over 3,500 children and their families at 29 valley wide school sites. We build strong kids strong families and strong communities by offering a full range of programs like sports swim lessons summer camps Youth and Government activity programs youth sports family programs bitty sports dance and other specialized programs Our focus is to teach the core values of Caring, Honesty Respect and Responsibility through our daily activities with these children 4. How many people does your Organization currently serve? No. of Youth 4931 No. of Adults 1373 No. of Seniors 84 How many people do you intend to serve during this Fiscal Year? No. of Youth 5177 No. of Adults 1386 No. of Seniors 92 6. How many people served during this Fiscal Year will be La Quints residents? No. of Youth 780 No. of Adults 40 No. of Seniors 0 117 How many paid employees/volunteers does your Organization employ? Full time employees 62 Part time employees 208 Volunteers 90 8. Describe how your Organization is managed and governed: Board of Directors The management of the Family YMCA of the Desert is vested in a Board of Directors of not less than 24 and no more that 42 voting members with such powers as defined in our constitution. Executive Committee: The officers of the Family YMCA of the Desert and other board members appointed by the board president serve as the executive committee of the Board of Directors with full power and authority to supervise and act upon all business requiring immediate attention during intervals between the regular meetings of the Board of Directors. The board president also serves as chairman of the Executive committee. The board president has the power to appoint standing or special committees with appropriate responsibility descriptions. All committees report their acts and proceedings to the Board of Directors. All personnel matters (i.e., hiring, review, discharge etc.) are referred to and administered by the Executive Committee by and through the CEO. Rob Ballew. 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone See attached board list 10. What is your annual schedule of events, and during what months does your Organization operate? We are a year round operation; please see attached calendar of events. 11. Do you charge admission, membership fees, dues, etc? X Yes No If yes, please describe: See attached Membership Fee list 11� 12. What are your other sources of revenue for this funding year? Source Amount We research a number of different funding agencies year round. At this time we have not identified a donor for the summer swim lessons at La Quinta Pool. Total Needed $ Total Received $ Balance $ 13. Amount of money requested from the City of La Quinta? $ 5.000 14. Has your Organization been funded by the City of La Quints previously? X Yes No If yes, when? 10/07 15. Please provide the name and address of the bank in which the Organization's funds are kept: FirstBank; 73000 Highway 111 at Monterey Palm DesertCA 92260 16. Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Rob Ballew Sandra Chiupka Vanessa Walker Terri Bona Title CEO Director of Bus Operations Director of Finance Director of Fund Dev. 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the requested funds and how these funds will be used, if awarded. During the summer swim program we wish to increase the number of children who will learn to swim safely. During these difficult economic times lessons such as these have become a luxury. However, drowning is a tragic outcome when kids don't know how to swim and knows no economic boundaries. The Family YMCA of the Desert wants to make certain these kids who cannot afford swim lessons don't fall through the cracks. If funded we will be able to provide free swim lessons and water safety for 77 children from the City of La Quinta. The classes normally offered at $65 per child will be offered at no charge to low income kids. We will features fun water activities while teaching water safety. Since YMCA's nationwide have been teaching swimming for over 100 years we are confident we will teach the best swimming and water safety skills that are necessary for children to know for a life time. The YMCA will supply free swim suits to those low income kids who do not have suits. 18. Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be benefited. The Family YMCA of the Desert's overall goal is to provide families and their kids programs that teach Y core values of Caring, Honesty. Respect and Responsibility within specific activities like youth sports swimming and so much more. If we are granted funds we will apply the entire amount to the summer swim program in order to teach children how to swim. We will provide free swim lessons to low income kids: kids that normally cannot participate in these extra curricular activities due to lack of funds. The overall benefit is kids will learn safety around bodies of water and learn to respect the value of swim lessons. However, kids learn so much more than lust swim lessons: with their success they learn self worth, attain self esteem and self respect. 19. Attach copies of the last three months bank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. 11Q ATTACHMENT 4 GRANT APPLICATION FISCAL YEAR 2008-2009 Name of Organization: Family Services of the Desert Amount Requested: $5,000 Contact Person: John L. Brown Mailing Address: 81-711 Hwy. I I I Ste. 101 City: Indio State: CA Zip Code: 92201 Home Telephone: Work Telephone: 760.346.2398 E-mail Address: iohnbrownkdslextreme.com 501(c)3 Taxpayer I.D. Number: 95-2549152 Date Application Submitted: January 9, 2009 Applications will receive consideration without discrimination because of race, color, religion, sex, age, national origin or disability. 116 CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: X Community Services Support Economic Development/Marketing and Sponsorships 1. What is the overall purpose or goal of your Organization? Family Services of the Desert is a non profit organization that protects the most vulnerable members of society by confronting issues of child abuse and domestic violence within the family. 2. How long has your Organization been in existence? 50 Years Months Describe in general the activities or services of your Organization: Family Services of the Desert provides quality affordable mental health and family support services to the residents of the Coachella Valley. Our program allows domestic violence & child abuse perpetrators the opportunity to develop and practice strategies that will enhance their ability to nurture and support healthy family interaction as well as psycho -social development in their children and attend to the physical emotional and psychological needs of family members Our education and counseling programs are based on a coynitive-behavioral theoretical model that supports behavioral change for group therapy participants. FSOD has demonstrated a proven history of providing culturally competent domestic violence and child abuse counseling services for men women and children. Services have been designed and implemented to promote the welfare and safety of children and their families through strength -based culturally sensitive clinical intervention and family supportThe agency is committed to maintaining the welfare and safety of children and all family members while strengthening and preserving the family. We provide services to the family as a whole which identify and enhance its strengths while meeting individual and family needs Our family system and social work approaches have proven 11i to be most applicable to the unique characteristics of the individual involved by taking into consideration culture, language, gender, age and family needs. Thus services are available to families and children who would not otherwise have access to counseling and mental health services. Services are easily accessible and flexible to respond to families' needs. Skilled clinicians provide individual, conjoint, family and group therapy services to clients in English and Spanish. Family Services of the Desert and our staff are committed to strengthening and Preserving our families... and we welcome the opportunity to continue serving our community providing responsible counseling programs that help stop abuse in all settings. The agency's programs address the issue of all family members and for many of our clients, there are simply no other counseling options in the region. 4. How many people does your Organization currently serve? FSOD provides services to an estimated 1500 individuals out of our 3 locations No. of Youth 550 No. of Adults 850 No. of Seniors 100 5. How many people do you intend to serve during this Fiscal Year? No. of Youth 600 No. of Adults 900 No. of Seniors 100 6. How many people served during this Fiscal Year will be La Quinta residents? During the last fiscal year FSOD provided services to 20 children and 16 adults. Estimating an increase due to pending contracts with another organization No. of Youth 50 No. of Adults 30 No. of Seniors 5 How many paid employees/volunteers does your Organization employ? Full time employees 11 Part time employees 3 Volunteers: 1 volunteer clinician. Due to the confidentiality surrounding counseling services FSOD does not utilize volunteers within the office However; FSOD is governed by an all volunteer Board of Directors. 8. Describe how your Organization is managed and governed: FSOD Executive Director John L. Brown oversees the daily operations of the agency. FSOD is governed by an all volunteer Board of Directors. 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone PLEASE SEE ATTACHMENT FOR A COMPLETE LIST OF FSOD'S BOARD OF DIRECTORS 10. What is your annual schedule of events, and during what months does your Organization operate? FSOD provides services year round Monday thru Friday. 11. Do you charge admission, membership fees, dues, etc? X Yes No If yes, please describe: Mental Health and Counseling services are provided on a sliding fee scale based on household income No child is ever turned away for inability to pay. 11S 12. 13. 14. 15 16. What are your other sources of revenue for this funding year? Source Amount Supervisor Wilson $25,000 Desert Healthcare District $48,000 United Way of the Desert $70,000 Wintec Ile Fred Noble $25,000 Desert Classic Charities Pending Competitive Power Ventures $10,000 Supervisor Ashley Pending Total Needed $ $500,000 Total Received $ $178,000 Balance $ $322,000 Amount of money requested from the City of La Quinta? $ 5,000 Has your Organization been funded by the City of La Quinta previously? Yes X No If yes, when? Please provide the name and address of the bank in which the Organization's funds are kept: Wells Fargo 46020 Monroe St Indio, CA 92201 Union Bank of California Rancho Mirage, CA 92270 Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Aurora Wilson John L. Brown Title: Board President Executive Director 12G 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the requested funds and how these funds will be used, if awarded. FSOD has been struggling for years to meet the growing needs of low income families in our community. As expenses increase and revenue tightens, FSOD is challenged to sustain viable operations. In this, our 501h year of service, we are trying to raise the needed funds to regain sound financial footing and ensure that FSOD is here to provide services for another 50 years. A community services support grant from the city of La Quinta will add to FSOD's sustainability and recognize the importance of ensuring the agency's viability for the future. Funds will be used to provide mental health and family support services as well as allow us to continue to offer crisis counseling to schools at no cost. I & Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be benefited. Funding provided for the sustainability of the agency directly benefits La Quinta residents that seek our service. In the last fiscal year FSOD worked with 36 La Quinta residents and provided 550 hours of counseling services to these individuals. 19. Attach copies of the last three months bank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. 121 ATTACHMENT 5 a F ti5 CFy� OF T 9 T4ht " GRANT APPLICATION FISCAL YEAR 2008-2009 Name of Organization: LifeStream Foundation Amount Requested: $4,000 Contact Person: Lisa Sander Mailing Address: 1845 Business Center Drive, Suite 112 City: San Bernardino State: CA Zip Code: 92408 Home Telephone: ---- Work Telephone: 909-890-9850 E-mail Address: LSanderALStream.ore 501(c)3 Taxpayer I.D. Number: 20-8911074 Date Application Submitted: January 8, 2008 Applications will receive consideration without discrimination because of race, color, religion, sex, age, national origin or disability. CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: _x_ Community Services Support Economic Development/Marketing and Sponsorships What is the overall purpose or goal of your Organization? LifeStream, the new name for the Blood Bank of San Bernardino and Riverside Counties, is a non-profit comprehensive blood center founded in 1951. Our mission is to connect donors and patients through the gift of blood. In 2007. the LifeStream Foundation was created as the philanthropic arm of LifeStream to increase our community service and advocacy work. 2. How long has your Organization been in existence? 51 years LifeStream/1.5 years (LifeStream Foundation) 3. Describe in general the activities or services of your Organization: LifeStream employs over 400 full-time staff and serves communities over a 27,000 square mile area. LifeStream operates 5 donor centers, opening a new, state-of-the-art, fully -automated donor center in La Ouinta in August 2008. The LifeStream Foundation operates such programs as the Academy of Giving, a community service -based scholarship program that provides 28 $3,000 scholarships each year to high school students and the Borrego Bus Initiative, a partnership with the Borrego Community Health Foundation to renovate and operate a mobile medical unit to reach underserved, low-income communities in the Coachella Valley. The Foundation —with the full support of the LifeStream parent organization —is applying for a $4,000 grant to assist with the Academy of Giving program that was launched in school year. La Ouinta Indio and Palm Desert High Schools and students are eligible to participate in the Academy of Giving. Students have the opportunity to receive a $3,000 scholarship to be used at a university, community college, or trade school. To be eligible, students need to participate in their high school blood drive, volunteer 10 hours with LifeStream and 20 hours with other nonprofits in ia3 their community. No minimum GPA is required Scholarships are awarded at any high school grade level. Additionally, the high school with the highest participation rate in their campus blood drive will receive a $2,000 grant from the LifeStream Foundation 4. How many people does your Organization currently serve? The Academy of Giving is available to all high school students in our seven service regions. Currently, we have 16,999 high school blood donors. In terms of blood donations, we receive 500 donations per day via our donor centers and mobile fleet. This translates to approximately 182,500 donors per year. How many people do you intend to serve during this Fiscal Year? The Academy of Giving is available to all high school students in our seven service regions. Currently, we have 16,999 high school blood donors, but we project to increase this 17,848 high school blood donors. In terms of blood donations, we receive 500 donations per day via our donor centers and mobile fleet. This translates to approximately 182,500 donors per year. 6. How many people served during this Fiscal Year will be La Quinta residents? The Academy of Giving open and available to all high schools serving the La Quinta area. Additionally, the LifeStream La Quinta donor center (including its mobile fleet) projects to serve 200 residents per month, which translates to 2,400 residents per year. How many paid employees/volunteers does your Organization employ? Full time employees 355 Part time employees 11 Volunteers 150+ Describe how your Organization is managed and governed: LifeStream Foundation is a supporting arm of LifeStream; however, the Foundation Board of Directors is separate from the LifeStream Board of Directors. 124 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone Doug Higham Chairman ---- 951-247-7777 Ann Andrews Vice -Chair ---- 949-351-4721 Joseph Dunn, Ph.D. Secretary/Treasurer ---- 909-890-9850 10. What is your annual schedule of events, and during what months does your Organization operate? Annual Donor Recognition Event (March)' Twilight VIP Fundraising Dinners (March); Academy of Giving (August —June). Additional programs associated with the Academy of Giving such as student advocacy efforts operate year round. 11. Do you charge admission, membership fees, dues, etc? x Yes No If yes, please describe: The Academy of Giving program does not charge membership or admission. The Twilight VIP Dinner charges admission and offers sponsorship packages. 12. What are your other sources of revenue for this funding year? Source Amount $ Purpose Date Awarded Loma Linda University Medical Center 10,000 Academy of Giving 1 /2008 Barstow Community Hospital 5,000 Academy of Giving 1/2008 DPR Construction 5,000 Academy of Giving 1 /2008 Target 1,000 Academy of Giving 12/2008 Wein art Foundation 45,000 Academy of Giving 12/2008 TOTAL 66,000 Total Needed $84,000 (for scholarships and school grants) Total Received $66,000 Balance $18,000 12%j 13. Amount of money requested from the City of La Quinta? $ 4,000 14. Has your Organization been funded by the City of La Quinta previously? Yes X No If yes, when? 15. Please provide the name and address of the bank in which the Organization's funds are kept: California Bank and Trust 250 N. G. Street, San Bernardino, CA 92410 16. Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Title: Danielle Segura Executive Director, LifeStream Foundation Frederick B. Axelrod, M.D., MBA President/Medical Director, LifeStream 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the requested funds and how these funds will be used, if awarded. The funds requested will be directed toward the Academy of Giving scholarship fund. This money will be distributed to an eligible student at a high school serving La Quinta residents. One eligible student from the desert region will be awarded a $3,000 scholarship. Additionally, the requested money would be used to support a school grant serving La Quinta. LifeStream Foundation is tasked with raising money from the community and donors to provide the maximum amount of scholarships to the students in the Academy of Giving. In this turbulent economy, we are looking at all possible funding options because we recognize that the economy is also affecting students' ability to pay for higher education. 18. Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be benefited. The requested funds would go directly to a high school student or school 12b in our desert region. The funds would not be used for administrative or overhead. Our goal is to maximize the amount of scholarship money distributed to our dedicated high school students. 19. Attach copies of the last three months bank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. ** We are in the process of finalizing our audited financial statements and Form 990. As soon as these are available, we send at your request. 121 ATTACHMENT 6 F• � U � ti5 c� OF I4 TA' 4 • �W GRANT APPLICATION FISCAL YEAR 2008-2009 Name of Organization: L Amount Requested: 1 57 Dip . p( \ Contact Person: -Boby-) %'-''T'T-D Mailing Address: `79) -1 -13 S_ l City-: Stater Zip Code: Iq ` S Home Telephone: 2 Work Telephone:, 1(a21 333 — 10 10 E-mail Address: � F BG �-e= (V - FF1Dt✓ X PJ�� 501(c)3 Taxpayer I.D. Number: Date Application Submitted. Applications will receive consideration without discrimination because of race, color, religion, sex, age. national origin or disabilite. 12US CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: Community Services Support Economic Development/Marketing and Sponsorships 1. What is the overall purpose or goal of your Organization? The La Quinta Longhorn's purpose andgoals thisyear include developing player's abilities to become the best they can be in skills, attitude and knowledge while playing aggressive and competitive baseball, This baseball season 081109 the boys will be playing as 13 year olds This is the year before high school and thegoal Is to get them prepared to play at the high school level so they have a chance to make the team. Nine of our athletes will be attending La Quinta High School nextyear. 2. How long has your Organization been inexistence? �. 3 Years Months 3. Describe in general the activities or services of your Organization: _ The La Quanta Longhorns play two tournaments a month for eight months That includes traveling outside of the Coachella Valley to face the toughest competitors in the age group. That adds up to approximately 70games a year beginning in January and ending in August. We hold fundraiserson the weekends we are not trovelhrg for baseball to help support the travel and the expense of uniforms, entry fees and equipment. 4. How many people does your Organization currently serve? No. of Youth I No. of Adults 3 No. of Seniors _ 5. How many people do you intend to serve during this Fiscal Year? No. of Youth J :�- No. of Adults -:5 No. of Seniors 6. How many people served during this Fiscal Year will be La Quinta residents? No. of Youth No. of Adults 3 No. of Seniors 12� How many paid employees/ olunteers oes your Organization employ? Full time employees Part time employees Volunteers 13 8. Describe how your Organization is managed and governed: Babb Boetto has coached the La Quinta Longhornsfor threeyears. He schedules practicefour times a week with the help of two assistant coaches. Babb keeps the books and manages the tournament schedule. He is always communicating with parents via the internet on our website www leaguelinenp mm jWIonahorns. We also have a team mom who helps with the score keeping and the fundraising efforts 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone Babb Boetto Coach 78785 Wakefield Circle, LQ 333-7070 Eli Lopez Assist. Coach La Quinta, CA 250-9191 Candy Dunphy Team Mom La Quints, CA 409-4443 10. What is your annual schedule of events, and diving what months does your Organization operate? The La Quinta Longhorns will start its full baseball schedule in January of'09. We will play approximately seventygames or two tournaments a month Some tournaments are in the valley up until May then most are out of town because of the weather and stiffer competition. We play ball from January through August 11. Do you charge admission, membership fees, dues, etc? Yes -X— No If yes, please describe: There are no coaching fees. Parents are asked to pay for uniforms and entry fees into tournaments. That Is usually $80 a player each tournament We have had a tough timegetting practice fields in La Quinto, so the parents pay a monthly "field fee"so we can practice at Big League Dreams in Cathedral City. We would prefer to practice in La Quinta, but the powers -at -be will not allow another travel team to use their fields 12. What are your other sources of revenue for this funding year? Source Amount We arejust beginning the fundraising process for'09. Currently we are at a zero balance. Total Needed $—JD Total Received $& Balance $ 3a, DQ�) 13. Amount of money requested from the City of La Quinta? $ SC)U U • o& 14. Has your Organization been funded by the City of La Quinta previously? Yes -X—No If yes, when? 15. Please provide the name and address of the bank in which the Organization's fiands are kept. Union Bank of California Palm Desert, C4 Robert Boetto Coach Karen Boetto Team Assist, 16. Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Title: M 131 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the funds and how these funds will be used, if awarded. The La Quinta Longhorn's are asking for donations because in this tough economy, travel baseball can become the first thing a parent slashes from their budget because of the cost of uniforms, travel and entryfees. We have discovered, especially in '08, many parents just don't have the funds forgas to travel to a tournament. We are asking the City of La Quinta to help us off -set some of these costs so ALL of the boys committed to the team can play ball without worrying about the financial burden on their families 18. Goal Statement. Indicate who will benefit from the use of these fiords, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be The City of La Quinta can be proud of their local travel baseball team that won the State Championship as 12 year olds in'08. The La Quinta Longhorns also traveled to Cooperstown, Win" where we made it to the Championshipgame going 9-0, only to lose to a team from Fresno. Our record was 9-1 and we got second It was a very proud moment We have banners shouting that we are from La Quinta, CA. Our boys represent the city well, and again, nine of our players are set to go to La Quinta High School next year. Attached is an article from the La Quinta Sun about our team. Also, for more information about us, check out our website www.leaguelineup com17ghmghorns. 19. Attach copies of the last three months hank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. 13 41 ATTACHMENT 7 GRANT APPLICATION FISCAL YEAR 2008-2009 Name of Organization: ATHA for Loopy Ladies of La Ouinta Amount Requested: $2000.00 Contact Person: Janelle Leslie Mailing Address: 50440 Spyglass Hill Dr. City: La Ouinta State: CA Zip Code: 92253 Home Telephone: 760 771-3479 Work Telephone: E-mail Address: ileslie914@yahoo.com 501(c)3 Taxpayer I.D. Number: Date Application Submitted: January?, 2009 Applications will receive consideration without discrimination because of race, color, religion, sex, age, national origin or disability. 13U CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: _X_ Community Services Support Economic Development/Marketing and Sponsorships What is the overall purpose or goal of your Organization? We educate the public about the history and art form of traditional rug hooking (fiber art). The finished art can be kept for personal use or can be sold by the artists as handmade textile art. I teach classes at the La Ouinta Senior Center. 2. How long has your Organization been in existence? 7 Years 3. Describe in general the activities or services of your Organization: We offer classes for beginners and experienced fiber artists at the La Ouinta Senior Center. We conduct public demonstrations of the art form and explain that it is an early form of rec +� cling of wool materials dating back to the early 1800's in America. We arrange field trips to classes and workshops to increase skill levels of students. 4. How many people does your Organization currently serve? No. of Youth No. of Adults 10 No. of Seniors 10 5. How many people do you intend to serve during this Fiscal Year? No. of Youth No. of Adults 20 No. of Seniors 20 6. How many people served during this Fiscal Year will be La Quinta residents? No. of Youth No. of Adults 18 No. of Seniors 18 How many paid employees/volunteers does your Organization employ? Full time employees _0_ Part time employees _0 Volunteers myself 8. Describe how your Organization is managed and governed: As the teacher, I purchase materials for classes: tools_ wool backing aD tterns• frames and sell these material to cover costs and provide funding for new classes. 13� 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone 10. 12. 13. 14. Janelle Leslie owner 50440 Spyglass Hill Dr. La Quints 760-771-3479 What is your annual schedule of events, and during what months does your Organization operate? We demonstrate rug hooking to educate the public at events at the Senior Center Indio Date Festival Holiday Bazaar, and are available at other locations/events as requested. The attached list of "Loopy Ladies Events" is our calendar schedule through September 2009. This will start the fall schedule of classes which continue at the Senior Center through May 2010. Do you charge admission, membership fees, dues, etc? x_ Yes No If yes, please describe: Fees for class for beginners: $30 (six hours per class), plus $35 for kit with materials. Fees for experienced artists is $20 per session (five three hour classes) plus material fees What are your other sources of revenue for this funding year? Source Amount $500 sale of items at December bazaar at the Senior Center $100 Total Needed $ 2600.00 Total Received $ 600.00 Balance $ 2000.00 Amount of money requested from the City of La Quinta? $2000.00 Has your Organization been funded by the City of La Quinta previously? Yes X No If yes, when? 131j 15. Please provide the name and address of the bank in which the Organization's funds are kept: Bank of America, 303 E. State St., Redlands, CA 92373 16. Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Title: Treva Dornaus Treasurer Carol Brandon President 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the requested funds and how these funds will be used, if awarded. I have scheduled four beginner classes to be held at the La Quinta Senior Center and La Quinta Museum in February/March 2009. Materials needed for these classes: Wool cutter with 2 blades and stand 12 frames kit materials including pattern backing, wools, hooks, scissors, cleaning tools, storage container, and reference books for 18. Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be benefited. Students will have materials ready to complete the beginner classes. 19. Attach copies of the last three months bank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. 136 ceity� 4 4 0" COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration of Approval of a Questionnaire and Timeline to Conduct a Survey of the Cove and Selected Communities RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: 0- CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Approve a questionnaire and timeline to conduct a survey of the Cove and selected communities. FISCAL IMPLICATIONS: None CHARTER CITY IMPLICATIONS: None BACKGROUND AND OVERVIEW: On July 15, 2008, City Council approved a professional services agreement (Agreement) in the amount of $17,150 with SIDS Research to conduct a survey of the Cove and selected communities. Concerns were raised regarding the timing of the survey, bureaucratic/technical language of the questions and the lack of indication of potential costs to residents. At that time, Council moved to approve the Agreement and have the questionnaire and timeline to be brought back for review and approval. Staff members have worked with SIDS personnel to make the necessary modifications to the questionnaire and timeline. The questions about improvements to the Parking Lot at the Top of the Cove and street lighting are specific to Cove residents only. The question about whether or not 131 there is interest in putting utilities underground involves the Cove and five other geographic areas of the City which include Desert Club Estates, Highland Palms, Sagebrush, The Village, and Westward Ho. Staff has also incorporated costs based on preliminary results obtained from the engineering survey approved by City Council on October 7, 2008. Survey Questions Staff has worked with SDS to develop the set of interview questions, which will be used in the telephone survey. The following questions may change based on direction from the City Council. [Introductory Script.] Hello, my name is calling on behalf of the City of La Quinta. The city is conducting a short survey with residents of the Cove regarding city services. It takes only about 4 minutes to complete. Would -you be willing to help me with the survey? The first question has to do with lighting in the Cove area. The City is considering adding street lights in the Cove and is anxious to get feedback from citizens. How important do you think it is to have additional street lights in the Cove? Please use a scale of 1 to 5, where 1 means it's very unimportant and 5 means very important. 1 - 5 rating The City recently installed new and larger street signs on Calle Nogales in the Cove. How helpful do you think these signs are in making it easier to get around the Cove at night? Again, use a 1 to 5 scale, where 1 means not at all helpful and 5 means very helpful. 1 - 5 rating or No Opinion/Haven't Seen [If I or 2] Can you please explain: If additional street lights are installed, Cove citizens will pay the cost of both placement and maintenance of these lights. Payment options under consideration include a lump sum as well as monthly payments over a specified number of years. As I list each payment option, please indicate your level of willingness to participate. A 1 means you are not at all willing and a 5 means you would be very willing to participate. [If requested, let respondent know that amortized amount will include debt service and financing costs] Option 1: Approximately $1,100 lump sum payment 1 - 5 rating 138 The City is also looking to take overhead electric power lines from residents' backyards and move them underground in residents' front yards within the parkway. The cost of moving the power lines would also be the responsibility of home owners. Payment options under consideration will again include a lump sum and a monthly payment schedule. As I list each payment option, please indicate your level of willingness to participate. A 1 means you are not at all willing and a 5 means you would be very willing to participate. All cost estimates include repair of private property after construction. [If requested, let respondent know that amortized amount will include debt service and/or financing costs] Option 1: Approximately $35,000 lump sum payment 1 - 5 rating Option 2: Approximate annual payments of $ 3,700 paid over a 15 year period on your property tax bill 1 - 5 rating Do you think the existing parking lot at the top of the cove adjacent to Calle Tecate should be expanded? Yes No The city is considering ways to improve parking at the top of the cove. Any cost for these improvements will be paid by the city. Which of the following would you like the city to consider? Paving the lot with asphalt Covering the lot with gravel Leaving the lot as is What if any, other parking improvements would you like to see made to this lot? Do you have any further comments or suggestions regarding any of the issues we have discussed today? That completes the survey. Thank you very much for your time. Good-bye. Timeline Contingent upon the City Council's approval, the following represents how the project is expected to proceed: February 3`d Draft of questionnaire submitted to La Quints staff and reviewed by City Council for input and final approval February 17`h(if necessary) Final approval to questionnaire given by City Council February 23`d — 27`h Phone surveys conducted February 28`h & March Vt Field study conducted (on -sight at parking lot) (Saturday/Sunday) March 18`h (Wednesday) Focus group conducted. SOS will invite participants 139 and provide La Quinta staff with Facilitator Discussion Guide for input prior to focus group session March 25" Preliminary report submitted to La Quinta staff for input March 31" Final report submitted to La Quinta staff April 21" Results presented to City Council The objective of the Focus Group is to generate feedback regarding the three issues: the consideration to add street lights in the Cove, the movement of electric power lines underground, and consideration of parking lot improvements at the top of the Cove adjacent to Calle Tecate. SDS will record the results of the group either via videotape, audiotape, or in -person notes. A final report will be prepared from the notes and recording of the focus group, organized by discussion area. Feedback from each area will be summarized. The results of the Focus Group will be used to supplement the results from the telephone and field survey. FINDINGS AND ALTERNA The alternatives available to the City Council include: 1. Approve a questionnaire and timeline to conduct a survey of the Cove and selected communities; or 2. Do not approve a questionnaire and timeline to conduct a survey of the Cove and selected communities; or 3. Provide staff with alternative direction. Respectfully submitted, Bret M. Plumlee, Assistant City Manager — Management Services Approved for submission by: Thomas P. Genovese, City Manager Y�c� Mow OF Tt1F' COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration of Marketing Requests in Conjunction with Community Services Grants Process RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: 3 CONSENT CALENDAR: _ STUDY SESSION: PUBLIC HEARING: Approve changes to the Community Services Grants guidelines and application in relation to marketing requests submitted for funding consideration by the City of La Quinta. FISCAL IMPLICATIONS: None associated with this action. Staff is not recommending any budget changes to the overall Community Services Grants budget, which is $100,000 for Fiscal Year 2008-2009. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The City of La Quinta established a Community Services Grant Program and related process to facilitate review and consideration of funding requests submitted to the City by local, non-profit organizations. When first established, the program had a budget of $20,000 and requests were considered twice a year by the City Council. Funding per applicant was limited to $2,000. In 2007, due to the growing number of funding and sponsorship requests, staff conducted a review of the guidelines and application to further refine the process. On 141 May 1, 2007, the City Council considered modifications to the Community Services Grants process. As a result, the refined program/process currently involves: a budget of $100,000 annually; a submittal process which takes place quarterly (organizations funded one year can not apply the next consecutive year); and review of all requests by an Ad -Hoc Grants Committee made up of two City Council Members and staff. A category was added at that time to include economic development/marketing requests as part of the Community Services Grant program. As Council is familiar, criteria include the following with more details included in the guidelines and application (Attachment 1): Completion of an grant application Proof of 501(c)(3) status • Last three years of bank statements • Copy of organization's Program Operating Budget for current year Copy of organization's current IRS Form 990 On April 15, 2008 during a study session on marketing strategies, the City Council directed staff to establish a process and guidelines for the evaluation of marketing requests by the La Quinta Marketing Committee. Council expressed a desire to allow outside presentations before this group in an effort to assess various marketing requests. Marketing Committee Members are agreeable to outside presentations and assessing marketing proposals, and have expressed a preference to work within the established Community Services Grants process. By way of background, formation of a La Quinta Marketing Committee was approved by the City Council in July of 2000. At the direction of Council, the Committee has been meeting quarterly and operates strictly on an informational basis. Current membership consists of representatives from: City of La Quinta, Kiner Communications, La Quinta Chamber of Commerce, La Quinta Arts Foundation, La Quinta Resort & Club, and Landmark Golf Management. Community Services and Development Services staff, in conjunction with the La Quinta Marketing Committee, have discussed at length multiple ways in which marketing requests can be reviewed by the La Quinta Marketing Committee. One thought was to create an entirely separate process. However, due to limited resources and fiscal considerations, the best recommendation that surfaced involves keeping the marketing requests within the Community Services Grants process and making some changes to the guidelines and application (specific only to marketing requests). Specific recommendations for marketing requests are as follows: Marketing requests will follow the same submittal schedule as Community Services Grants and considered within the same overall budget 142 The guidelines and application shall include a requirement for marketing requests to include a detailed marketing, media, and/or public relations plan Community Services staff will forward all marketing requests directly to the La Quinta Marketing Committee for review The La Quinta Marketing Committee will review marketing requests and, more specifically, assess the marketing plan and make a recommendation to the Ad -Hoc Committee based on qualitative and quantitative promotional benefits to the City of La Quinta All grants shall be forwarded to the City Council with a final recommendation by the Ad -Hoc Committee if established One item Council may wish to consider is whether marketing applicants shall be restricted to submitting an application every other year or whether Council would like to consider consecutive year funding or funding for a defined term (for example, two years or three years only). If the City Council agrees with the handling of marketing requests in accordance with the above recommendations, changes will be incorporated accordingly to the Community Services Grants guidelines and applications. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approve changes to the Community Services Grants guidelines and application in relation to marketing requests submitted for funding consideration by the City of La Quinta; or 2. Do not approve changes to the Community Services Grants guidelines and application in relation to marketing requests submitted for funding consideration by the City of La Quinta; or 3. Provide staff with alternative direction. Respectfully submitted, Assistant City Manager — Development Services 143 Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. Community Services Grant Guidelines & Application 144 ATTACHMENT � 0j- w C�4 64P QUMr(V CE`y OF GRANT GUIDELINES The City of La Quinta offers the Grant Program for Community Services Support and Economic Development/Marketing and Sponsorships. Community Services Grants go to recognized nonprofit organizations that benefit the residents of La Quinta. Priority for funding is granted to organizations that directly benefit La Quinta residents, second consideration is given to organizations that indirectly affect the quality of life for the residents of La Quinta. Economic Development Grants go to organizations that will help strengthen the business community of La Quinta. Marketing and Sponsorship Grants go to organizations that would benefit the City of La Quinta in a marketing capacity. Individuals are not eligible for funding through the City of La Quinta Grant Program. Organizations that receive Community Development Block Grants from the City of La Quinta during the same fiscal year are not eligible for funding through the Community Services Grant program. Organizations that have been funded are ineligible for funding for the next fiscal year. Requests are limited to an amount not to exceed $5,000. La Quinta service organizations may request funds to be applied directly to rental fees for City facilities for consecutive years without the $5,000 funding limit. Completed grant applications will be initially reviewed by a designated Grant Review Committee who will then recommend consideration of approved grants to City Council. Grant applications will be considered by City Council at the first City Council meetings in August, November, February, and May of each fiscal year. Applications are due three weeks before the scheduled City Council meeting. Applicants will be informed 1-2 weeks prior to the City Council meeting regarding the status of their request. Typed applications are preferred. Incomplete applications will be returned to the applicant. Organizations requesting "seed" money are required to obtain matching funds from other sources in the same fiscal year before Community Service Grant funds will be released. For more information on the City of La Quinta Grant program, please contact the Community Services Department at (760) 777-7090. 145 Emm GRANT APPLICATION FISCAL YEAR 2008-2009 Name of Organization: Amount Requeste Contact Person: Mailing Address:_ City: Home Telephone: Work Telephone: E-mail Address: 501(c)3 Taxpayer I.D. Number: Date Application Submitted: State: Zip Code: Applications will receive consideration without discrimination because of race, color, religion, sex, age, national origin or disability. lU, CITY OF LA QUINTA GRANT APPLICATION (Typed applications are preferred) Please check which grant funding you are applying for: Community Services Support Economic Development/Marketing and Sponsorships 1. What is the overall purpose or goal of your Organization? 2. How long has your Organization been in existence? Years Months 3. Describe in general the activities or services of your Organization: 4. How many people does your Organization currently serve? No. of Youth No. of Adults No. of Seniors 5. How many people do you intend to serve during this Fiscal Year? No. of Youth No. of Adults No. of Seniors 6. How many people served during this Fiscal Year will be La Quinta residents? No. of Youth No. of Adults No. of Seniors 147 7. How many paid employees/volunteers does your Organization employ? Full time employees Part time employees Volunteers 8. Describe how your Organization is managed and governed: 9. Please provide information on your Executive Board members or contact person: Name Title Home Address Phone 10. What is your annual schedule of events, and during what months does your Organization operate? 11. Do you charge admission, membership fees, dues, etc? Yes No If yes, please describe: M 12. What are your other sources of revenue for this funding year? 13. 14. 15. Source Total Needed Total Received Balance Amount of money requested from the City of La Quinta? Amount Has your Organization been funded by the City of La Quinta previously? Yes No If yes, when? Please provide the name and address of the bank in which the Organization's funds are kept: 16. Please provide the name and title of those individuals authorized to sign on the Organization's account (must provide at least two individuals): Name: Title: 149 17. Need Statement. Clearly and plainly state the specific, detailed reason or need for the requested funds and how these funds will be used, if awarded. 18. Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. If applying for Economic Development/Marketing and Sponsorships grant funding, please explain how the City of La Quinta and/or local businesses would be benefited. 19. Attach copies of the last three months bank statements for the Organization's checking and savings account. 20. Attach a copy of your Program Operating Budget for the current year. 21. Non-profit Organizations must attach a copy of the organization's current IRS Form 990. 150 c&t,, 4 4 Q" CITY COUNCIL/RDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration of an Art Purchase Agreement with S.C.R.A.P. for the Four Seasons Panel Project in the Children's Classroom at the Library DATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: -1 7 CONSENT CALENDAR: STUDY SESSION: Iavil a"XIIII&O Dependent upon the Council's direction, Art in Public Places funding of $6,000 from Account No. 270-0000-451.74-80 will be used to complete the panel project. The Friends of the La Quinta Library have also agreed to donate $1;000 toward the project (Attachment 1). CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: The Friends of the La Quinta Library have requested consideration to coordinate, design, and construct four 3' by 5' panels to be placed on the walls of the children's classroom at the La Quinta Library. The Friends of the Library have requested Karen Riley, Executive Director of the S.C.R.A.P. Gallery, to administer the panel project (Attachment 2). Ms. Riley will hold four art workshops with elementary school children to design the ideas, and La Quinta High School students will paint and assemble the panels. Once the panels are painted, recycled materials will be used to enhance and add texture to the project. If the art project and art purchase agreement (Attachment 3) are approved, this project will be coordinated with the City Librarian, Community Services Director, and The Friends of the Library. It is anticipated this project will take five months to complete. 151 On December 8, 2008, the Community Services Commission recommended the Four Seasons Panel Project to be placed in the Children's Classroom at the Library be forwarded to City Council for approval. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Approval of an Art Purchase Agreement with S.C.R.A.P. for the Four Seasons Panel Project to be placed in the Children's Classroom at the Library; or 2. Do not approve an Art Purchase Agreement with S.C.R.A.P. for the Four Seasons Panel Project to be placed in the Children's Classroom at the Library; or 3. Provide staff with alternate direction. Respectfully submitted, ,� 4,, W 6 Edie Hylton Community Services Director Approved for submission y: Thomas P. Genovese, City Manager Attachments: 1. Friends of La Quinta Library Letter 2. Project Proposal 3. Art Purchase Agreement 152 ATTACHMENT 1 Friends of tke La Quinta Library January 6, 2009 Ellie Hilton City of La Quinta 78-`t95 Calle Tampico La Quinta, CA 9225 3 The Friends of the La Quinta Library has committed $ 1,000 toward the development of an art project in the ckildren's area. At our request, 5-C-K-A-P- Gallery submitted a proposal to depict the four seasons using whimsical representations from children in our community. We respectfully ask the City Council to adopt the Community Services Committee's recommendation to fund the proposal as a public art education project. Thank�you. n (� Gayl 15iondi, President 78-275 Calle Tampico, La Quinta, CA 92255 76o-5 64- +767 www.rivii6.com 153 . ' _ ATTACHMENT 2 •Fr%seumf0l �r'f The Four Seasons Project Proposal — La Quinta Public Library Karen Riley, Executive Director November 24, 2008 The rain, the wind, the sun, the colors and movements of the four seasons ... Nature through the eyes of children is the aim of a unique art creation proposed by the S.C.R.A.P. Gallery — The Art Museum for the Environment for the children's area of the La Quinta Public Library. The Four Seasons — Le Quattro Stagioni will be a series of four 3' x 5' panels designed by local children and reinterpreted on canvas by La Quinta High School artists. In addition to painting on canvas, a variety of selected found and reused objects will create an assemblage reflecting the ideas and the contemplations of children through their literary interaction at the library. The objects will offer an extra textural interest to the panels and encourage visitor interest. Working with Library staff, the S.C.R.A.P. Gallery will offer recycled art workshops for children and launch a contest for children to enter their interpretation of one of the four seasons. The winning entries will be selected by the Friends of the La Quinta Library and La Quinta Library Children's Librarian to initiate the formation of the panels. The S.C.R.A.P. Gallery will then work with high school artists to create the paintings/assemblage panels. The S.C.R.A.P. Gallery is the only arts organization in the Coachella Valley dedicated to providing hands-on art opportunities for children and adults using recycled, found and/or reused materials. We believe that exploration with discarded materials that are then turned into art forms, enhances creativity, critical , .. 154 thinking and curiosity —all components to making responsible and constructive global citizens. S.C.R.A.P. Gallery programs are developed by professional staff and through their connections within the community. Working and collaborating with other agencies, educators, artists and community members, inspires our organization to create artistic programs and projects that also offer solutions to environmental problems and concerns. The cost for this project will be approximately $6,000 and will include all materials; artist, management and staffing fees; and will include an honorarium of $1,000 to the La Quinta High School Art Department. For additional information: Karen Riley, Executive Director S.C.R.A.P. Gallery 46350 Arabia Street Indio, CA 92201 Tele. 760/861-6479 www.scraRgailery.org infoCC7scra pga l lery.org 155 ATTACHMENT 3 ART PURCHASE AGREEMENT THIS ART PURCHASE AGREEMENT (the "Agreement") is entered into this, by and among THE CITY OF LA QUINTA, a California municipal corporation (the "City") and S.C.R.A.P. Gallery (referred to as "Artist"). RECITALS A. The City Council is commissioning the creation and installation of certain ARTWORK (the "Artwork") to be installed by the artist at La Quinta Library Children's Room (the "Site Location"). NOW, THEREFORE, the parties hereto, for the consideration and under the conditions hereinafter set forth, hereby mutually agree as follows: ARTICLE I. SCOPE OF SERVICES 1.1 Scope of Design Services. Artist shall prepare or cause to be prepared, any required approvals for drawings, details, and shall do all other things necessary and incidental to the performance of the Artist's obligations pursuant to this Agreement. 1.2 Scope of Creation Services. Artist shall create the Artwork pursuant to and by the times set forth in the attached Scope of Services (Exhibit A) and the Schedule of Performance (Exhibit B), respectively, and incorporated herein by this reference. The City shall have the right to review the Artwork at times during the creation thereof. Artist shall submit to the City monthly progress narratives, including photographs, as required by the Schedule of Performance (Exhibit B). The narratives shall include the percentage of the Artwork completed to date, along with an estimated completion date. Artist shall furnish all tools, supplies, paint, equipment, apparatus, facilities, plant, labor, services, materials, and all utilities and transportation, including power, fuel, and water (collectively, "Equipment"), and to perform all work necessary to create and install in a good and workmanlike manner the scope of work set forth in the Scope of Services (Exhibit A), or reasonably inferable therein, together with the appurtenances thereto, at the Site Location. It is understood and agreed that all said Equipment shall be furnished and said work performed and completed by Artist as an independent contractor, subject to the inspection and approval of the City or its representatives. The Artist shall present to the City in writing for further review and approval any and all significant_ changes in the scope, design, color, size, material or texture, of the Artwork not permitted by or not in substantial conformity with the approved working drawings and the Scope of Services (Exhibit A). A significant change is any change in the scope, design, color, size, material, texture, or Site Location which affects installation, scheduling, site preparation, or maintenance for the Artwork or the schematic concept of the Artwork as represented in the schematic drawings, the approved working drawings, and the Scope of Services (Exhibit A). Artist shall at all times maintain proper facilities and provide safe access for inspection of the Artwork by the City, or its representatives, and to the sites wherein the Artwork is located prior to and during installation. The Artist shall promptly notify the Director of the Community Page 1 of'.16 156 Services Department when the artist's work is ready for inspection and the artist agrees, at once, do all work required to comply with requests made by the Director of Community Services during such inspections, without additional charge to the City. The Artist shall perform all work necessary to obtain approvals from the Director of Community Services without additional cost to the City. 1.3 Change Orders. In addition to the change orders and extra work specified and provided for in the Scope of Services (Exhibit A), the City may at any time during the progress of the completion and installation of the Artwork and up to the date of the issuance of a Notice of Completion as hereinafter defined, when in the City's reasonable determination the public interest and necessity so require, request any alterations, deviations, additions to or omissions from the Artwork, this Agreement, Scope of Services (Exhibit A), or the work, labor and materials to be furnished there under, and the same shall in no way affect or make void this Agreement. Artist shall adhere strictly to the Scope of Services (Exhibit A), unless a change there from is authorized in a writing signed by the City Manager. In such case, the terms of said change shall be understood and agreed upon in writing by the City and Artist before commencement of said revised work. 1.4 Post -Creation Services. a. Upon completion and at all times during creation and installation of the Artwork, the Artist shall comply with all applicable statutes, ordinances and regulations of any governmental agency having jurisdiction over the Artist or the Artwork. 1.5 Post -Installation. a. The Artist shall be available at such reasonable time or times as maybe agreed between the City and Artist to attend any and all inauguration, unveiling, or presentation ceremonies upon completion of the Artwork. b. The City shall have the right to arrange for publicity for the completed Artwork by local media and publications, and otherwise as may be determined by the City following installation. c. Upon installation of the Artwork, the Artist shall provide the City with written instructions for appropriate maintenance and preservation of the Artwork. 1.6 Final Acceptance. a. The Artist shall advise the City in writing that the Artwork will become the responsibility of the City on the effective date of completion of the project and the acceptance as complete by the City. Following receipt of such notice the City shall cause the installed Artwork to be inspected by the City Manager or his designee, and within five (5) days following completion of such inspection(s), the City shall either provide the Artist with reasonably specific written objections to the installed Artwork or notify the artist of its acceptance of the Artwork by a Notice of Completion in the form attached hereto as Exhibit D. Such Notice of Completion (Exhibit D) shall be evidence of the satisfactory completion and installation of the Artwork in conformity with this Agreement, subject to the indemnification, representations, and further performance obligations set forth in this Page 2 of 16 157 Agreement. b. Final Acceptance by the City of the Artwork will occur at the filing of the Notice of Completion. Given that the Artwork is being installed upon a wall of a building owned by the City, once the installation process begins, ownership of the Artwork and any completed or uncompleted portions thereof shall pass to the City even though the Notice of Completion has not yet been filed. 1.7 Risk of Loss. Upon receipt of the Notice of Completion, the risk of loss or damage to the Artwork shall be borne by the City. Prior to the Notice of Completion, the Artist shall bear the risk of loss or damage. The Artist shall take such measures as are necessary to protect the Artwork from loss or damage, through insurance or other adequate security, and to maintain the Artwork until the Notice of Completion is made by the City. 1.8 Title. Title to the Artwork and any drawings, plans, or other work product generated pursuant to this Agreement shall remain with the Artist during creation process. However, once the installation process begins, and title to all of these items shall pass and vest with the City. Title to these items shall also pass to and vest with the City upon Termination pursuant to Article IX hereof. 1.9 Payment: The Artist shall be paid the compensation set forth in Exhibit C for the completion of the Artwork in accordance with this Agreement. The total compensation to be paid to the Artist shall not exceed $6,000 (Six Thousand Dollars). ARTICLE II. TIME OF PERFORMANCE 2.1 Time. The Artist agrees to punctually and diligently perform all obligations under this Agreement. It is further understood and agreed that should the Artist fail to furnish the labor, materials, equipment, and or services, to perform all work and labor as herein provided in the manner herein set forth in good and workmanlike manner, Artist shall, in addition to any other penalties provided in the Agreement, be liable to the City for all losses or damages that either may suffer on account thereof. Artist warrants that he alone is performing the services called for by this Agreement, and that he will not be utilizing the services of employees or agents to complete the work. If the Artist fails in any respect to properly and diligently prosecute the work covered by this Agreement, or otherwise fails to perform fully any and all of the Covenants and obligations herein contained; then the City may, at its option, (1) after giving twenty-four (24) hours written notice to Artist and City as applicable, provide any such labor and materials as may be necessary ; or (2) terminate the Artist's right to proceed with the work and, in the event, the City, at its option, shall have the right to take possession of all work product relating to the Artwork for the purpose of completing the work included under this Agreement, and to take possession of the Artwork or any portion thereof, and all materials, tools, sketches, and drawings, and may employ any other person or persons to finish the work and provide the materials therefore. In the event City provides labor and/or materials, as set forth in (1) above, or finishes the work, as set forth in (2) above, City may deduct the cost of such labor and materials and all costs incurred in finishing the work, if applicable, from any money then due or thereafter to become due to Artist under this Agreement until the work undertaken by the City is completely finished. At that time, if the unpaid balance of the amount to be paid to the Artist under this Agreement exceeds the expenses incurred by the City in providing labor and materials and/or in Page 3 of 16 158 finishing Artist's work, such excess shall be paid by the City to Artist, but if such expense shall exceed such unpaid balance, then Artist shall promptly pay to City the amount by which such expense shall exceed such unpaid balance. The expense incurred by the City as herein provided, either for furnishing materials, or for finishing the work, and any damages incurred by the City by reason of Artist's default, shall be chargeable to, and paid by Artist, aforesaid, to secure the payment thereof. If the City elects not to terminate Artist's right to proceed, Artist agrees to reimburse the City for losses or damages resulting for the delay in speedy progress of work. If Artist should neglect to prosecute the work properly or fail to perform any provisions of this Agreement, the City, after ten 0 0) days written notice to Artist, may without prejudice to any other remedy it may have make good such deficiencies. In the event the City makes good such deficiencies, it may deduct the cost thereof from the payment then or thereafter -due Artist. In addition to specific provisions of Agreement, performance by either party hereunder shall not be deemed to be in default where delays or defaults are due to war, insurrection, strikes, lock- outs, riots, floods, earthquakes, fires, casualties, supernatural causes, acts of the public enemy, epidemics, quarantine restrictions, freight embargoes, lack of transportation, governmental restrictions or priority, litigation, unusually severe weather, inability to secure necessary labor, materials or tools, delays of any contractor, subcontractor or supplies, acts of the other party, acts or failure to act of any public or governmental agency or entity, including, without limitation, unreasonable delays in the processing and issuance of required permits for the installation of the Artwork by Artist (except that any act or failure to act of City shall not excuse performance by City) or any other causes beyond the reasonable control or without the fault of the party claiming an extension of time to perform. Notwithstanding the foregoing, market and economic conditions shall not entitle Artist to an extension of time to perform. An extension of time for any such cause shall be for the period of the enforced delay and shall commence to run from the time of the commencement of the cause, if notice by the party claiming such extension is sent to the other party within ten (10) days of knowledge of the commencement of the cause. In addition, times of performance under this Agreement may be extended by mutual written agreement by City and Artist. ARTICLE III. WARRANTIES 3.1 Title. The'Artist represents and warrants that: (a) the Artwork is unique and original and does not infringe upon any copyright; (b) the Artwork, or a duplicate thereof, has not been accepted for sale elsewhere; and (c) the Artwork is free and clear of any and all encumbrances and/or monetary liens. 3.2 Quality and Condition. The Artist represents and warrants, except as otherwise disclosed to the City in writing, that: (a) the creation of the Artwork will be performed in a workmanlike manner; (b) the Artwork, as created and following installation, will be free of patent and latent defects in material and workmanship, including any defects or qualities which cause or accelerate deterioration of the Artwork; and (c) reasonable maintenance of the Artwork will not require procedures substantially in excess of those described in the maintenance recommendations to be submitted by the Artist to the City. The warranties described in this Section 3.2 shall survive for a period of one (1) year after the Acceptance of the Artwork, except the representation and warranty concerning latent defects shall survive for a period of three (3) years from after Acceptance of the Artwork. The City Page 4 of 16 159 shall give notice to the Artist of any observed and claimed breach with reasonable promptness. The Artist shall, at the request of the City and at no cost to the City cure reasonably and promptly the breach of any such warranty which is curable by the Artist and which cure is consistent with professional conservation standards (including, for example, cure by means of repair or creation of the Artwork). ARTICLE IV. PERFORMANCE BONDS The Artist shall not be required by the City to post any performance bonds or similar undertakings. Nevertheless, Artist shall prevent any lien from attaching to the Artwork by any person claiming under Artist. ARTICLE V. REPRODUCTION RIGHTS 5.1 General. The City shall have all rights under the Copyright Act of 1976, 17 U.S.C. Sections 101 et seq., and all other rights in and to the Artwork, including ownership and possession. Artist shall retain no rights in the Artwork and shall have no rights under the Copyright Act of 1976, 17 U.S.C. Sections 101 et seq. In view of the intention that the Artwork shall be unique, the Artist shall not make any duplicates or reproductions of the final artwork, nor shall the Artist grant permission to others to do so. The parties recognize that the City alone may grant such approval. The City and its assigns may make reproductions of the Artwork for commercial purposes, including but not limited to reproductions used in posters, advertising, brochures, media publicity, and catalogues, provided that these rights are exercised in a tasteful and professional manner. All proceeds from such reproductions shall belong to the City. 5.2 Notice. All reproductions by the City shall contain a credit to the Artist and denote its location. ARTICLE VI. ARTIST'S RIGHTS 6.1 Identification. The City shall, at its expense, prepare and install at the site location, a plaque identifying the Artist, the title of the Artwork and the year of completion, and shall reasonably maintain such notice in good repair for as long as the Artwork is displayed. 6.2 Maintenance. The parties recognize that maintenance of the Artwork on a regular basis is essential to the integrity of the Artwork. Until such time as the City determines it no longer wishes to display the Artwork, the City shall maintain the Artwork. 6.3 Repairs and Restoration. a. The City shall have the right to determine, after consultation with a professional art conservator, when and if repairs and restoration to the Artwork will be made. At the City's option, the Artist, during the Artist's lifetime, may be given the opportunity to make or personally supervise significant repairs and restorations and shall be paid a reasonable fee for any such services, provided that the City and the Artist mutually agree in writing, prior to the commencement of any significant repairs or restorations, upon the Artist's fee for such services. The City shall have no obligation to utilize the services of Artist in this respect if it chooses to have the repairs and restoration done by other professionals. No fees shall be paid to Artist for repair or restoration due to a breach of the representations and warranties set forth herein. Page 5 of 16 160 b. All repairs and restorations shall be made in accordance with recognized principles of conservation. 6.4 Maintenance, Alteration and Removal of the Artwork. a. The City shall maintain the Artwork in a manner that the City determines appropriate in its sole discretion. All decisions regarding alterations to the Artwork are within the sole and absolute discretion of the City. b. If any alteration is made to the Artwork without the consent of Artist, Artist shall have the right to direct the City to remove Artist's name from the Artwork. In connection herewith, Artist hereby acknowledges and agrees that Artist is familiar with the California Art Preservation Act, as set forth in Section 987 of the California Civil Code and the Visual Artists Rights Act of 1990, as set forth in 17 United States Code Annotated, Section 106A, and the rights and protection afforded Artist there under, and Artist hereby waives each and all of Artist's rights and protection under Section 987 of the California Civil Code and under 17 United States Code Annotated, Section 106A to the fullest extent permitted by law. c. The parties acknowledge and agree that because the Artwork is being installed on an interior wall of a building owned by the City, it will not be possible to preserve the Artwork if the City determines that it no longer wishes to have the Artwork on display at that location. By way of example, the parties recognize that is would not be feasible or practical to relocate the Artwork after it is installed. For this reason, the parties agree that the City shall have the right at any time and for any reason, to paint over or otherwise cover the Artwork, and the Artist shall have no right to notice of such actions. The City shall have no obligation to preserve the Artwork if it determines it no longer wishes to display the Artwork. In addition, should the City transfer the La Quinta Library to a third party, all obligations of the City under this Agreement shall terminate. 6.5 Permanent Record. The City shall maintain a record of this Agreement and of the location and disposition of the Artwork. 6.6 Artist's Address. The Artist shall notify the City of changes in address. The City shall take reasonable effort(s) to locate the Artist when matters arise relating to the Artist's rights under this Agreement. ARTICLE VII. ARTIST AS INDEPENDENT CONTRACTOR The Artist shall perform all work under this Agreement as an independent contractor and not as an agent, joint venture, partner or an employee of the City. The Artist shall not: a. be supervised by any employee or official of the City; b. exercise supervision over any employee or official of the City; c. have authority to contract for or bind the City in any manner; or represent itself as an agent of the City; or otherwise be authorized to act for or on behalf of the City; d. has status as the City's employee or has any right to any benefits that the City grants Page 6 of 16 161 to its employees. ARTICLE VIII. ASSIGNMENT OR TRANSFER No party shall assign or transfer an interest in this Agreement without the prior written consent of the other parties. ARTICLE IX. TERMINATION The City may, at either its option, by written notice to the Artist, terminate this Agreement either (a) upon the failure by Artist to perform any of its obligations hereunder in accordance with the terms hereof or any other breach by Artist of the terms of this Agreement, and such failure or breach continues uncured for fifteen (15) days following notice thereof from the City to Artist ("Termination for Default"), or (b) at any other time in the sole and absolute discretion of the City ("Discretionary Termination"). Termination for Default and Discretionary Termination are sometimes hereinafter collectively referred to as "Termination". Upon Termination, except as provided in this Article IX, all parties shall be released from all further obligations and liability hereunder. Effective upon a Termination, the Artwork, or so much thereof or has then been completed, shall be transferred to and shall belong to the City. In such event and upon Artist's written request, the City shall remove Artist's name from the Artwork. ARTICLE X. CONTRACTOR ADMINISTRATOR The Contract Administrator for this Agreement shall be the City Community Services Director. Wherever this Agreement requires any notice to be given to or by the City, or any determination or action to be made by the City, the City Community Services Director shall represent and act for the City. ARTICLE XI. NON-DISCRIMINATION In carrying out the performance of the services designated herein, none of the Artist and the City shall discriminate as to race, color, creed, religion, marital status, national origin or ancestry, and the Artist shall comply with the equality of employment opportunity provisions of State and local laws and regulations as presently existing or hereafter amended. ARTICLE XII. ENTIRE AGREEMENT This Agreement, and all of the exhibits attached hereto, embodies the entire Agreement and understanding between the parties hereto, and there are no other agreements or understandings, oral or written, with reference to the subject matter hereof that are not merged herein and superseded hereby, except as set forth herein above. ARTICLE XIII. MODIFICATION No alteration, change or modification of the terms of the Agreement shall be valid unless made in writing and signed by each party hereto and approved by appropriate action of the City. ARTICLE XIV. WAIVER No waiver of performance by any party hereto shall be construed as or operate as a waiver of Page 7 of 19 - 162 any subsequent default of any terms, covenants and conditions of this Agreement. The payment or acceptance of fees for any period after a default shall not be deemed a waiver of any right or acceptance of defective performance. ARTICLE XV. GOVERNING LAW 15.1 This Agreement, regardless of where executed or performed, shall be governed by and construed in accordance with the laws of the State of California. 15.2 In addition to any other rights or remedies and subject to the restrictions otherwise set forth in this Agreement, any party hereto may institute legal action to seek specific performance of the terms of this Agreement, to recover damages, or to obtain any other remedy, at law or in equity, consistent with the purpose of this Agreement. Such legal actions must be instituted in the Superior Court of the County of Riverside, in an appropriate Riverside County municipal court, or in the Federal District Court in the district of California, which includes Riverside County. 15.3 If any party to this Agreement brings a legal action or proceeding against another party to enforce the provisions of this Agreement, or on account of a claim or dispute arising out of this Agreement, then the prevailing party in such arbitration or legal action or proceeding shall be entitled to reimbursement by the other party of the legal fees and costs, including reasonable attorney fees and expert witness fees, incurred by the prevailing party in connection with the legal action or proceeding. ARTICLE XVI. HEIRS AND ASSIGNS This Agreement shall be binding upon and shall inure to the benefit of the City and Artist, and their respective heirs, personal representatives, successors and permitted assigns. ARTICLE XVII. NOTICES All notices, requests, demands and other communications which are required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given upon the delivery or receipt thereof, as the case may be, if delivered personally or sent by registered or certified mail, return receipt requested, postage prepaid, as follows: CITY: City of La Quinta Attn: Community Services Director P.O. Box 1504 78-495 Calle Tampico La Quinta, CA 92247-1504 (760) 777-7032 ARTIST: S.C.R.A.P. Gallery 53-424 Avenida Martinez La Qunta, CA 92253 (760) 564-6475 (760) 574-4941 ARTICLE XVIII. INDEMNIFICATION Artist shall defend, indemnify and hold harmless City, its officers, employees, representatives and agents ("Indemnified Parties"), from and against those actions, suits, proceedings, claims, demands, losses, costs, and expenses, including legal costs and attorneys' fees, arising out of any liability or claim for liability, for injury to or death of person(s), for damage to property (including property owned by City) and for Page 8 of 1'6 163 errors and omissions committed by Artist, its officers, employees representatives, and agents, which arise out of acts or activities of Artist or Artist's Officers, employees, agents or representatives ("Claims"), whether or not such act or activity is authorized by this Agreement, except to the extent of such loss as may be caused by City's own negligence or willful misconduct or that of its officers or employees. In the event the Indemnified Parties are made a party to any action, lawsuit, or other adversarial proceeding in any way involving such Claims, Contractor shall provide a defense to the Indemnified Parties, or at the City's option, reimburse the Indemnified Parties their costs of defense, including reasonable attorneys' fees, incurred in defense of such Claims. In addition, Contractor shall be obligated to promptly pay any final judgment or portion thereof rendered against the Indemnified Parities. ARTICLE XIX. INSURANCE 19.1 Policies. Throughout creation of the Artwork the Artist shall maintain Comprehensive General Liability Insurance, or Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability (employee and contractual exclusions deleted), Products/Completed Operations Liability, Broad -Form Property Damage and Independent Contractors' ($1,000,000) per occurrence, combined single limit, written on an occurrence form, and such other forms and amounts of insurance as the City may deem necessary or desirable. All required insurance shall be evidenced by an insurance policy or policies (or the renewal or replacement thereof) reasonably acceptable to the City. Artist, as applicable, shall not proceed with any work nor receive payment under this Agreement until, among other things; the City has received the appropriate insurance certificates. Artist, prior to completion, shall maintain or cause to be maintained standard all-risk property insurance in an amount equal to or greater than the full replacement value of the Artwork. The Artist's General Liability policy required by this Agreement shall contain the following clauses: "The City of La Quinta and its officers, agents, employees, representatives, and volunteers are added as additional insured as respective operations and activities of, or on behalf of the named insured, performed under contract with the City of La Quinta." Prior to commencing any work under this Agreement, Artist shall deliver to the City insurance certificates confirming the existence of the insurance required by this Agreement, and including the applicable clause referenced above. Also, within thirty (30) days of the execution date of this Agreement, Artist shall provide to the City an endorsement to the General Liability policy, which adds to this policy the applicable clause referenced above. Said endorsement shall be signed by an authorized representative of the insurance company and shall include the signator's company affiliation and title. Should it be deemed necessary by the City, it shall be the Artist's responsibility to see that the City receives documentation acceptable to the City, which sustains that the individual signing said endorsement is indeed authorized to do so by the insurance company. Also, the City has the right to demand, and to receive within a reasonable time period, copies of any insurance policy required under this Agreement. In addition to any other remedies the City may have if Artist fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, the Page 9 of 16 164 City may, at its sole option, terminate this Agreement. City's termination of the Agreement, however, is an alternative to other remedies the City may have, and is not the exclusive remedy for Artist's failure to maintain insurance or secure appropriate endorsements. Nothing herein contained shall be construed as limiting in any way the extent to which Artist may be held responsible for payments of damages to persons or property resulting from Artist's, or Artist's respective agents' contractors' or subcontractors', performance of the work covered under this Agreement. ARTICLE XX. GENERAL 20.1 Any provisions of this Agreement, which shall prove to be invalid, void, or illegal shall in no way affect, impair or invalidate any other provision hereof, and such remaining provisions shall remain in full force and effect. 20.2 Whenever in the specifications any materials or process is indicated or specified by patent or proprietary name or by name of manufacturer, such specification shall be deemed to be used for the purpose of facilitating description of the material and/or process desired, and shall be deemed to be followed by the words "OR EQUAL", and Artist may offer any material or process which shall be equal in every respect to that so indicated or specified. 20.3 Artist shall not offer any substitute in said proposal or if a substitute so offered by Artist is not found to be equal to that so indicated or specified by name, if one only be so specified or named, or, if more than one be so specified or named, then such one as shall be specified in the proposal, or if none be so specified, then such one as shall be required by the City. 20.4 Unless a different date is provided in this Agreement, the Effective Date shall be the latest Date of Execution, hereinafter set forth below the names of the signature hereto. Should the Artist fail to enter a Date of Execution, the Effective Date shall be the Date of Execution by the City. Page 10 of') 6 165 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year first written below. CITY: CITY OF LA QUINTA, a California Municipal Corporation Bz THOMAS P. GENOVESE, City Manager City of La Quinta, California ATTEST: Dated: Veronica J. Montecino, CMC, City Clerk City of La Quinta, California APPROVED AS TO FORM: Dated: M. KATHERINE JENSON, City Attorney City of La Quinta, California ARTIST: Dated: S.C.R.A.P. Gallery Page 11 of 1 -6 ' 166 EXHIBIT A SCOPE OF SERVICES SCOPE OF WORK 1. Artist shall furnish all labor, material, tools, equipment, etc., required to design the Artwork in accordance with the quality level and intent of the concept drawings as prepared by Artist and approved by the City, along with all governing agency requirements and code criteria. 2. Artist is responsible for submitting all required documents relating to the Artwork design so that all required approvals may be obtained in a timely manner. 3. Artist shall immediately notify the City in writing of any cost impact or schedule impact whether increase or decrease, resulting from any modifications to the design. Any redesign fees or any other costs incurred by the Artist shall not be charged to the City unless the City has agreed to such charge in writing. 4. Artist shall complete the design in sufficient scale and detail as required by the City for approval. 5. Artist's design shall be subject to approval by the City. 6. Artist is not authorized to utilize the La Quinta Library to display artworks (other than the Artwork which is the subject of this Agreement), and is not authorized to conduct any sales activities at the Library. 7. Should the City wish to make posters or prints of the Artwork, Artist shall cooperate with the City's efforts, and shall execute any necessary consent forms, waivers, or other required documentation. The City owns all rights with regarding to the Artwork, including the right of reproduction in the form of photographs, prints and posters, and has the right to sell these items. GENERAL ITEMS OF INCLUSION: As a further clarification to the plans and specifications, the work shall include but not necessarily be limited to the following: 1. Artist shall examine or cause to be examined all supporting and adjacent surfaces and record any defects to the City prior to installing any material. The installation of any material constitutes the Artist's complete acceptance of all substrates as compatible with the work under this Agreement. 2. Any work not provided for in this Agreement must be authorized by the City prior to the installation of such work. 3. Artist is responsible for all repairs or replacement of any existing property or work which is damaged as a result of the performance of the work under this Agreement. Artist shall keep his work area in a neat and orderly manner, consistent with the operation of the La Quinta Library, which will be open to the public during the installation. The Artist shall be responsible for all necessary signage or barricades to protect the Artwork during the installation. Page 12 of 18'" 167 4. Artist shall provide for all unloading and bracing for the Artwork, and shall ensure that the area in which he is working is maintained in a safe and orderly manner. III. SPECIFIC ITEMS OF INCLUSION Artist will develop a series of four 3'x5' panels of the Four Seasons designed by local children and reinterpreted on canvas by La Quinta High School artists. Working with the Library staff the S.C.R.A.P. Gallery will offer recycled art workshops for children and launch a contest to enter their interpretation of one of the four seasons. The winning entries as determined by Friends of the Library and the La Quinta Librarian. The vendor will work with high school artists to create and assemble the panels. Recycles materials will be added to the panels to add textural interest to the panels. These panels will be hung on the four walls inside the children's classroom at the Library. Work will begin in the Library in February 2009 (exact date to be determined by Community Services Director). 168 Page 13 of 16 EXHIBIT B SCHEDULE OF PERFORMANCE SCHEDULING: The Artist has estimated that the project will take approximately five months to complete once instructed to proceed. Artist will need to coordinate work with the City Librarian to establish appropriate times to work in the meeting room during operating hours. Weekend hours in the Library are acceptable while staff is available to open and lock the facility. Artist should work independently and not impede the use of the meeting room, or disturb the overall function of the Library. Work will commence during the month of February and be completed by no later than July 31, 2009. REVIEWS: The Community Services Director and City Librarian will have regular visits and shall receive progress reports from the Artist. The project may be reviewed by the City Council as deemed appropriate. Any comments made by the City Council shall be addressed by the Artist. Page 14 of 16• ' 169 EXHIBIT C SCHEDULE OF COMPENSATION PRICE: Total not to exceed six thousand dollars ($6,000). SCHEDULE OF PAYMENTS: The first payment of $3,000 will be made upon execution of the Agreement. The remaining payment of $3,000 shall be made upon the issuance of the Notice of Completion. Page 15 of 46- 170 EXHIBIT D NOTICE OF COMPLETION FOR ARTWORK Piece of Artwork: The Four Seasons Project -La Quinta Public Library WHEREAS, by that certain Art Purchase Agreement dated ("Agreement"), the CITY OF LA QUINTA, a California municipal corporation (the "City") contracted with S.C.R.A.P. Gallery (Artist) to provide certain "Artwork" (as defined in the Agreement); and, WHEREAS, as referenced in the Agreement, the City shall furnish Artist with a Notice of Completion upon completion of the creation and installation of the Artwork; and, WHEREAS, the creation and installation of the Artwork, as required by the Agreement, has been satisfactorily completed. NOW, THEREFORE, the parties hereto certify as follows: 1. As provided in the Agreement, the City does hereby certify that the creation and installation of the Artwork has been fully performed and completed. Any executory obligations pursuant to the Agreement, which are hereby incorporated herein by reference, shall remain enforceable according to their terms. 2. Nothing contained in this instrument shall modify in any other way any executory portions of the Agreement. IN WITNESS WHEREOF, the City has executed this certificate this day of ,200 CITY OF LA QUINTA, a California Municipal Corporation By: 171 Page 16 of 16 Tityl 4 4 Qum& COUNCHJRDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration to Appoint an Ex Officio Member to the Family YMCA of the Desert Board of Directors RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Q The Family YMCA of the Desert requests an Ex Officio Member to the Board of Directors. Staff recommends an appointment be made to this organization to represent the City of La Quinta. The representative could be an elected official, Community Services Commission member, staff member, or member of the public. FISCAL IMPLICATIONS: None CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: On January 9, 2009, Chief Executive officer, Rob Ballew, sent a letter (Attachment 1) to the City Manager requesting an appointment for an Ex Officio member to the Board of Directors from the city. The purpose of this appointment is to improve communication between the YMCA and the city, exchange information between the two entities, and receive direct feedback regarding the needs of the city. The commitment to the appointee is to attend meetings on the 3rd Wednesday of each month at noon. The Family YMCA will host its first meeting with Ex Officio members from each city on February 11th at noon at the YMCA in Palm Desert. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 172 1. Appoint a representative from the Community Services Commission to represent the city as an Ex Officio member on the YMCA Board of Directors; or 2. Appoint a representative from the City Council to represent the city as an Ex Officio member on the YMCA Board of Directors; or 3. Appoint a representative from City staff to represent the city as an Ex Officio member on the YMCA Board of Directors; or 4. Provide staff with alternative direction. Respectfully submitted, Edie Hylton Community Services Director Approved for submission by: ( xV�� Thomas P. Genovese, City Manager Attachment: 1. January 9, 2009 Letter �..... 173 i YMCA We build strong kids, strong families, strong communities. January 9, 2009 Thomas P. Genovese City Manager City of La Quinta P.O. Box 1504 La Quinta, CA 92247 RE: City Representative for Ex Officio position on YMCA Board Dear Mr. Genovese: ATTACHMENT 1 E C_E o_V_�L 1 2 q -- --� - CIiY OF In 4UIN iA r!T? tAA,NAGH S OTPT The Family YMCA of the Desert presently serves the entire Coachella Valley at 29 sites providing programs to over 2,300 kids and families each week. The YMCA Board of Directors and staff are committed to the Y's strategic plan directing us to provide unique, value based programs extending from Palm Springs to the East Valley. Our Y Board has adopted a new and innovative way to enhance direct communication between the YMCA and our valleys cities. We are asking each city within the Coachella Valley to appoint one person to be on the YMCA's Board of Directors as an "Ex Officio" Member. This can be a staff member or a volunteer or a member of the City Council. The commitment is a one hour luncheon meeting with the YMCA Board of Directors who meet on the third Wednesday of each month at noon (dark in August). The overall goals are to improve communication between the YMCA and the cities we serve, to exchange information between the two entities, and for the YMCA to receive direct feedback regarding the needs of each city. This will help us do a better job of providing additional YMCA programs that are fine-tuned to each particular city's needs. We will be conducting a one hour lunch meeting on Wednesday, February 11 th at noon at the YMCA in Palm Desert; 43-930 San Pablo Ave. in Palm Desert, and we invite your city's representative to join us. At this meeting we will provide an overview of the YMCA and what our goals would be for this new association. At your earliest convenience, please notify us regarding your city's willingness to participate, and advise us who you have selected as your city's representative. Sincere] , RobBallew CEO Family YMCA of the Desert FAMILY YMCA OF THE DESERT FAMILY YMCA OF THE DESERT 43-930 San Pablo Ave.. Palm Desert, CA 92260 3601 E. Mesquite Ave, Palm Springs, CA 92263 .. (760) 341-9622 Fax 1760) 779-9651 1760) 320-6430 Fax (760) 320-1679 Unned way To put ludeo-Christian principles into practice through programs that or the Desert build healthy spirit,mind and body for all. 174 I COUNCEURDA MEETING DATE: February 3, 2009 ITEM TITLE: Consideration of Two City Council Members to Serve on the Civic Center Art Purchase Committee RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: An amount of $10,000 has been budgeted in the Civic Center Art Purchase Account No. 270.0000.451.61-70. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: Since 1989, with the exception of 2004 and 2005, the City has been selecting artwork from the La Quinta Arts Festival ("Festival") to be displayed at various City facilities. Two City Council Members, in conjunction with two Community Services Commission members, have viewed the artwork at the Festival for consideration of an art purchase. Historically, the Art Purchase Committee has met the first day of the Festival to select art for the City and deliver it to the City after the Festival. The expansion of City Hall, the Library, and the newly opened Museum provides an opportunity for artwork, including a sculpture piece at the main entry to the City Hall. The following City Council members have participated on the Civic Center Art Purchase Committee: 175 2008 Council Members Henderson and Kirk 2007 Mayor Adolph and Council Member Osborne 2006 Council Members Henderson and Kirk 2003 Mayor Adolph and Council Member Osborne 2002 Mayor Pena and Council Member Henderson 2001 Mayor Pro Tern Sniff and Council Member Adolph 2000 Mayor Pena and Council Member Henderson 1999 Council Members Adolph and Sniff 1998 Mayor Pena and Mayor Pro Tern Henderson 1997 Council Members Adolph and Sniff 1996 Council Members Adolph and Henderson 1995 Council Members Cathcart and Perkins 1994 Mayor Pena and Council Member Sniff Should the City Council decide to participate in purchasing artwork this year from the Festival, the Community Services Commission will be asked to select two representatives to participate on this year's Civic Center Art Purchase Committee. The Festival will be held from March 12 - 15, 2009 at the Civic Center Campus. The Art Purchase Committee may wish to meet prior to the start of the Festival to discuss particular locations and suitable artwork during the opening hours of the Festival. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Appoint two City Council members to serve on the Civic Center Art Purchase Committee to select Civic Center Art during the La Quinta Arts Festival; or 2. Do not participate in the selection of artwork from the La Quinta Arts Festival; or 3. Provide staff with alternative direction. Respectfully submitted, )Av- Edie Hylton Community Services Director 176 Approved for submission by: Thomas P. Genovese, City Manager »...., 177 TieY' % 4Q'rlxfa AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: February 3, 2009 BUSINESS SESSION: _ ITEM TITLE: Discussion of the Code Compliance Program CONSENT CALENDAR: _ STUDY SESSION: PUBLIC HEARING: RECOMMENDATION: Provide staff with direction regarding any changes that the City Council would like to make to the code compliance program. FISCAL IMPLICATIONS: None with this action. If the City Council were to direct staff to pursue civil actions rather than criminal actions, the cost of code compliance would increase. CHARTER CITY IMPLICATIONS: None BACKGROUND AND OVERVIEW: There were a total of 3,143 code compliances cases initiated last calendar year. The cases are both citizen complaint based and staff initiated. Included as Attachment 1 are "before and after" pictures depicting the most common types of municipal code violations that are addressed by the code compliance division. Staff will briefly discuss the pictures during the City Council presentation. The majority of staff initiated cases are generated through the creation of "project areas." A project area is a geographically defined area that the entire field staff concentrates its efforts on in a systematic and coordinated manner. For example, staff attempts to issue all initial warning notices on the same day for any given target area. Ten days later, all second notices are uniformly sent to all non -complying owners with the goal of keeping the entire area progressing on the same schedule. Thereafter, while some variations are necessary based on unique circumstances, City staff attempts to continue its enforcement effort for cases commencing at the same time on an ongoing uniform basis. The benefits of this system include increased staff efficiency through a consistent tracking mechanism. Also, this system aims at removing any perception by members of the public that any given property owner is being unfairly singled out for a violation. Below is the typical time frame and method used to gain compliance in a code case once a violation is identified: Day 1 Initial Warning Notice Day 14 Notice of Violation Day 28 Final Notice Day 42 151 Administrative Citation Day 56 2"d Administrative Citation Day 70 3rd Administrative Citation Day 84 Refer Case to City Attorney's Office At any time during the above process, if a person is making progress to address the violation(s) at -issue, an extension is granted upon request. In cases where it becomes clear to the City that the administrative effort will not yield compliance, the case is then sent to the City Attorney's office. Below is a discussion of the different legal remedies available to address code compliance, cases. AVAILABLE LEGAL REMEDIES According to California law, violations of building and maintenance standards can be enforced by criminal, civil, or administrative means. (See e.g., Civ. Code § 3471; Civ. Proc. Code § 731; Gov. Code § 36900.) The City has the power to choose between these three vehicles to enforce the standards set out in the La Quinta Municipal Code ("LQMC"). (Flahive v. City of Dana Point (1999) 72 Cal.App.4th 241, 244-245.) The LQMC reflects these three options. For example, LQMC § 1.01 .200 provides that violations of the LQMC constitute infractions and misdemeanors. More specifically, LQMC § 11,72.050 provides that the City may seek abatement of public nuisances through administrative abatements, prosecutions, or civil actions. Finally, the City has adopted Chapter 1.09, entitled "Administrative Citations," which provides an administrative citation procedure as an available enforcement mechanism. With most cases, the City is able to secure compliance by utilizing only its administrative remedies. As discussed above, City staff issue several notices and .. 179 citations before sending the case to the City Attorney's office for review. The City's administrative process affords property owners at least three (3) months and in some cases based on the circumstances up to nine (9) months to correct any violations. State law only requires that the City provide thirty (30) days before initiating an action. (Health and Safety Code § 17980.) Moreover, the process affords the property owner an opportunity to be heard in front of an independent hearing officer to challenge a determination by the City that the cited violation exists. Only after City staff exhausts its administrative effort (that is, after staff has sent several notices and, with most cases, issued several citations) is the file sent to the City Attorney's office for review. Of those cases that are referred to the City Attorney's office, approximately half are handled by a letter from that office notifying the property owner again of the existing violations and providing yet another extension to correct those violations. If the compliance period has expired and compliance has not been obtained, or if the City determines that a City Attorney letter is unlikely to yield compliance, the City Attorney reviews the case and, upon confirming that a violation exist, files a criminal complaint in an effort to gain compliance. Of the thousands of new code enforcement cases initiated last year by City staff, only 36 cases were sent to the City Attorney's office for filing. Of those, only two cases actually proceeded past the initial stages of prosecution and required judicial intervention. Most of the remaining cases were settled by the City Attorney's office with the property owner without the need for a trial or even a substantive hearing, with a few cases resulting in the property owner simply failing to appear. There are several advantages to using the criminal Courts for enforcing the City's codes. First, the criminal Court system is much more flexible with timing of hearings and the City Attorney is given greater discretion to schedule several cases on one Court date in order to be more cost efficient. Moreover, based on the City's experience, a criminal action seems to get property owners' attention and, as discussed more throughout this report, has yielded the desired results when it comes to achieving compliance. In addition, in cases where the City Attorney is forced to turn to the Court's assistance to resolve a matter, the case often times is resolved with the Court imposing an informal probation. An informal probation provides Court oversight and enforcement over a compliance effort. City staff has found that in difficult cases, Court oversight has been extremely successful in helping the City achieve compliance. As discussed above, the City has three legal remedies available to it under State law to address code violations. Thus, instead of filing a criminal action, the City could either proceed with an administrative abatement or a civil action. Under its administrative abatement powers, the City has the option of securing an abatement warrant from the Court to enter a substandard property and correct the violations through City hired forces. Once the work is complete, the City can then record a lien or special assessment against the property to recoup the expenses incurred by the City in the abatement process. This abatement process is set out in LQMC § § 1 1 .72.050 — 180 1 1.72.060. However, it has traditionally been the City's policy not to abate violations for owners of substandard properties. For one, the City has generally taken the position that it is bad public policy to clean up and correct violations for property owners who refuse to do it on their own. Also, many of the violations at -issue involve an esthetic component (e.g., landscaping) which by its very nature is subjective in nature and would require the City to make esthetic decisions for property owner. Finally, particularly in times like these with high foreclosure rates, the City's ability to recoup these expenses is often in question when owners default on their loan obligations and the banks move in to secure their investment. The City also has the option of pursuing code enforcement cases through civil actions. A civil action would typically take the form of a complaint alleging a public nuisance. Concurrently with the public nuisance action, the City could also bring an action seeking injunctive relief. In the injunctive action, the City would be seeking an order from the Court prohibiting the property owner from maintaining the property with LQMC violations, while the underlying public nuisance action makes itself through the judicial process. If the violation requires immediate attention because of safety issues, the City could apply for a temporary restraining order to secure immediate relief and then follow-up with a preliminary injunction to extend the injunctive relief until the underlying case is resolved. Using civil actions to resolve code enforcement cases presents several hurdles. First, because of the shortage of courtrooms available in Riverside County and the priority given to criminal cases, obtaining relief in a civil action could take years. In fact, for most of the year 2008, the Courts in Riverside County had a moratorium on civil cases while the backlog of criminal cases was heard. As recently pointed out in an article published in The Press Enterprise (Attachment 2), the civil calendar in Riverside County is years behind, with several cases being dismissed by the Court after not being heard for more than five (5) years. This wait period to get before a Court does not allow the City to address code violations in a manner that is responsive to the needs and expectations of City residents. Second, litigation of several civil cases in a coordinated fashion is much more difficult, if not impossible, to achieve. In the civil system, it is much more difficult to schedule hearings for several cases on the same date. While it is not unusual for criminal Court to set several hundred cases in one day, civil Courts generally only calendar a maximum 20 to 30 cases for any given day. Ultimately, this could require many more appearances for the City Attorney's office resulting in higher code enforcement costs for the City. Third, the cost of litigating a civil case is generally significantly higher than criminal cases. For example, in a civil case discovery is much more formal, typically involving discovery inquiries through written requests for documents and admissions and the taking of depositions. In contrast, in criminal actions, discovery is much less formal with the evidence simply handed over to the other side as a matter of practice. Moreover, the procedure and process for civil cases is much more formal and work intensive, with attorneys having to often file discovery and dispositive motions. 181 Respectfully submitted, Tom Hartung, Director of Building & Safety Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1. Photos of Code Violations 2. Press -Enterprise Article iA L83 'I e84 85 l �RA Y w now i .: fA A S 1 3 Y V �4 t 90 Wm a �z I 23/ 2008 � P g +r t - x 2 }�i h X Y� iv r 1 P _ , � .� 9.5 � `� �r ,� , �� `{ i ��. �` (`, 'OW I EEL_ 197 0 4 Fl I e� � 5� r....k.�a M1 ylY...£ r! � x�,.s.Y7. ., ., :rt'+ � ��n , qq � - � -� \% �� \ /\ \ 2 ��. \ ��/w��\�\\\\ �. .�-. ��<. . ° \ /� � � /\� \1� ^° \\� \ d\?� ^^��°~ ^��`� »- --ƒg) ...... ... AMV Nato a 0 0 o H 201 l 02 -Ilk .... . . . ... ..yya,. . � < ? \' ..:.:.. . . .y.:,vm I 205 �y �x 1 tT , ♦ ... # r � l !+ vl Y F ATTACHMENT 2 207 a r n u m 91 THE PRESS-EN'ltN:ttl'it1SE JUDGES give an end date to their volun- teer service, "but they are re- tired, and we respect that. As we reduce some of the older gvil cases, the need is going to be reduced." REDUCING BACKLOG The court began several ef- forts this year to reduce the civil case' backlog. Four ctvI trial -only ,courtrooms were opened, three in January at the former Hawthorne School in Riverside and one in September in Palm Springs. An experimental program during the summer used volun- teer lawyers at the downtown Historic Cburt to help settle_ some civil cases before trial. The summer settlement ef- fort was formalized into a civil. mediation program that starts next month, with 36 participat- ing attorneys trained last month by the Straus Institute for Dispute Resolution. In the Historic Courthouse, Superior Court Judge Gary Tranbarger has also been hear- Ing civil trials. The. district attorney's office has an ongoing policy of filing papers to keep Tranbarger from hearing crim- inal cases. GROWING NUMBERS The opening of the Haw- thorne Court in Riverside and the Autry Court in the desert have helped, Fields said. Untried civil cases can be dismissed after the fifth anni- versary of their filing. By late 2007, Riverside County had 227 cases that were at least 4% years old. They got priority this year for the newly opened civil courts. From January through Octo- berthere were 69jury trials and 88 court trials, Fields said. Oth- er cases settled as the prospect for a trial in Riverside County became more solid. "More than 80 percent of what was on that old -case list .has been, adjudicated," Fields said. "We have not had to assign any cases out of county this year-" He said the civil courts were on pace to hear 189 civd.trials this year, the mostthe courthas heard since 2001. But thousands of civil cases are in the system. As of Nov.17, there were 31,008 pending ao- tive civil cases countywide. The cases in that tally include civil complaints, personal injury and eminent domain cases. DONATED SERVICES Miceli said the idea for the six retired volunteer judges devel- oped during a recent, reception for new county Court Executive Officer Sherri Carter. He asked what he could do to help the overcrowded court sit- uation, and was encouraged to come back and bear cases. After agreeing to volunteer himself, Miceli contacted the others. The effort by the sixjudges is different from the assigned judges program in which the state Administrative Office of the Courts sends jurists to counties that need to fill empty courtbenches. Retired judges who do pri- vate mediation are not concur- rently eligible for the assigned judges program, Miceli said, and he sold all six engage in such work. "'How do we get paid?' is not a very strong argument," Miceli said. "Having the litigants pay, that has a sour taste to it Almost in a singular voice they said,'Why don't we donate our services?' It's at no cost to the court or litigants." Holmes said he appreciated the scheduling challenge. "This is a management head-' ache for court staff, ttying to dovetail available judicial re- sources," he said. Olt is not like we are sitting there. To have us come in when we can, and they have to have something ready for us, is hard to do." Miceli said the Volunteer judges are also addressing an issue by taking to the bench age "Because of the aggressive tactics of the district attorneys office, the civil cases are not going out,"he said. "The retired civil judges are concerned about that and they are volun- teering their time because of it." The district attorneys office has alongstanding policy of not adjusting its criminal case 111- ing policies due .to the court crowding, saying that would compromise public safety. Reach RIGhard K. De Atley at 96}36 -%norrcWtimAPE.com 208 Lo REPORTS & INFORMATIONAL ITEMS: .1 COMMUNITY SERVICES COMMISSION MINUTES December 8, 2008 CALL TO ORDER A regular meeting of the Community Services Commission was called to order at 5:30 pm by Chairperson Leidner. Commissioner Gassman led the audience in the Pledge of Allegiance. PRESENT: Commissioners Biegel, Brodsky, Darroch, Fitzpatrick, Gassman, Quill, Chairperson Leidner STAFF PRESENT: Edie Hylton, Community Services Director; Steve Howlett, Golf & Parks Manager; Christina Calderon, Recreation Supervisor; and Angela Guereque, Senior Secretary PUBLIC COMMENT Kay Wolff, La Quinta Cove Neighborhood Association, introduced herself to the Commission and advised them that a member from the Association would be attending the Commission meetings to keep up with City happenings. CONFIRMATION OF AGENDA Motion - It was moved by Commissioners Gassman/Biegel to confirm the agenda. Motion carried unanimously. PRESENTATIONS — 1. Mr. Rob Bellew, Executive Director, Family YMCA of the Desert. Mr. Rob Ballew, Executive Director, and Paula Simonds, Program Director of the Family YMCA of the Desert gave a presentation to the Commission. The YMCA of the Desert is an integral part of La Quinta's youth and recreation programs. This nonprofit organization operates the aquatic programs at the Fritz Burns Pool, with recreational swim, lap swimming, swim lessons, water polo, water aerobics, and private party rentals. The pool is equipped with an ADA chair lift. A review of the summer pool statistics shows an increased usage of the facility. 209 Community Services Commission Minutes December 8, 2008 A new after school program was opened in November 2008 at the Vista Dunes Courtyard Homes. This is a grant funded program serving approximately 30 children per day. YMCA also offers after school programs at Adams Elementary and Benjamin Franklin elementary schools, middle school sports, and Youth in Government for La Quinta High School students. The La Quinta YMCA Preschool and after school program has served hundreds of children over the past 20 years. YMCA rates are based on membership and non -membership in the organization; however La Quinta residents qualify for membership rates for La Quinta programs. In hardship cases, financial assistance is available to cover some or all of the fees for participation. Commissioner Gassman suggested the YMCA submit their 2007 figures to compare to the 2008 figures. She asked why the drop in price for Water Aerobics is higher than the class price. Mr. Ballew stated that he will check on that because it may be an introductory price. Commissioner Biegel suggested evening swim lessons for working families and possibly a special nighttime BBQ and Swim event. Commissioner Quill suggested that if the YMCA would like to offer another swim lesson program at La Quinta High School they should do a Call Out through the high school. She also suggested the YMCA hold movie nights at the pool. Commissioner Darroch suggested installing a slide at the pool. Director Hylton stated that the current configuration does not provide enough room for a slide. The YMCA presented a plaque comprised of student handprints to the Commission for its ongoing support of programs in the community. APPROVAL OF MINUTES 1. Approval of November 17, 2008 Minutes Commissioner Quill noted that on page 4, paragraph 1, she thought the City Council had been approached. Motion — It was moved by Commissioners Biegel/Fitzpatrick to approve the minutes as corrected. Motion carried unanimously. 210 Community Services Commission Minutes December 8, 2008 _g. CONSENT CALENDAR - None. PUBLIC HEARING - None. BUSINESS ITEMS Chairperson Leidner requested Business Item 2 be moved in front of Item 1. 2. Consideration of the Four Seasons Panel Project in the Children's Classroom at the Library. Director Hylton presented the staff report. Commissioner Fitzpatrick noted her concern with not being able to see the panels before being installed. Director Hylton stated that the City Librarian, Friends of the Library, and the Community Services Director will have the final approval before installation and will make sure the panels are appropriate. Motion — It was moved by Commissioners Biegel/Brodsky to recommend the Four Seasons Panel Project to be placed in the Children's Classroom at the Library and appropriate $6,000 from Art in Public Places to fund the project. Motion carried unanimously. 1. Consideration of a Recipient for the 2009 Senior Inspiration Award Program. Ms. Christina Calderon presented the staff report. Motion — It was moved by Commissioners Fitzpatrick/Gassman to recommend Mildred Donley as the 2009 Senior Inspiration Award Program recipient. Motion carried unanimously. Commissioner Brodsky stated that just three weeks ago the Commission overwhelmingly voted not to recommend certain park improvements for Fiscal Year 2009/2010, now Commissioner Quill is asking the Commission to revisit those recommendations. She made arguments in favor of them at that time but the Commission voted against them. Motion — It was moved by Commissioners Brodsky/Gassman to not discuss or vote on any additional park improvements for 2009/2010 and move forward to the Department Reports of the agenda. Motion failed with Chairperson Leidner, and Commissioners Darroch, Fitzpatrick, and Quill opposing. Commissioner Quill stated that she recommended bringing this item back at Director Hylton's recommendation. The City Council said to be creative and not worry about the money. After the Joint Meeting, a City Councilman told her that 211 Community Services Commission Minutes December 8, 2008 he would much rather see us spending money for people than letting it sit in the bank at 2% interest. We have $10 million in Quimby funds set aside for parks, of which over $8 million is set aside for land acquisition, but there is still close to $1 million dollars to improve our parks. The grass volleyball and disc golf projects are approximately $10,000, which is only 1 % of the $1 million. 3. Consideration of additional Park Improvements for Fiscal Year 2009/2010. Director Hylton presented the staff report Chairperson Leidner asked if Quimby funds expire. Commissioner Fitzpatrick stated that developers can request Quimby funds be refunded if the City has not encumbered the monies within 5 years. Keith Gregori of Palm Desert spoke in support of disc golf. He stated that disc golf is economical with low maintenance and patrons can start playing with as little as $10 for one disc. All ages can play from pre -teens to seniors. There are approximately 1,400 courses throughout the United States. Commissioner Fitzpatrick stated that she has safety concerns with putting the grass volleyball court in the Seasons Retention Basin due to visibility; disc golf should not be installed on the Civic Center Campus because it is a passive park. Commissioner Fitzpatrick suggested that climbing walls be installed as part of the playground replacement projects. Commissioner Biegel stated she supports looking at the big picture and not spending the money currently. Commissioner Gassman stated that as a result of the Joint meeting, she took to heart that City Council members requested the Commission be creative and for that reason she would like to suggest a multi -use Cultural Arts facility be built to the west of the Library or expansion of the Senior Center. She stated the need for a larger stage and seating area for events. Commissioner Quill explained that she is advocating for the youth and does not care where the grass volleyball court is installed, as long as it is in the Cove. She stated that the City Council told the Commission not to worry about money, just to forward ideas to them. Commissioner Darroch stated she supports the disc golf, but not spending $9,000 for the installation. She agrees with Commissioner Gassman on the need for an expanded stage and seating area for events. She suggested another bench at Pioneer Park and lighting for parks. 212 Community Services Commission Minutes December 8, 2008 -5- Commissioner Darroch stated that the new ice skating rink in North La Quinta has been turning 40 to 50 kids away on Friday nights and the City should have things for the teens to do. Chairperson Leidner suggested that the Commission stand firm on the decision to not bring forward any of these recommendations to the City Council. If there is money left over at the end of the year then the Commission can decide what the money is spent on. Motion - It was moved by Commissioner Fitzpatrick to recommend including the Adams Park perimeter trail in the 2009/2010 Capital Budget; consider the disc golf and grass volleyball as part of the 2009/2010 operating budget; table the Desert Pride Park sand box project; consider climbing walls as part of the playground replacement program; and include the Fred Wolff Bear Creek Nature Preserve Soil preparation and plantings, the shade structures at Monticello and Pioneer Park, and standard park signs as part of the 2010/2011 Budget. Motion failed with no second. Motion - It was moved by Commissioner Quill to recommend including a grass volleyball and disc golf project as part of the operating budget for 2009/2010 and table all 2010/2011 projects for further discussion. Motion failed with no second. Motion - It was moved by Commissioners Gassman/Biegel to recommend Adams Park perimeter trail as part of the Fiscal Year 2009/2010 Budget. Motion carried unanimously. Motion - It was moved by Commissioners Quill/Darroch to recommend the disc golf and grass volleyball be placed at locations to be determined with monies left over from the 2008/2009 operating budget. Motion failed with Chairperson Leidner and Commissioners Biegel, Brodsky, Fitzpatrick, and Gassman opposing. Commissioner Quill suggested the Commission receive recommendations from staff in future staff reports. STUDY SESSION - None. DEPARTMENT REPORTS 1. Monthly Department Report for November 2008 COMMISSIONER ITEMS 1. Report from Commissioners Regarding Meetings Attended. 2. Calendar of Monthly Events ..... 213 Community Services Commission Minutes December 8, 2008 -6- PUBLIC HEARING — None. OPEN DISCUSSION ADJOURNMENT It was moved by Commissioners Gassman/Fitzpatrick to adjourn the Community Services Commission meeting at 7:45 p.m. Motion carried unanimously. NEXT MEETING INFORMATION: A Regular Meeting of the Community Services Commission to be held on January 12, 2009 commencing at 5:30 p.m. in the City of La Quinta Study Session Room, 78-495 Calle Tampico, La Quinta, CA 92253. *nk kVt Agela Guereque Community Services Senior Secretary 214 Department Report: t— A r� OF Tl TO: The Honorable Mayor and Members of the City Council FROM: Bret M. Plumlee, Assistant City Manager - Management Services # DATE: February 3, 2009 SUBJECT: Department Report — Response to Public Comment The following public comment was made at the January 21, 2009 City Council meeting: 1. Joseph Halbeisen, 78-750 La Palma, voiced his concern regarding the number of non-residents who are allowed to play on the La Quinta Softball Youth Association (LQSYA) teams. He asked the City to enforce the 75% rule. Mayor Adolph commented that he had received Mr. Halbeisen's letter and had given it to Director Hylton in Community Services to respond. 2. Peter Scott 50-410 Via Puente, also voiced his comments on the same issue regarding LQSYA, his daughters played on LQSYA for years. Director Hylton responded the rule is 75% of the players in the league are supposed to be La Quinta residents. She will have staff look into it, and if is not the case, corrections will be made. She indicated staff reviews the rosters and validates them on a regular basis. Director Hylton will follow-up with Mr. Hubberson and Mr. Scott on the questions being asked. 215 Department Report: 7' A f0J. YF.cf, ows y OF 71 TO: The Honorable Mayor and Members of the City Council VIA: Thomas P. Genovese, City Manager FROM: Les Johnson, Planning Directoyl�� DATE: February 3, 2009 v SUBJECT: Department Report — Prototype Application Requirements for Review and Comment Staff is currently working on revising the City's various development review application packets. The purpose of this revision is to improve the quality of information provided to staff and the City's decision authorities during the review and approval process. Attached for your review and comment is a draft site development permit application packet (Attachment 1). This application has been drafted as a prototype to be used as the standard upon which applications for the City's other planning related permits will be based. The purpose of bringing this to the Council's attention is to provide you an opportunity to review the draft revised application, ask staff any questions you may have regarding its content and provide staff with any comments or suggestions. For your reference, earlier drafts have been circulated for review and comment to various City departments and both the Architecture & Landscape Review Committee at its January 7`h meeting and the Planning Commission at its January 131h meeting. Some of the comments noted included requiring: • Perspective renderings of projects; • Clear identification of construction phases; • Additional detail regarding site, landscaping, and lighting plans; and • The new Water Quality Management Plan. 216 Other comments included the need for clear explanation of the review process and clarification of the process for waiver of listed items not necessary for less complicated projects as well as a general need for keeping the length of the application to only what is needed. The draft application included for your review is the latest version having been revised with all comments received to date considered and the majority of them incorporated. A copy of the City's current site development permit application is also provided for your reference (Attachment 2). Attachments: 1. Proposed Draft Site Development Permit Application 2. Current Site Development Permit Application City of La Quinta 78-495 Calle Tampico La Quinta, California 92253 PHONE:760.777.7125 FAX:760.777.1233 Office Use Only Case Number Accepted Assigned 30-Day By To Deadline Notes: SITE DEVELOPMENT PERMIT APPLICATION ATTACHMENT 1 CC RAF Planning Stamp Finance Stamp Sections A and B are to be completed by the applicant in their entirety and shall be accompanied by all listed plans, studies, reports and exhibits listed in Section C unless specifically waived by the appropriate City staff member and noted thereon. SECTION A - PROJECT INFORMATION Project Name: Project Description: APN #(s): Site Address/ Location: Gross Acreage: Net Acreage: General Plan: Zoning: # of Total Lots: # of Buildable Lots: Proposed Phases: Related Cases: Is any portion of the project located in the Coachella Valley Multiple Species Habitat Conservation Plan (CVMSHCP) Santa Rosa and Santa Jacinto Mountains Conservation Area: MSHCP information can be obtained at the Planning Department or the Coachella Valley Association of Governments website (www.cvmshcp.org). Site Development Permit Application Page 1 of 13 City of La Quinta - Planning Department - 760.777.7125 02-03-09 PApplication Submittal Fonns\SDP\SDP application - 3rd draft.doc 218 SECTION B - APPLICANT/OWNER INFORMATION Applicant: (Name) (Phone) (Mailing Address) Owner(s): (Email) (Name) (Phone) (Mailing Address) Architect: (Email) (Name) (Phone) (Mailing Address) (Email) (California State License #) Applicant Certification I certify that I have read this application packet in its entirety and understand the city's submittal and review process and the requirements for this application. I understand that an incomplete application will delay the processing of this application. Applicant's Signature: Print Name: Owner Certification Date: I certify under the penalty of the laws of the State of California that I am the property owner of the property that is the subject matter of this application and I am authorizing and hereby do consent to the filing of this application and acknowledge that the final approval by the City of La Quinta, if any, may result in restrictions, limitations and construction obligations being imposed on this real property. Owner/Authorized Agent Signature*: Print Name(s): Date: *An authorized agent for the owner must attach a notarized letter of authorization from the legal property owner. Any off -site work identified on the plans must be accompanied by a statement of authorization with a notarized signature of the subject property owner. Site Development Permit Application Page 2 of 13 City of La Quinta - Planning Department - 760.777.7125 02-03-09 PApplication Submittal Forms\SDP\SDP application - 3rd draft.doc 219 SECTION C - APPLICATION SUBMITTAL REQUIREMENTS APPLICATION SUBMITTAL REQUIREMENTS - INITIAL TO BE COMPLETED BY CITY STAFF m N v > W Each of the following items is required for submittal unless a waiver is granted by City Staff. Any waiver must be confirmed by initialing of this form by the person granting the waiver prior to submittal. Please see Section D for the description and completion requirements of each item. # of paper copies # of E- copies in PDF format (on CD- ROM) WOK ar by (initials 1 FILING FEES ❑ ❑ Filing Fees Receipt 1 NA APPLICATION INFORMATION ❑ ❑ Application 1 1 NA ❑ ❑ Site Photographs 1 1 ❑ ❑ Environmental Information Form 1 1 PLAN SET ❑ ❑ Index Sheet 15 1 NA ❑ ❑ Site Plan 15 1 NA ❑ ❑ Preliminary Precise Grading Plan 15 1 ❑ ❑ Preliminary Landscape Plan 15 1 ❑ ❑ Exterior Lighting Plan 15 1 ❑ ❑ Building Elevations and Renderings Sheets 15 1 ❑ ❑ Roof Plan 15 1 ❑ ❑ Floor Plan 15 1 PRIMARY REPORTS/STUDIES/EXHIBITS ❑ ❑ Materials Board 1 1 ❑ ❑ Preliminary Title Report 1 1 ❑ ❑ Preliminary Water Quality Management Plan 5 1 ❑ ❑ Preliminary Hydrology Report 5 1 ❑ ❑ Traffic Study 5 1 SUPPLEMENTAL REPORTS/STUDIES/EXHIBITS ❑ ❑ Biological Report 3 1 ❑ ❑ Cultural / Archaeological Report 7 1 p ❑ Paleontological Report 7 1 ❑ ❑ Geotechnical Report 5 1 ❑ ❑ Parking Study 5 1 ❑ ❑ Traffic Demand Management Plan 5 1 ❑ ❑ Noise Study 5 1 Submittal waivers may be obtained through staff consultation, a pre -submittal meeting, or a preliminary review application. No applications will be accepted by mail. Site Development Permit Application Page 3 of 13 City of La Quinta - Planning Department - 760.777.7125 02-03-09 2 2 PApplication Submittal Forms\SDP\SDP application - 3rd draft.doc SUBMITTAL REQUIREMENTS - PRIOR TO HEARING The following items are to be submitted after # of E- the project is scheduled* for Architecture and copies Landscape Review Committee and Planning # of in PDF Submitted Commission review and must be received by paper format the Planning Department at least five (5) copies ton working days prior to the scheduled ALRC CD - meeting date. ROM) ❑ Public Notification Package 1 1 ❑ Bound 11"x17" reduction of complete final Plan Set with colored Site Plan, Preliminary Landscape Plan and Building 15 1 Elevations and Renderings Sheets ❑ Full size (not to exceed 24'k36") complete final Plan Set with colored Site Plan, Preliminary Landscape Plan and 15 NA Building Elevations and Renderings Sheets ❑ Full size (not to exceed 24"x36") Color Presentation Exhibits (final Site Plan, Preliminary Landscape Plan and Building 1 NA Elevations and Renderings Sheets) mounted on rigid foam core display boards for presentation purposes *If these required items are not received by the Planning Department by the end of the day five (5) working days before the scheduled ALRC meeting date, the project's review will be re -scheduled for a later date. SECTION D - SUBMITTAL ITEM DESCRIPTIONS FILING FEES Filing Fees: Application related filing fees are to be paid at the time of application while CEQA related fees are to be paid at the time the application is deemed complete. As part of the submittal process you will be asked to pay your fees at the Finance Department counter and return to the Planning Department counter with the receipt showing payment of fees which will be copied and submitted along with the other application materials. REQUIRED AT TIME OF APPLICATION SUBMITTAL Site Development Permit Application Fee: $ 2,000* Environmental Assessment Review Fee: $ 550* REQUIRED AT TIME APPLICATION IS DEEMED COMPLETE CEQA Filing Fee: $ 64** State Department of Fish & Game Fee: As of 01-01-09, the amount**, if any, will be either $1,993.00 (for a Negative Declaration or Mitigated Negative Declaration) or $2,768.25 (for an Environmental Impact Report) and is dependent on the Environmental Assessment and will be identified in the City's Letter of Completion issued at the time the application is deemed complete. If the project is deemed to be exempt from CEQA there will not be a fee. Site Development Permit Application Page 4 of 13 City of La Quinta - Planning Department - 760.777.7125 02-03-09 PApplication Submittal Forms\SDP\SDP application - 3rd draft.doc 221 Environmental Documentation: Amount*, if any, is dependent on the Environmental Assessment and will be based on the full cost of preparing the required documentation (Negative Declaration, Mitigated Negative Declaration, or Environmental Impact Report). The environmental documentation required as well as the amount of a required deposit will be identified in the City's Letter of Completion issued at the time the application is deemed complete. If the project is deemed to be exempt from CEQA there will not be a fee. * Payable to City of La Quinta * * Separate cashiers check payable to County of Riverside If you have any questions regarding the Filing Fees requirement, please contact the Planning Department at (760) 777-7125. APPLICATION INFORMATION Application: A City application form complete with all requested information and original signatures in Sections A and B provided. If you have any questions regarding filling out the Application, please contact the Planning Department at (760) 777-7125. Site Photographs: Provide one aerial view, at least one panoramic view of each side of the site, and specific views of any relevant or unusual features of the site. Printed images shall be at least 4"x6" and printed in color on 8'/z"xl 1" sheets. If you have any questions regarding the Site Photographs requirement, please contact the Planning Department at (760) 777-7125. Environmental Information Form: All applicants must complete an Environmental Information Form and submit the associated fee unless it is determined by the Planning Department that the proposed project will likely be exempt under CEQA guidelines and subsequently waives this requirement. — A pre -application meeting or consultation with Planning Department staff prior to application submittal is necessary to determine if a project is eligible for a waiver of this requirement and its associated Environmental Assessment Review fee. If you have any questions regarding the Environmental Information Form requirement, please contact the Planning Department at (760) 777-7125. PLAN SET Plan Set: A complete Plan Set shall contain one copy of each required sheet, map or plan in the order listed below, stapled together in the order prescribed as a comprehensive set, and folded so that the folded size does not to exceed 9"x12", rolled plans will not be accepted. All maps/plans/sheets shall be drawn on uniform sheets no greater than 24"x36" (or as approved by the Planning Department prior to initial submittal). Each sheet shall be drawn clear and legible, be accurately scaled, fully dimensioned, drawn at the same scale unless otherwise instructed, and include all the information as described in this section for each particular item. Site Development Permit Application Page 5 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 PApplication Submittal Forms\SDP\SDP application - 3rd draft.doc .� 22_ Order of Plan Set Contents 1. Index Sheet 2. Site Plan 3. Preliminary Precise Grading Plan 4. Preliminary Landscape Plan 5. Exterior Lighting Plan 6. Building Elevations and Renderings Sheets 7. Roof Plan 8. Floor Plan 1. Index Sheet: The Index Sheet is the Plan Set's cover sheet and shall contain the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project o Plan sheet identification number (such as 11 for Index, Sheet 1) o Initial date of drawing and any subsequent revisions o Name, address, and telephone number of person preparing map o Name, address, and telephone number of owner, applicant, and/or agent • A data table formatted in the following order: o Assessors Parcel Number(s) (book, page and parcel number) o Legal description o Existing General Plan designation (and proposed if applicable) o Existing Zoning designation (and proposed if applicable) o Existing Specific Plan title and land use designation (and proposed if applicable) o Existing land use and proposed land use o Total gross site area identified in square feet and acres o Total net site area identified in square feet and acres o Total building area identified in square feet and percentage of net site area o Total parking area identified in both square feet and percentage of net site area o Total landscaping area identified in both square feet and percentage of net site area o Identification of parking ratios required by City code and provided o Number of parking spaces required by City code and provided o Number of Americans with Disabilities Act (ADA) parking spaces required & provided o Greatest number of stories and square feet of floor area per floor o Greatest height of any building o Occupancy classification (per California Building Code) o Type of construction (per California Building Code) • List of Plan Set sheets • Vicinity map identifying project boundary line and location within surrounding neighborhood. If you have any questions regarding the above listed Index Sheet requirements, please contact the Planning Department at (760) 777-7125. 2. Site Plan: The Site Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall include the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project o Plan name and sheet identification number (such as S1 for Site Plan Sheet 1) Site Development Permit Application Page 6 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 223 PMpplication Submittal Forms\SDP\SDP application - 3rd draft.doc o Initial date of drawing and any subsequent revisions o Name, address, telephone number, signature and credentials stamp and license number of the person preparing map. o Name, address, and telephone number of owner, applicant, and/or agent. • Graphic scale (engineering scale not to exceed 1" = 40') • North arrow (typically with North facing the top of the drawing) • Location and dimension of all: o property lines o required and actual setbacks for building to property lines and buildings to buildings o structures o landscape areas o drive aisles, parking stalls, and loading areas o pedestrian pathways, including ADA horizontal path of travel o trash enclosures o storage areas 0 on -site fuel tanks (above or below ground) o freestanding signs o fire hydrants onsite and within 500' of the project site o walls and fences o public utilities o public improvements, include cross sections o structures, driveways, parking areas, trees and property lines within 50' of project site's perimeter boundary • Name, location and dimension of all adjacent public streets and ROWs • Type, height, and location of all street, parking and pedestrian lights • Identification of General Plan and Zoning land use designations and existing land use of project site and all adjacent properties • Identify interior and exterior turning radius dimensions at entries and drive aisles for emergency vehicle access • If the project includes any phasing of development the proposed phases, including public improvements, shall be identified on a separate site plan sheet with a table showing acreage, building square footage, number and type of units, and number of parking spaces per phase. If you have any questions regarding the above listed Site Plan requirements, please contact the Planning Department at (760) 777-7125. 3. Preliminary Precise Grading Plan: Unless specifically waived by the Public Works Department prior to submittal, a preliminary precise grading plan shall be submitted as part of the application submittal packet. The Preliminary Precise Grading Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall be prepared in accordance Public Works. Please direct any questions regarding the Preliminary Precise Grading Plan requirement to the Public Works Department at (760) 777-7075. 4. Preliminary Landscape Plan: The Preliminary Landscape Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall include the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project Site Development Permit Application Page 7 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 P:\Application Submittal Forms\SDP\SDP application - 3rd draR.doc 224 o Plan name and sheet identification number (such as L1 for Preliminary Landscape Plan Sheet 1) o Initial date of drawing and any subsequent revisions o Name, address, telephone number, signature and credentials stamp and license number of person preparing map. o Name, address, and telephone number of owner, applicant, and/or agent o California License Stamp • Graphic scale (engineering scale not to exceed V = 40') • North arrow (with North at the top of the drawing) • Location and dimension of all: o property lines o structures o drive aisles, parking stalls, and loading areas o pedestrian pathways o trash enclosures o storage areas o freestanding signs o walls and fences o structures, driveways, parking areas, trees and property lines within 50' of project site's perimeter boundary • Name, location and dimension of all adjacent public streets and ROWS • Location of all street, parking and pedestrian lights • Location and dimension of all landscape areas showing, through the use of graphic symbols, the type, location and size of all proposed plants • Location and dimension of all water features and decorative hardscape features • Landscape legend which contains a key to the graphic symbols used in the drawing. A separate symbol shall be used to identify each proposed plant or tree variety by name (both common and botanical) with the size of the planting identified and keyed to the size of the symbol used. The legend shall also include the following information: o Total square feet of proposed turf area and the percentage of the turf area within the total landscape area. o A reference to the proposed type of irrigation system (spray, emitter, and/or drip) o Proposed source of water for any water feature o A reference to compliance with the City of La Quinta Water efficiency Ordinance and the Coachella Valley Water District's Landscaping and Irrigation System Design Ordinance If you have any questions regarding the above listed Preliminary Landscape Plan requirements, please contact the Planning Department at (760) 777-7125. 5. Exterior Lightinin Plan: The Exterior Lighting Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall include the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project o Plan name and sheet identification number (such as EL1 for Exterior Lighting Plan Sheet 1) o Initial date of drawing and any subsequent revisions Site Development Permit Application Page 8 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 PApplication Submittal Forms\SDP\SDP application - 3rd draft.doc 225 25 o Name, address, telephone number, signature and credentials stamp and license number of person preparing map. o Name, address, and telephone number of owner, applicant, and/or agent o California License Stamp • Graphic scale (engineering scale not to exceed 1" = 40') • North arrow (with North at the top of the drawing) • Location and dimension of all: o property lines o structures o drive aisles, parking stalls, and loading areas o pedestrian pathways • Type of illumination, height and location of all exterior lighting fixtures located on the project site • Identify the level of illumination of the entire site with a minimum of one foot-candle of illumination throughout all onsite parking areas and zero foot-candle leakage onto any adjacent site. If you have any questions regarding the above listed Exterior Lighting Plan requirements, please contact the Planning Department at (760) 777-7125. 6. Buildina Elevations and Renderinas Sheets: The Building Elevations and Renderings Sheets shall include the following. • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project o Scale of drawing o Name, address, and telephone number of person preparing the illustration. California License Stamp o California License Stamp o Plan name and sheet identification number (such as ER1 for Building Elevations and Renderings Sheet 1). • Accurately scaled two dimensional illustrations of all sides of each proposed (and existing, if to remain) building and accessory structure (trash enclosure, wall/fence, carport and parking shade structure, gazebo, etc.). Each illustration shall: o Identify which building elevation is illustrated i.e. north, south, east, west o be drawn to scale at not smaller than '/"=1' (for large projects not smaller than %8'=1' with '/<"=1' details) o clearly show proposed grade elevations, height and width dimensions o be void of landscaping in order to clearly demonstrate the aesthetic impact of the proposed structures. • Accurately scaled perspective illustration of the proposed project as seen from the center of each adjacent street. Landscaping depicted on perspective illustrations shall be representative of the preliminary landscaping plan with five (5) years of growth. If you have any questions regarding the above listed Building Elevations and Renderings requirements, please contact the Planning Department at (760) 777-7125. 7. Roof Plan: The Roof Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall include the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: Site Development Permit Application Page 9 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 P:Wpplication Submittal Forms\SDP\SDP application - 3rd draft.doc 226 o Name of project o Plan name and sheet identification number (such as R1 for Roof Plan Sheet 1) o Initial date of drawing and any subsequent revisions o Name, address, telephone number, signature and credentials stamp and license number of person preparing map. o Name, address, and telephone number of owner, applicant, and/or agent o California License Stamp • Graphic scale (not smaller than the''/<"=l') • North arrow (typically with North facing the top of the drawing) • Indication of roof pitch • Line of exterior walls • Type and color of roofing material • All roof mounted equipment and type and height of screening material • All skylights and solar panels • Any patio, deck or other usable areas and associated structures If you have any questions regarding the above listed Roof Plan requirements, please contact the Planning Department at (760) 777-7125. 8. Floor Plan: The Floor Plan shall be prepared by a qualified professional as stipulated by the California Business and Professions Code and shall include the following information: • Title block located in the lower right-hand corner of the map which contains the following information and is readily visible when folded: o Name of project o Plan name and sheet identification number (such as F1 for Floor Plan Sheet 1) o Initial date of drawing and any subsequent revisions o Name, address, telephone number, signature and credentials stamp and license number of person preparing map. o Name, address, and telephone number of owner, applicant, and/or agent o California License Stamp • Graphic scale (not smaller than the'/<"=1') • North arrow (typically with North facing the top of the drawing) • Allocation and use of all interior and exterior space, including areas for waiting, gathering, eating, storage or display of merchandise • Location of all walls, doors, and window openings If you have any questions regarding the above listed Floor Plan requirements, please contact the Planning Department at (760) 777-7125. PRIMARY REPORTS/STUDIES/EXHIBITS Materials Board: The intent of the Materials Sample Board is to provide an accurate representation of the major exterior materials to be used on the project including colors and textures. The required board shall be of rigid material (preferably foam board, not wood), shall not exceed 24"x36" in size, and shall show the following: • Samples of roofing materials • Samples of all siding materials • Samples of all paint colors with manufactures name and identification numbers • Samples of window frames (a photo sample may be used upon prior approval by the Planning Dept.) Site Development Permit Application Page 10 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 P1Application Submittal Forms\SDP\SDP application - 3rd draft.doc 227 Samples of awning materials (a photo sample may be used upon prior approval by the Planning Dept.) Samples of decorative paving treatments (a photo sample may be used upon prior approval by the Planning Dept.) • Samples of light fixture details (a photo sample may be used upon prior approval by the Planning Dept.) If you have any questions regarding the above listed Materials Board requirements, please contact the Planning Department at (760) 777-7125. Color Presentation Exhibits: A colored version of the Site Plan, the Landscaping Plan, and the Building Elevations and Renderings Sheets using the colors representative of the actual colors of the proposed buildings is required. If you have any questions regarding the Colored Exhibits requirements, please contact the Planning Department at (760) 777-7125. Preliminary Title Report: A preliminary title report dated within 30 days of the application submittal date shall be provided. Please note an updated report may be necessary if processing is significantly delayed. If you have any questions regarding the Preliminary Title Report requirement, please contact the Planning Department at (760) 777-7125. Preliminary Hydrology Report: Unless specifically waived by the Public Works Department, a preliminary hydrology report including a hydraulics plan shall be submitted as part of the application submittal packet. The report and plan shall be prepared in accordance Public Works Bulletin #06-16 which is available on the City web site at: www.la-quinta.org. Please direct any questions regarding the Preliminary Hydrology Report requirement to the Public Works Department at (760) 777-7075. Preliminary Water Quality Management Plan: Unless specifically waived by the Public Works Department, a preliminary water quality management plan shall be submitted as part of the application submittal packet. The plan shall be prepared in accordance the Public Works Water Quality Management Plan Checklist which is available on the City web site at: www.la-quinta.org. Please direct any questions regarding the Preliminary Water Quality Management Plan requirement to the Public Works Department at (760) 777-7075. ' Traffic Demand Management Plan: Unless specifically waived by the Planning Department, a traffic demand management plan prepared in accordance with LQMC Chapter 9.180 is required if the overall proposed project will employ 100 or more employees. This is determined by the type and amount of non-residential floor area proposed. Per LQMC Section 9.180.030, the following ratios are to be used to determine the number of employees generated by a proposed project. Land Use Category Gross Square Feet Per Employee Retail/Commercial 500 Office/professional 250 Industrial/manufacturing 525 Hotel/motel 0.8 to 1.2 employees/room Hospital 300 Site Development Permit Application Page 11 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 PAApplication Submittal Forms\SDP\SDP application - 3rd draft.doc 228 Please contact the Planning Department at (760) 777-7125 for more information regarding the Traffic Demand Management Plan requirement. Traffic Study: Unless specifically waived by the Public Works Department, a traffic study shall be submitted as part of the application submittal packet. The Public Works Department is to be contacted with regards to issuance of a Scoping Letter to establish the necessary contents of the study in accordance Public Works Bulletin #06-13 which is available on the City web site at: www.la-quinta.org. Please direct any questions regarding the Traffic Study requirement to the Public Works Department at (760) 777-7075. SUPPLEMENTAL REPORTS/STUDIES Biolouical Report: Unless specifically waived by the Planning Department prior to submittal, a phase I biological report shall be submitted as part of the application submittal packet. The report shall be prepared consistent with the requirements of the Coachella Valley Multiple Species Habitat Conservation Plan. Please contact the Planning Department at (760) 777-7125 for more information regarding the Biological Report requirement. Cultural/Archaeological Report: Unless specifically waived by the Planning Department prior to submittal, a phase I cultural/archaeological report shall be submitted as part of the application submittal packet. The report shall be prepared by a qualified professional consistent with California Office of Historic Preservation's Archaeological Resource Management Reports Guidelines. Please contact the Planning Department at (760) 777-7125 for more information regarding the Cultural/Archaeological Report requirement. Paleontological Report: Unless specifically waived by the Planning Department prior to submittal, a Paleontological report shall be submitted as part of the application submittal packet. The report shall be prepared by a qualified professional consistent with Planning Department guidelines. Please contact the Planning Department at (760) 777-7125 for more information regarding the Paleontological Report requirement. Geotechnical Report: Unless specifically waived by the Public Works Department prior to submittal, a geotechnical report shall be submitted as part of the application submittal packet. Depending on site conditions and location, inclusion of a rock-fall/slope analysis may be required. The report shall be prepared in accordance with Public Works Department guidelines. Please contact the Public Works Department at (760) 777-7075 for more information regarding the Geotechnical Report requirement. Parking Study: Unless specifically waived by the Planning Department prior to submittal, a parking study shall be submitted as part of the application submittal packet. The study shall be prepared in accordance with Planning Department guidelines. Please contact the Planning Department at (760) 777-7125 for more information regarding the Parking Study requirement. Site Development Permit Application Page 12 of 13 City of La Quinta • Planning Department • 760.777.7125 02-03-09 P:Wpplication Submittal Fonns\SDP\SDP application - 3rd draft.doc ... 229 Noise Study: Unless specifically waived by the Planning Department prior to submittal, a noise study shall be submitted as part of the application submittal packet. The report shall be prepared in accordance with Planning Department guidelines. Please contact the Planning Department at (760) 777-7125 for more information regarding the Noise Study requirement. REQUIREMENTS TO BE SUBMITTED PRIOR TO HEARING Public Notification Package: After a project is scheduled for Planning Commission review, a public notification package must be submitted to the Planning Department and shall include a scaled map or Assessor's Map showing all properties within a minimum 500-foot radius of subject property, a typed list of all property owners and their mailing address within a 500-foot radius, and all residents/tenants of said properties, and a typed list of the residents that reside contiguous to the subject property. Submit 3 sets of typed, self-adhesive, address labels for the above property owners and residents. Include application contact persons on the labels. The list and map must be prepared with a wet signed or notarized certification by a title company, the Riverside County Assessor, or a licensed architect, engineer, or surveyor. Please contact the Planning Department at (760) 777-7125 for more information regarding the Public Notification Package requirement. Site Development Permit Application City of La Quinta • Planning Department • 760.777.7125 P:\Hpplication Submittal Forms\SDP\SDP application - 3rd draft.doc Page 13 of 13 02-03-09 230 City of La Quinta Planning Department 78-495 Calle Tampico La Quinta, California 92253 (760) 777-7125 FAX: (760) 777-1233 ATTACHMENT 2 Case No. Date Reevd. Related Apps.: Logged in by: APPLICATION FOR SITE DEVELOPMENT PERMIT APPROVAL SITE DEVELOPMENT PERMIT applications are reviewed and approved at a public hearing by the Planning Commission pursuant to Section 9.210.010, of the Zoning Code. The purpose of the review is to ensure the development and design standards for permitted uses are complied with. OCheek here iffor amendment 0Cheek here if for time extension - - - - - - - - - - - - - - - - - - APPLICANT (Print) MAILING ADDRESS CITY, STATE, ZIP: PROPERTY OWNER (If different): (Print) MAILING ADDRESS: CITY, STATE, ZIP: PROJECT LOCATION: PROPOSED USE AND/OR CONSTRUCTION: P:\Applications\SDP App.doc Fax No. No. Fax No. (attach sheets if needed) r 231 -M.. ; LEGAL DESCRIPTION (LOT & TRACT OR A.P.N.): MINIMUM SUBMISSION REQUIREMENTS: ❑ Development plans (see separate plan submittal requirements sheet). ❑ A completed Environmental Information form with required fee, unless categorically exempted by the California Environmental Quality Act Guidelines, or determined to be previously assessed. ❑ A notification package containing a scaled map or Assessor's map pages showing all properties within 500-foot radius of the subject property (including continuously owned property); a typed list of the property owners and their mailing addresses within this 500-foot radius, and a typed list of the residents that reside contiguous to the subject property. Submit three (3) sets of typed, self-adhesive, addressed labels for the above property owners and residents that live contiguous to the subject property. These lists and the map must be certified by a title company, architect, engineer or surveyor. ❑ Filing fee for Site Development Permit. If filing multiple applications, the most expensive application will be charged full fee, with remaining related applications discounted 50% for each. This discount does not apply to Environmental Information form. NAME OF APPLICANT . (Please Print) SIGNATURE OF APPLICANT (Please Print) DATE SIGNATURE OF PROPERTY OWNER(S) IF NOT SAME AS APPLICANT: DATE DATE (Separate written authority by owner to submit application may be provided) I hereby acknowledge that this application will not be considered complete until I have submitted all required documentation and have been notified in writing from the Planning Department, within thirty (30) days of submission, that the application is complete. I hereby certify that all information contained in this application, including all plans and materials required by the City's application submission requirements, is, to the best of my knowledge, true and correct. FALSE OR MISLEADING INFORMATION GIVEN IN THIS APPLICATION SHALL BE GROUNDS FOR DENYING APPLICATION. I hereby grant the City authority to enter onto the property to conduct site inspections and to post required public notices. P:\AppHcations\SDP App.doc 232 CITY OF LA OUINTA PLANNING DEPARTMENT PLAN SUBMITTAL REQUIREMENTS 20 sets of the following plans shall be submitted to the Planning Department, unless otherwise noted or directed by staff. Preferred size is 11 " x 17". If unable to provide legible plans on 11 " x 17", please use 24" x 36" size. Plans shall be folded to 8-1 /2" x 11 " unless colored. Plans shall include, at a minimum, the following items at the time of submittal: SUBMITTED Yes No N/A 1. Existing Site Plan showing dimensioned boundaries of the project site, existing contours and vegetation, existing structures and other site features, adjacent property including driveways and improvements, a minimum of 300' from the project boundaries, all existing and ultimate right-of-way, including private street easements. 2. Proposed Site Plan: Drawn to scale and fully dimensioned, showing the following: ❑ ❑ ❑ A. Property line boundaries. ❑ ❑ ❑ B. Where applicable, proposed buildings, structures, driveways, .parking areas, service areas (including trash and recycling areas), above ground utilities (proposed and existing), air conditioning units, landscaping and hardscape areas, sidewalks, bicycle paths, easements, perimeter and screen walls, etc. ❑ ❑ ❑ C. Existing improvements and natural features which are proposed to be retained and incorporated into the project. ❑ ❑ ❑ D. Included on this plan shall be tabulations for the following: project area size, building square footage (individual and total), hardscape (parking areas and walks) square footage, landscape square footage and required and provided parking spaces. ❑ ❑ ❑ E. One colored copy of plot plan. ❑ ❑ ❑ 3. Grading Plan: showing existing and proposed pad elevations, adjacent street elevations, parking lot, driveway, landscape, mounding elevations, drainage patterns, dry wells, retention areas, etc. (grading may be indicated on site plan if clearly readable). P:\Applications\SDP App.doc 233 J SUBMITTED Yes No N/A ❑ ❑ ❑ 4 ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ Building Plans: showing the following: A. Floor plans showing allocation of space and location of all door and window openings. B. Roof plans indicating pitch, line of exterior wall, roof mounted mechanical equipment, skylights, solar panels, trellis areas, columns, etc. C. Architectural drawings of all elevations of all buildings and structures as they will appear upon completion of construction. All exterior surfacing materials and colors shall be specified on the plans. Heights of buildings, at maximum points, and other relevant heights (i.e. towers, etc.) shall be dimensioned and shown on plans. Longitudinal and latitudinal sections of each proposed building. ❑ ❑ ❑ D. One colored set of all building elevations for each proposed building accurately representing exterior colors. ❑ ❑ ❑ 5. Sign Program: Plans showing materials, letter style, size, sign colors, method/intensity of illumination, and sign type. Elevations shall indicate sign designs and locations or probable locations and size of sign "envelopes", when appropriate. Generic names may used if a tenant is not known. ❑ ❑ ❑ 6. Exterior Lighting Plan: showing type of fixture, location, height, source, and surface illumination. o ❑ o 7. Photographs: One set of subject property photographs (minimum 4" x 6") and surrounding development shall be submitted as follows: ❑ ❑ ❑ A. One panoramic view of each side of the site. ❑ ❑ ❑ B. Views of all relevant or unusual features of the site. ❑ ❑ ❑ C. 8-1 /2" x 11 " photographs of the existing single family houses in the development that have similar architectural features (if applicable). P:\Applications\SDP App.doc 234 I SUBMITTED Yes No N/A ❑ ❑ ❑ 8. Landscaping Plans: showing the quantity and location of all plant material, a legend noting the common and botanical name and size (including tree caliper) of all plant material. Plan to be at "preliminary" level of development. Type of full coverage irrigation system (spray, emitter, and/or drip) shall be specified on plan. Detail sheet showing all proposed designs for fences, walls and other screening features. A Concept Landscape Plan in 11 " x 17" format. ❑ ❑ ❑ 9. Material and Color Sample Board: A material sample board showing all exterior materials, finishes, and colors including hardscape (when decorative), shall be submitted on a maximum 9" x 13" heavyweight board. Materials, finishes, and colors shall be keyed to plans. For materials such as roof tile, decorative tile and trim, etc., photographs or manufacturer's specification sheet of said material in the field clearly showing textures, colors, etc., may be submitted in place of actual sample. ❑ ❑ ❑ 10. Reductions of the above plans 8.5" x 11 ") if submitting the 24" x 36" size plans. NOTE: Incomplete submittals will not be accepted. PAApplications\SDP App.doc .,....� 235