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1999 06 22 CCP.O. Box 1504 78-495 CALLE TAMPICO LA QUINTA, CALIFORNIA 92253 NOTICE OF SPECIAL MEETING OF THE LA QUINTA CITY COUNCIL and LA QUINTA FINANCING AUTHORITY TUESDAY, JUNE 22, 1999 1:30 PM (760) 7 7 7 - 7 0 0 0 (TDD) (760) 777-1227 NOTICE IS HEREBY GIVEN THAT IN ACCORDANCE WITH GOVERNMENT CODE SECTION 54956, I, JOHN J. PENA, MAYOR OF THE CITY OF LA QUINTA, DO HEREBY CALL A SPECIAL MEETING OF THE LA QUINTA CITY COUNCIL FOR 1:30 PM ON TUESDAY, JUNE 22, 1999. SAID MEETING WILL BE CALLED TO ORDER AND HELD IN THE CITY COUNCIL CHAMBER, 78-495 CALLE TAMPICO, LA QUINTA, CALIFORNIA. THE PURPOSE OF SAID MEETING IS AS DELINEATED ON THE ATTACHED AGENDA. Dated: June 17, 1999 JOHN J;, ENA, M OR City of La Quinta, California DECLARATION OF POSTING I, Saundra L. Juhola, City Clerk of the City of La Quinta, California, do hereby declare that the foregoing notice for the Special Meeting of the La Quinta City Council of June 22, 1999 was posted on the outside entry to the Council Chamber, 78-495 Calle Tampico and on the bulletin board at the La Quinta Chamber of Commerce and faxed to the news media on Friday, June 18, 1999. Dated:. June 18, 1999 i" UNDRA L. JUH LA, City Clerk City of La Quinta, California � T U � cF OF rNtiv La Quinta City Council SPECIAL MEETING Agenda City Council Chamber 78-495 Calle Tampico La Quinta, California 92253 June 22, 1999 1:30 PM CALL TO ORDER a. Pledge of Allegiance b. Roll Call PUBLIC COMMENT CONFIRMATION OF AGENDA CLOSED SESSION Beginning Reso. No. 99- CONFERENCE WITH LEGAL COUNSEL REGARDING WASHINGTON STREET BRIDGE WIDENING BID DISPUTE PURSUANT TO GOVERNMENT CODE SECTION 54956.9(b)(1) & (2) BASED UPON WRITTEN COMMUNICATION FROM BANSHEE CONSTRUCTION COMPANY, INC., DATED JUNE 10, 1999, WHICH IS AVAILABLE FOR PUBLIC INSPECTION. CONSENT CALENDAR - None BUSINESS SESSION CONSIDERATION OF AWARD OF CONTRACT TO CONSTRUCT CAPITAL IMPROVEMENT PROJECT 98-09, WASHINGTON STREET BRIDGE WIDENING. A) MINUTE ORDER ACTION. 2. CONSIDERATION OF FISCAL YEAR 1999/2000 PRELIMINARY BUDGET. A) RESOLUTION ACTION. STUDY SESSION DISCUSSION OF THE VILLAGE COMMERCIAL AREA DESIGN CONCEPTS. 2. DISCUSSION OF MONTERO ESTATES SOUND STUDY. MAYOR AND COUNCIL MEMBER ITEMS ADJOURNMENT PUBLIC NOTICE The La Quinta City Council is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's Office at 777-7025, 24-hours in advance of the meeting and accommodations will be made. JUNE 18, 1999 TO: MEMBERS OF THE L.Q. CITY COUNCIL CITY MANAGER CITY ATTORNEY SUBJECT: JUNE 22nd, SPECIAL MEETING OF CITY COUNCIL FIRST LET ME APOLOGIZE FOR NOT BEING AT THE JUNE 22nd MEETING. A PREVIOUSLY PLANNED FAMILY REUNION, OUT OF TOWN, HAS ME COMMITTED TO BE THERE. I HAVE ASKED OUR CITY MANAGER TO READ MY COMMENTS ON EACH OF THE AGENDIZED ISSUES AS THEY ARE DISCUSSED. UNFORTUNATELY THEY MAY NOT BE COMPLETE DUE TO THE TIME FRAME I HAVE HAD TO READ, DISCUSS WITH STAFF, DIGEST, AND HEAR THE STAFF REPORT. HAVING NOT RECIEVED ALL THE WRITTEN INFORMATION UNTIL FRIDAY AFTERNOON AND MY SCHEDULED COMMITTMENTS FOR FRIDAY AND SATURDAY LEFT ME WITH LITTLE TIME PRIOR TO LEAVING TO N SUND MORNING. DON DOLP P.S. PLEASE EXCUSE ALL GRAMMER AND/OR SPELLING ERRORS. I WAS NEVER AN ENGLISH MAJOR NOR MUCH OF A TYPIST. TOM: SOME OF THIS MAY BE USEFUL IN THE CLOSED SESSION BUT I WANT ALL OF IT READ DURING COUNCIL HEARING. Tit,/ 4 s(PQ" AGENDA CATEGORY: BUSINESS SESSION: COUNCILIRDA MEETING DATE: June 22, 1999 CONSENT CALENDAR: ITEM TITLE: Consideration to Award a Contract to STUDY SESSION: Construct Capital Improvement Project 98-09, PUBLIC HEARING: Washington Street Bridge Widening RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: Adequate funding is available in the current project budget to support the recommendation to award a contract to E. L. Yeager Construction Company, Inc. in the amount of $2,428,700.05 to construct Capital Improvement Project 98-09, the Washington Street Bridge Widening. The Engineer's estimate to construct the improvements proposed by the project plans was $2,460,000. The following table identifies the proposed total project budget. Category FY1997/98 FY 1998/99 FY 1999/00' Total Design: $213,367 $0 $55,000 $268,367 Technical: $0 $58,975 $141 ,025 $200,000 Construction: $54,499 $842,491 $1,563,010 $2,460,000 Admin.: $8,500 $45,000 $66,500 $120,000 TOTAL: $276,366 $946,466 $1,825,535 $3,048,367 The proposed increase in the project budget is due to improvements included in the final project plans and Engineer's estimate which were not anticipated in the project's conceptual scope of work, such as: storm drain improvements, domestic water line improvements, power conduit improvements, median and parkway landscaping, and traffic signal modifications at Avenue 50. Although an increase in the Infrastructure Fund allocation for this project is necessary, other potential funding sources are available to offset the increase. I Changes in the 1999/2000 Capital Improvement Project budget are proposed to compensate for increases in the current construction estimate over the original budgeted amounts. T:\PWDEPT\C0UNC1L\1 999\990622c.wpd The following table summarizes the revenue sources available for this project: Art in Public Places (A.P.P.): $54,499 CVWD/IID Reimbursement: $187,209 State Local Transportation Partnership Program (SLTPP): $239,343 Infrastructure (FY 1997/98): $276,366 Infrastructure (FY 1998/99): $946,466 Infrastructure (FY 1999/00): $1,825,535 TOTAL: $3,529,41 8 Previously, the City Council took action to allocate $54,499 from the Art in Public Places (A.P.P.) Fund toward construction of aesthetic enhancements to the bridge (decorative bridge barriers and railings). Based on the bid from Yeager Construction, the costs associated with aesthetic enhancements amount to $23,000. Therefore, only this amount will be expended from the total ($54,499) budgeted from A.P.P. Fund. Also, $187,209 consists of improvements requested by CVWD and IID, which will be funded by those agencies. Furthermore, the project is included in the State Local Transportation Partnership Program (SLTPP) which will provide construction funding in the amount of $239,343. BACKGROUND AND OVERVIEW: This project provides for the widening of Washington Street from 500 feet south of the La Quinta Evacuation channel to Avenue 50, including the widening of the existing bridge across the channel from 40 feet to 96 feet wide. Ultimate right-of-way improvements are planned, which will result in an arterial roadway with six lanes separated by a landscaped median. On January 20, 1998, the City Council authorized staff to begin the consultant selection process for preparation of plans, specifications and Engineer's estimates for this project. Subsequently, the City Council authorized award of a professional services agreement to Holmes & Narver, Inc. to prepare the necessary plans, specifications, and Engineer's estimates at the April 21, 1998 City Council meeting. On January 19, 1999, a Public Hearing was held to review the conceptual landscaping plans and geometric layout of the proposed improvements, and to certify a mitigated negative declaration of environmental impact. Final aesthetic issues related to the bridge and retaining wall construction were decided by the City Council at its February 2, 1999 meeting. These final project plans are the completion of the engineering drawings with the layout and content as approved by the Council at its previous meetings. ��� TAPW DEPT\COUNCIL\1 999\990622c. W Pd On April 20, 1999, the City Council approved the plans, specifications and Engineer's estimate for Capital Improvement Project 98-09, the Washington Street Bridge Widening; authorized staff to advertise for bids to construct the Washington Street Bridge Widening improvements, Capital Improvement Project 98-09; and authorized the extension of the Professional Services Agreement with Holmes & Narver, Inc. in the amount of $170,263 to include construction management and inspection services. On May 18, 1999, the City Council approved a Reimbursement Agreement with CVWD, which will reimburse the City for costs above and beyond the base cost to relocate the existing waterline ($175,144). Also, on May 18, 1999, the City Council authorized the City Manager to enter into a reimbursement agreement with CVWD for additional improvements associated with Capital Improvement Project 98-09, Washington Street Bridge Widening. After a review of the project's Bid Summary, CVWD decided that the existing 12-inch domestic water line should be upgraded to a 24-inch water line from Avenue 50 to the District's well site on Avenida Ultimo. CVWD will be responsible for reimbursement to the City for costs associated with the design and construction of those domestic water line improvements considered an upgrade to the project, including inspection and administration of the upgraded water line system. However, the City will continue to be responsible for incurring the cost associated with those domestic water line improvements not considered an upgrade and which are required as a result of impact to CVWD facilities from this project. The Imperial Irrigation District (IID) will be responsible for reimbursement ($12,056) to the City for costs associated with IID's conduit installation items, including inspection and administration. The following table illustrates the results of the bids received (a detailed Bid Summary Comparison is provided as Attachment 1): BIDDERS Banshee Construction Company E. L. Yeager Construction Company Griffith Company Granite Construction Company Riverside Construction Company BID AMOUNT $2,293,451 .30 $2,428,700.05 $2,566,347.1 5 $2,617,617.00 $2,667,687.65 T:\PW DEPT\COUNCIL\ 1999\990622c. wPd �Jy�J Bid Review Upon review of the bid documents, it was determined that the apparent low bidder, Banshee Construction Co., had not completed the bid documents. Specifically, the contractor did not list the percentages corresponding to the work that would be subcontracted, as required by the specifications and the California Public Contract Code. Based upon the City Attorney's initial review of the documents, staff concluded that the Banshee Construction Company's bid was "non -responsive." This would make E. L. Yeager Construction Company the lowest responsible bidder. On June 15, 1999, the City Council received testimony from the Banshee Construction Company. The company's representative questioned staff's conclusion that their bid was non -responsive and not in compliance with the specifications and the California Public Contract Code. The matter was referred to the City Attorney for clarification, and continued to a special meeting of the City Council scheduled to be held on June 22, 1999. The City Attorney is currently reviewing this matter and shall report to the City Council on June 22, 1999. Considering an award date of June 22, 1999, the following schedule represents how the project would proceed: Bid Period Contract Award Notice to Proceed Construction Period Project Acceptance: FINDINGS AND ALTERNATIVES• April 21 - June 1, 1999 June 22, 1999 September 15, 1999 September 1999 - March 2000 April 2000 The alternatives available to the City Council include: 1 . Declare Banshee Construction Company's bid for Project 98-09, non -responsive; award a contract to E. L. Yeager Construction Company, Inc. in the amount of $2,428,700.05 to construct Capital Improvement Project 98-09, the Washington Street Bridge Widening; and, approve the execution of a reimbursement agreement between the Imperial Irrigation District (IID) and the City for costs of certain improvements requested by IID; or 00 t T:\PWDEPT\C0UNC1L\1 999\990622c. wpd 2. Award a contract to Banshee Construction Company in the amount of $2,293,451 to construct Capital Improvement Project 98-09, the Washington Street Bridge Widening; and, approve the execution of an agreement with the Imperial Irrigation District (IID) to reimburse the City for costs of certain improvements; or 3. Provide staff with alternative direction. Respectfully submitted, Chris A. Vogt r Public Works Director/City Engineer Approved for Submission by: Thomas P. Genovese City Manager .1J 00 T:\PW DEPT\COUNCIL\1999\990622c.wpd BUSINESS SESSION: AWARD CONTRACT FOR WASHINGTON ST. BRIDGE WIDENING. THIS PROJECT NEEDS TO BE DONE AND I HAVE NO PROBLEM WITH ITS IMPLIMENTATION. MY PROBLEM ARRISES WITH THE CITIES INABILITY AND INFLEXIBILITY TO HANDLE AN OBVIOUS ERROR IN THE BID PROCESS. DURING MY FORMAL WORK YEARS I HAVE OPENED AND ANALYSED A HUNDRED OR MORE BIDS FOR MAJOR CONSTRUCTION WORK. DURING THESE OPENINGS I FOUND MANY ERRORS AND OMMISSIONS. SOME WERE INTENTIONAL, BUT THE VAST MAJORITY WERE NOT. I ALWAYS HAD THE OPPORTUNITY TO REQUEST A QUALIFICATION OF THE BID FROM THE CONTRACTOR. THIS CAN SAVE A LOT OF TIME, AGGRIVATION, AND MONEY. I MIGHT ADD THAT WE WERE NEVER SUED BECAUSE OF OUR POLICY. IN THIS CASE THE CITY IS PAYING $130,000 MORE THAN IT NEEDS TO. THIS IS OUR CITIZENS TAX DOLLARS AND COULD BE BETTER SPENT ON CITY NEEDS. I AM SURE IF IT WAS YOUR MONEY YOU WOULDN'T PAY MORE THAN NECESSARY. WITHOUT BELABORING THIS SITUATION I WOULD ASK COUNCILS CONCURANCE TO ALLOW OUR CITY ATTORNEY TO REVISIT OUR BIDDING POLICY IN RESPECT TO ALLOWING STAFF WHO OPENS AND REVIEWS BIDS THE FLEXIBILITY TO WORK WITH THE BIDDER IN CASE OF AN OBVIOUS ERROR OR OMMISSION. A PHONE CALL AND A 24HOUR TIME FRAME WORKED WELL FOR ME WHEN I FOUND A PROBLEM. THIS IS A TWO WAY FINANCIAL BENEFIT TO CONTRACTOR AND CITY. IN THIS CASE $130,000 BENEFIT TO THE CITY AND IN OTHER CASES A MISTAKE IN A TOO LOW BID CAUSING THE CONTRACTOR TO POSIBLY LOSE MONEY AND COMING BACK TO US ASKING FOR HELP OR IN EXTRAS. THIS PROJECT NEEDS TO MOVE FORWARD. IF THE TIME FRAME DOESN'T ALLOW FOR THE CITY TO CORRECT THIS SITUATION IN ORDER TO GIVE THE CONTRACT TO THE LOW BIDDER I WILL RELUCTANTLY AGREE TO APPROVE THE AWARDING OF THE PROJECT AS PROPOSED. COUNCILIRDA MEETING DATE: June 22, 1999 ITEM TITLE: Consideration of Fiscal Year 1999/2000 Preliminary Budget RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: 07. CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Adopt the Fiscal Year 1999/2000 Preliminary Budget and direct staff to prepare a Fiscal Year 1999/2000 Final Budget for the July 20, 1999 City Council Meeting. FISCAL IMPLICATIONS: All Preliminary Fiscal Year 1999/2000 revenues, operational appropriations and capital projects funding are included in this Preliminary Budget. BACKGROUND AND OVERVIEW: INTRODUCTION This preliminary Fiscal Year 1999/2000 Budget is similar to the format implemented the last few years. This format utilizes two separate documents to develop the City, Agency and Financing Authority's Budget. The first of the two documents utilized for presentation of this year's budget is titled Fiscal Year 1999/2000 Preliminary Budget and includes the total scope of operations for the City, Agency and Financing Authority. The second document is titled the Supporting Document. This document provides the detail for each program operation and the justification for any of the changes requested. SUMMARY OF THIS YEAR'S BUDGET This year's budget reflects an increase in a number of revenue sources. Approximately $1 .5 million in increased General Fund revenues for Fiscal Year 1999/2000 are projected. More specifically, those more significant increases are in the following areas: Sales Tax $450,000; Franchise Tax $50,000; Motor Vehicle In Lieu Fees $140,000; and $300,000 in General Fund interest projections. The growth of some of these revenues are a result of the successful implementation of the City's Economic Development Plan. This year's budget has also included, and required, close scrutiny of all planned expenditures. The effects of Proposition 218 have resulted in the need to utilize the General Fund to appropriate approximately $ 300,000 for operating expenditures previously paid by the Lighting and Landscaping District. Additionally, according to latest information available from the State, additional monies may be made available for local governments as detailed in Attachment 1 . Once the State budget is finalized and approved, staff will notify the City Council of the opportunities available from the State for funding of local government needs. As identified on page C-2 of the Preliminary Budget, this year's budget is balanced and contains a $26,119 surplus. Some of the new items contained in the Preliminary Budget are as follows: Economic Development Booth -$ 14,100 Upgrade Questys - City Clerk System - $ 20,000 Y2K System Upgrades - $ 38,500 Sports Complex Improvements - $ 29,000 LAFCO Fiscal Analysis - $ 25,000 Maxicom Irrigation Retrofit - $ 71,000 Future Building Repair Funding - $471,1 1 1 Vehicle Replacements - $150,000 Permit Tracking System - $ 65,000 The personnel additions/changes proposed in the Budget are as follows: Office Assistant (Building & Safety Department) As previously identified, this year's budget review by staff included close scrutiny of all planned expenditures and, has to date, resulted in a balanced budget and a $26,1 1 9 surplus. The budget does include the cost of living as provided for by the Memorandum of Understanding with the La Quinta Employees Association. The budget also includes the funding of the Chamber of Commerce and Arts Foundation at last year's amounts. Both entities have requested a lesser amount than that of last year. The Chamber of Commerce's request is $15,000 less than last year and the Arts Foundation request is $5,000 less than last years. Utilizing the funding requests at the lower amounts, proposed budget total surplus is $46,1 19. Provided as Attachment 2 is a chart which identifies the funding requests received to date, the funding requests for the previous year and those funding requests that are contained within the proposed budget at the amounts provided in last year's budget. As you will note in the final column of the chart, the total of non -funded requests is $58,608. This amount does not include specific funding for the Mariachi Festival in as much that no specific amount was requested. An enhanced City role in the Festival may be possible in this budget at the Council's discretion via the Chamber or marketing contracts. Included in the proposed budget is the funding for the Marketing Plan for the Fiscal Year 1 999/2000. Attachment 3 outlines the Draft Marketing Plan for the coming fiscal year. Additionally, the Council Goals are included in the budget with the exception of the requested consideration of compensation for Redevelopment Agency Members. In review with legal counsel, Redevelopment Agency law permits compensation for Agency members up to $30 per meeting to a maximum of 4 meetings per month. Any financial implication regarding this matter will not have any effect on the budget surplus amount because funding for this item would come from the Redevelopment Agency. Staff recommends the review of the budget include: 1) Review of proposed Contract Services Agreements/Grants/Contingency Fund/Funding Requests as previously addressed in this memorandum (Attachment 1). 2) Review of the Preliminary Budget for possible cuts beyond those already addressed by City staff. Attached is a brief outline of the City staff anticipated presentation of the Preliminary Budget (Attachment 4). TIMELINE Staff is requesting that at the June 22, 1999 City Council meeting, the Council review and make any amendments as necessary to the Preliminary Budget. Subsequent to this review, staff is requesting approval of the Preliminary Budget with a July 1 , 1999 effective date. Staff will then incorporate all changes pursuant to the discussion of the Preliminary Budget and schedule the item for consideration at the July 20, 1999 City Council meeting for Final Budget adoption. FIVE YEAR RESOURCE ALLOCATION PLAN City staff is currently completing the Five Year Resource Allocation Plan (RAP). This five year plan forecasts the operating expenditures and the anticipated revenues to pay for these expenditures. Staff will incorporate any changes between the Preliminary Budget and the final budget into the Five Year Resource Allocation Plan which is scheduled for presentation at the July 20, 1999 City Council meeting. SUMMARY This memorandum is intended only as a summary of the issues and details of the budget. We look forward to these discussions with the City Council at the June 22, 1999 City Council meeting. City staff is requesting: 1) Review and comment on the 1 999/2000 Fiscal Year Budget and provide direction regarding any proposed changes to the document. 2) Approval of the 1999/2000 Preliminary Budget as amended at the June 16, 1998 City Council Meeting. (Any approved changes by the Council to be incorporated into the Final Budget for adoption on July 20, 1999.) Thomas P. Genovese City Manager Attachments: 1 . Newspaper Article 2. School/Grant/Contract Contributions 3. Draft Marketing Plan 4. Preliminary Budget 0 t5 ATTACHMENT NO. 1 $81.7 billion spending plan sent to Davis one day after deadline BY JAMS HENSHAW 1 1I:HI LIN tiAt. HA114NNI'111111111- All SACRAMENTO -- Assembly Re- publicans reversed field Wed- nesday and joined Democrats to approve a new state budget that boosts spending on a wide va- riety of social programs and cuts taxes by more than $500 mil- lion. A majority of Republicans, all Democrats and the one Green Party member passed the 581.7 billion measure on an overwhelming vote of 69 to 10 and sent the spending plan to the governor, who indicated he will sign. ""I11is budget is a prudent bi- partisan plan that will strength- en our economy and prepare Californians for the challenges of the next century," Davis said. Even though the Legislature missed by one day the June 15 constitutional deadline to pass a budget, Davis praised them for finishing this job on the earliest date since 1986. In fact, he noted, this is the first time in seven years law- makers completed their work before the start of the new fiscal year on July 1. "It is a historic achievement," Davis said. "It gives me ample opportunity to honor my pledge to sign the first on -time budget since 1993." '111e Senate passed the budget Tuesday on a strong bipartisan vote of 36-3. But it stalled in the Assembly when Republicans unanimously refused to support it, leaving the measure six votes short of passage. 'Mat led to an alternating se- ries of GOP caucuses and meet- ings between the governor and legislative leaders. As 21 of the Assembly's 32 Republicans voted for the bud - Please see BUDGET, AS Budget highlights TOTAL SPENDING: $81.7 billion, including $1.2 billion set aside as a reserve for emergencies. REVENUES: $32.9 billion from personal -income taxes; $19.9 billion from sales taxes; $5.7 billion from bank and corporation taxes; $20.4 billion from gasoline, tobacco, liquor, insurance and other special taxes and fees; $1.5 billion, bond sales. TAX CUTS: $254 million to accelerate next scheduled 10% cut in vehicle -license fees to Jan. 1, 2000 from Jan. 1, 2001; $60 million cut in taxes on newly formed corporations. $18 million more in state-incorne-tax deductions for health premiums for self employed. SCHOOL DISTRICTS: $26.2 billion for public schools, a $2.3 billion increase from the current year. HIGHER EDUCATION: $2.7 billion for the University of California, a 7.3% increase from current year; $2.3 billion for the California State University, a 7.3% increase; $3.9 billion for community colleges, including $1.5 billion in local tax funds, a 7.8% increase; $395 million in student aid, plus 5% reductions in student fees. LOCAL GOVERNMENT: $425 million in an "infrastructure bank" to loan local governments for public -works projects plus $150 million in infrastructure grants; $50 million in booking -fees relief for cities; $30 million in equipment grants to local law - enforcement agencies; $46 million for flood -control grants and $20 million for libraries. SOCIAL SERVICES: $16 billion for health and welfare programs, including 2.3% increase in welfare grants, raising monthly grants for an urban family of three to $624 from $611. PRISONS: $4.1 billion, including last-minute restoration of $24 million for site -acquisition and planning funds for a new prison near Delano. SMOG CHECK: Exempts an additional 1 million vehicles annually from smog checks by delaying first tests of new vehicles to six years after purchase. Continued from Al get Wednesday, they said their crit- icism of the budget as it developed during the last several weeks helped to expand some tax cuts. Specifically, they claimed success in helping to increase some business tax breaks, including raising to 12 per- cent from 11 percent the state tax credit for research and development, inclusion of trucks in the 35 percent cut in the vehicle -license fee and more health -insurance deductions. "hhese breaks amount to less than $50 million next year, but they could he significantly more in future years. Several GOP members also claimed some credit for passage Wednesday in both houses of a bill to build a new prison in Delano, which the governor wanted, but Democratic legislative leaders opposed. TAKING CREDIT: ' T7tat would not, I don't believe, have happened unless we put up the roadblock" to passing the budget until the prison was agreed to, said Assemblyman Jim Battin, R- La Quinta. He said that "on the whole, the budget was moving in the right direction, but we got improve- ments, though not as much as I would personally like." "It was better than it was bad, so I voted for it," Battin said. But Republicans as late as Wednes- day said they were seeking at least $1 billion in permanent tax cuts. The future of the vehicle -license -fee cut,' which was increased fiom 25 percent to 35 percent for next year, is tied to. the economy. Battin acknowledged that by - Wednesday, Assembly GOP unity. also was beginning to crack, under what another Republican said was a - refusal from the governor to make significant concessions. WORTH THE EFFORT: But several Re- publicans argued that their effort was - worthwhile, not only because of the' specific changes made but also be.' cause it forced the governor and Democratic leaders to pay attention to them. Assemblyman Mike Briggs, R-' Fresno, charged that the majority party leaders ignored the Assembly GOP caucus in writing the budget, even though Senate Republicans par- ticipated in negotiations. ""I11e important thing is we wanted to send a message that our caucus will stand together and be a significant voice in shaping policy of the state of California," Briggs said. Democrats had no doubt who was in charge of the budget this year. Assembly Speaker Pro Tetnpore_ Fred Keeley, D-Boulder Creek, said "an avalanche of reality struck the Republican caucus, which was that. things were not going to get better, ever time, they were only going to get worse. So it was important for them to accept the inevitable and vote for the budget virtually unchanged from how it was at midnight last night." 0t6, ATTACHMENT NO. 2 City of La Quinta School/Grant/Contract Contributions FY 99/00 Thru 6/10/99 Budgeted Actual Total Budgeted Requests FY 98/99 FY 98/99 Actual & FY 99/00 FY 99/00 ',Category Expenditures Committed Committed Schools LQ High School - Student Info Board 500.00 500.00 ILQ High School - Track Team 500.00 500.00 !LQ High School - Volleyball Team 500.00 500.00 LQ High School - Swim Team 500.00 500.00 LQ High School - Interact Club 500.00 500.00 ..LQ Middle School - Band 500.00 500.00 ILQ Middle School. -PTO Awards i 500.00 500.00 LQ Middle School - Odessy of Mind 500.00 500.00 LQ Middle School - Testing Committee 500.00 500.00 ,Harry Truman Elem - McCallum ' 1,500.00 1,500.00 Subtotal 1 9,250.00 4,500.00 1,500.00 6,000.00 9,250.00 0.00 (Grants LQ Historical Society i 16,000.00 15,869.00 15,869.00 16,000.00 26,608.00 LQ On Stage 15,000.00 15,000.00 15,000.00 15,000.00 15.000.00 Subtotal 31,000.00 30 869.00 0.00 30 869 00 31,000.00 41,608.00 Contingency !Barbara Sinantra Childrens Center 1,000.00 1,000.00 ,Riverside County Sheriff's Underwater 0.00 Search & Recovery Team 2,000.00 2,000.00 Friends of the Library 3,700.00 3.700.00 C V R P D 3,000.00 3,000.00 Community Concerts 5,000.00 5,000.00 5,000.00 LQ Volunteer Fire 4,500.00 4,500.00 2,000.00 Soap Box Derby 1,300.00 1,300.00 Subtotal 25,000.00 20,500.00 0.00 20 500.00 25 000.00 7,000.00 Contracts Chamber of Commerce 170,000.00 170,000.00 170,000.00 170,000.00 155.000.00 LQ Arts Foundation 80,000.00 65,000.00 15,000.00 80,000.00 80,000.00 75,000.00 Subtotal 25Q000.00 235,000.00 15,000.00 250,000.00 250,000.00 230,000.00 IAB939 Requests ISCRAP 2,500.00 2,500.00 2,500.00 2,500.00 Unallocated 7,500.00 0.00 7,500.00 Subtotal 10,000.00 2,500.00 0.00 2,500.00 10 000.00 0.00 Additional Requests Mariachi Festival none specified Community Blood Bank Center 5,000.00 Renee Solomon - Covered Parking 20,000.00 Living Desert 1,000,00 (Riverside Co. Sheriff's Explorer Post 22.000,00 Soap Box Derby 1,872,00 1,872.00 Friends of the Cultural Center 1,500.00 1,500.00 Lions Club - Circus 1,900.00 200.00 200.00 Mc Callum Theatre 1,000.00 1,000.00 1,000.00 1,000.00 CV Economic Partnership 2,500.00 2,500.00 2,500.00 5,000.00 5,000.00 !Mountain Conservancy 5,000.00 0.00 5,000,00 5,000.00 ICVRPD - Octoberfest Event 2,200.00 0.00 2,200.00 2,200.00 ,Date Festival 5,000.00 0.00 5,000.00 Subtotal 17,600.00 7,072.00 0.00 7,072.00 18 200.00 60,200.00 Total 342,850.00 300,441.00 16,500.00 316,941.00 , 343,450.00 338,808.00 ot7 LA QUINTA HISTORICAL SOCIETY P.O. Box 1283 La Quinta, CA 92253 (760)564-1283 President Barbara Irwin Vice President Judy Vossler Vice President Don Arends Treasurer Wayne Gardner Docent Director Louise Neeley Membership Director Jayueline Wright Directors Pat Cross Joe Hernandez JoAnne Hiles John Hiles Jeanne Kirkpatrick Marilyn Knecht Beverly Montgomery Rick Thacker Inge Vorderwinkler Patrick Welch Advisory Council Don Arends - Chairman Martha Arends Dr. Edward Cleveland Marge Cleveland John Dimmer Marilyn Dimmer George O'Leary Buddy Rodgers MUSEUM 77-885 Avenida Montezuma La Quinta, California May 14, 1999 City of La Quinta P. O. Box 1504 La Quinta, CA 92253 Re: Community Service Grants Honorable Mayor and Members of Council, On behalf of the Board of Directors, I want to take this opportunity to again thank you for last year's grant of $15,869. Attached to this letter is the Grant Reconciliation Report and copies of our Federal tax return, Cash Reconciliation, Statement of Income and Balance Sheet for the Fiscal Year ended January 31, 1999. There is also attached detail of our expenditures for the operation of the Museum for the past twelve months. The amount we are asking for this year is $26,608. This will allow us to operate the Museum at the same level as this year and perform certain repairs and maintenance, which had been deferred as we utilized much of our increased operating income to purchase the museum and pay down our mortgage note. We also face the need for new sidewalks and sewer connection at the time of street improvements in the Cove. During this past year our revitalized board was especially gratified by the broad community support for our activities as evidenced by the success of our last two gala's and the great interest generated by our desert bus tours. We continue to fulfill speaking requests from without as well as within the community. The Historical Society continues to meet the needs of our Cr.nmunity. We fulfilled a promise made a year ago to you by keeping the museum open an extra day this year. It is now open four days a week during September through June. We sponsored a lively seminar for our docents and members of the Historical Preservation Commission on the importance of carefully archiving documents and artifacts of historical significance. The Society also sponsored bus tours of the desert to discuss the importance of water preservation in conjunction with the Coachella Valley Water District. Some of the most popular bus tours were directed by Harry Quinn, a local geologist, studying earthquake faults, the Salton Sea and its immediate surroundings including the geo-thermal energy fields. Many of the participants in these events were non-members. We have participated in programs with the Boys and Girls Club as well as the La Quinta Middle School. We now have a tee-shirt design contest going on with the La Quinta High School Art Classes. While the bus tours are usually self-sustaining, the Society, with some help from VIVA, supports the other programs from its operating income. Your support is necessary for us to be able to provide a Museum that will provide the information on La Quinta's past and future. �11�4�_X_'A'_'_ A- t'�Z� U C�i City of La Quinta APPLICATION FOR COMMUNITY SERVICES GRANT FISCAL YEAR 99-00 Name of Organization: La Quinta Historical Society Amount Requested: $26,608 Contact Person: Barbara Irwin - President Mailing Address: P.O. Box 1283 City: La Quinta State: CA Zip Code: 92253 Phone No.: (760) 564-1283 501 (c) (3) Taxpayer I.D. Number 33-0157441 Date Submitted: May 14, 1999 0.2- C APPLICATION What is the overall purpose or goal of your organization? The goal of the Historical Society is to articulate and promote the rich, Multi -cultural history of La Quinta. 2. How long has your organization been in existence? 14 Years 5 months. 3. Describe in general the activities or services of your organization: The Historical Society maintains a museum of hands-on displays of artifacts and historical information; provides education programs; and provides community outreach programs. 4. How many people does your organization currently serve? No. of Youth No. of Adults No. of Seniors The Historical Society serves all of our community residents andvisitors. 5. How many people do you intend to serve during this Fiscal Year? No. of Youth No. of Adults No. of Seniors The Historical Society cooperates with the local schools providing field trips and research information upon request Our programs are designed to serve Every interest group in the community. 6. How many people served this Fiscal Year will be La Quinta residents? No. of Youth No. of Adults No. of Seniors Most of the people served will be from La Quinta however we also attract some people from Indio and Palm Desert. 7. How many paid employees/volunteers does your organization employ? No. of fulltime employees n/a No. of part time employees n/a No. of volunteers 50 8. Describe how your organization is managed and governed. The Historical Society is managed day to day by its Board of Directors and governed by an explicit set of by-laws. 9. Please provide information on your Executive Board members or contact Person: Name Home Address Barbara Irwin — President 44-065 Camino La Cresta Judy Vossler- Exec VP & Secretary 56455 Jack Nicklaus Don Arends - Vice President 78-009 Lago Drive Jeanne Kirkpatrick - Treasurer 78-159 Lago Drive Jacqueline Wright - Membership 53-795Eisenhower Drive io. Chair What is your annual schedule of events, and during what months does your organization operate? The museum is open September thru June. Some of our activities include: membership event, field trips, guest lecturers, hikes, garage sale, gala, museum tours. Do you charge admission, membership fee, dues, etc.? x Yes No If yes, please describe: The membership dues are on scale starting with $5 for seniors. There is no admission charged for touring the museum. There is also no fee for the research information we supply as a result of an inquiry. 12 What are your other sources of revenue for this funding year? Amount Total Needed Total Received Balance Amount of money requested from the City of La Quinta? $26,608 14. Has your organization been funded by the City of La Quinta previously? Yes X No If yes, when August 1998 Amount received $15,869 15. Need Statement. Clearly and plainly state the reason or need for the request funds and how these funds will be used, if awarded. In April, 1997, the Historical Society made the down payment on thebuilding that houses the museum. The funds we are asking for willcover the cost of ownership of the museum building. The community grant, member dues and donation along with with fund-raisers fund our operations. 16. Goal Statement. Indicate who will benefit from the use of these funds, andhow they will benefit. The Historical Society strives to touch all agesfrom youths to seniors, socio-economic and multi -ethnic groups, comm unity residents and area visitors in an effort to link the presentand the future with the treasured past of La Quinta. 17. Attach a copy of your Program Operating Budget, and a separate detailed, concise list of intended Community Services grant expenditures. 18. Non-profit organizations must attach a copy of the organization's current IRS Form 990. LQHS-Bank,Cash,CC Accounts 5/12/99 Cash Flow Report 5/1/98 Through 4/30/99 Page 1 5/1 /98- Category Description 4/30199 OUTFLOWS 256 / OT � 2,525 �% %9 9,669 -� PAP/E'^'� 1,306 2,019 Docent Expense Insurance Interest Exp Misc Museum Repairs Office Expense: Office Supplies 865 Office Expense -Other 3,483 TOTAL Office Expense 4,348 Real Estate Taxes 1,944 Utilities 1,663 TOTAL OUTFLOWS 23,731 o'2'q Form 990—EZ Department of the Treasury Internal Revenue Service A For the 1998 calendar B Check if: Please IRS Changeuse ❑ of address label or ❑ Initial return print or type. ❑ Finalrelurn See Specific ❑ Amended return Instrue- (required also for state reporting) tions. Short Form Return of Organization Exempt From Income Tax Under section 501(c) of the Internal Revenue Code (except black lung benefit trust or private foundation) or section 4947(a)(1) nonexempt charitable trust No. For organizations with gross receipts less than $100,000 and total assets less than $250,000 at the end of the year. ► The organization may have to use a copy of this return to satisfy state reporting requirements ,r. OR tax year beginning 2 / 01 . 1998, and ending 1 / 3 1 C LA QUINTA HISTORICAL SOCIETY PO BOX 1283 LA QUINTA, CA 92253-1283 1998 This Farm is Open to Public Inspection , 1999 D Employer Identification number 33-0157441 E Telephone number 760-564-1283 F cirl ► ❑ if exemption arp Ica!= is pending H Enter tour-aigrt group exemption number (SEN) G Accounting method: Z Cash ❑ Accrual ❑ Other (specify) ► I Type of organization ► Z Exempt under section 501(c) ( 3 ) (Insert number) OR ► ❑ section 4947(a)(1 ) nonexempt charitable trust Note: Section 501(c)(3) organizations and section 4947(a)(1) nonexempt charitable trusts MUST attach a completed Schedule A (Form 990). J Check ► ❑ if the organization's gross receipts are normally not more than $25,000. The organization need not file a return with the IRS; but if the orga- nization received a Form 990 Package in the mail, the organization should file a return without financial data. Some states require a complete return. K Enter the organization's 1998 gross receipts (add back lines 5b, 6b, and 7b, to line 9).................... ► S 48 , 0 9 3 If $100.000 or more, the organization must file Form 990 instead of Form 990-EZ. Part I 1 Revenue, Expenses, and Changes in Net Assets or Fund Balances (See Specific Instructions on page 30.) 1 Contributions, gifts, grants, and similar amounts received (attach schedule of contributors)STATEMENT ... 1 ! 1 —25, 778 2 Program service revenue including government fees and contracts ......................... 2 3 Membership dues and assessments............................................................. 3 4, 820 4 Investment income.......................................................................... 4 1 314 5a Gross amount from sale of assets other than inventory ....................... 5a b Less: cost or other basis and sales expenses .............................. 5b c Gain or (loss) from sale of assets other than inventory (line 5a less line 5b) (attach schedule) .................. 5c R E I 6 Special events and activities (attach schedule): SEE STATEMENT 2 a Gross revenue (not including $ of contributions N u reported online 1)................................................... 6a 14, 817 E b Less: direct expenses other than fundraising expenses ....................... 6b c Net income or (loss) from special events and activities (line 6a less line 6b) ............................... 16c ! 14,817 7a Gross sales of inventory, less returns and allowances ........................ 7a 2, 3 2 2 b Less: cost of goods sold..............................................I 334 c Gross profit or loss from sales of inventory ( line 7a less line 7b) ............... ' 98 8 i 8 Other revenue (describe III -SEE 8 STATEMENT 3 )8 42 9 Total revenue (add lines 1, 2, 3, 4, 5c, 6c, 7c, and 8)............................................. ► 9 1 46, 759 10 Grants and similar amounts paid (attach schedule) .................................................. l 10 j 11 11 Benefits paid to or for members................................................................ 12 x 12 Salaries, other compensation, and employee benefits ................................................ 13 E 13 Professional fees and other payments to independent contractors ...................................... : 14 1, 140 S14 Occupancy, rent, utilities, and maintenance....................................................... ! 15 S 15 Printing, publications, postage, and shipping .............................. ................ ........ 16 28,282 16 Other expenses (describe ► SEE STATEMENT 4 ) 17 29,422 17 Total expenses (add lines 10 through 16)..................................................... 18 Excess or (deficit) for the year (line 9 less line 17)............................................... ... 18 17, 337 N s s 19 Net assets or fund balances at beginning of year (from line 27, column (A)) 32,456 T E (must agree with end -of -year figure reported on prior year's return) .................................... 19 20 s 20 Other changes in net assets or fund balances (attach explanation) ...................................... 21 1 49,793 1 21 Net assets or fund balances at end of year (combine lines 18 through 20).............................. ► PartIt ,1 Balance Sheets — If Total assets on line 25, column (B) are $250,000 or more, file Form 990 instead of Form 990-EZ. (See Specific Instructions on page 34.) (A) Beginning of year I (B) End of year 32,456 22 17, 358 22 Cash, savings, and investments..................................................... 23 150,406 23 Land and buildings.............................................................. 24 24 Other assets (describe ► ) 32,456 25 167, 764 25 Total assets................................................................... 26 117, 971 26 Total liabilities (describe ► SEE STATEMENT 5 ) 32,456 27 49, 793 27 Net assets or fund balances (line 27 of column (B) must agree with line 21) .................. KFA For Paperwork Reduction Act Notice, see page 1 of the separate instructions. Form 99o-EZ (1998) Form990-EZ(1998) LA QUINTA HISTORICAL SOCIETY 33-0157441 Page 2 «YaR:ItF''I ,iaiemerti OT vro ram ,ervice ACCOm llsnmenis (See Specific Instructions on page 34.) Expenses What is the organization's primary exempt purpose. Describe what was achieved in carrying out the organization's exempt purposes. In a clear and concise manner, describe the services provided, the number of persons benefited, or other relevant information for each program title. (Required for 501(c)(3) and (4) organizations and 4947(a)(1) trusts; optional for others,) 28 SEE STATEMENT 6—j (Grants $ 0) 28a 9 4 6 29 (Grants $ ) 29a 30 (Grants $ ) 30a 31 Other program services (attach schedule) (Grants $ ) 31a j 32 Total program service expenses (add lines 28a through 31a) .............................................. ► 32 94 c € Part tv >i List of Mcers, Directors. Trustees. and Kev EMD10veeS (List each one even if not compensated. See Snecif lc Instructions on pace 34 1 (A) Name and address (B) Title and averaoe hours per week devoted to position (C) Compensation of not paid, enter-0-.) (D) Contributions to (E) Expense employee benefit plans S I account ana deferred compensation other allowances SEE STATEMENT 7 Part'''V'I' Other Information (See Specific Instructions on page 35.) Yes No 33 Did organization engage in any activity not previously reported to IRS? If "Yes," attach a detailed description of each activity ............... X 34 Were any changes made to the organizing or governing documents but not reported to the IRS? If "Yes." attach a conformed copy of the changes. ... I 35 If the organization had income from business activities, such as those reported on lines 2, 6, and 7 (among others), but NOT reported on Form 990-T, attach a statement explaining your reason for not reporting the income on Form 990-T. a Did the organization have unrelated business gross income of $1,000 or more or 6033(e) notice, reporting, and proxy tax requirements?...... X b If "Yes," has it filed a tax return on Form 990-T for this year'................................................................. N/A 36 Was there a liquidation, dissolution, termination, or substantial contraction during the year? (If "Yes," attach a statement.)..................1 X 37a Enter amount of political expenditures, direct or indirect, as described in the instructions ................. ► I 37a 0 b Did the organization file Form 1120-POL for this year?..................................................................... X 38a Did the organization borrow from, or make any loans to, any officer, director, trustee, or key employee OR were any such loans made in a prior year and still unpaid at the start of the period covered by this return? ............................................. X b If "Yes," attach the schedule specified in the line 38 instructions and enter the amount involved .............. 38b N/A 39 501(c)(7) organizations. - Enter: a Initiation fees and capital contributions included on line 9 ................ 39a N/A b Gross receipts, included on line 9, for public use of club facilities ..................................... 39b N/A 40a 501(c)(3) organizations. - Enter: Amount of tax imposed on the organization during the year under: section 4911 ► ; section 4912 ► ; section 4955 lo- b 501(c)(3) and (4) organizations. - Did the organization engage in any section 4958 excess benefit transaction during the year? If"Yes,,, attach an explanation......................................................................................... X c Enter: Amount of tax imposed on the organization managers or disqualified persons during the year under sections 4912, 4955. and 4958............................................................................... ► d Enter: Amount of tax on line 40c, above, reimbursed by the organization ....................................... ► 41 List the states with which a copy of this return is filed. ► _ 42 The books are in care of ► BARBARA I RW I N Telephone no. ► 7 6 0 - 3 6 0 - 9 8 51 Located at ► 44-065 CAMINO LA CRESTA Z,_i >f. -, (-7 ZIP+4 ► 92253 43 Section 4947(a)(1) nonexempt charitable trusts filing Form 990-EZ in lieu of Form 1041 - Check here ► ❑ and enter the amount of tax-exempt interest received or accrued during the tax year ....................... ► 1 43 Please Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements. and to the best of my knowledge and belief, it is true. correct. and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge. Sign (See General Instruction u. page 12.) Here / ` Signature ' 9 of officer ate / Type or print name and title. ' Preparer's /�,� Dale Check if Pre parer's SSN Paid signature LEE M ORE' '� `� %' J I emif ployed ►❑ 5 6 0- 3 5- 6 0 0 4 Preparer's PE SON SLATER & OSBORNE Firm's name. for , iEIN ► 33-0783299 Use Only i yours if sett -' - 711 HIGHWAY 111 employed and address IND I0 , CA ZIP+4 ► 92201 62 b SCHEDULE A Organization Exempt Under Section 501(c)(3) (Form 990) (Except Private Foundation) and Section 501(e), 501(f), 501(k), 501(n), or Section 4947(a)(1) Nonexempt Charitable Trust Supplementary Information Department of the Treasury See separate instructions. Internal Revenue Service ► Must be completed by the above organizations and attached to their Form 990 or 990-EZ. OMB Nc. 1545-0047 ••• Name of the organization Employer identification number LA QUINTA HISTORICAL SOCIETY 33-0157441 Part'I Compensation of the Five Highest Paid Employees Other Than Officers, Directors, and Trustees (See instructions on page 1. List each one. If there are none, enter "None.") (a) Name and address of each employee paid more than S50.000 (b) Title and average hours per week devoted to position (c) Compensation (d) Contributions to employee benefit plans & deferred compensation (e) Expense account and dtner allowances NONE I I I Total number of other employees paid over $50,000 ► 0 Part II Compensation of the Five Highest Paid Independent Contractors for Professional Services (See instructions on page 1. List each one (whether individuals or firms.) If there are none, enter "None") (a) Name a^:o address of each independent contractor paid more than S50.000 (b) Type of service (c) Ccrnoensa;icn NONE Total number of others receiving over $50,000 for ' professional services ....... .............. ........... ► 0 For Paperwork Reduction Act Notice, see page 1 of the Instructions for Form 990 and Form 990-EZ. - chedule A (Form 290) 1998 Schedule A(Form 990)1998 LA QUINTA HISTORICAL SOCIETY 33-0157441 Pace Par# 417 Statements About Activities yes No 1 During the year, has the organization attempted to influence national, state, or local legislation, including any attempt to influence public opinion on a legislative matter or referendum?....................................................... 1 X If "Yes," enter the total expenses paid or incurred in connection with the lobbying activities. ► $ Organizations that made an election under section 501(h) by filing Form 5768 must complete Part VI -A. Other organizations checking "Yes," must complete Part VI-B AND attach a statement giving a detailed description of the lobbying activities. 2 During the year, has the organization, either directly or indirectly, engaged in any of the following acts with any of its trustees, directors, officers, creators, key employees, or members of their families, or with any taxable organization with which any such person is affiliated as an officer, director, trustee, majority owner, or principal beneficiary: a Sale, exchange, or leasing of property?......................................................................... 2a X b Lending of money or other extension of credit?................................................................... 2b X c Furnishing of goods, services, or facilities?...................................................................... 2c X d Payment of compensation (or payment or reimbursement of expenses if more than$1,000)?................................ 2d X e Transfer of any part of its income or assets?..................................................................... 2e X If the answer to any question is "Yes," attach a detailed statement explaining the transactions. 3 Does the organization make grants for scholarships, fellowships, student loans, etc.? ..................................... 3 X 4a Do you have a section 403(b) annuity plan for your employees?...................................................... 4a X b Attach a statement to explain how the organization determines that individuals or organizations receiving grants or loans from it in furtherance of its charitable oroarams qualify to receive payments. (See instructions on page 2.) Part —IV ' Reason for Non —Private Foundation Status (See instructions on pages 2 through 4.) The organization is not a private foundation because it is: (Please check only ONE applicable box): 5 ❑ A church, convention of churches, or association of churches. Section 170(b)(1)(A)(i). 6 ❑ A school. Section 170(b)(1)(A)(ii). (Also complete Part V, page 4.) 7 ❑ A hospital or a cooperative hospital service organization. Section 170(b)(1)(A)(iii). 8 ❑ A Federal, state, or local government or governmental unit. Section 170(b)(1)(A)(v). 9 ❑ A medical research organization operated in conjunction with a hospital. Section 170(b)(1)(A)(iii). Enter the hospital's name, city, and state 10. 10 ❑ An organization operated for the benefit of a college or university owned or operated by a governmental unit. Section 170(b)(1)(A)(iv). (Also complete the Support Schedule in Part IV -A.) 11 a ❑ An organization that normally receives a substantial part of its support from a governmental unit or from the general public. Section 170(b)(1)(A)(vi). (Also complete the Support Schedule in Part IV -A.) 11 b ❑ A community trust. Section 170(b)(1)(A)(vi). (Also complete the Support Schedule in Part IV -A.) 12 ® An organization that normally receives: (1) more than 33 1/3% of its support from contributions, membership fees, and gross receipts from activities related to its charitable, etc., functions --subject to certain exceptions, and (2) no more than 33 1/3% of its support from gross investment income and unrelated business taxable income (less section 511 tax) from businesses acquired by the organization after June 30, 1975. See section 509(a)(2). (Also complef the Support Schedule in Part IV -A.) 13 ❑ An organization that is not controlled by any disqualified persons (other than foundation managers) and supports organizations described in: (1) lines 5 through 12 above; or (2) section 501(c)(4), (5), or (6), if they meet the test of section 509(a)(2). (See section 509(a)(3).) Provide the following information about the supported organizations. (See instructions on page 4.) (a) Name(s) of supported organization(s) (b) Line number from above 14 ❑ An organization organized and operated to test for public safety. Section 509(a)(4). (See instructions on page 4.) R Schedule A(Form 990) 1998 LA QUINTA HISTORICAL SOCIETY 33-0157441 Page 3 part� IY4 Support Schedule (Complete only if you checked a box on line 10, 11, or 12.) Use cash method of accounting. Note: You may use the worksheet in the instructions for convertina from the accrual to the cash method of accountinq. Calendar year (or fiscal year beginning in)...... 10- (a) 1997 (b) 1996 (c) 1995 (d) 1994 (e) Total 15 Gifts, grants, and contributions received. (Do not include unusual grants. See line 28.) ............ 17, 566 17 , 566 16 Membership fees received ....... 3,635 3, 635 17 Gross receipts from admissions, merchandise sold or services performed, or furnishing of facilities in any activity that is not a business unrelated to the organization's charitable, etc.. purpose . 2,573 2,573 18 Gross income from interest, dividends. amounts received from payments on securities (section 512(ax5)), rents, royalties. and unrelated business taxable income (less section 511 taxes) from businesses acquired by the organization after June 30. 1975 ............... 429 42 9 19 Net income from unrelated business activities not included in line 18 . 20 Tax revenues levied for the organization's benefit and either paid to it or expended on its behalf 21 The value of services or facilities furnished to the organization by a governmental unit without charge. Do not include the value of services or facilities generally furnished to the public without charge . 22 Other income. Attach a sch. Do not include gain or (loss) from sale of capital assets . SEE . STM ... a 2, 628 2, 628 23 Total of lines 15 through 22 ...... 1 26, 831 26, 831 24 Line 23 minus line 17 ........... 24,258 24,258 25 Enter 1 % of line 23 ............. 268 1 26 Organizations described on lines 10 or 11: a Enter 2% of amount in column (e), line 24 ............ N/A ..... ► 26a b Attach a list (which is not open to public inspection) showing the name of and amount contributed by each person (other than a government unit or publicly supported organization) whose total gifts for 1994 through 1997 exceeded 26b the amount shown in line 26a. Enter the sum of all these excess amounts ...................................... Ill c Total support for section 509(a)(1) test: Enter line 24, column(e).............................................► 26c d Add: Amounts from column (e) for lines: 18 19 26d 22 26b ................ Po- 26e e Public support (line 26c minus line 26d total)............................................................ 10- 26f f Public support percentage (line 26e (numerator) divided by line 26c (denominator)) ..........................► 27 Organizations described on line 12: a For amounts included in lines 15, 16, and 17 that were received from a "disqualified person," attach a list to show the name of, and total amounts received in each year from, each "disqualified person." Enter the sum of such amounts for each year: (1997) (1996) (1995) (1994) b For any amount included in line 17 that was received from a nondisqualified persor attach a list to show the name of, and amount received for each year, that was more than the larger of (1) the amount on line 25 for the year or (2) $5,000. (Include in the list organizations described in lines 5 through 11, as well as individuals.) After computing the difference between the amount received and the larger amount described in (1) or (2), enter the sum of all these differences (the excess amounts) for each year: (1997) (1996) (1995) (1994) c Add: Amounts from column (e) for lines: 15 17,566 16 3,635 17 2,573 20 21 .......... Ill 27c 23, 774 d Add: Line 27a total .. and line 27b total ......... ..........► 27d e Public support (line 27c total minus line 27d total)....................................................... 27e 23, 774 f Total support for section 509(a)(2) test: Enter amount on line 23, column (e) ..........► 27f 26,831 g Public support percentage (line 27e (numerator) divided by line 27f (denominator)) .......................... 10- 27g 88 . 61 h Investment income percentage (line 18, column (e) (numerator) divided by line 27f (denominator)) .............. Ill 27h 1 . 6 0 28 Unusual Grants: For an organization described in line 10, 11, or 12 that received any unusual grants during 1994 through 1997, attach a list (which is not open to public inspection) for each year showing the name of the contributor, the date and amount of the grant, and a brief description of the nature of the orant. Do not include these grants in line 15. (See instructions on page 4.1 Schedule A(Form 990)1998 LA QUINTA HISTORICAL SOCIETY 33-0157441 Pace 5 Lobbying Expenditures by Electing Public Charities (See instructions on page 6.) N/A �� (To be completed ONLY by an eligible organization that filed Form 5768) Check here ► a ❑ if the organization belongs to an affiliated group. Check here ► b ❑ if you checked "a" above and 'limited control" provisions aooly. Limits on Lobbying Expenditures Affiliatedlgroup To be completed (The term "expenditures" means amounts paid or incurred.) totals for ALL electing organizations 36 Total lobbying expenditures to influence public opinion (grassroots lobbying) .................... 36 37 37 Total lobbying expenditures to influence a legislative body (direct lobbying) ..................... 38 Total lobbying expenditures (add lines 36 and 37)......................................... 38 39 39 Other exempt purpose expenditures................................................... 40 Total exempt purpose expenditures (add lines 38 and 39)................................... 40 41 Lobbying nontaxable amount. Enter the amount from the following table - If the amount on line 40 is - The lobbying nontaxable amount is - Not over $500,000...................... 20% of the amount on line 40................ . Over $500,000 but not over $1,000,000...... $100,000 plus 15% of the excess over $500,000 . . Over $1,000,000 but not over $1,500,000 .... $175,000 plus 10% of the excess over $1,000,000 41 Over $1,500,000 but not over $17,000,000 ... $225,000 plus 5% of the excess over $1,500,000. . Over $17,000,000 ...................... $1,000,000 ............................... 42 42 Grassroots nontaxable amount (enter 25% of line 41)...................................... 43 43 Subtract line 42 from line 36. Enter -0- if line 42 is more than line 36 .......................... 44 Subtract line 41 from line 38. Enter -0- if line 41 is more than line 38 .......................... 44 Caution: If there is an amount on either line 43 or line 44, you must file Form 4720 4—Year Averaging Period Under Section 501(h) (Some organizations that made a section 501(h) election do not have to complete all of the five columns below. See the instructions for lines 45 through 50 on page 7.) Lobbying Expenditures During 4-Year Averaging Period Calendar year (a) (b) (c) (d) (e) (or fiscal year beginning in) ► 1998 1997 1996 1995 Total 45 Lobbvino nontaxable amount.... . 46 Lobbying ceiling amount (150% of line 45(e)) ........... . 47 Total lobbvinq expenditures..... . 48 Grassroots nontaxable amount ... 49 Grassroots ceiling amount (150% of line 48(e)) ............ 50 Grassroots lobbying expenditures Part VI-B Lobbying Activity by Nonelecting Public Charities N/A (For reporting only by organizations that did not complete Part VI -A) (See instructions on page 8.) During the year, did the organization attempt to influence national, state or local legislation, including any attempt to Yes No Amount influence public opinion on a legislative matter or referendum, through the use of: aVolunteers...................................................................................... b Paid staff or management (Include compensation in expenses reported on lines c through h.) ......................... c Media advertisements............................................................................. d Mailings to members, legislators, or the public.......................................................... . e Publications, or published or broadcast statements....................................................... f Grants to other organizations for lobbying purposes...................................................... g Direct contact with legislators, their staffs, government officials, or a legislative body .............................. h Rallies, demonstrations, seminars, conventions, speeches, lectures, or any other means .......................... i Total lobbying expenditures (add lines c through h)....................................................... If "Yes" to any of the above, also attach a statement giving a detailed description of the lobbying activities. Schedule A(Form 99o) 1998 LA QUINTA HISTORICAL SOCIETY 33-0157441 Paae E Par# Vlt Information Regarding Transfers To and Transactions and Relationships With Noncharitable Exempt Organizations 51 Did the reporting organization directly or indirectly engage in any of the following with any other organization described in section 501(c) of the Code (other than section 501(c)(3) organizations) or in section 527, relating to political organizations? a Transfers from the reporting organization to a noncharitable exempt organization of: (i) Cash................................................................................................ 51a(i) (if) Other assets.......................................................................................... a(il) b Other transactions: (i) Sales of assets to a noncharitable exempt organization......................................................... b(i) (ff) Purchases of assets from a noncharitable exempt organization................................................... b(ii) (fff) Rental of facilities or equipment........................................................................... b(fff) (iv) Reimbursement arrangements............................................................................ b(iv) (v) Loans or loan guarantees................................................................................b(v) (v)) Performance of services or membership or fundraising solicitations ................................................ b(v)) c Sharing of facilities, equipment, mailing lists, other assets, or paid employees ........................................... 'I c d If the answer to any of the above is "Yes," complete the following schedule. Column (b) should always show the fair market value of the goods, other assets, or services given by the reporting organization. If the organization received less than fair market value in any transaction or sharing arrangement, show in column (d) the value of the goods, other assets, or services received. Yes _ No X X X X X X X X T X (a) Line no. (b) Amount involved (c) Name of noncharitable exempt organization (d) Description of transfers, transactions, and sharing arrangements N/A 52a Is the organization directly or indirectly affiliated with, or related to, one or more tax-exempt organizations described in section 501(c) of the Code (other than section 501(c)(3)) or in section 527?........................................................ ► ❑ Yes ® No b If "Yes." complete the following schedule. (a) (b) (c) Name of organization Type of organization Description of relationship 1998 FEDERAL STATEMENTS PAGE 1 LA QUINTA HISTORICAL SOCIETY STATEMENT 1 FORM 990-EZ, PART I, LINE 1 CONTRIBUTIONS, GIFTS, AND GRANTS NOT OPEN TO PUBLIC INSPECTION ----------------------------- NO SINGLE CONTRIBUTOR GAVE $5,000 OR MORE DURING THE YEAR. 03 Z- 33-0157441 1998 FEDERAL STATEMENTS PAGE 21 LA QUINTA HISTORICAL SOCIETY STATEMENT 2 FORM 990—EZ, PART I, LINE 6 NET INCOME (LOSS) FROM SPECIAL EVENTS SPECIAL EVENTS: A) FUND RAISERS B) C) OTHER: 33-01574411 SPECIAL EVENTS A B C OTHER TOTAL -------—-- GROSS RECEIPTS $ --------- 14,817 ——------- --------- 0 ------—-- 14,817 LESS: CONTRIBUTIONS 0 0 0 ---------- GROSS REVENUE --------- 14,817 ------------------ 0 ----—--—- 14,817 LESS: DIRECT EXPENSES 0 0 0 —--—--——-- NET INCOME (LOSS) $ ---------- ---------- —-----——- 14,817 --------- --------- ——---—--——--—-——-- 0 --------------------------- --------------------------- ——--————- 14,817 STATEMENT 3 FORM 990—EZ, PART I, LINE 8 OTHER REVENUE MISCELLANEOUS INCOME ....................................... $ 42 TOTAL $ 42 STATEMENT 4 FORM 990—EZ, PART I, LINE 16 OTHER EXPENSES BUS TOUR ................................................... $ 743 DEPRECIATION ............................................... 1,524 DOCENT EXPENSE ............................................. 370 GALA....................................................... 6,374 INSURANCE .................................................. 2,525 INTEREST.................................................. 8,105 MISCELLANEOUS .............................................. 1,478 MUSEUM REPAIRS ............................................. 946 OFFICE..................................................... 3,807 REAL ESTATE TAXES .......................................... 972 UTILITES................................................... 1,438 TOTAL $ 28,282 1998 FEDERAL STATEMENTS PAGE 31 LA QUINTA HISTORICAL SOCIETY STATEMENT 5 FORM 990-EZ, PART 11, LINE 26 TOTAL LIABILITIES 33-01574411 BEGINNING ENDING ------------ ------------ MORTGAGES AND OTHER NOTES PAYABLE .............. $ 0 $ 117,971 TOTAL $ 0 $ 117,971 STATEMENT 6 FORM 990-EZ, PART III, LINE 28 STATEMENT OF PROGRAM SERVICE ACCOMPLISHMENTS DESCRIPTION -------------------------------------------------- THE LA QUINTA HISTORICAL SOCIETY COLLECTS, PRESERVES, CATALOGS AND MAINTAINS DATA ON THE PAST AND THE PRESENT HISTORY OF LA QUINTA, CALIFORNIA. STATEMENT 7 FORM 990-EZ, PART IV LIST OF OFFICERS, DIRECTORS, TRUSTEES, AND KEY EMPLOYEES TITLE & AVG. NAME AND ADDRESS HRS/WK DEVOTED -------------------------------------------- BARBARA IRWIN PRESIDENT 44-065 CAMINO LA CRESTA NONE LA QUINTA, CA 92253 JUDY VOSSIER VP/SECRETARY 56-455 JACK NICKLAUS BLVD NONE LA QUINTA, CA 92253 DON ARENDS VICE PRESIDENT 79 BRIARWOOD CIRCLE NONE OAKBROOK, IL 60521 TOTAL PROGRAM GRANTS AND SERVICE ALLOCATIONS EXPENSES ----------- ---------- $ 0 946 $ 0 946 EMPLOYEE EXPENSE BEN. PLN ACCOUNT/ COMP. CONTRIB. OTHER ------------------------- 0 0 0 0 0 0 0 0 0 $ 0 0 0 o3q YEAR California Exempt Organization FORM 1998 Annual Information Return 199 For calendar or fiscal year beginning month 2 day01 year 1998, and ending month 1 day 3 lyear 1999 ' 1MP0RTAMT: your numbef Js-re nlred - A Final return? ❑ Yes. If yes, check applicable box ® No • ❑ Dissolved ❑ Withdrawn ❑ Merged/Reorganized (attach explanation) California corporation number FEIN D-1269120 133-0157441 If a box is checked, enter date • B Check forms filed this year: State: ❑ 109 ❑ ❑ M ❑ ❑ 990PF ❑ 1041 100 ❑ loos ❑ 1120H ❑ 112: Attach Preaddressed Label or See Instructions Federal: 990 990EZ 990T C If organization is exempt under R&TC Section 23701 d and is a public charity, religious p y, ious g organization or is controlled by a religious school, Corporation/Organization name organization, check box. See OeoenllnstructionF_Nofiling fee isrequred • ❑ LA QU INTA HISTORICAL SOCIETY D Is this a group filing? See General Instruction M. ❑ Yes M No E Is this a nonexempt charitable trust as described in IRC Section 4947(a)(1)? Address ❑ Yes M No F Accounting method used CASH PO BOX 1283 City State ZIPcocie LA QUINTA, CA 92253-1283 Part I Complete Part I unless not required to file this form. See General Instructions B and C. 1 Gross sales or receipts from other sources. From Side 2, Part II, line 8 ............................ • 1 17 , 4 9 5 � 2 4,820 1 2 Gross dues and assessments from members and affiliates ..................................... • 3 25 , 778 Receipts 3 Gross contributions, gifts, grants, and similar amounts received. See instructions....... STMT..... 1• .............................................. . and Revenues 4 Total gross receipts for filing requirement test. Add line 1 through line 3. 4 48 , 093 This line must be completed. If the result is less than $25,000, see General Instruction, C ............ • (Attach check 5 Cost of goods sold ............................................ 5 1,334 or money order here.) 6 Cost or other basis and sales expenses of assets sold ................ 6 7 1, 334 7 Total costs. Add line 5 and line 6.......................................................... 8 46, 759 8 Total gross income. Subtract line 7 from line 4................................................ 9 Total expenses and disbursements. From Side 2, Part II, line 18.................................. 9 29, 422 Expenses 10 Excess of receipts over expenses and disbursements. Subtract line 9 from line 8 ..................... 10 17, 337 1 11 Filing fee $10 or $25. See General Instruction, F............................................... 11 10 . Filing Fee 12 Penalty for failure to file on time. See General Instruction, L....................................... 12 113 Balance due. Add line 11 and line 12........................................................ 13 10 14 If exempt under R&TC Section 23701d, has the organization during the year: (1) participated in any political campaign, or (2) attempted to influence legislation or any ballot measure, or (3) made an election under R&TC Section 23704.5 (relating to lobbying by public charities)? If "yes," complete and attach form FTB 3509..................................... ❑ Yes M No 15 Did the organization have any changes in its activities, governing instrument, articles of incorporation or bylaws that have not been reported to the Franchise Tax Board? If "Yes," complete an explanation and attach copies of revised documents ......... ❑ Yes M No 16 Is the organization exempt under R&TC Section 23701g?........................................................... ❑ Yes M No If "yes," enter amount of gross receipts from nonmember sources $ 17 Did the organization file Form 100, Form 100S or Form 109 to report taxable income? ..................................... ❑ Yes M 4o If "yes," enter amount of total income reported $ 18 The financial records are in care of BARBARA I RW I N Daytime telephone 7 6 0 - 3 6 0 - 9 8 51 locatedat 44-065 CAMINO LA CRESTA 92253 Please Sign Here Under penalties of perjury, I declare that I have examined this return, including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct and complete. Declaration of preparer (other than taxpayer) is based on all information of which preparer has any knowledge. ► Signature of officer Preparer's Paid signature ► LEE M OSBORNE CPA Preparer's PETERSON, SLATER & OSBORNE Use OnlyFirm's name for yours, if self-employed) ► 81- 711 HIGHWAY 111 and address INDIO, CA 92201 4� Date Date Title 11- Telephone Preparer's social security no. Check if self-employed ❑ 5 6 0- 3 5- 6 0 04 FEIN 33-0783299 Daytime telephone (760) 347-3462 For privacy Act Notice, see form FTB 1131. - 1 19998104059 F_ Form 199 C1 1998 Side 1 LA QUINTA HISTORICAL SOCIETY 33-0157441 Part II Organizations with gross receipts of more than $25,000 and private foundations regardless of amount of gross receipts - complete Part 11 or furnish substitute information. See Specific Line Instructions. 1 Gross sales or receipts from all business activities. See instructions .............................. 1 2 Interest............................................................................ 2 3 Dividends.......................................................................... 3 Receipts 4 Gross rents ............... . from 4 Other 5 Gross royalties....................................................................... 5 Sources 6 Gross amount received from sale of assets ................................................. 6 7 Other income. Attach schedule ...............................SEE . STATEMENT....2.. 7 8 Total gross sales or receipts from other sources. Add line 1 through line 7. Enter here and on Side 1, Part I, line 1.................................................... 8 Expenses and Disburse- ments14 9 Contributions, gifts, grants, and similar amounts paid. Attach schedule ............................ 10 Disbursements to or for members........................................................ 11 Compensation of officers, directors and trustees. Attach schedule ............................... 12 Other salaries and wages.............................................................. 13 Interest............................................................................ Taxes.............................................................................. 15 Rents.............................................................................. 16 Depreciation and depletion............................................................. 17 Other. Attach schedule ..................................... SEE . STATEMENT....3 .. 18 Total expenses and disbursements. Add line 9 through line 17. Enter here and on Side 1, Part I, line 9... 9 10 11 12 13 14 15 16 17 18 2,322 15,173 17,495 8.105 1,140 1,524 18,653 29,422 Schedule L Balance Sheets Beginning of income year End of income year Assets (a) (b) (c) (d) 1 Cash .................................... 32, 456 17, 358 2 Net accounts receivable ..................... 3 Net notes receivable. Attach schedule ........... 4 Inventories ............................... j 5 Federal and state government obligations ....... 6 Investments in other bonds. Attach schedule..... . 7 Investments in stock. Attach schedule ........... 8 Mortgage loans (number of loans ).... . .. .. 9 Other investments. Attach schedule ............. 10 a Depreciable assets ........................ 61, 93 0 b Less accumulated depreciation .............. ( ) ( 1, 524 11 Land .................................... >: 90, 000 12 Other assets. Attach schedule ................. 13 Total assets ............................... 32, 456 167, 764 Liabilities and net worth 14 Accounts payable .......................... 15 Contributions, gifts, grants payable ............ . 16 Bonds and notes payable. Attach sched ......... 17 Mortgages payable ......................... 117, 971 1 18 Other liabilities. Attach schedule ............... %` " 19 Capital stock or principle fund ................. 32,456 49,793 20 Paid -in or capital surplus. Aach reconciliation .... 21 Retained earnings or income fund .............. 22 Total liabilities and net worth .................. 3 2,:15 5 6 167,764 Schedule M-1 Reconciliation of income per books with income per return Do not complete this schedule if the amount on Schedule L, line 13, column (d), is less than $25,000. 1 Net income per books ............................ 17, 337 7 Income recorded on books this year not 2 Federal income tax ............................... included in this return. 3 Excess of capital losses over capital gains ............. Attach schedule ................... 4 Income not recorded on books this 8 Deductions in this return not charged year. Attach schedule ............................. against book income this year. 5 Expenses recorded on books this year not Attach schedule ................... deducted in this return. Att sch ...................... 9 Total. Add line 7 and line 8 ........... 6 Total. 10 Net income per return. Add line 1 through line 5........................... 17 , 3 3 7 Subtract line 9 from line 6 ........... 17, 337 Side Form 199 C1 1998 —� 19998204059 I — INCOME YEAR CALIFORNIA FORM ' 1998 Corporation Depreciation and Amortization 3885 Attach to Form 100. FORM 199 Corporation name California corporation number LA QUINTA HISTORICAL SOCIETY ID-1269120 Part I Depreciation (a) Description of property (b) Date acquired (c) Cost or other basis (d) Depreciation allowed or allowable in earlier years (e) Method of figuring deprecia- tion (f) Life or rate (g) Depreciation for this year (h) Additional first year depreciation BUILDING 2/15/98 61,930 S/L 39 1,524 I I 2 Add the amounts in columns (g) and (h). The combined total of column (h) may not exceed $2,000. See instructions for line 1, column (h)....................................................... 2 1,524 3 Total. Add the amounts on line 2, columns (g) and (h)............................................................ 3 4 Total depreciation claimed for federal purposes................................................................. 4 5 Depreciation adjustment. If line 4 is greater than line 3, enter the difference here and on Form 100, Side 1, line 6. If line 4 is less than line 3, enter the difference here and on Form 100, Side 1, line 15. If California depreciation amounts are used on Form 100, no adjustment is necessary) .................................. 5 1,524 Part II Amortization (a) Description of property (b) Date acquired (e) Cost or other basis (d) Amortization allowed or allowable in earlier years (e) RBTC section (f) Period or percentage (g) Amortization for this year 2 Total. Add the amounts in column (g)..................................................................... 2 3 Total amortization claimed for federal purposes............................................................. 3 4 Amortization adjustment. If line 3 is greater than line 2, en' :; the difference here and on Form 100, Side 1, line 6. If line 3 is less than line 2, enter the difference here and on Form 100, Side 1, line 15................................. 4 -� 388598104059 r- FTB 3885 1998 Side 1 1998 CALIFORNIA STATEMENTS PAGE 1 LA QUINTA HISTORICAL SOCIETY 33-0157441 STATEMENT 1 FORM 199, PART I, LINE 3 CONTRIBUTIONS, GIFTS, GRANTS, AND SIMILAR AMOUNTS RECEIVED NOT OPEN TO PUBLIC INSPECTION ----------------------------- NO SINGLE CONTRIBUTOR GAVE $5,000 OR MORE DURING THE YEAR. LSC FORM CT — 2 (REV. 12-97) Failure to file this report by the 15th MAIL TO: PERIODIC REPORT day of the fifth month after the close Registry of Charitable Trusts of your accounting period may result P.O. Box 903447 TO ATTORNEY GENERAL OF CALIFORNIA in the loss of your tax exemption and Sacramento, CA 94203-4470 the assessment of a minimum tax of Telephone 916) 445-2021 Section 12586, California Government Code p ( $800 plus interest. ACCOUNTING PERIOD - For the Year Beginning 2 / 01 1998 and Ending 1 / 31 ,19 99 If address changed check here...... ► ❑ and show changes below State Charity registration number i USE THIS PEEL -OFF LABEL ON CT-2 FORMS SUBMITTED, (If unknown, leave blank) CT 0 5 912 2 LA QUINTA HISTORICAL SOCIETY Corporate or D-1269120 Organization No. Name of organization PO BOX 1283 A. Is the organization exempt from Yes No Address (number and street) federal income tax? X LA QUINTA , CA 9 2 2 5 3 -12 8 3 B. If "no", is this entity a split -interest trust? N A City or Town, State, and ZIP code If "no", affix Exhibit A to explain your • • federal tax status. PART I FILING REQUIREMENTS: CHECK ONE BOX AND ATTACH THE REQUIRED IRS FORMS ® This entity is not a private foundation. We have attached a completed copy of IRS Form 990 or 990EZ, and Schedule A (Form 990) and related attachments (even though we may not be required to file these uniform forms with the IRS). Omit Part III below. ❑ This entity is a private foundation. We have attached a completed copy of IRS Form 990-PF and related attachments. Complete all Parts below. PART IA ACTIVITIES: ENTER AMOUNTS AND CHECK BOX Yes No Gross receipts $ 48, 093 Total assets $ 167,764 X Are the program activities of this entity limited solely to grantmaking?........................................................... PART 11 STATEMENTS REGARDING THIS ORGANIZATION DURING THE PERIOD OF THIS REPORT Yes No 1 Was 50% or more of your total revenue from government agencies?......................................................... 1 X If "yes", check below the government agencies and the total grant amounts received from each. 1(a) Federal ❑ 1(b) State ❑ 1(c) City ® 15,869, 1(d) County ❑ 2 Were you audited by any government agency which resulted in audit exceptions in excess of $50,000 being taken? .................... 2 X If "yes", attach a copy of the audit report. Enter here the total exceptions ................. 2a $ X 3 Did an auditor or accountant issue a report on your financial statements?..................................................... 3 If "yes", enter: Accountant's or Auditor's Name Telephone 4 Were there any contracts, loans, leases or other financial transactions between the organization and any officer, director or trustee thereof either directly or with an entity in which any officer, director or trustee had any financial interest? (exclude the payment of life insurance on an officer or director; financing the principal residence of officer; compensation for services disclosed on the List of Officers, Directors and Trustees on Form 990, Part V; Form 990EZ, Part IV; or Form 990F, Part VII.) 4 X If "yes", attach a full explanation. Enter here the amount involved ...................... 4a $ 5 Did you transfer or donate anything to an organization that is not tax-exempt under Section 501 (c)(3) or 501 (c)(4) of the IRC?........... If "yes", attach a justification of why noncharitable entities receive your charitable property. Enter here the fair market value of the donations............................................................5a $ 5 X 6 Did this organization regularly solicit salvage, sell salvage in a thrift store, or was it a party to a contract involving the solicitation X or sale of salvage? If "yes", include amounts on Form 990, line 10........................................................ 6 7(a)Was there any theft, embezzlement, diversion or misuse of your charitable property or funds? If "yes", attach a schedule giving a full and complete explanation.......................................................7(a) X 7(b)Were any of your officers, directors or trustees named in any court action in which it was alleged that any trust or fiduciary duty X was breached? If "yes", attach a statement giving a full and complete explanation..........................................7(b) 7(C)Were there any allegations of theft, embezzlement, diversion, or misuse of funds or property by officers, directors, trustees or employees which were investigated by your organization? If "yes", attach a statement giving a full and X completeexplanation........................................................................................7(C) X 8 Were any organization funds used to pay any penalty, fine or judgment?..................................................... 8 If "yes", attach a full explanation. Enter here the total amount involved ................... 8a $ Under penalties of perjury, I declare that I have examined this report, including accompanying documents, schedules and statements, and to the best of my knowledge and belief, it is true, correct and complete. �Y. Organization's area code and telephone number 7 6 0- 5 6 4 -12 8 3 Sionature of authorized officer (See instructions) Printed Name Title Date PAGE 1, Original - Mail to: Registry of Charitable Trusts LA QUINTA HISTORICAL SOCIETY LSC 33-0157441 9 Did a fundraising consultant or commercial fundraiser receive any payment from you, or retain any money from fundraising on your behalf?................................................................................... 9 If "yes", complete Part IV (Form CT-2). 10 Did your invested assets total $50,000 or more? If "yes", complete Part V (Form CT-2) (See line 12 instructions) ...................10 11 Did you receive any income from any bingo game?..................................................................11 If "yes", enter here and on Form 990, line 9a, the gross receipts provided by all bingo players before deductions for any costs or prizes, whether or not all gross receipts were received by your organization ...11 a $ 12 Employee compensation for the five highest paid employees: (a) Did any individual employee receive salary plus employer contribution to employee benefit plans, expense account or other allowance in excess of$100,000?............................................................12a (b) Other than salary, was compensation, bonuses or other benefits not listed in (a) above of $10,000 or more, paidany employee?...................................................................................12b (c) Did any employee receive the benefit of a residence for personal use which was owned or leased by the organization? ....... 12C (d) Did the organization lease, rent or purchase any equipment, property, or facility to or from an employee or any business entity in which the employee had any financial interest?.............................................12d If "yes", enter here the total amount involved...................................12d $ (e) Did the organization make any loans in excess of $5,000 to any employee?.........................................12e If any of questions 12(a), (b), (c), (d), or (e) are answered "yes", attach specific details to fully explain any "yes" response and fully complete Part I, Schedule A (Form 990). 13 Did you make payments totalling over $50,000 to any independent consultants or contractors other than for (a) fundraising, (b) accounting, (c) legal fees, (d) investment fees? .................................................... 13 14 If "yes", either complete Part II of Schedule A (Form 990) for the five highest paid regardless of the amounts; or, attach a similar schedule of names, addresses, type of service and amounts. Enter here the total of all payments to all independent contractors...............13a If you incurred or paid any of the following taxes and/or related penalties, enter the amounts in blanks provided. F~ Tax a. Payroll .................................................. 14a b. Sales (on items you sold) .................................... 14b c. Personal property ......................................... 14c d. Real Estate .............................................. 14d e. Unrelated Business Income .................................. 14e $ 972 15 Were you named as a beneficiary to receive a portion of commercial transactions (commercial co -ventures, joint venture marketing, or cause -related marketing)?................................................................ . If "yes", enter here the gross amount received......................................15a $ LSC LA QUINTA HISTORICAL SOCIETY 33-0157441 PART III ADDITIONAL INFORMATION FROM PRIVATE FOUNDATIONS ONLY Yes No 1 16 Did you file a Form 4720 with the Internal Revenue Service? ............................................... 16 If "yes," attach a copy of Form 4720 and enter here the amount of total taxes paid with that return .................. 16a N/A PART IV FUNDRAISING CONSULTANT OR COMMERCIAL FUNDRAISER (FC-CFR) (SEE QUESTION 9) ACTIVITY #1 I ACTIVITY #2 I ACTIVITY #3 " I TOTAL 17 Brief Description of Campaign, Drive, Event, or Services 18 Date or Period Covered 19 Name of FC-CFR 20 Address of FC-CFR 21 Gross Receipts from Donors' 21 0 22 Total Retained by or Paid to FC-CFR 22 0 23 All Other Fund -Raising Expenses 23 0 24 Net Proceeds (Line 21 Less 22 and 23) 24 0 'On line 21, do not deduct any costs from gross donations. **NOTE: If more than three activities, attach a schedule using the same format and include amounts in Part IV totals. PART V SUMMARY OF INVESTMENTS TOTALING $50,000 OR MORE (SEE QUESTION 10) N/A 25 26 27 28 29 30 31 32 33 34 35 Securities, beginning of year at cost.................................................................... 25 _ Securities acquired, at cost or original basis............................................................... 26 _ Securities sold, at cost or original basis (may include sales expenses) .......................................... 27 — Securities,end of year at cost........................................................................ 28 _ Securities, end of year at market value.................................................................. 29 _ Sum of all gains on sales during the year ................................................................ 30 _ Sum of all losses on sales during the year............................................................... 31 —_ Dividends and interest from securities (990, line 5 or 990-PF, Part I, line 4, column (a)) ............................ 32 _ Total return realized (line 30 less line 31, plus line 32).................................................... 33 _ Less all fees, salaries, and other costs incurred to ear investment income ...................................... 34 — Net return realized from investments in securities (line 33 less line 34).......................................... 35 Has this organization engaged in, purchased, sold or held during the year: 36 Investments (any type) which produce no current income? .................................................. 36 37 Investments (any type) worth one half or less of original basis? ............................................... 37 38 Securities on margin?............................................................................... 38 39 Warrants, puts, calls, options, commodity futures, or short sales? ............................................. 39 40 Stocks rated "Speculative Grade" by Moody's, or ranked "B-" or lower by Standard & Poor's? ....................... 40 41 Securities not publicly traded?........................................................................ 41 42 Municipal bonds or similar tax-exempt securities which yield less than taxable securities? .......................... 42 43 Stock in which an officer, director or trustee owns 10% or more of the outstanding shares? ......................... 43 If "yes" on any line from 36-43, attach a full explanation including original basis and current value. Yes No z_„ PAGE 3, Original - Mail to: Registry of Charitable Trusts � ) 97 36700 WRITTEN CORRESPONDENCE ITEM: �L .,,,(;A Quinta on 5tAbi"I P.O. 03ax 1999-' J A 15R 30 A N 10 42 ,LA Quinta, CcA 92253' � r- L ^, Q U I N TA (760)771-1999 CITY CLERK April 26. 1999 LA QUINTA CITY COUNCIL 78-495 Calle Tampico La Quinta. CA 92253 Dear Mavor Pena and City Council Members: Please consider this letter as a formal request from the Board of Directors of La Quinta on Stage. Inc. for funding of $15.000.00 from the Citv of La Quinta's 1999-2000 budget. As you know the scheduled premiere date of Memorial Dav weekend 1999 has been postponed due to setbacks caused by the loss of our creative team This temlxnary setback has not dampened the spirit of the Board. We remain as dedicated to and enthusiastic about the project as ever. Replacing the team has been a slow process. we will not compromise our high standards to avoid delays. The upside of the postponement is that it has brought several local, talented people to our attention, some of -,yhom were not available in the past. Utilizing local talent has always been a high priority and we are close to assembling a new team comprised of Coachella Valley residents. Education continues to remain one of our primary goals. Our scholarship program is open to all Coachella Valley high school students. Last years recipient was from La Quinta High School. Applications have been sent out for this years award. The community remains faithful to the project and we continue to receive pledges and donations. We greatly appreciate your financial assistance in the past. Please continue to support this worthy cause. We welcome the opportunity to provide you with further information or to answer any questions. Sincerely. Honey Atkins 7 President COACHELLA VALLEY COMMUNITYCONCERT ASSOCIATION rfi== POST OFFICE BOX 972 LA QUINTA, CALIFORNIA 92253 (760) 564-1111 FAX: (760) 564-2414 April 28, 1999 Ms. Dodie Horvitz Community Services Director City of La Quinta P. O. Box 1504 La Quinta CA 92253 Dear Ms. Horvitz: The Coachella Valley Community Concert Association appreciates the past support for our youth program by the City of La Quinta. During the past year we have been able to bring quality music programs to more than 21,000 young people, and in addition, approximately 600 seniors and more than 1,000 adults have benefitted from our programming. In order to continue this vital, unique program which enhances the lives of our citizens, we are requesting funding from the City of La Quinta in the amount of $5,000 for the 1999-2000 fiscal year. These funds will be used exclusively for presenting professional music artists in schools and community programs designed to further musical education. Thank you for your serious consideration of this request. Sincerely, Elaine Lloyd, President A NON-PROFIT CULTURAL ORGANIZATION A j LA QUINTA VOLUNTEER FIRE COMPANY P.O. BOX 387 La Quinta, California 92253 TO: DODIE HORVITZ, COMMUNITY SERVICES DEPARTMENT. 3.22-95 FROM. BRUCE FELLETIER, LA QUMTA VOL, FIRE COMPANY. CONCERNING: GRANT FOR OCTACON SYSTEMS, FOR THREE OF OUR RESCUE VBCHILES DODIE,'AE WOULD LIKE TO BE COSIDERED FOR A GRANT THIS YEAR FOR S27C',0.00 TO INSTALL AN OCTACON SYSTEM ON ALL THREE VECHILES. THIS SYSTEM ALLOWS US BETTER RESPONSE TIMES THROUGHT THE CITY. TfUS SYSTEM TURNS THE TRAFFIC LIGHTS GREEN FOR US AND RED TO OPPOSING TRAFFIC WHICH MAKES OUR RESPONSE MUCH SAFER FOR OUR FIREFIGHTERS AND CITIZANS. ANY QUESTIONS PLEASE CALL W 760-346-1 S70 H 760-564-6704 THANK YOI- CE FELLETIER L.Q. V.F.C. PRESIDENT f1�k. W Z w U F DATE: June 3, 1999 R pCO TO: Tom Genovese, City Manager Mark Weiss, Assistant City Manager FROM: Shelly Morris, Chairperson - elect SUBJECT: 1999-2000 City - Chamber Contract Proposal The enclosed represents the La Quinta Chamber of Commerce's contract proposal for the period of July 1, 1999 through June 30, 2000. The program areas were identified by a special Board of Director's Task Force (chaired by myself) as those areas which the Chamber can perform effectively on behalf of the City. From a budget perspective, the amount of $155,000 represents a 9% reduction from last years' billings of $170,000. Three of the areas are similar to last years' contract in program (Mainstreet Marketplace, "THE GEM" Newsletter and Visitor Services). We will be less involved with business development and more focused on business retention and promotions. We are however, prepared to work closely with the City in a supportive role where needed in economic development efforts. Given implementation of the City's economic development strategy, support from the Kiner-Goodsell agency and our focus on expansion and retention, we strongly believe that the City will have a very competitive team in place to position La Quinta as a place to do business. Our intent is to strengthen and expand our visitor services with enhanced information materials and visitor programs. The Chamber's goal is to expand Mainstreet to six events. As noted in the attached, we hope to expand the use of four color in the "GEM", while we anticipate increases in postage and paper costs. As to the Chamber's business retention efforts, we will be utilizing the "Gardening" program developed in Littleton, CO and used in Lake Elsinore, CA. The concept is built o the principle of expanding from within. In simplest terms, we believe that it is important to do those things which we can do best given limited resources. As to the four specific contract areas, the Chamber will supplement the $155,000 allocation with over $80,000 in additional funds. We will handle billings in the same manner, if agreed to, which would include four quarterly payments of S38,750 (July, October, January, and April). Our volunteer leaders, volunteer resources and professional staff look forward to our renewed partnership in helping the City of La Quinta move into the 21st Century in a progressive and efficient manner. e �� LA QUINTA CHAMBER OF COMMERCE 1999-2000 CITY -CHAMBER CONTRACT FUNDS DISTRIBUTION 1999 REQUEST: $155,000 A. Business Retention and promotion ........ $45,000 Specific efforts will be directed at supporting major community events (such as the Mariachi Festival, Oktoberfest, and La Quinta Arts Festival), and business retention and new business assistance programs. Business plans are being developed for all areas noted. Tentative expenditure disbursement is as follows: 1. Community promotion & event support ..................... $15,000 (33%) 2. Business retention & Promotion ................................. $10,000 (22%) 3. New business assistance ............................................... $ 7,000 (16%) 4. Collateral material reprinting ..................................... $ 3,000 (7%) 5. Retail promotions......................................................... $10,000 (22%) B. Mainstreet Marketplace................................................... $25,000 A minimum of four events are tentatively planned for the 1999-2000 fiscal year. Events have been scheduled for November, December, February and March. Each event costs approximately $8,600. Sponsors, vendors and concessions will supplement the City allocation. The two largest expenditures are for the event(s) coordinator and marketing. Our goal is to hold six events. C. Monthly Newspaper.......................................................... $44,000 "THE GEM" Once again, the Chamber will publish ten editions at an anticipated cost of approximately $6,000 per edition. The differential ($16,000) will be offset by advertising income. Postage could cause us hrartburn, but we'll cross that bridge if and when we get to it. We will con.nue expanding four color utilization and will negotiate for a better quality paper. Cost variables include typesetting, printing, editorial, postage and photography. Our average monthly distribution to La Quinta households is approximately 10,000 per month or $4.40 per household annually (.44 per month). AVisitor's Center................................................................. $41,000 The Highway 111 office will continue to be one of La Quinta's primary "front doors" for both visitors and residents in search of general information, demographics and/or assistance. With the continuing growth in the Cove and Southeastern La Quinta, the Chamber's Village Office has rekindled needs to serve a greater role in visitor services. A portion of this allocation allows the Chamber to provide visitor services on weekends from November thru May at the Highway 111 Office. Expenditures include telephone, utilities, collateral material, postage, and office supplies for both offices. Given La Quinta's growth, the Chamber anticipates expanding and enhancing visitor center and visitor service needs. Given the number of visits, telephone inquiries and mail inquiries (best guess - cumulative 9,800/6,500 Nov -May), our servicing cost is approximately $4.18 per inquiry. LA QUINTA CHAMBER OF COMMERCE CITY -CHAMBER CONTRACT 1999-2000 BUDGET BUSINESS RETENTION AND PROMOTION CITY ALLOCATION - $45,000 EXPENSES: Fixed Costs - $29,704 (I) Variable Costs - $15,296 (2) TOTAL NOTES: $45,000 #I - Fixed or operational costs include auto/travel, taxes, business expenses, insurance, office supplies, postage, staffing, telephone/fax/web and utilities. It should be noted that staffing is not for on specific position but shared by all personnel. #2 - Variable costs are all program related. Programs are also supplemented by various fixed costs. Expenditures will be allocated to community promotion and event support, business expansion and retention, new business assistance, collateral material reprinting and retail promotion. :.� i LA QUINTA CHAMBER OF COMMERCE CITY -CHAMBER CONTRACT 1999-2000 BUDGET MAINSTREET MARKETPLACE CITY ALLOCATION - $25,000 (1) EXPENSES: (2) 1. FIXED - A. Auto Allowances...................................................................$120 B. Employee Benefits/Taxes....................................................1,583 C. General Expenses.....................................................................60 D. Insurance/Liability.................................................................600 E. Office Expenses...................................................................1,000 F. Repairs/Maintenance-Offices....................................................0 G. Staffing................................................................................4,344 H. Telephone/Fax/Web...............................................................500 I. Utilities.......................................................................................0 SUB TOTAL ............................. $8,207 2. VARIABLE - A. Advertising........................................................................$4,000 B. Barricades..............................................................................100 C. Electrical & Hardware...........................................................300 D. Entertainment........................................................................... 0 E. Equipment Rentals.................................................................500 F. Miscellaneous.........................................................................300 G. Outside Services..................................................................7,200 H. Permit.....................................................................................300 I. Postage....................................................................................100 J. Printing.................................................................................. 800 K. Security............................................................................... 1,200 L. Set-up/Clean Up.................................................................... 363 M. Signs/Posters/Banners........................................................... 900 N. Sound....................................................................................... 80 O. Tenting...................................................................................250 P. Volunteer Support.....................................................................0 Q. Waste Control........................................................................400 SUB TOTAL ....................... $16,793 TOTAL EXPENSES.......... $25,000 NOTES: #1 - We anticipate additional receipts of $24,700. #2 - Overall expenses have been projected at $56,000. The short fall is picked up by receipts from other Chamber programs and projects. LA QUINTA CHAMBER OF COMMERCE CITY -CHAMBER CONTRACT 1999-2000 BUDGET "THE GEM" NEWSLETTER CITY ALLOCATION - $44,000 EXPENSES: FIXED COSTS - $17,102 (1) VARIABLE COSTS $26,898 (2) TOTAL $44,000 NOTES: #1 - Fixed or operating costs include auto/travel, taxes, office supplies, staffing, and telephone/fax/web. #2 - Variable costs include postage/distribution and production. #3 - This project or the production of 10 editions will run in excess of $60,000. The difference is picked up by advertising revenues and other Chamber programs and projects. JJ LA QUINTA CHAMBER OF COMMERCE CITY -CHAMBER CONTRACT 1999-2000 BUDGET VISITOR'S CENTERS CITY ALLOCATION - EXPENSES: FIXED COSTS - VARIABLE COSTS - TOTAL NOTES: $41,000 $25,127 (t) 15,873(2) $41,000 #1- Fixed or operational costs as noted under Business Retention and Promotion. This allocation is supplemented by other sources of Chamber income (in excess of this amount). The fiscal demands of operating two facilities is growing dramatically while seven day a week operations will be continued November through May. The Chamber will be reviewing the efficiencies and future needs of Center(s) operations this year. Coupled with increased traffic, the Centers are becoming key community locations. #2- Continued development of collateral material is a priority this year. May 27, 1999 Mr. Tom Genovese City Manager, City of La Quinta P.O. Box 1504 La Quinta, CA 92253 Dear Tom: LA QUIhTA FOUNDATION On behalf of La Quinta Arts Foundation (LQAF), I would like to request that the City of La Quinta consider two Contracts for Services (as outlined in a single Application for Contract Services Agreement) specific to marketing for the 1999/2000 fiscal year. Please be assured that ALL media for these events will PROMINENTLY acknowledge the City of La Quinta as a Premier Sponsor. The Foundation is requesting a total of $75,000 in marketing funds to promote the City as a Premier Sponsor of the following events: A. $55,000 - La Quinta Arts Festival scheduled in March 2000 B. $20,000 — Impressionaire Plein Air painting event scheduled in January 2000 It is important to the Arts Foundation that our events continue to have an ever increasing positive impact on the economic development of the City of La Quinta. Our local business surveys of the past three Festivals (enclosed) confirm the significance of marketing our events with regard to the impact on the economics of the City of La Quinta. We have an aggressive strategic marketing plan in place. Our annual marketing budget for all activities is expected to be over $200,000. We are asking the City to assist with $75,000 of that amount as specified above. Our marketing is specific and targeted to assure national exposure. Our national ranking among the top three shows in the nation provides us with a high profile on a national level. The following items are enclosed: 1. Application for Contract Services Agreements Fiscal Year 1999/2000 2. 1999 Art Festival Marketing report for La Quinta Arts Festival (verifying actual total expenditures of $102,111) 3. 1999 Plein Air Festival Marketing report (verifying actual total expenditures of $35,515) 4. Statement of Revenues & Expenses showing 1999/2000 Proposed Budget figures 5. IRS Form 990 for period ending June 30, 1998 6. 1999/200 Contract Services Agreement 7. 2000 Art Festival Marketing report showing proposed costs of $103,076 8. 2000 Plein Air Festival Marketing report showing proposed costs of $48,350 9. Surveys of Businesses Affected by the 1997, 1998 and 1999 La Quinta Arts Festivals 10. LQAF Sponsorship/Grant Procurement Programs 11. LQAF Event Summaries 12. Current LQAF Membership Brochure Thank you for your assistance in processing our request. Sincerely, Susan Francis Executive Director POST OFFICE BOX 777 A LA QUINTA. CA 92253 A 760 564 1244 A FAX 760 564 6884 CITY OF LA QUINTA APPLICATION FOR CONTRACT SERVICES AGREEMENTS FISCAL YEAR 1999/2000 Name of Organization: LA QUINTA ARTS FOUNDATION Amount Requested: $ 7 5, 0 0 0 Contact Person: SUSAN FRANCIS, EXECUTIVE DIRECTOR P.O. BOX 777 Mailing Address:. City. LA QUINTA Phone No.: State: (760) 564-1244 501(c)3 Taxpayer I.D. Number. Date Submitted: MAY 27, 1999 1 CA Zip Code: 92253 1. 2. 1 4 5. 6. 7. APPLICATION What is the overall purpose or goal of your organization? La Quinta Arts Foundation is a charitable non-profit whose mission is to cultivate and promote the arts in the Coachella Valley by developing innovative arts education programs, producing large scale events and form meaningful partnerships and exchanges with other organizations. How long has your organization been in existence: 18 Years Months Describe in general the activities or services of your organization: Produce a week long Plein Air art show in January, a one day Home Tour event in February, a four -day fine Arts Festival in March and series of one day Arts Under the Umbrella shows. Develop and administer eight educational outreach programs: Scholarship, Young at Art, Art Beat, Making Friends with Great Works of Art Docent Outreach Program, Youth Art Works, Adult Enrichment, Children's Hand -On Art Center at Festival and Children's Guided Tours at Festival. Create volunteer opportunities through the Arts League. How many people does your organization currently serve: 30,350 (estimate) Festival=23,000 Home Tour=1,000 Schools=5,000 Membership =1,000 Volunteers = 350 No. Of Youth 5,000 / yr No. of Adults 9,000+ No. of Seniors 15,000 + (not including seniors) How many people do you intend to serve during this Fiscal Year? 35,000+ No. Of Youth 6,000 / yr No. of Adults 12,000+ No. of Seniors 17,000 + (not including seniors) How many people served this Fiscal Year will be La Quinta residents: 18,000 (estimates) No. Of Youth 3,000 / yr No. of Adults 5,000+ No. of Seniors 10,000 + (not including seniors) (Figures based on 1999 Festival Marketing Survey which revealed 57% of attendees wer,- full or part time La Quinta Residents.) How many paid employees/volunteers does your organization employ? No. Of full time employees 8 No. Of part time employees 2 8. Describe how your organization is managed and governed. Board of Directors and Executive Director 2 067 a 10. Please provide information on your Executive Board members or contact person: Name Title Kay Wolff President Larry Cox Vice President Richard DeSantis Treasurer Home Address Phone P.O. Box 1016 564-4070 La Quinta, CA 92253 52505 Avenida Diaz 564-0258 La Quinta, CA 92253 73647 Sun Lane 773-3642 Palm Desert, CA 92260 Olga Giannini Secretary 51555 Madison 347-1710 La Quinta, CA 92253 What is your annual schedule of events, and during what months does your organization operate? LQAF operates 12 months. Our current schedule of events/programs is as follows: Impressionaire Plein Air art show / January 2000; Home Tour / February 2000; Benefits of Membership Events / January, February & March 2000; La Quinta Arts Festival / March 2000; Adult Education Field Trips (3/year); Adult Enrichment Art Classes (John Weidenhamer Drawing Classes) / June; 4 Arts Under the Umbrella Shows / Fall through Spring; Docent Training Sessions / Fall & Spring; Docent Program in Schools / 9 weeks each Fall & Spring; Scholarship Application Process & Awards Reception / February - June 11. Do you charge admission, membership fee, dues, etc.? X Yes No Ida If yes, please describe: LQAF Membership levels range from $25 to $10,000. An admission fee is charged to attend La Quinta Arts Festival: $8 adults; $2 children What are your other sources of revenue for this funding year? Source Amount SEE ATTACHED DRAFT O' STATEMENT OF REVENUES & EXPENSES 1999/2000 t-1 13. 14 Amount of money requested from the city of La Quinta? $ 75,000 Has your organization been funded by the City of La Quinta previously? Yes X If yes, when 1996 97 Amount received $75,000 (contract) Marketing two large scale events 1997 98 $45,000 (grant) Marketing one large scale event 1998 99 $65,000 (contract) Marketing one large scale event & one medium event 15. Need Statement. Clearly identify the program(s) for which funding is requested and plainly state the reason(s) or need for the requested funds and how these funds will be used, if awarded. (Please attach additional sheets as necessary.) All funding will be allocated for media buying expenses which include purchasing ads in newspapers, billboards, radio & television stations and outside event programs including National publications —ALL of which will PROMINENTLY acknowledge the City of La Quinta as a Premier Sponsor: A. $55,000 will be used for marketing the 18th annual La Quinta Arts Festival in March 2000. B. $20,000 will be used to market the Impressionaire plein air week-long painting event in January 2000. 16. Goal Statement. Indicate who will benefit from the use of these funds, and how they will benefit. (Please attach additional sheets as necessary.) All net proceeds from LOAF events are used to fund our eight educational outreach programs (listed in #3), which benefit 4th and 5th grade students, provide scholarship awards funding for local college -bound art students and adults who participate in enrichment programs.. 17. Attach a copy of your Program Operating Budgf ., and a separate detailed, concise list of intended City funded expenditures. 18. Non-profit organizations must attach a copy of the organization's current IRS Form 990. n La %4uinta Arts rounaation 1999 ART FESTIVAL MARKETING ACTUAL MONEY SPENT i FESTIVAL MARKETING PAYROLL $15,000 AIRPORT AD $3,262 BILLBOARDS $450 BOB HOPE CLASSIC PROGRAM AD $12500 GRAPHIC DESIGNS FOR ADS $4,747 MAGAZINE ADS $8,485 METRO THEATER AD $250 MISC. MARKETING ITEMS $12345 NEWSPAPE-R-ADS ---------------------------------------------------------------------------------------------------------------------------------- $3,475 PALM -SPRINGS-LIFE ---------------------------------------------------------------------------------------------------------------------------------- $4,700 PALM -SPRINGS-FILM---FESTIVAL ------------------------------------------------------------------------------------------------------------------------------- $900 PROCESSING -COSTS FOR -ADS ---------------------------------------------------------------------------------------------------------------------------------- $3,039 PROGRAMS ------------------------------------------------------------------------------------------------------------------------------------ $17,823 RACK -CARDS ----------------------------------------------------------------------------------------------------------------------------------- $2,382 RADIO ADS $7,493 TV -ADS $7,835 WEB PAGE ------------------------------------------------------------------------------------------------------------------------------------ $505 LA QUINTA FESTIVAL POSTERS $7,200 ------------------------------------------------------------------------------------------------------------------------------------ LA QUINTA FESTIVAL T-SHIRTS $6,956 ------------------------------------------------------------------------------------------------------------------------------------ LA QUINTA MISC RESALE ITEMS $4,763 ------------------------------------------------------------------------------------------------------------------------------------ TOTAL MARKETING RESALE ITEMS $18,920 Total Marketing 3�q S102,111 La Quints Arts Foundation 1999 PLEIN AIR FESTIVAL MARKETING .... . .. DESCRIPTION AMOUNT PLEI--N -A -MAR-MARKETING-PAYROLL ------------------------------------------------------------------------------------- ----------- AL&Z - -PRODUCTION PRODUCTION ------------------------------------------------------------------------------------------------------------------ GRAP-HIC--DESIGNS FOR ADS --------------------------------------------------------------------------------------------------------------------- MAGAZIN-E-ADS ---------------------------------------------------------------------------------------------------------------------- MISC-. - MARKETING ITEMS ---------------------------------------------------------------------------------------------------------------------- N-EWSPAPER ADS ----------------------------------------------------------------------------------------------------------------------- PH-OTOGRAPHY ----------------------------------------------------------------------------------------------------------------------- PRINTING- &-POSTERS-$7,313 ------------------------------------------------------------------------------------------------------------------------------------------- PROCESS-ING--COSTS FOR ADS $200 ------------------------------------------------------------------------------------------------------------------------------------------- RAD-10 -ADS $1,650 -------------------------------------------------------------------------------------------------------------------------------------------- TV ADS $7,510 --- ---------------------------------- ---------------------------------------------------------------------------------------------------- ---- VO-ICE -OVER $400 -------------------------------------------------------------------------------------------------------------------------------------------- Total Marketing S35,515 0 c 3 O m D X m v o m m r D X D r °'XN0m20 m O m m r = D T M rZ nCl) 0 m cn -q p D z m m= O= i r m v C o= m o n = in cn n rn m C m c c in `" m r m c m m m A m m M m f— N CA N N 4 N Q N T CD M1J Z -4 tp N O W N Of OAf W-4 W W A M W W W V N V V 0 -� W CO CM CO V N W 0) O O W N s � N A N Cn V A o W V V W M Cn W w O W N O w w W V V V W V W N cD M O c) W W A cr O O N �O V Cn � Cn O O O O (D Of 0) Cn A O W � c m O D ;a00 m O m m D m m m y o m z m m r m o m-4 O D m a M > Z D 0 3 m 0 1T1 Kn m n m� p D Z = 0 — 0 � r tmn ccmc?== m m c m C o M �mNmr,m � a m W 0 N O A Cn Cn V O co Cf Of 0) Q1 N P Cn O Cn O N O 0 0 o A v+ CA O O O O O 0 0 0 00 co Cn M C." m W A Cn Of Cn CTt W O � O Cn L" W V Cl Cn w w O O o co C o cn Cn O O O Cn O O O � Cn O O N A t0 0) m V M V V W O + COcG^_ "o 0 -0 (p C co O 00 �^ M �— m<� M co ram' c v J �1� Form 990 1 Return of Organization Exempt From Income lax Under section 501(c) of the Internal Revenue Code (except black lung benefit trust or private foundation) or section 4947(a)(1) nonexempt charitable trust Department of the heasury Internal Revenue Semce Note: The organization may have to use a copy of this return to satisfy state reporting requirements. A For the 1997 calendar year, OR tax year period beginning JLV 1 , 1997, and ending JUNK' 3 0 1997 Open to Public Inspection ,is 98 B Check if: Please C Name of organization D Employer identlrlcaUon number Change of address use IRS m+ LON m S � 'T�A :'OLZv: O 5— 3 9 4 2 9 C 8 Initial retum laoetor pnnt or Number and street (or P.O. box if rail is not delivered to street address) Roomisuite E State regisuabon number ❑ Final return see P.C. BOX 777 1168319 Amended return Soecncc City or town, state or country, and ZIP-4 F Check ► 171if exemption application (required also for Insnuc• eons_ L.A- QU I NT..2, CA 9 2 2 5 3 — is pending State reporting) G Type of organization — No. Z Exempt under section 501(c) (3 1 (insert number) OR ► LJ section 4947(a)(1) nonexempt charitable trust Note: Section 501(c)(3) exempt organizations and 4947(a)(1) nonexempt chantable trusts MUST attach a completed Schedule A (Form 990). H(a) Is this a group return filed for affiliates? ............................... Q Yes Q No I It either box in H is checked "Yes,' enter four -digit group exemption number (GEN) ► (b) If "Yes' enter the number of affiliates for which this return is filed: ...... No. J Accounting method: 7 Cash Accrual (c) is this a separate return filed by an organization covered by a group ruling? ... Yes ZL No ❑ Other (specify) ► K Check here ► Ll if the organization's gross receipts are normally not more than $25,000. The organization need not file a return with the IRS; but if it received a Form 990 Package in the mail, it should file a return without financial data. Some states require a complete return. Note: Farm 990-c` maybe used by orcanaadons with cross receipts less than $100,000 and total assets less than 3250,000 at end of year. Part [ Revenue, Expenses, and Changes in Net Assets or Fund Balances (See Specific Instructions on page 11.) 1 Contributions, gifts, grants, and similar amounts received: a Direct public support ............................... 1a l 10, 480 b Indirect public support .............................. 1b c Government contributions (grants) .................... 1c 45,000 d Total (add lines 1a through 1c) (attach schedule of contributors) (cashS 55, 480 noncashS ) ...................... 1d 55, 480 2 Proeram service revenue including government fees and contracts (from Part VII, line 93) 2 1 535, 065 3 Membership dues and assessments ........................................ 3 141, 8 4 2 4 191 0 61 4 Interest on savings and temporary cash investments ............................ 5 Dividends and interest from securities ....................................... 5 15 109 6a Gross rents ..................................... I 6a b Less: rental expenses .............................. 6b c Net rental income or (loss) (subtract line 6b from line 6a) ........................ 6c 7 7 Other investment income (describe ► ) i 8a Gross amount from sale of assets other (A) Securthes (B) Other than inventory ................... 8a b Less: cost or other basis and sales expenses. 8b c Gain or (loss) (attach schedule)...... 8c d Net gain or (loss) (combine line 8c, columns (A) and (B)) ........................ 8d 9 Special events and activities (attach schedule) a Gross revenue (not including S of contributions reported on line 1a) ..................... 9a b Less: direct expenses other than fundraising expenses ..... 9b c Net income or (loss) from special events (subtract line 9b from line 9a) .............. 9C 10a Gross sales of inventory, less returns and allowances ...... I 10a 1 41 369 b Less: cost of goods sold ........... ................ 110b 1 12, 701 C Gross profit or (loss) from sales of inventory r .tach schedule) (subtract line 10b from line 1 Oa) ....... 10C — 8 , 332 11 11 Other revenue (from Part VII, line 103)...................................... 12 Total revenue (add lines 1d, 2, 3, 4, 5, 6c, 7, 8d, 9c. 10c, and 11) ................. 12 758, 225 13 Program services (from line 44, column (B)).................................. 13 362, 067 h14 Management and general (from line 44, column (C)) ............................ 14 133, 301 15 53, 967 a15 Fundraising (from line 44, column (D))...................................... to 16 Payments to affiliates (attach schedule). ................................... 16 17 549, 335 17 Total expenses (add lines 16 and 44, column (A)) ............................. 18 Excess or (deficit) for the year (subtract line 17 from line 12) ...................... 18 2 0 8 890 y 19 Net assets or fund balances at beginning of year (from line 73, column (A)) .......... 19 661, 729 a 20 Other changes in net assets or fund balances (attach explanation) ................. 20 z 21 Net assets or fund balances at end of vear (combine lines 18, 19, and 20) ........... 21 870 619 For Paperwork Reduction Act Notice, see page 1 of the separate instructions. ISA STF F cDt g7'F 1 Form 990 (1997) Form 990 (1997) <faitt It, Statement of All organisations must complete column (A). CoWmns (8), (C), and (0) are regwred for section 501(c)(3) and (4) organizations Functional Expenses and section 4947(a)(1) nonexempt charitable trusts but optional for others. (See Specific Instructions on page 15) Do not include amounts reported on line 6b. 8b, 9b, 10b, or 16 of Part 1. (A) Total (B) Program services (C) Management and general I (D) Fundraising 22 Grants and allocations (attach schedule) ...... (cash S noncash S ) 23 Specific assistance to individuals (attach schedule) ..... 24 Benefits paid to or for members (attach schedule) ...... 25 Compensation of officers, directors, etc........ 26 Other salaries and wages .................. 27 Pension plan contributions ................. 28 Other employee benefits .................. 29 Payroll taxes ........................... 30 Professional fundraising fees ............... 31 Accounting fees ......................... 32 Legal fees ............................. 33 Supplies ............................... 34 Telephone ............................. 35 Postage and shipping ..................... 36 Occupancy ............................. 37 Equipment rental and maintenance .......... 38 Printing and publications ................. 39 Travel ................................ 40 Conferences, conventions, and meetings ...... 41 Interest ............................... 42 Depreciation, depletion, etc. f attach schedule) .. 43 Other expenses (itemize): a S =A "MEN=' b 22 23 1 26, 5001 26, 500 24 25 I 1 26 196, 256! 173, 398 55, 3991 27, 459 27 28 29 1 30 31 1 32 33 34 35 36 37 1 38 39 1 40 41 42 1 15 , 6311 15, 6311 43a 1 310, 943 2 7 , 10 62,271 26, 508 43 b c 43c d 43d I e 43e 44 Total functional expenses (acd lines 22 through 43) Organizations completing columns (8) - (D), carrythese totals to lines 13 - 15 44 549, 335 362, 067 133, 3 01 53, 967 Reporting of Joint Costs. — Did you report in column (B) (Program services) any joint costs from a combined educational campaign and fundraising solicitation? ............................................ ► ❑ Yes [7i No If 'Yes," enter (i) the aggregate amount of these joint costs S ; (ii) the amount allocated to Program services S (iii) the amount allocated to Management and general $ and (v) the amount allocated to Fundraising S LPartEEE 1 Statement of Program Service Accomplishments (See Specific Instructions on page 18.) What is the organization's primary exempt purpose) ► TO PROMOTE THE FINE ARTS Program Service All organizations must describe their exempt purpose achievements in a clear and concise manner. State the number of clients served, Expenses (Redwred for 501 (c)(3) publications issued, etc. Discuss achievements that are not measurable. (Section 501(c)(3) and (4) organizations and 4947(a)(1) nonexempt and (4) orgs.. and 4947(a)(1) trustbut charitable trusts must also enter the amount of grants and allocations to others.) c000nai for others.) a THE OR =AIZATION SPONSGRS AND OPERATES VAIOliS COIfUNITY RE`ATED E'��NTS, CONDUCTS ART CUSSES PVD PROVIDES (Grants and allocations S Grants and allocations S (Grants and allocations S Grants and allocations S e Other program services (attach schedule) (Grants and allocations S ) 362, 067 f Total of Program Service Expenses (should equal line 44, column (B), Program services) ...... ► 362, 067 57, FED1923F 2 # [ Balance Sheets (See Specific Instructions on page 18.) Note: Where required, attached schedules and amounts within the description column should be for end -of -year amounts only. (A) Beginning of year ' (B) End of ,year 45 Cash — non-interest-beanng................................. 278,753 8, 7 5 3 45 I 19 , o✓ 3 2 4 5 016 46 3 71 , 179 46 Savings and temporary cash investments ....................... 47a Accounts receivable .................. 47a b Less: allowance for doubtful accounts ..... 47b 2,758 47c 48a Pledges receivable ................... 483 b Less: allowance for doubtful accounts ..... 48b 48c 149 49 Grants receivable ......................................... 150 50 Receivables from officers, directors, trustees, and key employees (attach schedule) .......................................... 51a Other notes and loans receivable (attach d N Q schedule) .......................... 51a b Less: allowance for doubtful accounts ..... 51b 52 Inventories for sale or use ................................... 53 Prepaid expenses and deferred charges ........................ 51c 52 53 54 54 Investments — securities (attach schedule) ...................... 55a Investments — land, buildings, and equipment: basis ..................... 55a b Less: accumulated depreciation (attach schedule) .......................... 55b 55c 56 251,048 56 Investments — other (attach schedule) ......................... 57a Land, buildings, and equipment basis..... 57a 366,697 b Less: accumulated depreciation (attach schedule) .......................... 57b 137, 907 137 676 57c 228,790 58 58 Other assets (describe ► ) 59 Total assets (add lines 45 throuah 58) (must equal line 74) ......... 6 64 , 2 0 3 59 870,619 60 Accounts payable and accrued expenses ........................ 2,474 60 61 61 Grants payable ........................................... 62 62 Deferred revenue .......................................... m 1 63 Loans from officers, directors, trustees, and key employees (attach =i schedule) ............................................... 63 64a 64a Tax-exempt bond liabilities (attach schedule) ..................... b Mortgages and other notes payable (attach schedule) .............. 64b 65 Other liabilities (describe ► ) 65 66 Total liabilities (add lines 60 throuah 65) ....................... F-2,474 66 Organizations that follow SFAS 117, check here ► 2C and complete lines y R M co 67 through 69 and lines 73 and 74. 67 Unrestricted .............................................. 68 Temporarily restricted ...................................... 69 Permanently restricted ...................................... 278,523 67 330,613 3 8 3 2 0 6 68 5 4 0 0 0 6 s9 Ui 0 Organizations that do not follow SFAS 117, check here ► ❑ and complete lines 70 through 74. 70 Capital stock, trust principal, or current funds .................... 70 71 2 71 Paid -in or capital surplus, or land, building, and equipment fund H72 G 173 ...... Retained earnings, endowment, accumulated income, or other funds .. Total net assets or fund balances (add lines 67 through 69 OR lines 72 a� Z 70 through 72; column (A) must equal line 19 and column (8) must equal line 21) ......... . .................................. 661,729 „ z 73 870,619 74 Total liabilities and net assets / fund balances add lines 66 and 73) 664,203,74 870, 619 Form 990 is available for public inspection and, for some people, serves as the primary or sole source of information about a particular organization. How the public perceives an organization in such cases may be determined by the information presented on its return. Therefore, please make sure the return is complete and accurate and fully describes, in Part III, the organization's programs and accomplishments. STr=cD1923F 3 1 +p3 - Part IV -A I Reconciliation of Revenue per Audited Part IIV-B Reconciliation of Expenses per Auaitea Financial Statements with Revenue per Financial Statements with Expenses per Return (See Specific Instructions, page 20.) Return a Total revenue, gains, and other support per a Total expenses and losses per audited finanual statements ......... ► a 4 61 , 3 3 audited financial statements .... ► a 2 5 2 4 2 3 b Amounts included on line a but not b Amounts included on line a but not on line 12, Form 990: on line 17, Form 990: (1) Net unrealized gains (1) Donated services on investments . S and use of facilities $ (2) Donated services (2) Prior year adjustments and use of facilities $ reported on line 20, (3) Recoveries of prior Form 990 ....... $ year grants ....... $ (3) Losses reported on (4) Other (specify): line 20, Form 990 . $ (4) Other (specify): S Add amounts on lines (1) through (4)► b $ Add amounts on lines (1) through (4)0o. to c 2 2, 4 2 3 c Line a minus line b ............ ► c 4 61, 313 c Line a minus line b .. , ........ ► d Amounts included on line 12, d Amounts included on line 17, Form 990 but not on line a: Form 990 but not on line a: (1) Investment expenses (1) Investment expenses not included on line not included on line 6b, Form 990 ..... $ 6b, Form 990 .... $ (2) Other (specify): (2) Other (specify): PR-'-'G. EXP. NETTED AGAiNS PRCG. SER. NETTED AGAINS PRCG. REV• $ 296, 912 PRCG• REV. $ 296, 912 Add amounts on lines (1) and (2) . ► d 296, 912 Add amounts on lines (1) and (2) ► d 296, 912 e 7 5 2, 225 e 549, 3 3 5 e Total revenue per line 12, Form 990 (line c plus line d) ............ ► a Total expenses per line 17, Form 990 (line c plus line d) ............ ► Part U List of Officers, Directors, Trustees, and Key Employees (List each one even if not compensated; see Specific Instructions on ❑ace 20.) (A) Name and address (B) Title and average hours per week devoted to position (C) Compensation (If not paid, enter -0-.) (D) Contnbubons to employee benefit plans 3 deterred comoensabon (E) Expense account and other allowances 75 Did any officer, director, trustee, or key employee receive aggregate compensation of more than $100,000 from your organization and all related organizations, of which more than $10,000 was provided by the related organizations? .................... ► ❑ Yes ❑X No If "Yes,' attach schedule — see Specific Instructions on page 20. i r FEE01923F 'PartV1 Other Information (See Specific Instructions on page 21.) Yes No 76 Did the organization engage in any activity not previously reported to the IRS? If "Yes,' attach a detailed description of each activity .. 76 1 X 77 Were any changes made in the organizing or governing documents but not reported to the IRS? ........... 77 I 1 X If "Yes,' attach a conformed copy of the changes. 78a Did the organization have unrelated business gross income of S1,000 or more during the year covered by this return? ........... 78a X b If "Yes,' has it filed a tax return on Form 990-T for this year'? ...................................... `78b 1 N A 79 Was there a liquidation, dissolution, termination, or substantial contraction duhng the year? If "Yes,' attach a statement .......... 79 1 X 80a Is the organization related (other than by association with a statewide or nationwide organization) through common membership, ; governing bodies, trustees, officers, etc., to any other exempt or nonexempt organization? ............................ 80a X b If 'Yes ' enter the name of the or anization ► 9 and check whether it is exempt OR nonexempt _ 81a Enter the amount of political expenditures, direct or indirect, as described in the instructions for line 81 ............................................. 81a b Did the organization file Form 1120-POL for this year? .......................................... 81 b X 82a Did the organization receive donated services or the use of materials, equipment, or facilities at no charge or at substantially less than fair rental value? .................................................... 82a �{ b If "Yes," you may indicate the value of these items here. Do not include this amount as revenue in Part I or as an expense in Part II. (See instructions for reporting in Partlll.)......................................................... 82b N/ A 83a Did the organization comply with the public inspection requirements for retums and exemption applications?. . 83a X b Did the organization comply with the disclosure requirements relating to quid pro quo contributions? ........ 83b X 84a Did the organization solicit any contributions or gifts that were not tax deductible? ...................... 84a N A b If "Yes," did the organization include with every solicitation an express statement that such contributions or gifts were not tax deductible? ..................... 85 501(c)(4), (5), or (6) organizations. — a Were substantially all dues nondeductible by members? ........... 85a N A b Did the organization make only in-house lobbying expenditures of S2,000 or less? ...................... 85b N A If "Yes' was answered to either 85a or 85b, do not complete 85c through 85h below unless the organization received a waiver for proxy tax owed for the prior year. c Dues, assessments, and similar amounts from members .................... 85c N/A d Section 162(e) lobbying and political expenditures ......................... 85d e Aggregate nondeductible amount of section 6033(e)(1)(A) dues notices ......... 85e f Taxable amount of lobbying and political expenditures (line 85d less 85e)........ 85 f g Does the organization elect to pay the section 6033(e) tax on the amount in 85f? ....................... 85g '� A h If section 6033(e)(1)(A) dues notices were sent, does the organization agree to add the amount in 85f to its reasonable estimate of dues allocable to nondeouctibie lobbying and political expenditures for the following tax year? .......................... 85h N A 86 501(c)(7) organizations. — Enter. a Initiation fees and capital contributions included on line 12................................................. 86a N/A b Gross receipts, included on line 12, for public use of club facilities ............. 86b 87 501(c)(12) organizations. — Enter a Gross income from members or shareholders 87a b Gross income frcm other sources. (Do not net amounts due or paid to other sources against amounts due or received from them.) ...................... 87b 88 At any time during the year, did the organization own a 50% or greater interest in a taxable corporation or partnership? If "Yes," complete Part IX ....................................................... 88 X 89a 501(c)(3) organizations. — Enter. Amount of tax imposed during the year under. section 4911 ► section 4912 ► section 4955 ► b 501(c)(3) and ;01(c)(4) organizations. — Did the organization engage in any section 4958 excess benefit - transaction during the year? If "Yes," attach a statement explaining each transaction .................... 89b X c Enter: Amount of tax imposed on the organization managers or disqualified persons during the year under sections 4912, 4955, and 4958......................................................... ► d Enter: Amount of tax in 89c, above, reimbursed by the organization ............................. ► 90a List the states with which a copy of this return is filed ► b Number of employees employed in the pay period that includes March 12, 1997 (See instructions.) ......... 90b 91 The books are in care of► GArL R-GHARDS Telephone no. ► 7 60-564-1 Located at► D"O• BOX 777 Li? QU7NTA, CA. ZIP + 4►92253 92 Section 4947(a)(1) nonexempt charitable trusts filing Form 990 in lieu of Form 1041 — Check here ................. ► and enter the amount of tax-exempt interest received or accrued during the tax year ......... ► 192 I N/A STF FEC1923F 5 artI[ Analysis of Income -Producing Activities (See Specific Instructions on page 25.) Enter gross amounts unless otherwise indicated. 93 Program service revenue: a SPRING Unrelated business income Excluded by section 512. 513, or 514 (E) mptf d or nction Amount exempt tuL, ncnm (A) Business code (B) Amount I (C) Exclusion code 4-2,-- b ARTS 7' Z.Ac- 4 9 5 - c U1MDFILL.'�_ S.ioWS d e f Medicare/Medicaid payments ........... g Fees and contracts from government agencies .... . 94 Membership dues and assessments ...... 95 Interest on savings and temporary cash investments . 96 Dividends and interest from securities ..... 97 Net rental income or (loss) from real estate: a debt -financed property ................. b not debt -financed property .............. 98 Net rental income or (loss) from personal property .. . 99 Other investment income ............... 100 Gain or (loss) from sales of assets other than inventory 101 Net income or (loss) from special events ... 102 Gross profit or (loss) from sales of inventory 103 Other revenue: a b I I I 13 3 8 0 I 1 I I I I I I 141 , 8 4 2 I 19 0 6 , I 1 5 10 9 1 1 993 I —8, 3321 1 c d e I I I 104 Subtotal (add columns (B), (D), and (E)) .. 105 Total (add line 104, columns (8), (D), and (E)) Note: (Line 105 olus line Id, Part 1, should equal the amount —8, 332I I 711 077 ..................................... on line 12, Part 1.) ► 702, 7 4 5 �PartVlll..Relationship of Activities to the Accomplishment of Exempt Purposes (See Specific Instructions on page 26.) Line No. I Explain how each activity for which income is reported in column (E) of Part VII contributed importantly to the accomplishment of the organzation's exempt purposes (other than by providing funds for such purposes). Part IX <>I Information Regarding Taxable Subsidiaries (Complete this Part if the "Yes" box on line 88 is checked.) Name, acdress, and employer identification Percentage of Nature of Total End -of -year number of corporation or partnership ownership interest business activities income assets 1 % % % Please Uncer penalties of penury, I deciare that I have examined this return, including accompanying schedules and statements, and to the pest of my knowledge and beiief, it is true, correct, and complete. Declaration of preparer (other than officer) is based on all information of which preparer has any knowledge. (See Sign General Instruction U, on page 10.) Here , Signature of officer Date Type or print name and title. Paid Preparer's / Date Ii2 Check if 1 self - Preparer's SSN Preparers signature' '�/�' / 12 / 9 8 employed ►❑ 0 5 9- 3 6- 65 3 4 Use Only Firm's name (or , ROBRT TESTA AN ACCOUNTANCY CORD eIN ► 95— 3 68 54 3 8 yours if self-employed) and address 45-701 MON-ROE STE. D INDIO C.A. ZIP-4 ► 92201 5 r FED1923F 6 j 6) o 1999/2000 CONTRACT SERVICES AGREEMENT THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made and entered into by and among the CITY OF LA QUINTA (the "City") a California municipal corporation, and the LA QUINTA ARTS FOUNDATION (the "Contractor"). WHEREAS, the City Council of the City finds that the Contractor provides an essential service to stimulate economic vitality and promote the general growth and revitalization of the City by its performance under this Agreement. The parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services: In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services related to the promotion and implementation of: (A) Four -day fine arts festival in March 2000 and (B) A week-long Impressionaire plein air arts show in January 2000. as specified in the "Scope of Services and Schedule of Performance" attached hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work"). Contractor warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards consistent with past festivals undertaken by Contractor. 1.2 Contractor's Proposal: The Scope of Services and Schedule of Performance shall include the Contractor's proposal or bid, if any, which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern. 1.3 Compliance with Law: All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the City of La Quinta and any Federal, State or local governmental agency of competent jurisdiction. 1.4 Licenses. Permits. Fees and Assessments: Contractor shall obtain at its sole cost and expense such licenses, permits and approves as may be required by law for the obligation to pay for any fees, assessments --ad taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the services required by this Agreement. 6 J 1 1.5 Familiarity with Work: By executing this Agreement, Contractor warrants that (a) they have thoroughly investigated and considered the work to be performed: (b) they have investigated the site of the work and fully acquainted itself with the conditions there existing; (c) they have carefully considered how the work should be performed and (d) they fully understand the facilities, difficulties and restrictions attending performance of the work under this Agreement. 2.0 COMPENSATION 2.1 Contract Sum: For the services rendered pursuant to this Agreement, the Contractor shall be compensated in accordance with the following schedule, but not exceeding the maximum contract amount of Seventy-five thousand ($75,000), the Contract Sum. Payments shall be made upon receipt of invoice in accordance with the following schedule: September 1, 1998 $37,500 February 1, 1999 $37,500 3.0 PERFORMANCE SCHEDULE 3.1 Time of Essence: Time is of the essence in the performance of this Agreement 3.2 Schedule of Performance: All services rendered pursuant to this Agreement shall be performed diligently and within the time period established n the Scope of Services and Schedule of Performance (Exhibit "A"). Extensions to the time period specified in the Scope of Services and Schedule of Performance may be approved in writing by the Contract Officer. 3.3 Force Maieure: The time period specified in the Scope of Services and Schedule of Performance (Exhibit "A) for the performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City and unusually severe weather, if the Contractor shall within ten (10) days of the commencement of such delay notify the Contracting Officer in writing of the causes of the delay. The Contracting Officer shall ascertain the facts and extend of delay and extend the time for performing the services for the period of the forced , zlay when and if in his judgment such delay is justified and the Contracting Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4 Term: Unless earlier terminated in accordance with Section 7.8 of this Agreement, this Agreement shall continue in full force and effect until completion of the services. 2 0 11 0 4.0 COORDINATION OF WORK 4.1 Representative of Contractor: The following principals of Contractor are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: a. Susan Francis, Executive Director b. Kay Wolff, President c. Theresa Maggio, Festival Director It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. The foregoing principals may not be changed by Contractor and no other personnel may be assigned to perform the service required hereunder without the express written approval of City. 4.2 Contract Officer: The Contract Officer shall be Tom Genovese or such other person as may be designated by the City Manager of City. It shall be the Contractor's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignment: The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for the city to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder, other than in the ordinary course of its business and as required to discharge Contractor's obligations under this Agreement, without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 4.4 Independent Contractor: Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees perform the services required herein, except as otherwise set forth. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 3 1 4.5 City Cooperation: The City shall provide Contractor with any plans, publications, reports, statistics, records or other data or information pertinent to services to be performed hereunder which are reasonably available to the City. The City shall additionally provide Contractor staff assistance and shall take prompt and appropriate action when it will assist in ensuring a timely performance by Contractor hereunder. 5.0 INSURANCE, INDEMNIFICATION AND BONDS 5.1 Insurance: The Contractor shall procure and maintain, at its cost, and submit according to the usual time frame required for insurance under a minor outdoor event permit, public liability and property damage insurance against all claims for injuries against persons or damages to property resulting from Contractor's acts or omissions rising out of or related to Contractor's performance under this Agreement. Said insurance shall be of the same as is required by the City pursuant to obtaining the minor outdoor event permit for each of the festival events. Contractor shall also carry Workers' Compensation Insurance in accordance with State Workers' Compensation laws. Such insurance shall be kept in effect during the term of this Agreement and shall not be cancelable without thirty (30) days written notice of proposed cancellation to City. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Contractor's performance hereunder and neither the City nor its insurers shall be required to contribute to any such loss. A certificate evidencing the foregoing and naming the City and its officers and employees as additional insureds shall be delivered to and approved by the City prior to the minor outdoor event permits. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contractor's obligation to indemnify the City, its contractors or employees. 5.2 Indemnification: The contractor shall defend, indemnify and hold harmless the City, its officers, employees, representatives and agents from and against any and all actions, suits, proceedings, claims, demands, losses, costs and expenses, including legal costs and attorneys fees, for injury to or death of person(s) for damage to property (including property owned by the City) and for errors and omissions committed by Contractor, its officers, employees and agents, arising directly or indirectly out of or related to Contractor's performance under this Agreement, except to the extend of such loss as may be caused by City's own negligence or that of its officers or employees. 5.3 Performance Bond: (Not applicable to this Agreement.) 5.4 Payment Bond: (Not applicable to this Agreement.) M 5.5 Remedies: In addition to any other remedies the City may have if contractor fails to provide or maintain any insurance policies or policy endorsements to the extend and within the time herein required, the City may, at its sole option: 1. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. 2. Order the Contractor to stop work under this Agreement and/or withhold any payment(s) which become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof. 3. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to any other remedies the City may have and are not the exclusive remedies for contractor's failure to maintain or secure appropriate policies or endorsements. Nothing herein contained shall be construed as limiting in any way the extend to which Contractor may be held responsible for payments of damages to persons or property resulting from Contractor's or its subcontractors' performance of work under this Agreement. 6.0 RECORDS AND REPORTS 6.1 Reports: Contractor shall provide a program report if requested by the Agency at any time during the period of September 1, 1999 to February 15, 2000. A final report, including an accounting of expenditures, shall be provided on or about June 15, 2000. 6.2 Records: Contractor shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the cost and the performance of such services. Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principles. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit and make records and transcripts from such records. 7.0 ENFORCEMENT OF AGREEMENT 7.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior court of the county of Riverside, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such action. 5' j 7.2 Disputes: In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, provided that if the default is an immediate danger to the health, safety and general welfare, the city may take such immediate action as the city deems warranted. Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to Section 7.8. 7.3 Retention of Funds: City may withhold from any monies payable to Contractor sufficient funds to compensate City for any losses, costs, liabilities or damages it reasonably believes were suffered by City due to the default of contractor in the performance of the services required by this Agreement. By this provision Contractor does not waive any rights it otherwise might have to pursue recovery of such funds so withheld as provided in Section 7.6. 7.4 Waiver: No delay or omission in the exercise of any right or remedy of a non - defaulting party on any default shall impair such right or remedy or be construed as a waiver. City's consent or approval of any act by Contractor requiring City's consent or approval shall not be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Contractor. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.5 Rights and Remedies are Cumulative: Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.6 Legal Action: In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct or remedy any default to recover damages for any default, to compel specific performanc of this Agreement, to obtain injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 7.7 Liquidated Damages: (Not applicable to this Agreement) 6 t 7.8 Termination Prior to Expiration of Term: This Section shall govern any termination of this Agreement, except as specifically provided in the following Section 7.9 for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Contractor. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the contract Officer. Contractor shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. Contractor may also terminate this Agreement upon thirty (30) days written notice to City. In the event of termination by Contractor prior to either event, City shall be refunded any unexpended funds advanced to Contractor. 7.9 Attornevs' Fees: If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party. 8.0 CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION 8.1 Non -liability of Citv Officers and Employees: No officer or employee of the City shall be personally liable to the contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor or for breach of any obligation of the terms of this Agreement. 8.2 Conflict of Interest: No officer or employee of the City shall have any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects his personal interest or the interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement. 8.3 Covenant Against Discrimination: Contractor covenants that, by and for itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry in the performance of this Agreement. Contractor shall take affirmative act )n to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 7 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice: Any notice, demand, request, consent, approval, communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section 9.1. To City: CITY OF LA QUINTA Post Office Box 1504 78-495 Calle Tampico La Quinta, California 92253 Attention: Tom Genovese, City Manager To Contractor: LA QUINTA ARTS FOUNDATION Post Office Box 777 78-080 Avenida La Fonda La Quinta, CA 92253 Attention: Susan Francis, Executive Director 9.2 Integrated Agreement: This Agreement contains all of the agreements of the parties and all previous understandings, negotiations and agreements are integrated into and superseded by this Agreement. 9.3 Amendment: This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing signed by both parties. 9.4 Severability: In the event that any one or more of the phrases, sentences, clauses, paragraphs or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not effect any of the remaining phrases, sentences, clauses, paragraphs or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder. 9.5 Authority: The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. 8 :: EXHIBIT "A" SCOPE OF SERVICES AND SCHEDULE OF PERFORMANCE Promote and implement the following: A. A four -day outdoor fine arts festival to be called La Quinta Arts Festival to be held March, 2000 at the Frances Hack Village Park in La Quinta. B. A week long art painting event to be called Impressionaire Plein Air Painting to be held January 2000 at prime locations throughout the Valley, predominantly in La Quinta. Marketing services for all above to include an extensive marketing program wherein the name "City of La Quinta" will be prominently displayed as a Premier Sponsor at all times. Said coverage to include but not be limited to, newspapers, magazines, radio and television advertising, as well as billboards, a fine art poster and a high quality program commemorating the event and the City of La Quinta as a Premier Sponsor. Services will also include site preparation and restoration encompassing fencing, lighting, importation of on -site amenities, security and preparation of parking areas. W IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below: CITY OF LA QUINTA "CITY" a California municipal corporation By: Mayor ATTEST: City Clerk APPROVED AS TO FORM: City Attorney Dated: LA QUINTA A TS F7n�,-e5 N "CONTRACTOR" By: �✓r Dated: 6 an Francis Executive Director 10 ; aQuinta Arts festival 2000 ART FESTIVAL MARKETING MARCH 16 - 17- 18 - 19TH 2O00 PROPOSED MONEY ALLOTMENT ©ESCRIPTIQI+I :..._:::-MOLIIT i MARKETING PAYROLL .......................................................................................................................................................................................:.......................................................... $16,500 BANNERS .............................................................................................................................'---......................................................:.......................................................... $2,500 BOB HOPE CLASSIC PROGRAM AD .......................................................................................................................................................................................:.......................................................... $1,500 DATE FESTIVAL PROGRAM AD .......................................................................................................................................................................................:.......................................................... j $150 FESTIVAL PROGRAMS .......................................................................................................................................................................................:.......................................................... $23,000 GRAPHIC DESIGNS FOR ADS ............................................................................................................................'------............................................................................................................... j $2,500 MAGAZINE ADS .......................................................................................................................................................................................:.......................................................... $15,000 METRO THEATER AD .......................................................................................................................................................................................:......................................................... ! $400 MISC. MARKETING ITEMS ................................................................................................................................................................. i .. $2,500 NEWS PAPER ADS .................................................................................................................................................................................................................................................. $12,000 PALM SPRINGS LIFE .................................................................................................................................................................................................................................................. $4,700 RACK CARDS .................................................................................................................................................................................................................................................. $3,500 RADIO ADS .................................................................................................................................................................................................................................................. $7,500 TENNIS PROGRAM AD ........................................................................................................................................................................................................................................... $1,800 TV ADS .................................................................................................................................................................................................................................................. .. 8 000 WEB PAGE a .......................................................................................................................................................................................:.......................................................... $1,500 .......................................................................................................................................................................................................................................... LA QUINTA FESTIVAL POSTERS .................................................................................................................................................................................................................................................. $7,000 LA QUINTA FESTIVAL T-SHIRTS ................................................................................................................................................................................................................................................ � $7,000 LA QUINTA MISC RESALE ITEMS --------------------------------------------------------------------------------------------.......................................................... S4, 500 ADDITIONAL MARKETING ITEMS $18,500 Total Marketing i S103,M Ld %t111i'1La ~is ruunuaLlUrl 2000 PLEIN AIR FESTIVAL MARKETING PROPOSED MONEY ALLOTMENT -. _ _ :. ::D�SCR-l"t _ .:_...:...:: _�_•:—:-:-.ir�=c...'._... :. fll .. `_. :-:.:-`.:':.:G.:•.�-::•:.�:{-. .•:'.�.'.:::-:'_.v: — y .. ..... _ _ :::=::::=:.AMOUNT _:: ..{r_.':rim:..._,,:'�'�'�'�'''�'�'�'�'�'�'�'i�. PLEIN AIR MARKETING PAYROLL ----------------------------------------------------- GRAPHIC DESIGNS FOR ADS ----------------------------------------------------- --INTERNET --------------------------------------------------------------------------------- MAGAZINE ADS [PALM SPRINGS LIFE & SOUTHWEST ART] --------------------------------- -------------- ------------------------------------ -------------------------------------------------------------------------- -------------------------------------------------------------------------- Total Marketing $9,000 $3,000 $500 �` 4 Survey of Businesses Affected by the March, 1997 La Quinta Arts Festival These businesses reported the following impact: Sandbar up 40%, also catered for Festival activities Schatzi's up 80% Mario's some walk-ins Beachside business very good, combination of Festival & Tennis Cunard's no impact Cliffhouse biggest weekend ever: combination of Festival & Tennis Sesame up 40% El Ranchito up 20% Taqueria up, unable to estimate percentage Soul of Asia up 20% Adobe Grill up 15% Montanas up 7% Anchovie's up 5-10% Ace Hardware some increase in sales Circle K some increase, soft drinks, snacks, etc. Gas station little impact Labor $7,400 grounds people, (all local) Food services $10,150 in wages to local employees, lodging and food, purchases of food from local merchants, etc. Marketing/Printing $44,200 paid out locally Musicians $6,550 to Valley musicians Lighting, fencing, signage, tenting, etc. $41,360 Performer lodging $250 Parking 25 employees from the Valley paid $3,000 in salaries Attendance: 16,843 paid. (Marketing sample of 275 visitors) 46% from out of town, 35% part time desert dwellers. Local participants: About 300 volunteers, Rotary, La Quinta High School Band, various art and photo students and Interact Club students (childcare), 350 4th graders toured on Thursday. Total revenues generated across the Valley for Festival production: $163,000 Total revenues generated at the Festival: $1,118,072 (to date) Total artists' sales (to date) $910,614 with potential sales tax of $9,100 Chamber of Commerce: The Chamber starts getting calls in November and especially after New Years from people all over the country who plan their vacations around the Festival. The Chamber sends information packets to many of these people so they get information about the City and the businesses. Many people walk in and ask for information about the Festival or request rack cards. "If I had a dime for each question about the Festival, I would be rich," states Karen Levish, Chamber representative. KW4/30/97 { A 4,, SURVEY OF BUSINESSES AFFECTED BY THE MARCH 1998 LA QUINTA ARTS FESTIVAL These businesses reported the following impact: Sandbar up 41% for Friday, Saturday and Sunday Schatzi's up 60% Cliffhouse up 10% over last year, "numbers were really good!" Sesame up 45% El Ranchito up 30% Taqueria up 8% Soul of Asia up 20% Adobe Grill up 22% Montanas up 15% Anchovies up about 17%, she also donated pizzas for Festival volunteers Teddy's up 70% "Can you guys do this every month?" Ace Hardware up 10% walk in (LQAF does a lot of business with Ace in preparation of Festival Gas Station Lot's of cars, but more people buying softdrinks than gas Liquor store up on beer and softdrinks, thought it was mainly artists Labor $8,266 paid to grounds people, (all local) Marketing/printing $55,556.00 Musicians Local, $8,200 Rentals, electric... $76,061 (lighting, bathrooms, fencing...) Performer Lodging $655.00 Attendance: 22,000...244 people surveyed, 43% from out of town, 39% year round locals, 18% with secondary residences here. Local participants: 350 volunteers, la Quinta Rotary, La Quinta High School Band, 225 4th grade students Total revenues: $506,908 Total artist sales: $1,238,917 SURVEY OF BUSINESSES IMPACTED BY 1999 LA QUINTA ARTS FESTIVAL These businesses reported the following impact: Cliffhouse Up 5-6% over last year, this time El Ranchito Up 23% Taqueria Up 40% "It was really good" Soul of China Up 10% Adobe Grill Up 25% Montanas Up 15% Morgans Up 25% T-bo's Up 25% La Quinta Grill We had been booked two weeks out Beer Hunter Up 20% Pizza Hut Up 35-40% over the year before Anchovies Up 20% Teddy's Up 75% Ace Hardware Up 30% March is always good for us because the Foundation makes a lot of purchases, a lot more artists and attendees purchased this year, it was a great year for the Festival and for us La Quinta Liquor Store Up 10% Beachside Cafe Up 20% over Festival last year Local Labor $19,800 Performer Lodging $1,150 Local Performers $9,500 Local Vendors/Suppliers $31,549.93 Attendance: 22.752...495 people surveyed 223 were locals, the remainder from out of town. Of the locals, 152 live here permanently, 71 have secondary residences here. Hotels people listed staying at were La Quinta Resort, Marriott's Desert Springs and Villas. Ritz Carlton, Ramada Inn, Hilton, Travel Lodge, Plaza Spa Presidential Inn, Desert Princess, Desert Shadow, Desert Falls, Emerald Resort and the Hyatt. Local participants: 350 volunteers. 250 students toured grounds, 600 kids in children's interactive art center, La Quinta Rotary, La Quinta High School Attendees were from: Los Angeles. Highland, San Diego. Orange County. Laguna Beach, Dana Point, Arizona. Washington, Baltimore, Seattle, Ohio, Illinois, Colorado, Texas, Oregon. Stockton. U1 .ah. Vancouver, New York, Boston, Santa Rosa, Wyoming, San Diego, Savannah, Australia. Canada, France. Total revenues not including art sales: $490,185.00 Total artist sales: $1,500,000.00 LA QUINTA ARTS FOUNDATION SPONSORSHIP/ GRANT PROCUREMENT PROGRAMS La Quinta Arts Foundation is currently in the process of developing a full scale program geared toward procurement of sponsorships and grants. We have a full time Marketing/Development Director on staff who is actively soliciting new sponsorships for our festivals and events, as well as nurturing our relationships with sponsors. One of our sponsors for the 1999 La Quinta Arts Festival was CL Enterprises / Geyser Peak Winery, who was very impressed with our operations and have formally requested to be considered as a sponsor for the 2000 Festival. La Quinta Arts Festival 2000 proposed sponsorship levels are as follows: Premier Sponsor: City of La Quinta $55,000 Entertainment Sponsor $20,000 Stage Sponsor $10,000 Wine Garden Sponsor $10,000 Artist Party Sponsor $ 8,000 Beer Garden Sponsor $ 5,000 Friends Garden Sponsor $ 4,000 Children's Art Activity Sponsor $ 3,000 Hospitality Tent Sponsor $ 2,000 Proposed sponsorship categories offer sponsor's name in print advertising materials, electronic advertising, and on -site signage, relative to their level of sponsorship. Staff members are currently scheduling and participating in grant research and proposal writing workshops; a grant coordinator on staff will be designated to oversee this program. Past grants to the Foundation have been awc~ Jed by the Auen-Berger Foundation, Target Stores, National Endowment for the Arts, V!va Foundation and Luella Morey Murphy Foundation. A shortage of personnel during the last couple of years have prohibited the Foundation from escalating our grant seeking efforts, but this is a top priority for us in 1999/2000. - LA QUINTA ARTS FOUNDATION EVENT SUMMARIES (A) LA QUINTA ARTS FESTIVAL La Quinta Arts Foundation's premier event! This nationally acclaimed four -day outdoor fine arts show features the work over 250 juried artists set against the majestic La Quinta mountains. La Quinta Arts Festival was named the third best fine arts festival in the nation by Sunshine Artists Magazine in 1998. La Quinta Arts Festival is ideal for viewing and enjoying the finest offerings of some of the world's preeminent artists. The 2000 La Quinta Arts Festival will celebrate its 18th anniversary March 2000 and will include the following: • Artist booths convening painting, sculpture, ceramics, jewelry, photography and other design categories • Live entertainment will be provided all four days, highlighted by Mery Griffin, our Lifetime Honorary Festival Chairman, performing with special guest stars. • Children's Art Area will feature interactive art projects to be enjoyed by children and their parents • Wine & Beer Gardens • Food and beverage concession areas offering a wide variety of menu items (B) IMPRESSIONAIRE PLEIN AIR PAINTING FESTIVAL Plein Air Painting is a form of art (French for open air), a term applied to the practice of painting out -doors so that nature is confronted directly with the intent to capture the moment, a feeling —the air. Most Plein Air painters complete their work on -site in one setting. Acrylics, oils and water colors are the media most often used. LQAF's inaugural plein air event was held January 25-31, 1999 and was very successful. The second annual Impressionaire event is scheduled January 2000 and will include the following activities: • The event will begin with a reception for the invited artists (30-40); a special kick- off event will be associated with the reception. • During the next few days, each artist will paint works on various sites in the area. Artists will use access permits to be able to paint scenes viewed from within some of the gated communities. • During the same week some of the artists will be guest speakers c. instructors at special educational programs hosted by the Arts Foundation for La Quinta area adults and students. • Special evening exhibitions celebrating the achievements of the invited artists during the past day will be held and an awards ceremony for the artists with our invited guests is planned. • Invited guests -of each event will browse the exhibition and may make acquisitions of the artwork just completed. • Culminating the week, the art remaining unsold will be available for public viewing and sale in our Arts Under the Umbrellas format. 1 y .� f - vvr,l I 1 t(v �-UHHESPONDENCE ITEM: 0r' T RESORT & CLUB April 15, 1999 Mr. John Pena Mayor City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Dear Mr. Pena, RE '"D S6 APR 26 an 11 56 CI T Y ^L^K Just a short letter to sollicit your assistance. You are most likely familiar with La Quinta Resort and Club's annual Mariachi Festival, which will be held the upcoming Labor Day Weekend for the 9`e time. The event benefits various charity organizations throughout the Coachella Valley, and we think this to be an event that has the possibility to grow. We envision a citywide event, which would be celebrated by all businesses, schools, etc. throughout La Quinta for several days. Over the past several years we have groan the event tremendously, through the help of sponsors, and the addition of a second day. Currently we feel that this event can only grow further by involvement of the City of La Quinta. What would you suggest we do? What level of involvement would the City be interested in, and would we be able to make this a sizable Southern California event? Your feedback will be greatly appreciated. You may call me at 564-5753. Sincerely, Robert R. Cohn Director of Food and Beverage v lJ 49-499 Gisenho-er Drioe, Post Of7icc [dos 69. La Quinta, California 92253, Id.. 619.564.411 I, /,,., 619.564.765ti a .ro.c -fir uzua.ecyazww Rev. Donald Williamson Chairman Jim Larson Vice Chair Beverly Sfingi Secretary Lester Peterson Treasurer Maureen Basham, Lt. Col., USMC Caroline Berkey Richard Bruner Carmen Hamey Ambie Henderson Patty Newman Hang Orme, M.D. Wally Turner Dr. Emily Williams 15z-0#&ZP 71 ewde a J. Daniel Connor, CEO Blood Systems, Inc. Mac Lindsey, Pres/CEO,CBBC Mike Rembis SMrorltaa bound UeW40w Jackie Autry Peter ButAdas AI Conti Jim O'Brien Lowell Vandervort 91Cc44t DER Mildred Ramos, M.D. VVRITTEN CORRESPONDENCE ITEM: &Mmagio 27&oJ 9!444 &K�QJL -VCIVIED April 12. 1999 Mayor Pena & Council Members City of La Quinta c/o Dodie Horvitz Box 1504 La Quinta, CA 92253 Dear Mavor & Council Members: ..,j P?R 16 Pi 1% og C1T" � r� 1.U111 i-r1 The Community Blood Bank is a local, 27-year old, non-profit organization dedicated to providing blood products and services to all the healthcare facilities and transfusion services throughout the greater Coachella Valley. We are the only provider of these blood products and services for the people of La Quinta. Our mission is to provide a reliable, safe and consistent supply of volunteer blood components to the patients of our communities at the most reasonable fees possible. Our principal revenues are derived from reimbursement from area hospitals, Cancer Centers and home healthcare agencies for the blood and blood products we provide. However, our revenues do not cover additional costs of our bloodmobile coach so necessary to keep up with the ever-growing need for volunteer blood donors. We were able to pay for the coach ($125,000) with donations from individuals, businesses and valley cities. The Development & Funding Committee of the Board is working hard to maintain our state-of-the-art bloodmobile coach (at an annual cost of $25,000 to $30,000) with donations from the communities we serve.. We respectfully request the financial assistance of your city in the annual costs of the coach, which travels throughout the valley to reach potential blood donors in order to have the much needed supply of blood. A $5,000 donation from the City of La Quinta wold be greatly appreciated and acknowledged with a 3'x5' donor sign on the side of the coach for one month or more (see photo attached). Thousands of people would see the sign as the coach travels throughout the Coachella Valley. If the Council would like more information abut this program or about the Blood Bank, we would be happy to attend one of your meetings in person. R ctfully submitted: Patty Newman Board of Directors Development & Funding Committee PN:elc 390M aW '34� 2)�uw. Ram . e4 9WM Pam: 760-773-4790 9ax: 760-773-499' 7W Sae: www.cbbc-blood.org THE LIVIN,� rF, S E-R T 47-900 PORTOLA AVENUE `" PALM DESERT, CA 92260 April 14, 1999 1 (760) 346-5694 FAX (760) 568-9685 City of La Quinta ALtn Saundra Juhola BOARD OF TRUSTEES Dennis Godecke• PO Box 1504 President R.Laurence Spice,, La Quinta, CA 922-53-1504 Vice President Planning Leonard C. Hoett` Dear Ms. Juhola, Vice President Development , Mrs. William G. Mitsch,Jr.• Ice President The 30" Anniversary of The Living Desert is almost upon us, bringing not only a new Special Events E. Eugene Yeager' century, but a new vision of environmental and conservation issues --- including those in Vice President Finance 1 our own desert community. W. Curt Ealy Legal Counsel Mrs. Lawrence A. Cone with this vision in mind, we recognized the need to enhance our Business and Corporatc Secretary Mrs. Dorothy L. Weber. Membership Program by offering a more diverse and tailored program. I hope vou'll takt a Treasurer Karen Sausman - moment to look through the enclosed materials, which describes not only our new Executive Director Assistant Secretary ' membership program, but also many of our new projects and programs. Our newest addition to the preserve, Village WaTuTu, opened to the public April 2. In Mrs. Carlton Beal Harold Broderick I many ways, it is the cumulation of an incredibly exciting year for all of us at The Livin`; Charles L. Callander Desert. Wayne Connor Buford Crites John L. Farley, Jr.* Mrs. Barbara Filiatreaux We saw the expansion of our marketing and public relations department, record brcaktns be t Flint l k numbers in general admissions and memberships, ground breaking for our new Veterinary Jam° Scott Haug Clinic & Research Center, unparalleled endangered species births, expansion of visitor Mrs. H. Earl Hoover Mrs. Roy Hudson services, breakthrough work in our Species Survival Program, record attendance for our Mrs. Sis Jackson community outreach events, explosive group sales, major breakthroughs in out botanical Mrs. Mary Jane Jenkins* Mrs. Ruth Kramer Cultivation's ---- and our 3 millionth visitor., Mrs. Jackie MacKay Mrs. Susan McCormick Mrs. Marjorie S. Merwin In addition - beginning this summer, The Living Desert is open year round. Mrs. Tisha Shaski Sherman A. Smith' Mrs. George B. Storer If we want to pass on a healthy environment to future generations, then we need to embrac r William Tennity Mrs. Frederick G. Wacker, Jr. the idea that our actions matter, that the decisions we make — large and small t c t rin „LL. Doug Walker Lowell Weeks throughout the "wet- of life" and endure through time. Mrs. Peggy Foulke Wortz What can you do? We encourage you to renew your Business or Corporate Membership, HONORARY BOARD but first — we ask you to come take a walk, or ride through The Living Desert' Whin va President Gerald R. Ford Mrs. Betty Ford the last time you took a walk around? We have grown! Mrs. Ruth Applegarth Mrs. Helen Dengler Bob Hope In these busy times, we understand that "a day at the park" is a luxury. A fantastic wav Lo Mrs. Dolores Hope John outcault spend a day with our friends, family or colleagues, is to visit The Living Desert. Not only p Y Y g g , Stanley A. Rosin will you have lots of fun, but you'll also learn a lot about the desert's diverse wildlife and Donald A. Stevning Lloyd P. Tevts, Jr. I natural habitats -- and how thev effect the world around us. I ' Executive Committee How to do it? I will be more than happy to schedule a guided tour to suit your schedule. When planning you visit, points to keep in mind are: - Plan the timing of your visit, early morning and evening are the best viewing times for animals (feeding time!). - Make sure you wear comfortable shoes and clothing, because your will be most enjoyable if you are comfortably dressed - A guided tour takes about an hour by tram, if you plan on exploring on vc� iT tour, plan around 2-3 hours. - If you have infants or toddlers — please let me know. I can arrange a strolicr it's often helpful to read a book or two with them before coming. Our Lducat;,ln Department provides guided tours for over 25,000 local school children a year — I'll be more than happy to send you age -specific literature before your visit - If you have special handicapped needs please let me know. Our trails and walkways arc geared to all levels of accessibility - Don't forget your camera. You will be amazed at what you see' With the broad expanse of the Santa Rosa Mountains as a backdrop, The Living Desert is not only one of the top Zoological & Botanical Gardens in the country, it is amongst the most beautiful. Nestled on I200 acres at the foot of the Santa Rosa Mountains, our preserve brings you eve to eve with the magnificence of the mountain lion, the solitude of the saguaro and the mystery of our deserts. The Living Desert enjoys an exceptional reputation for our interpretive exhibits, community events, animal care, educational programs and wildlife conservation. Our Business and Corporate Members receive unprecedented recognition with one of the tor, au r : ; i,,ns i!,. the Coachella Valley, creating partnerships with an internationally recognized organiza"1011. Comeback and see us! Kimberly Durki Corporate Development/Grants v.1 C3usiness � Corporate Membership Programs AS THE LIVING DESERT APPROACHES A NEW CENTURI, we do so with a^renewed sense of what we are and what we can do to enhance people's relationship with our desert ecosystems. Since The Living Desert opened to the public in 1970, more'than 3 'million visitors have come to marvel at the abundant diversity of wildlife and botanical gardens in this unique setting, In 1970, when the park began operation, we had no animals and only one small garden. Today there are over400 animals representing 13o.species, 36 exhibitiongardens and extensive hiking trails. Where there as once one small building, there now stands an t,800 acre educational and conservation oasis. The Living Desert has evolved and grown into an internationally recognized organization that stands as an integral and spirited part of the community. An investment in The Living Desert is an investment in our desert communities. A premiere attraction in the Coachella Valley, the park drew nearly 250,000 visitors last year and has seen record breaking attendance in 1999. As well as playing a major role ��� autiu�z�a a�tiie in the Valley's economy, The Living Desert has become a tradition with residents and earth awe wa aux. 4 tourists alike who attend our Community Outreach Events as well as supporting our Wdli as cue/4a4e. many membership and educational programs. Nearly 2S,000 school children visited our /�� �uxrle l en ran to facility last year, and nearly z,000 injured animals were brought in by community an lxelistairta�cue �rruaCae- members. 41WIM & de Yew - The same vision of The Living Desert's unlimited potential that was seen first through e carzl cocci cONW 04 the eyes of its founders, is shared today by those who believe in the future of our desert clis ar Jiamelez0a", accacarW. environment. The beauty of the park and the many achievements that have been cel- ebrated here, have been made possible because farsighted individuals and corporations have made a commitment to our environmental education and conservation programs. We cannot achieve our goals or make our programs accessible to everyone without the commitment of the entire community,,:, fi iJ) TFii Livr,(; I)i,ii<1-P\i.\i Ili,ru\-, WI11, e n e f i t s of Business or Corporate Membership Business name & logo prominently displayed at The Living Desert Recognition as a concerned community mrmber, actively involved in desert education and conservation.: Recognition in The Living Desert Annual Report Sot (c)(3) tax deduction benefits Business or Corporate Membership card Complimentary guest passes Subscription to Foxpaws, the semimonthly newsletter of The Living Desert t o% discount in the Tortoise Shelf Giftshop and Palo Verde Garden Center i2 Priority notification and discounts on programs and special events Invitations to "Members Only" events Invitation to participate in the annual Howl-0-1tien event Invitation to the our annual Corporate Party Recognition in Foxpaws, ou'l- Membership newsletter it Free or reduced admission to participating zoos, aquariums and gardens in the United States. Travel and volunteer opportunities. usiness Membership Program XZ150 - Annual recognition: Corporate tile display; (t color 6" x 6") - t o guest passes to The Living Desert ✓Ju�riz V7�iveatox IWO - Annual recognition: Corporate tile display; (z color 6" x t 2") - tS guest passes to The Living Desert cau�ress axefc� e X,/,000 -Ann ua I recognition: Corporate tile display; (full color t 2" x t 2") - zS guest passes to The Living Desert - Half-price guest passes for your company employees - Use of Living Desert venues & facilities for corporate Junctions/Parties at a discounted rate Illustrations by: Karrn MrNulry THr Lip ixc DtaFRT-PAE',t D1.SFKT/i\ILIA\ WELLS orporate Membership Program CREATING PARTNERSHIPS BETWEEN THE CORPORATE AND LOCAL COMMUNITY is a philosophy The Living Desert strongly sup- ports. As a result, The Living Desert is able to offer corporate outreach opportunities unparalleled in the Coachella Valley. With this partnership philosophy in mind, recognition packages for Corporate Memberships will be individually tailored. Members will have the unique opportunity to choose a variety of benefits tailored to the mutual goals of the corporation and The Living Desert. In addition to other benefits, each Corporate Member will receive recognition on our Corporate Benefactors structure. dx�io�w�e Cp�Uxeree{ei� ' ,2,500 - Customized recognition package - Annual recognition: Corporate Benefactors structure - So guest passes to The Living Desert - Half-price guest passes for your company employees - Use of Living Desert venues & facilities for corporate functions/parties at a discounted rate - Wildlife Wonders show for your corporation at a discounted rate `�ol-lwxt to GSd"ale X5, 000 - Customized recognition package - Annual recognition: Corporate Benefactors structure - Two Annual Corporate Membership cards - Two tickets to the Annual Gala - VIP Behind -the -Scenes tour for your group Annual recognition award for your corporate offices - So guest passes to The Living Desert - Half-price guest passes for your company employees - Use of Living Desert venues & facilities for corporate functions/parties at a discounted rate - Wildlife Wonders show for your corporation at a discounted rate aXfao�xaeeea�n '`/0, 000 - Customized recognition package - Annual recognition: C porate Benefactors structure - Special "photo -op" wub Living Desert animals - Special recognition award for your corporate offices - Four tickets to the Annual Gala - Annual complimentary use of venues and facilities for a Corporate event/party - VIP Behind -the -Scenes tour for your group - Two Annual Corporate Membership cards - So guest passes to The Living Desert - Half-price guest passes for your company employees - Use of Living Desert venues & facilities for corporate functions/parties at a discounted rate - Wildlife Wonders show for your corporation at a discounted rate followk (;)5r"W91Wjl0 X,25, 000 and a" - Customized recognition package - Annual recognition: Corporate Benefactors structure - Recognition: Commissioned award/ artwork with commemorative signage - Corporate table for eight at the Annual Gala - Special "photo -op" with Living Desert animals - Annual complimentary use of venues and facilities for a Corporate event/party - VIP Behind -the -Scenes tour for yourgroup - Two Annual Corporate Membership cards - So guest passes to The Living Desert - Half-price guest passes for your corporate employees - Use of Living Desert venues & facilities for corporate functions/parties at a discounted rate - Annual complimentary Wildlife Wonders show for your group TH1 [_fnL�'G [)i:,eRT-f he Corporate Community Outreach Club BE PART OF THE MOST POPULAR, A.%T) iiTLL AT7ENDED EITNTS IN THE VALLEi! Become a member of our Corporate Community Outreach Club. Your business or corporate logo will be seen by nearly 70,000 �i•ii. NI��1. ��•'; ;%',5ti, people who attend our community events each year. In addition you'll receive annual recognition on grounds at The Living Desert - seen by over 250,000 visitors each year! pry JUST PICK OUT THE EVENTS YOU'D LIKE TO PARTICIPATE IN, AND BECOME A MEMBER TODAY! „�rgr�ra nnuai Events Houl-O-Ilcni; Attendance: 18,000. Tim frame: last week in October 1,h1eiLights; Attendance: zS,000. Timeframe: Thanksgiving thru New Mars The Fennec Fox's Fabulous FunFest; Attendance: t-j,000. Timeframe: three February weekends (Presidents Day Holidays) Lo Stravayan.:�i; Attendance: 3,000. Timeframe: Easter Saturday Alother .\ature's Lartl: jam - a Celebration of Earth Day; Free admission to all! Attendance: 6,000. Timeframe: Saturday closest to Earth Day (April 22) 'i The Piiplish's Pool li7rtl'; Attendance: 3,000. Timeframe: mid June weekend Acnefits include:-,- "." Spinal rerognition at the event site Recognition on print publicity & mar- keting material4'." Recognition in electronic media ('--press release'': Sot (c)(3) , tax deduction benefits Ammal recognition on our Corporate Club Kiosk hill color ceramic tile t z 1.2 171' tours of the events " Guest passes"'' Recognition on event programs Recognition in Foxpaws; newsletter of The Livnig Ucsert i e , r, circ. Recognition in The Living Desert Annual Re- port Invitations to the annual Corporate Dirty Wildlife Wonders show for your group at a discounted rate. Fox AfORL t:%FuR.uATiv.% regarding our event sponsorship program, or any other Business tic Corporate Membership questions, please contact: Kimberly Durkin, _ Corporate Development, The Living Desert. 47-900 Portola Avenue, Palm Desert, CA 9226o phone: 760.346,5694fax: 76o.568.9685. 1 TiAi Livi,\,I nI',I zT-P%IA1 [71 WFi.Ls BUSINESS & CORPORATE MEMBERSHIP REPLY FORM MEMBERSHIP APPLICATION THE LIVING DESERT 47-900 PORTOLA AVENUE, PALM DESERT, CA 92260-6156 City of La Quinta Ann Saundra Juhola PO Box 1504 La Quinta, CA 92253-1504 TODAY'S DATE: April 15, 1999 MEMBER SINCE: 02/28/1991 MEMBER EKPIRATION: 11/30/1997 TYPE OF MEMBERSHIP BUSINESS SHAREHOLDER BENEFITS OF ANNUAL BUSINESS & CORPO- RATE MEMBERSHIP INCLUDE: Busuiess naine o �n,nunenth, ,iuplaVrd at T{r Lnu1; hesert -2 Recognition as a con- cerned community member, actively involved in desert education and Conservation. -i Rcro,iwion Ill TLC hi,ino 1)CsCrt .animal /;!port 50I (c)(3) tax deduction benefits -i Business oi- Corporati ,%lemher- srlp Cana -: Complimentary guest passes -2 Subscription to fc_Apaws, trC .ie1NIln0llll; h,' nCwslitier of Th, Livino UC.iert - t o% discount in the Tortoise Shelf Giftshop and Palo lirde Garden Center : Priont- n;nhCatloll 711,i discounts on pro;rams 711,1 special cvcnts Invita- tions to "Members Only" events -: Irri'uah0n to parnClpaiC III trC nn11,71 Hoek /-0-11ecn cvrn: Invitation to the our annual "Corpo- rate Party" -i %el J0t11t1011 ill f0Apa�4s, 0I11";%iC1116C1"skip IiCAtsli ili l'-i Free or reduced admission to participating zoos, aquariums and gar- dens in the United States. -i T"al'el and i'ohintCer opportimttiis. Ml_AIlil.l, (.ATi 60kIL�, \\lTH I HIS ") MB01. -ice k1,C1.I\ l_ AUIII- ��\.AL VIP Bf. EI III, _A,) A\ 1 I I_ V, (LkI ( 0(1�,I- ilo". PL1..A�I. CALL of )com,oi, All DiAI l 1 01 i 1( I 011fl A1.1'IT MEMBERSHIP CATEGORIES BUSINESS MEMBERSHIPS ❑ Business Partners $250 ❑ Business Investor $ 500 ❑ Business Shareholders $I,000 C: wl'�)r A1I MI MRI.kti1111'�, ❑ Corporate Entrepreneur e $2,500 ❑ Corporate Advocate ❖ $5,000 ❑ Corporate Guardian ❖ $ I0,000 ❑ Corporate Stewardship 4 $25,000 ❑ CHI-Ck LNCLOSED, PF.:ABLE TO THE LIVING DESERT ❑ CHARGL TO MY: (circle one) ANIERICAN EXPRESS MASTERCARD DISCOVER VISA DINERS CLUB ❑i-i❑❑❑ ❑❑�D�����I17 CARD No. SIGNATURE EXP. DATE Tin Lni� (li,ir.t-!'vsi f)i,lizr 1"I�I WIII_> - - - - - - - - - - - - - - - - - - - ❑ YES! I WANT TO JOIN THE C.C.O. CLUB - I'VE CHECKED OFF THE EVENTS &'. CATEGORY I WANT TO PARTICIPATE IN: L- - - - - - - - - - - - - - - - - - - - ❑ QUAIES COVEY- Pick any two of three: ❑ The Pupfish's Pool Party ©❑ Fennec Fox's Fabulous FunFest ❑ EggStravaganza MEERKAT COLONY- Pick any two of three ❑ Howl-O Ween ❑ WildLights ❑ EggStravaganza FALCON'S LAIR- Pick any three of four: ❑ WildLights ❑ EggStravaganza ❑ Mother Nature's Earth jam ❑ Howl-O `Veen EAGLE'S NEST- Pick any four of five: ❑ Howl-O Ween ❑ WildLights ❑ Fennec Fox's Fabulous FunFest ❑ Mother Nature's Earth jam ❑ Pupfish's Pool Party ❑ LEOPARD'S DEN: All six of our amival community events! Howl-O-Ween, WildLights, Fennec Fox's Fabulous FunFest, EggStravaganza, Mother Nature's Earth jam and The Pupfish's Pool Party. ❑ THE LONE WOLF: Title Sponsorship Level Please Contact me regarding the Lone Wolf Title Sponsor- ship Level. I am interested in the following events: ❑ Howl-O-Ween ❑ WildLights ❑ The Fennec Fox's Fabulous FunFest ❑ EggStravaganza ❑ Mother Nature's Earth jam ❑ The Pupfish's Pool Party THE LIVING DESERT 47-900 PORTOLA AVENUE, PALM DESERT, CA 92260-61) 6 C.C.O. CLUB CATEGORIES V ❑ QUAILS COVEY $ 3 , j 00 ❑ IVIEERKAT COLONY $ j ,000 ❑ FALCONS LAIR $ 7, j 00 ❑ EAGLES NEST $ I0,000 ❑ LEOPARDS DEN $ 12, 5 00 IFr — — — — — — — — — — — — — — — — — — —I ❑ THE LONE WOLF: PLEASE CONTACT ME SO I CAN LEARN MORE ABOUT THE LONE WOLF TITLE SPONSORSHIP LEVEL. I ❑ PLEASE CONTACT ME SO I CAN LEARN MORE ABOUT THE C.C.O. CLUB NAME: DAYTIME PHONE # i L------------------ CHECK ENCLOSED PAYABLE TO: THE LIVING DESERT ❑ CHARGE TO MY: (circle one) AMERICAN EXPRESS MASTERCARD DISCOVER I SA DINERS CLUB CARD No. SIGNATURE Exp. DATE PHONL # _ Ti ii Riverside County Sheriff's Explorer Post #503 Indio Station 82695 Dr. Carreon Blvd. - Indio, California 92201 Phone (760) 863-8290 — Fax (760) 863-8955 — Email rsotraffic@aol.com June 1, 1999 Honorable Mayor Pena and City Council City of La Quinta 78495 Calle Tampico La Quinta, California 92253 Dear Mayor Pena and City Councilmembers, I would like to take this opportunity to thank you for allowing our Explorer Post to serve the city at recent events (Community Picnic, LQ Arts Festival), and we look forward to participating in future events. I also would like to ask for consideration in your budget for help in defraying the cost of operating the Explorer Program. Although the Sheriff's Department sponsors the Explorer Post, we receive no funding from the county. Our Post relies solely on the generosity of the community that recognizes the benefits that this Program provides to the youth. The Explorers also participate in fund raising events for the Post. Our funds have nearly been depleted because of the initial costs to start the Post (the Post was formed in January). The Exploring Program's mission is to provide experiences to help young people mature at this stage in their lives, and to prepare them to become responsible and caring adults. The Program's goals are to have the Explorer: I . Gain practical experience in their career interest field (law enforcement). 2. Engage in a program of activities centered on the five emphasis areas (career opportunities, life skills, service learning, character education, and leadership experience) to encourage the development of the whole person. 3. Experience positive leadership from adult and youth leaders, and be given opportunities to take on leadership roles. 4. Learn and grow in a supportive, caring, and fun environment. Our Post is comprised of youth mainly from areas serviced by the Riverside County Sheriff's Department's Indio station. These areas include La Quinta, Indio, Coachella, Thermal, Mecca, Oasis, and North Shore. We currently have 25 Explorers from a variety of ethnic and socio-economic backgrounds. The Explorer Program is able to offer all of these youth opportunities that may not be available to them outside the program. There is a history of Explorers being hired by law enforcement agencies because of the experience that they have gained. Your support can help our Post continue meeting the goals of the Exploring Program. A program of this caliber does cost money, but the benefits that these young adults receive are priceless. On a recent trip to an Exploring Competition (the first for the Post), several Explorers thanked me and said they had "never done anything like this before". I would like to continue to broaden the horizons for these Explorers, and to continue teaching them skills that they can use for the rest of their life. I would like to stress that these young adults are typically in high school, and are at a critical point where they are making decisions that will affect them for the rest of their lives. By keeping them interested in the program (through training, competitions, academies, etc) we have a greater chance of guiding them and helping them achieve their goals. I have attached a sample of some of the expenses and operating costs incurred by the Explorer Post to give you a "rough" idea of what this program costs to run. Any help that you can give would be greatly appreciated and recognized. If you have any questions, please feel free to contact me. Sincerely, Vepty John Doyle Attachment (1) Explorer Advisor Cc: Tom Genovese, City Manager Captain Singerton, Riverside Sheriffs Department T Sample of Operating Costs/Expenses 1. Insurance coverage (underwritten by BSA). 2. Uniform Items (mainly for Explorers who cannot afford to purchase uniforms). 3. Teaching materials (transparencies, copies, etc.). 4. Training (CPR classes, etc.). Approx. cost per year $250.00 Approx. cost per year $400.00 Approx. cost per year $200.00 Approx. cost per year $200.00 5. Competitions (2 per year). Competitions foster team skills, and allow Explorers to meet other Explorers from around the nation. Competitions are typically out-of-town, and are held over 3-4 days. Registration fee Approx. cost per Explorer $100.00 Lodging Approx. cost per room/night $50-100.00 Food Approx, cost per Explorer/day $20.00 Transportation Approx. cost $500-1000.00 Approx. Total (per competition) $6,350.00 — 8,000.00 6. Explorer Academy (1 per year). The academy exposes the Explorers to law enforcement training in the academy setting. The academy is 1 week in length, and held at the Sheriffs Academy. Academy registration per Explorer (includes food and lodging) $100.00 Academy clothing (shorts, t-shirts). Approx. cost per Explorer $40.00 Approx. Total (per Academy) $4,200.00 7. Color Guard (forming now). Initial start-up costs. Color Guard would be available for flag ceremonies. Flags, poles, holders. Approx. cost $450.00 Uniform equipment (rifles, hats, etc). Approx. cost $800.00 8. Fun trips. Examples are camping trips, day trips, etc. We have been unable to plan these due to a lack of available funds. 9. Another pressing issue that we will be facing is transportation. Because of the number of Explorers in our Post, and the fact that most of them do not possess driver's licenses, private transportation is nearly impossible. If we want to attend a competition, or go on a camping trip, we are faced with the high cost of renting vans or chartering a bus. Based upon these figures, the total annual anticipated operating cost will be approx. $19,000 to $22,000. This figure does not include extra trap portation costs, or any "fun" activities. Our immediate need is to raise the funds for the upcoming academy (in August), the tart -up costs for the Color Guard, and the next Explorer Competition in October. Thank you for your consideration. Sin rely, eputy John Doyle Explorer Advisor Coachella Valley Economic Partnership 73-710 Fred Waring Drive, Suite 205 • Palm Desert, CA 92260 • 760/340-1575 or 1-800-596-1007 • Fax 760/340-9212 April 26, 1999 u Mr. Tom Genovese, City Manager City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Dear Tom: RE: Investor Renewal for Fiscal Year 1999-2000 This letter is to provide you with an update about the activities of the Coachella Valley Economic Partnership (CVEP) and, for budgeting purposes, to provide you with an Investor Invoice for the coming fiscal year. Important accomplishments have been achieved over the last twelve months- • $1.7 million in additional funding for the Alternative Fuel Research Facility/Project here in the Coachella Valley was secured in November, 1998. • Construction of the Indian Wells Tennis Garden, new home of the Newsweek Championship, began in November, 1998. The new facility is scheduled to open on March 1, 2000. • The Economic Development Task Force completed its work on the Salton Sea and introduced legislation in the State Senate (SIB 223). • In March, 1999 CVEP began working with the Mountains Conservancy and CVAG on the Multi -Species Habitat Protection Plan, providing an economic development perspective to complement planning efforts. • The Partnership garnered over one hundred leads since November 1, 1998. Twelve of these leads are currently active with companies taking possession of a building, moving through an escrow/site selection process, or completing site/entitlement negotiations. Types of businesses include: an engine assembly plant; an electric car manufacturer; a tire distribution company; a communications company; three plumbing product manufacturers; and an automobile manufacturer/retailer. Public announcements on some of these projects will be made in the next few weeks. 81 its Mr. Tom Genovese April 26, 1999 Page 2 At this time CVEP respectfully requests your continued financial and technical participation as an Investor by including annual dues of $5,000 in your economic development budget for Fiscal 1999-2000. While your investment is not due until July 1, 1999, t felt it was important to bring this to your attention as you begin planning for the new fiscal year and am therefore enclosing our invoice for use in your budget process. As always, I would be honored to make a presentation either to your staff or elected body as part of the consideration process. If you have any questions or would like to schedule an opportunity to discuss CVEP activities further, please call me at (760) 340- 1575. Sincerely, MICHAEL BRACKEN Executive Director Enclosure cc: ✓Mark Weiss Economic Development (Z;l) Coachella Valley Economic Partnership INVOICE April 26, 1999 TO: Mr. Tom Genovese, City Manager City of La Quinta 78-495 Calle Tampico La Quinta, CA 92253 Please maize payment to: Coachella Malley Economic Partnership ATTN: Michael J. Bracken, Executive Director 73-710 Fred Waring Drive, Suite 205 Palm Desert, CA 92260 (760) 340-1575 (760) 340-9212 FAX This expense maybe tar deductible. Consult your tax advisor. TAX LD. # 33-0642485 ()b FRF1t,1 : COACHELLii U1-LLEY MOUNTHIt-IS Cut PMUTAE 140. COACHELLA VALLEY MOUNTAINS CONSERV°vNCY State of California In out tners1iip to protect our mountain fieritage Via 1 acsimile and T?,ti i\Ud Goue"no Board June 4, 1999 City o1 corhairo clu CAM of Drsen Hof Springs CAy (4 kxlan %WJ4 Honorable Mayor john Pena aryofLnQufn,a cilgcyPam Desen Members of the City Council cry Cl Pc&n sprlr Q Citv of La Qwnta Cluj of rtauho Aflra9c P.O- Box 1504 Gouemoes Appalnlee 7$-495 Calle Tampico srote 5mate U)pDinfec dyne Ar�tivnbly .lppolnlcc La Quinta, CA 92253 RUersWe Camay Super�lsor Dlslria 10 R;.xrskle cotffuys.per„tsoe Honorable Mayor and Members of the City Council, Dgrla N o/c.r iuo f d We are grateful for the past support from the City of La Qulnta to the Coachella Valley Sofe De�o.vnern of 1,vIountains Conservancy. We have recelndy been contacted by raerrib rs of your staff regarding Pans and Ycecfeorlon Ewreai, of UorO Manaflemen, our interest in submitting a request for a Corninuuity Services Grant for Fiscal Year 99-00 By Us. Forc-+Servlcr way of this letter, I would like to express our interest in a Funding request of $5.000 tol: the 54RQc Cansenutlon Board coming year. These funds will assist us in contenting our efforts to secure natural open space, S;VfE rx�onmrfu of FUh qd Cvmc scenic ateas, and recreational values In and around the mountains of the Coachella Vahcv. M efslry of caluomla DMsion of nprleuAure W4 Nmural RCSCVKCS It B ouT inte_teSt to con nnue the prrivle;lon of Cervices agreement itll tia ted in our Cot ruii unt ry RGSardCeS A &ICg - Service- grant last vear. The $5,000 funding level will assist us in contenting to provide biological resource data to city staff and project applicants within the City limits. It will also assist us u-ith continuing efforts to provide open space, recreation, and interpretive inforinarion and planning_ For example, the Conservancy- together with state and federal .vtldl-ifr agrncirs and the Bureau of Land IvL3n2gement, is initiating a trails planning process to identify conflicts atad opportunities with regard to trail use in Petunsular bighorn sheep habitat. The funds provided by dle City in FY 98/99 have been applied to the design of an "ecotourism" brochure that we are currently developinf; with funds provided by La Quinta, balm Desert, and Rancho I111rage- It may be necessary to utilize some portion of the ,$15,000 requested for FY 99/00 for printing of this brochure, which would then be available to chambers of commcrc:e and other outlets. 1 c would also welcome input from City staff and council members on this project. Thank you for pur consideration of this request Please let the ]snow if you need additional information. Sinccrch•, 1'�atic L'urrcr�:c Associate Ducctui 45-480 Pattola .we. - Palm Desert. C.\ 922W • 760-77tr5026 • Fax 76u-776-9698 9 06-06-99 1 1 : 2 5 RECEIVED FROM:760 776 9698 P•02 Coachella Valley Recreation & Park District 45-871 Clinton Street, Indio, California 92201 (760) 347-3484 FAX (760) 3474660 www.cvrpd.org ril 21, 1999 Mr. Tom Genovese City Manager City of LaQuinta P.O. Box 1504 La Quinta, CA 92253 Dear Tom, General Manager Don Martin Superintendent Laura McGalliard The Coachella Valley Recreation and Park District has applied for a "Temporary Use Permit" with the City of La Quinta to hold the Third Annual Oktoberfest in La Quinta. The event will be held on October 8, 9, & 10, 1999, at the Frances Hack La Quinta Community Park. In previous years, our event attracted 3,500 people. It is our intent to bring over 6,000 people to the La Quinta cove, both Coachella Valley residents and out of town visitors that might not venture in for other activities. The event will again feature an authentic German Band, German Food, Dancers, beverages, arts and craft vendors, a children's game area, and a 1 OK, 5K Run! We are also pleased to Announce that KESQ-TV3 will be coming on board as our presenting sponsor along with KPSI- Power Radio 100.5, Westfest productions and Coca-Cola to name a few. We hope you will share our enthusiasm with this event knowing that its success will only benefit the City of La Quinta in both image and revenue. We would also like to request consideration of a grant to pay all fees/costs imposed by the Building and Safety and Public Works Departments. We look forward to working with you and your staff. Your consideration of this matter is greatly appreciated. Sincerr,y, Don Martin General Manager C.C. Laura McGalliard, Rec. Supt. C.V. Rec. Board of Directors Palm Desert - indiar Wells - La Quinta - Indio - Coachella - Thousand Palms - Rancho Mirage - Bermuda Dunes - Thermal - Oasis - Mecca - Salton Sea T4ht 4.4aumrw COUNCIL/RDA MEETING DATE: October 6, 1998 ITEM TITLE• Approval of Funding Request for Coachella Valley Recreation & Park District's Oktoberfest RECOMMENDATION: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Approve the request for funding from the Coachella Valley Recreation & Park District's Oktoberfest in an amount not to exceed $2,200. FISCAL IMPLICATIONS: The Fiscal Year 1998-99 Budget contains a line item for the Coachella Valley Recreation & Park District's Oktoberfest in the amount of $2,200 (Account No. 101- 103-643-822) . The estimated cost of the requested assistance is $1,260. BACKGROUND AND OVERVIEW: The City received a letter from the Coachella Valley Recreation & Park District (the "District") in March 1998 requesting funding (Attachment No. 1) for Oktoberfest to be held October 9, 10, and 11th at Francis Hack La Quinta Community Park. That request was considered as part of the City Council's deliberations on the Fiscal Year 1 998-99 Budget in June 1998. At that time, the Council reserved $2,200 for the District/O ktoberfest. Subsequent to the adoption of the final budget in July 1998, staff requested that the District complete a Community Services Grant application to be eligible for funds. On September 30, 1998, the Cil / received the application (Attachment No. 2). The District is seeking approximately $1,260 to pay for soil stabilization (estimated at $600); the rental of a City water truck($360); and City application fees ($300). At this writing, the District has only been able to provide a verbal estimate for the cost of the soil stabilization in the amount of $600. If the Council approves an expenditure for up to $2,200 for the District's stated purposes (i.e. soil stabilization, and payment of City fees and truck rental), that should be sufficient to cover the cost of the requested assistance from the District. ATTACHMENT NO. 3 Draft Marketing Plan Fiscal Year 1999/2000 Overview The City of La Quinta is looking to continue the momentum created by current projects such as Dine La Quinta, the economic development campaign (print, TV and collateral materials), the historical video, and Gamby. Upcoming projects should continue to advance the image of the City, support and attract businesses, and help to improve the quality of life for its residents. Objectives • Create programs/events that capture the flavor of La Quinta and translate it to tangible results. • Maximize the publicity the City receives as a result of such efforts. • Build upon the existing programs. • Support existing businesses. • Continue to build upon La Quinta's reputation as an art community. • Help diversify La Quinta's reputation beyond golf and art. • Create events that will showcase La Quinta's unique lifestyle and add to the desirability for those considering relocating or opening a business. Tactics Community Events Create and build upon the following events to create four seasonal events: September/October - Taste of La Quinta This event will either be held in conjunction with the Mariachi Festival, or on its own in October. It will be designed to showcase and highlight the restaurants of La Quinta; this event will be open to the public. Proceeds would benefit the participating restaurants, with perhaps a portion going to a non-profit organization in exchange for manpower at the event. This event will serve as a kick off for the Dine La Quinta promotion. December - Holiday in the Village A giant tree of lights will be set up in a field adjacent to the Village for the week before Christmas. Surrounding the tree will be small structures to house specific activities including Santa's House, a letter writing and mailing activity, and other customs and traditions. Selected restaurants will also be invited to participate to sell appropriate food and drink. Sponsors will be solicited to help underwrite the cost of the various activities such as Toys R Us for Santa's house and the Post Office for the letter writing. March - Arts Festival May - Community Picnic Dine La Quinta Expand the Dine La Quinta program with the use of a card rather than a coupon book. Program participants will be able to just show their card to receive discounts. • Will allow program to be year round • Will allow restaurants more flexibility • Will allow retailers to participate as well Live La Quinta Run Live La Quinta ads during weekends when holidays and big events such as the Bob Hope Chrysler Classic and Skins Game are occurring to encourage visitors to look at homes in La Quinta while they are in the Valley. Economic Development Campaign Continue economic development activities with the creation of a new infomercial, TV commercial and print ad. • The infomercial will be an overview of the City, its lifestyle and history. However, the primary focus will be on development opportunities. It and the TV commercial will be broadcast in the market to reach business owners while they are here for the season/leisure activities. • The print ad will be updated and run in regional business publications. Gamby the Quail Participate in the following community activities with a parade float, which will be customized for Gamby the Quail. It will take the shape of a quail's nest with a ramp down the back for access. It will be powered by modified golf cart. • Golf Cart Parade (Palm Desert, the first Sunday in November) • Festival of Lights Parade (Palm Springs, in December) • Date Festival Parade (Indio, on Columbus Day) Create "platform" for Gamby of "Keep La Quinta Clean". Create stickers for giveaways during Gamby's appearances and through schools. Can expand to Gamby's Great Cleanup Day when big items are hauled away free, undeveloped areas are cleaned by volunteers, additional litter containers are placed in public areas, prizes are awarded for recycling, etc. Economic Development Booth/Display Update the City's economic development booth display for use at the NAFTA show, ICSC, the Date Festival, the Business Expo and other relevant shows and events. Collateral Materials The City's economic development collateral materials will be updated and reprinted if needed. Public Relations As part of the retainer, Kiner/Goodsell will continue to provide public relations services through writing and distributing press releases on issues and events within La Quinta. In addition, all coordination, account services and meetings are provided for through the retainer. Summary These programs position the City of La Quinta as a community that cares about its residents and welcomes new businesses and individuals to enjoy the same quality of life. Several of these events will bring people from out- of-town to support existing hospitality venues in the City while exposing them to all La Quinta has to offer. ATTACHMENT NO. 4 June 22, 1999 Staff Outlined for 1999/2000 Preliminary Budget City Manager - 8 to 10 minutes • This is a preliminary budget • Review Items Listed on Transmittal Letter • Summary of Budget • General fund revenues increased by approximately Finance Director - 12 to 18 minutes • A-2 - Briefly go over budget process • A-5 - Briefly go over budget format • B-1 - Present Organizational Chart include that this chart incorporates prior Council direction • B-6 - Mention that community profile has been included that compares 1998 and 1999 changes in the categories listed. • C-2 - Emphasize that this sheet brings together the financial activities of all of the City, RDA and Financing Authority Funds. • B-3 - Present General Fund Revenue Pie Chart which shows percentages. Mention that Pages D-1 through D-5 graph major revenue items and we are prepared to go over them if requested. • B-4 - Present General Fund Operating Expenditures Pie Chart - not net of reimbursement. This indicates in what areas the City is directing its efforts. • B-5 - Present City, RDA, Financing Authority expenditures by component - this is how each dollar of total expenditures is broken down. • Section E - Draw attention that a Department by Department overview of City operations • E-6 & E-7 - Draw attention that the two budget documents are tied together by the schedule of expenditures schedules. As an example, pages E-6 and E- 7 are contained in each budget document. • C-5 - List page details out the total reimbursement to the General fund from other funds - other funds pay for personnel and operating expenditures that are recorded in the General Fund. • H-1 & H-2 - The budget has incorporated the City capital improvements approved by the Council in the Five Year Capital Improvement Plan. Question & Answer Period BUSINESS SESSION: 99/2000 PRELIMINARY BUDGET NOT BEING ABLE TO GO THROUGH THE BUDGET IN DETAIL I WILL COMMENT ON WHAT I HAVE SEEN. THE PRELIMINARY BUDGET PACKAGE RECIEVED FROM STAFF SHOWS A WELL THOUGHT OUT, PROFESSIONALLY PRESENTED, AND MOST IMPORTANT,FISCALLY BALANCED 99/2000 CITY BUDGET. PLEASE LET ME COMPLEMENT CITY STAFF FOR A JOB WELL DONE. I NOTICED THAT A GOOD NUMBER OF COUNCILS CONSIDERATIONS FOR THE UPCOMING YEAR HAVE BEEN PLACED IN THE BUDGET. I AM MOST HAPPY THAT WE HAVE THE MONEY TO DO THIS WORK AND THAT STAFF HAD PICKED UP ON THESE. ONE ITEM IN PARTICULAR WAS THE SHADE STRUCTURES AT THE SENIOR CENTER. THE OTHER DAY I WAS AT THE CENTER, I PARKED IN THE SUN AND WHEN I CAME OUT I COULDN'T TOUCH MY STEERING WHEEL. I WAS HAPPY TO SEE THAT THE REQUESTS FROM THE ARTS FOUNDATION AND THE CHAMBER OF COMMERCE WERE REDUCED FROM LAST YEAR. TWO YEARS AGO I CHALLENGED BOTH OF THESE TO WORK TOWARDS BECOMING MORE FINANCIALLY SELF SUFFICIENT. THEY ARE HEADED IN THE RIGHT DIRECTION. MY BRIEF MEETING THE OTHER DAY WITH OUR CITY MANAGER LEFT ME WITH A GOOD FEELING THAT CITY MONIES ARE BEING ALLOCATED, BUDGETED, AND ULTIMATELY SPENT PROPERLY AND WITH THE BEST INTEREST OF THE CITY. I HAVE ALWAYS SUBSCRIBED TO THE CONSERVATIVE APPROACH TO CITY FISCAL RESPONSIBILITY AND OUR APPROACH TO THIS SHOWS DIVIDENS. AGAIN MY THANKS TO STAFF FOR A GOOD PRESENTATION AND A BALANCED BUDGET. T--,ffit 4 aCPQ" AGENDA CATEGORY: BUSINESS SESSION: COUNCILIRDA MEETING DATE: June 22, 1999 CONSENT CALENDAR: ITEM TITLE: Discussion of the Village Commercial Area STUDY SESSION: T Design Concepts PUBLIC HEARING: RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: The Fiscal Year 1998/1999 Capital Improvement Plan established a budget of $500,000 for development of the Village Commercial Area Prototypical Street. BACKGROUND AND OVERVIEW: On December 15, 1998, the City Council awarded a contract to the firm of Korve Engineering to provide professional engineering services for design and development of assessment districts within the Phase V area. The contract also included a task to design and develop a 'Downtown Village Commercial Prototypical Street' theme. Attachment #1 depicts the Village Commercial Area and the Prototypical Street. During the City Council meeting of February 2, 1999, the Council approved the procedure to receive and incorporate public input for the design theme of the Downtown Commercial District, Phase V-A. The Project Development Team (PDT), consisting of City staff, Korve Engineering, the Woodard Group, MRC Associates and Ron Gregory & Associates, held two meetings with property and business owners to receive their input before any conceptual designs were completed. There were 27 persons in attendance at the March 1, 1999 public meeting, and 16 persons attended the March 10, 1999 meeting, at the La Quinta Senior Center. In addition to the scheduled public meetings, the consultant also solicited input via a questionnaire mailing. Attachment #2 is a list of comments from the public meetings. Since that time, the PDT has met on three separate occasions with the City Manager, Assistant City Manager, City Clerk and Department Directors (April 16, May 12, and June 14, 1999) to review several concepts for the Prototype Street for consideration by the City Council. The concepts have not been presented to the property and business owners as of this study session. i T:\PWDEPT\COUNCIL\1999\990622b2.wpd One concept is to construct the street in the existing configuration with new paving, curb and gutter. The parallel parking on the side of the street could be revised to 45 degree angle parking. This option will cause the "back-up" distance for the center parking to be less than standard. The walkways would be required to be in the building setback area. This concept is estimated at approximately $220,000 including street lighting, additional electrical outlets, or street furniture. Four other concepts were considered for potential development. Plans for concepts A, B, C, and D are included with this report in a separate envelope. Although the plans indicate both streets, Calle Estado and Avenida La Fonda, each concept may be utilized in the prototypical street, Calle Estado. As can be seen in concept A, a traffic island is proposed toward the center of the block between Avenida Bermudas and Desert Club Drive, and perpendicular parking fronting the businesses is proposed on either side of the street. Concept B proposes a traffic island approximately 1 /3 of the way from Avenida Bermudas towards Desert Club Drive. The street is curved for an increased traffic calming effect and parking bays are provided. Concept C proposes two traffic islands (one at Avenida Bermudas and one at Desert Club Drive), angled parking along both sides of the street in front of the businesses, and a pedestrian crossing at mid -block. Concept D proposes traffic islands at Avenida Bermudas and at Desert Club Drive similar to Concept C except there is a proposed center median that includes staggered angled parking. Many of the comments received at the public meetings in March related to land use and building design which are not a part of this design contract, but must be considered in the overall plan. As previously referenced, Attachment #2 identifies the comments made at the meetings. Staff has provided, as Attachment #3, a table showing the parking available with each of the alternatives. As identified in the table each of the alternatives increase on -street parking. The one-way street system around the park was a concern to some property owners. The conceptual Village circulation plan proposes to eliminate the one-way system, and also addresses the intersection of Avenida Bermudas/Calle Estado/Avenida Montezuma. T:\PW DEPT\COUNCIL\1999\990622b2.wpd Another concern expressed at the public meetings was traffic speed. The Prototype Street concepts provide enhanced paving areas and a feature that will slow traffic and provide for a pedestrian friendly atmosphere. All concepts propose the use of traffic islands in the street to slow traffic, and let people know that they are in a special area. Attachment #4 includes examples of the enhanced paving and traffic islands. These traffic islands should not be confused with traffic circles or roundabouts used to replace traffic signals. Attachment #5 depicts the proposed sidewalk treatments. The preliminary estimates of probable construction costs for each concept are included as Attachment #6. The Village Theme - Prototype Street includes landscaping, street furniture, enhanced paving, pedestrian lighting, vendor receptacles, electrical equipment, and walkways. The Village Commercial Area includes the street paving and curb and gutter costs. Another issue brought to the attention of staff by owners and residents was the type of curb and gutter treatment to be used in the commercial and residential areas for the entire area indicated on Attachment #1 . Attachment #7 indicates three types of curb available for consideration. The project development team has not reviewed the curb alternatives with the residents to date. As an additional consideration, staff is seeking City Council direction in regard to the development of public parking on City owned property at the south west corner of Calle Tampico and Avenida Bermudas. On September 21, 1993, the City Council considered a study session item regarding on -street and off-street parking alternatives at this location. As a result, City Council provided direction to staff to landscape this area as an interim project until such time as funding became available to develop the property as a public parking lot. There is a potential to develop the existing RDA property located south of Ace Hardware to Montezuma between Avenida Bermudas and Avenida Navarro as a paved public parking lot. This property is currently being utilized as public parking for events such as the Main Street Marketplace and the Arts Festival held in the Francis Hack Park. Respectfully submitted, Chris A. Vogt Public Works Director/City Engineer Approved for submission by: Thomas P. Genovese, City Manager e2— n T:\PW DEPT\COUNCIL\1999\990622b2.wpd Attachments: 1 . Map depicting the Village Commercial Area and Prototypical Street 2. List of comments from March 1999 meeting 3. Parking Analysis 4. Examples of the Enhanced Paving and Traffic Islands 5. Proposed Sidewalk treatments 6. Preliminary Estimates of Probable Construction 7. Curb and Gutter alternatives +14 T:\PWDEPT\COUNC1L\1 999\990622b2.wpd ■ � �YrGiGirV �� wrt 4 A � ATTACHMENT 2 CITY OF LA QUINTA COMMENTS FROM MARCH 1, 1999 THEME MEETING 1. Concentrate on park and vicinity 2. One-way street system (Not in original Village Plan) 3. Character and Theme of Streetscape / Landscape 4. Bring ideas to respond to from other communities (for example, Monterey, Old Town Pasadena) 5. Eliminate residential use in Village area 6. Reconfigure Park, relocate baseball field and widen streets 7. People won't walk in hot weather (facilitate auto flow) 8. Interior Courtyards (as in Palm Desert) 9. Why no development downtown? Art Colony? (Too many restrictions! See new Guidelines) 10. Meandering / well -lit sidewalks 11. Streetscape elements funded by businesses 12. El Camino Real Theme (Montezuma Potential) 13. Bring back original Village Plan to review ideas 14. What will infrastructure costs be for owners? 15. Cadez --Keep old trees!!! (Uniqueness to be preserved) 16. Lighting / consider dark skies program 17. Public art 18. Build on "Bike Trail" 19. Make it cool! (H2O) Misting systems 20. Use Date Palms 21. Separate parking from individual lots 22. Bring in color via landscaping 23. Make golf cart friendly, as well as bicycles 24. Convenient retail for nearby residents 25. Cater to dog walking and other pets 26. "Tap into" 7000 cove residential lots 27. Street system doesn't make sense; how do you fix it? 28. Need meeting places and spaces. "Build a place for us!" r-- CITY OF LA QUINTA COMMENTS FROM MARCH 10, 1999 THEME MEETING 1. Undergrounding of utilities 2. Increase on -street parking 3. Create north/south pedestrian access 4. Landscape Calle Tampico 5. Pave all alleys 6. Install electricity in median islands 7. Erect demarcation standards 8. Stamp concrete hard to walk on 9. With design, take into consideration existing to avoid impact 10. Water feature in streetscape 11. Maintain existing right-of-way - improve 12. Build upon what already exists 13. "Design a Chevy, not a Cadillac" 14. Open areas, no dark corners 15. Good lighting 16. Complete RDA parking lot 17. Speed limit of 25 MPH ATTACHMENT 3 PARIONG ANALYSIS CALLE ESTADO coN= A STREET '/2 ALLEY TOTAL North South Existing + 62 + 69 + 13 144 Proposed - 2 0 + 33 31 TOTAL + 60 + 69 + 46 175 CALLE ESTADO coNcEPT B STREET % ALLEY TOTAL North South Existing + 62 +69 + 13 144 Proposed + 14 + 0 + 33 47 TOTAL + 76 + 69 + 46 191 CALLE ESTADO coN EPT C STREET 'A ALLEY TOTAL North South Usting + 62 + 69 + 13 144 Proposed -12 0 + 33 21 TOTAL + 50 + 69 + 46 165 r r� CALLS ESTADO coNcmyr D STREET V., ALLEY TOTAL North South Existing + 62 + 69 + 13 144 Proposed +9 0 + 33 +42 TOTAL + 71 + 69 + 46 182 ATTACH I d Fes„ I co f e�; U co U CIO t JIENT 4 S.: i I�v ��1 THE WOODARD GROUP ATTACHMENT 6 Cost Estimate PROTOTYPE STREET VILLAGE DISTRICT Items Description Estimated Unit Unit Total No Quantitv Price Amount CONCEPT A 1 Enchanced Paving 7261 S.F. $7.00 $50,827.00 2 Walkways 22440 S.F. $4.00 $89,760.00 3 Curb and Gutter 1316 L.F. $8.00 $10,528.00 4 AC Paving 22952 S.F. $3.00 $68,856.00 5 Landscaping - Waterfeature Allowance $20,000.00 6 Site furniture $47,000.00 7 Shade structures $20,000.00 8 Irrigation $17,500.00 9 Planting $41,000.00 10 Lighting - Pedestrian Lighting $60,000.00 11 Misc ( uplights, accent) $30,000.00 12 Vendor receptacles $8,500.00 13 Electrical Equipment $8,000.00 TOTAL COST CONCEPT A $471,971.00 CONCEPT B 1 Enchanced Paving 15456 S.F. $7.00 $108,192.00 2 Walkways 13544 S.F. $4.00 $54,176.00 3 Circle Enchanced Paving 2714 S.F. $7.00 $18,998.00 4 Concrete Paving 16909 S.F. $5.00 $84,545.00 5 Landscaping - Waterfeature Allowance $20,000.00 6 Site furniture $47,000.00 7 Shade structures $20,000.00 8 Irrigation $25,000.00 9 Planting $62,000.00 10 Lighting - Pedestrian Lighting $75,000.00 11 Misc ( uplights, accent) $40,000.00 12 Vendor receptacles $8,500.00 13 Electrical Equipment $8,000.00 TOTAL COST CONCEPT B $571,411.00 Korve Engineering, Inc. 06117199 CONCEPT C 1 Enchanced Paving 2 Walkways 3 Curb and Gutter 4 AC Paving 5 Landscaping - Waterfeature Allowance 6 Site furniture 7 Shade structures 8 Irrigation 9 Planting 10 Lighting - Pedestrian Lighting 11 Misc ( uplights, accent) 12 Vendor receptacles 13 Electrical Equipment CONCEPT D 1 Enchanced Paving 2 Walkways 3 Curb and Gutter 4 AC Paving 5 Landscaping - Waterfeature Allowance 6 Site furniture 7 Shade structures 8 Irrigation 9 Planting 10 Lighting - Pedestrian Lighting 11 Misc ( uplights, accent) 12 Vendor receptacles 13 Electrical Equipment Budget Prototype Street 8924 S.F. $7.00 $62,468.00 18340 S.F. $4.00 $73,360.00 1554 L.F. $8.00 $12,432.00 21472 S.F. $3.00 $64,416.00 $50,000.00 $37,000.00 $16,000.00 $17, 700.00 $83,800.00 $60,000.00 $30,000.00 $8,500.00 $8,000.00 TOTAL COST CONCEPT C $523,676.00 7862 S.F. $7.00 $55,034.00 17036 S.F. $4.00 $68,144.00 2792 L.F. $8.00 $22,336.00 28952 S.F. $3.00 $86,856.00 $50,000.00 $37,000.00 $16,000.00 $26,250.00 $61,500.00 $75,000.00 $40,000.00 $8,500.00 $8,000.00 TOTAL COST CONCEPT D $554,620.00 $500,000.00 TOTAL PROTOTYPE ST $500,000.00 Korve Engineering, Inc. 06117199 d I ATTACHMENT 7 STUDY SESSION: VILLAGE COMMERCIAL AREA CONCEPTS. EACH OF THE CONCEPTS I SEE IN KORVES PLANS HAVE MANY GOOD FEATURES WHICH WOULD ADAPT THEMSELVES TO THE NEEDS OF CONSIDERED COMMERCIAL PLAN FOR CALLE ESTADO. IF I HAD TO PICK ONE OVER THE OTHER, WITHOUT HAVING THE ABILITY TO ASK QUESTION OF KORVE I WOULD PICK CONCEPT C. I LIKE THE USE OF THE CIRCULAR ENTRANCES TO THE STREET, THE MORE LIMITED AMMOUNT OF STREET PARKING, THE DINING AND PASSIVE COURTS WHICH ARE NICE FEATURES, AND THE EASE OF DIAGONAL PARKING. BOTH CONCEPTS B AND D HAVE TRAFFIC AND PARKING PROBLEMS BUILT INTO THE DESIGN. CONCEPT A I DON'T BELIEVE HAS THE ESTHETIC VALUE AS CONCEPT C AND USES PERPENDICULAR PARKING WHICH TAKES MORE ROOM IN BACKING UP. ALL IN ALL A GOOD START TO THE VILLAGE PLAN. IN REGARDS TO THE CONSIDERED PARKING LOT AT BERMUDAS AND NAVARRO I BELIEVE IT TO BE A GOOD THING TO CONSIDER. THE NEED IS NOT THERE CONTINUALLY, BUT THERE DURING SPECIAL EVENTS. WE NEED TO CONSIDER THE FUTURE DEVELOPMENT AND AVAILABILITY OF PARKING SPACES. THIS AREA IS IDEAL DUE TO ITS PROXCIMITY TO THE PARK AND CALLE ESTADO. I HAVE NO OBJECTIONS TO THIS DEVELOPMENT SO LONG AS IT IS DONE TASTEFULLY WITH TREES AND LANDSCAPE AREAS. IN REGARDS TO CURBING THE ROLLED CURB IS LESS APT TO CAUSE TRIPPING HAZZARDS. IF WE ARE TO CONTINUE THE IDEA OF USING THIS STREET FOR OUTDOOR ACTIVITIES, THE ROLLED CURB WOULD BE SAFER AND MOST LIKELY MEET HANDICAP ACCESSIBILITY. I THOUGHT THAT THERE WERE MANY VERY GOOD SUGGESTION THAT CAME OUT OF THE THEME MEETINGS. WE NEED TO LOOK AT EACH ONE OF THEM AND SEE HOW THEY AFFECT THE PARTICULAR AREA OF OUR OVERALL PLANNED DEVELOPMENT FOR THE VILLAGE AND INCORPORATE AS NECESSARY. <)s--tl ( T4ht 4 X4PQaip1w MEMORANDUM TO: Honorable Mayor and City Council Members FROM: Chris A. Vogt, Public Works Director/City Engineer DATE: June 22, 1999 SUBJECT: Study Session Item No. 1 Discussion of Village Commercial Area Design Concepts Included with this memorandum are digital photographs of concepts A through D and three digital photos of the proposed overall circulation plan for the Village area. Please include these plans with Study Session Item No. 1 staff report. CAV/acs cc: Thomas P. Genovese, City Manager Saundra Juhola, City Clerk Mark Weiss, Assistant City Manager Department Directors Page 1 of 1 /2. « < .. »2� la m LU 41 ,. .� �� �� ���,�,"sty a � ►.a �wv�znt� F "�cs,b uar A E- + G� C_) O U F- 21—q , lrfhY gey+1R *�f � 3iF d^1 NL Ito `._,�'�. ► _s ..... '� Ali ky y�rx4 °j f T4ht 4 a 4 Qamro AGENDA CATEGORY: BUSINESS SESSION: COUNCIL/RDA MEETING DATE: June 22, 1999 CONSENT CALENDAR: ITEM TITLE: Discussion of Montero Estates Sound Study STUDY SESSION: �• PUBLIC HEARING: RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: The cost estimates for construction, contingency, survey, and design engineering for a twelve -foot sound wall along Washington Street and a six to eight -foot (graduated) sound wall along Avenue 50 is estimated at $668,502. The costs for establishing an assessment district for this construction as a part of the overall assessment district for Phase V is unknown at this time, but is estimated to be in excess of $200,000. The new development fee that was adopted during the June 15, 1999 City Council Meeting includes sound walls at Montero Estates along the west side of Washington Street and the north side of Avenue 50. Although these are identified in the Development Fee, the new fee does not go into effect until August 16, 1999. It will take a number of years in order to generate sufficient funding in the transportation fund to construct sound walls. BACKGROUND AND OVERVIEW: In October 1996, Gordon Bricken & Associates, Acoustical and Energy Engineers, prepared an analysis of all sound study reports completed for Washington Street including the area fronting Montero Estates. On February 16, 1999, a Study Session was conducted to discuss the sound attenuation along Washington Street fronting the Montero Estates tract. A copy of that report is included as Attachment #1. Additional clarifications were required in regard to the original study completed by Gordon Bricken & Associates. These included the following: TAPW DEPT\COUNCIL\1999\990622a.wpd 1. Determine the type of mitigation that would be required along Washington Street to insure noise reduction within Montero Estates to levels indicated in the City's General Plan. 2. Analyze the need for sound walls along Avenue 50 fronting Montero Estates. 3. Determine whether construction of sound walls along Washington Street would actually increase noise levels within Montero Estates to the interior portion of the tract. 4. Determine whether construction of sound walls along the west side of Washington Street would create a reflective noise issue for residents along the east side of Washington Street. 5. Determine whether a barrier constructed within the median of Washington Street would effectively reduce noise levels from one half of Washington Street. During the City Council meeting of March 16, 1999, the City Council authorized Korve Engineering to proceed with an Acoustical Analysis of the Montero Estates for road noise from Washington Street and Avenue 50. The analysis was completed by Gordon Bricken & Associates, and the report was transmitted to the City Council on June 1 1 , 1999. The analysis consists of conducting sound measurements within the Montero Estates Tract at 15 locations, including locations fronting Washington Street, Avenue 50, and other areas within the tract. Calculations were completed projecting the noise level to the City's "build out" condition in order to determine if the General Plan limit of 60 dBA CNEL could be achieved. Additional calculations were completed to indicate any reflective sound to the east side of Washington Street (if a sound wall were constructed along the west side of Washington Street), and to determine if noise levels in the interior of the tract would increase with the construction of a sound wall fronting Washington Street and Avenue 50. The analysis included various heights of wall to determine whether wall height would increase levels of sound to the interior of the tract. The effect of reflective sound from the proposed wall on the west side of Washington Street to the properties on the east side of Washington Street was also analyzed. The analysis concluded that an eight (8) foot wall along Washington Street and a six (6) foot wall along Avenue 50 would achieve 60 dBA CNEL for the current conditions, but in one or two years the sound level would exceed the 60 dBA CNEL standard set by the City. 002 T:\PW DEPT\COUNCIL\1999\990622a.wpd In order to meet the City's standard at "build -out" traffic volumes, the following would be required: 1 . Construction of a twelve (12) foot wall along Washington Street; and 2. Construction of an eight (8) foot wall along Avenue 50 for the first 300 feet west of Washington Street; and 3. Construction of a six (6) foot wall for the remainder of the tract frontage along Avenue 50 (This additional height is only beneficial to those houses along the street frontage, and has little effect for the interior houses). The reflective sound levels from the wall construction were analyzed, and determined to produce an increase of two to three dBA on the east side of Washington Street. In order to eliminate this reflective sound, it is proposed that the wall be constructed of acoustical blocks. An example of the proposed block is included as Attachment #2. In addition to noise diffusion and absorption, the block provides architectural value to the wall. The cost (Attachment #3) of this type of construction is approximately 50% more than a standard masonry block wall. A cross-section for Washington Street showing the existing conditions and ultimate requirements is included as Attachment #4. The cross sections indicate the possibilities that exist for berming. Another method to reduce noise levels would be to overlay Washington Street with a rubberized asphalt pavement. Studies have indicated that rubberized asphalt provides a stronger structural section and decreases noise levels 3 - 5 dBA. The estimated cost for overlaying Washington Street with a 1 1/2 " thick rubberized asphalt is approximately $300,000. However, this option would not fully mitigate the noise levels. During the February 16, 1999 Study Session, a suggestion was made to investigate the possibility of the installation of a smaller sound wall within the median of Washington Street. The length of the frontage of Montero Estates from Avenue 50 north is approximately 2,000 feet. An absorption block wall constructed within the median with the height of approximately 6 feet would cost approximately $400,000. This excessive cost is due to the fact that two courses of absorption block are required for sound attenuation on both sides of the street. If absorption blocks are not utilized, reflective noise issues would result. The construction of an absorption block wall in the median may also be a detriment to the aesthetics of the future landscape median on Washington Street. 0 T:\PWDEPT\COUNC1L\1 999\990622a.wpd 003 The total construction costs, construction contingency, construction survey, and design engineering for a twelve (12) foot high sound wall at Washington Street and a six (6) to eight (8) foot high sound wall on Avenue 50 totals $668,502. If an assessment district were established to pay for the construction and design costs for the sound wall it will be included as part of the establishment of the overall assessment district for Phase V improvements. The actual costs associated with this portion of the assessment district are unknown at this time, but are estimated to be in excess of $200,000. If the City Council chooses to precede with an assessment district, Korve Engineering would complete detailed cost estimates and an Engineer's Report establishing the total cost and cost spread to each resident within Montero Estates. At least two workshops will be conducted with the Montero Estates Homeowners Association and the residents within Montero Estates discussing the proposed assessment. Two Public Hearings will be conducted. Information, including ballots for voting on the assessment district, will be sent to the residents of Montero Estates. The ballots will be opened during the last Public Hearing. If the assessment district receives an unfavorable vote, the cost incurred to that date would be for the design engineering and assessment engineering which total approximately $100,000. Respectfully submitted, �-F Chris A. Vogt Public Works Director/City Engineer Approved for submission by: Thomas P. Genovese, City Manager Attachments: 1 . February 16, 1999 Study Session Report 2. Proposed Block 3. Cost Estimate 4. Cross Sections 4 T:\PWDEPT\COUNC1L\1 999\990622a—pd vG 'V"' �iliN�GV ATTACHMENT 1 AGENDA CATEGORY: BUSINESS SESSION: COUNCIL/RDA MEETING DATE: February 16, 1999 CONSENT CALENDAR: ITEM TITLE: Discussion of Sound Attenuation along STUDY SESSION: Washington Street Fronting Montero Estates Tract PUBLIC HEARING: As directed by City Council. ►INSWO In October 1996, Gordon Bricken and Associates, Acoustical and Energy Engineers, prepared an analysis of all sound study reports completed for Washington Street including the area fronting Montero Estates. The decibel range targeted in the General Plan for residential development is 60 decibels (dBA) CNEL. The study completed indicates a 24-hour average daily traffic (adt) amount of 12,393 vehicles for the area of Washington Street fronting Montero Estates. The future traffic projection for this area of Washington Street is 65,100 vehicles a day. According to the study, to achieve a significant noise reduction now, a 6' sound barrier along Washington Street would be adequate; however, the 6' barrier would just meet the City's criteria and would be inadequate at build out. The additional traffic equates to 7 dBA CNEL increases in the noise level (see below for description of CNEL). Gordon Bricken's study further states "that a sound wall fronting Montero Estates with a height of 10' - 12' would provide a level of 65 dBA at buildout, which is 5 dBA higher than the City' criteria, but still acceptable." According to the report, "the Community Noise Equivalent Level (CNEL) term is a type of 24-hour equivalent sound level. A true 24-hour equivalent level would be based on the sum of the 24 hourly equivalent levels divided by 24. However, the CNEL term assigns certain penalties to sound which occur during certain hours. Any sound in the hours of 7:00 p.m. to 10:00 p.m. is treated as if it was 5 dBA higher and any sound during the hours of 10:00 p.m. to 7:00 a.m. is treated as if it were 10 dBA higher." T:\PWDEPT\COUNCIL\1999\990216a.wpd v `'0 O A 24 hour CNEL equivalent noise level is 7 dBA higher than the true 24 hour equivalent level. The Montero Estates tract extends approximately from the intersection of Avenue 50 and Washington Street north for 3,550 feet. Montero Estates is located on the west side of Washington Street. When Montero Estates was originally constructed, no sound wall was provided. Presently there exists a block wall which is from 2' to 4' in height. Fronting this wall are oleanders anywhere from 8' to 10' high. According to the Gordon Bricken study: "the existing noise levels are not a significant impact on the Tract as measured by conditional standards except on the lots adjacent to Washington Street. To achieve a significant noise reduction now, a 6' sound barrier along Washington Street is adequate. However, a 6' barrier just meets the City's criteria of 60 dBA CNEL. It is unlikely that the City's level of 60 dBA CNEL can be expected to be achieved in the future with any reasonably acceptable wall height. To provide a reduction of sound impact, a higher sound barrier should be erected. A height along Washington Street of 10' to 12' would provide a level of 65 dBA at buildout which is 5 dBA higher than the City's criteria, but still acceptable." A sound wall with the height of 10' to 12' may be built from varying materials; however, it should require steel reinforcement to insure structural stability against wind loads. The estimated cost for a sound wall of this height along Montero Estates is approximately $320,000. Another method of sound attenuation that is being experimented with throughout the country is the utilization of rubberized asphalt. It has been reported that rubberized asphalt pavement overlays can reduce noise levels up to 5 dBA. The City of Indian Wells has incorporated the use of rubberized asphalt on all of the new overlay projects taking place in order to reduce noise levels in the City. The estimated cost for grinding approximately 1 1 /2" of the existing asphalt concrete cap from Washington Street fronting Montero Estates and replacing the cap with a rubberized asphalt is approximately $300,000. Although this would lower the noise levels along Washington Street by approximately 5 dBA, it will not adequately address the Montero Estates situation. A combination of a 6' high sound wall with the rubberized asphalt overlay may adequately address the noise levels at Montero Estates; however, the combined cost would be approximately $450,000. It would also require obstruction of traffic, and the removal and replacement of an asphalt cap that is in good condition. A third option would be for the double insulation and the placement of double pane glass on the side of the homes within Montero Estates that back up to Washington Street. This would provide sound mitigation within the homes; however, would not mitigate the noise levels within the backyards. TAPWDEPT\COUNCIL\1999\990216a.wpd 007 The third concept was utilized by the San Bernardino County Association of Governments (SanBAG) and Caltrans when constructing the 71 Freeway. SanBAG offered homeowners fronting the new freeway either the construction of a sound wall or the payment to each property owner an amount of $90/linear foot for the property frontage along the 71 freeway. Those homeowners signed releases and were able to utilize the funding for the double insulation or whatever they chose. The residents in turn signed releases for all future sound mitigations. If a 10' - 12' sound wall were to be constructed along Washington Street, it is recommended that the sound wall be constructed within the property owners property line and the maintenance of the wall would be the responsibility of Montero Estates. Each resident would be required to agree with the construction of the wall. If certain residents did not agree and there were properties where the wall could not be constructed, the wall would be useless in sound attenuation. The wall has to be continuous with no gaps. In the preparation of the new Developer Fees within the City, Washington Street and Jefferson Street were investigated to determine possible payment for sound wall construction in the future. The nexus for development paying for sound walls is based on traffic generated by the new development and noise levels increasing with their traffic. In areas that are not yet constructed, the development community would install sound walls as part of their development. In areas where development is already in place, calculations were completed for a per unit cost for development to pay for the construction of sound walls. Montero Estates has been identified as one area which would require a development fee for construction of a sound wall. Cost estimates of $90/linear foot were utilized for this calculation. If the City Council were to approve this concept, a sound wall may be constructed along Montero Estates with the funding provided by future developer fees; however, the City would not be able to complete this construction until adequate developer fees were collected. Another possible way of funding this construction is through an assessment to the Montero Estates homeowners. With the analysis of assessment districts for Phase V, the City also received a proposal from Korve Engineering to complete an assessment analysis to provide a sound wall along Montero Estates. If the City Council were to approve moving forward with the analysis, this information could be compiled and utilized in discussions with the property owners of Montero Estates to determine if there is interest in forming an assessment district to pay for a sound wall. T:\PWDEPT\COUNCIL\1999\990216a.wpd 008 The alternatives for the City Council to consider are as follows: 1 . Establish a Development Fee for sound walls as part of the new development fee analysis to fund sound walls in locations of existing development along Washington Street and Jefferson Street. 2. Direct staff to have the Phase V consultant complete an assessment analysis and initiate discussions with residents of Montero Estates to determine if there is interest in forming an assessment district to fund the installation of a 10' - 12' sound wall along Washington Street. 3. Direct staff to complete further analysis on a combined rubberized asphalt/6' sound wall mitigation measure to be funded either through an assessment district or development fees. 4. Provide staff with alternative direction. Chris A. Vog Public Works Director/City Engineer CAV/acs T:\PWDEPT\COUNCIL\1999199O216a.wpd 009 JUN-11-99 FRI 11:26 AM MARK P KENT 805 4913146 P.06 ATTACHMENT 2 A B A A B FRONT ELEVATION A B A A e O SASE COURSE ASSEMBLY B' MINIMUM REeAR NOTE: ALL MOQr4¢ JOINT$ SPAGIPi6 (TYP A!2� /8�� B=TVLEN BLOG!C .O.W. Tflle; DI FFUSORBLOX ELEVATIONS 4 GOURSE DETAILS Prolec, 0 w9> —. RPG DIFFUSOR SYSTEMS, INC. r} 631-C C.ommerce Drive. Upper Marlboro MD 20772 V 10 Phone, M-W-004+ 0 Fas: $01-249-3912 Gam_ I/2"= O°n. TB-1 ill.,. JUN-11-99 FRI 11:27 AM MARK P KENT 805 4913146 P.07 O VIEW PLAN VIEW NOTES: I. TOLERANCE ±I/16". 2_ ALL DIMENSIONS SHOULD BE FIELD VERIFIED PRIOR TO INSTALLATION, RPG DIFFUSOR SYSTEMS, INC. 651-C Commerce Delve, Upper Marlboro MD 20772 Phone 301.249-0044 0 Fax: 301-249-3912 d) *11 11► r 2' —1 FRONT ELEVATION 1n r O'—II 5/8" O RIGHT 51DE LEST 5IDE T111e: DIFFUSORBLOX Scale. 1'-1'-0" 1 Drown TE3 J Inm. 7/71/cld JUN-11-99 FRI 11:27 AM MARK P KENT 805 4913146 P.08 VERTICAL REBAR on =r RPG DIMSORSYSUMS, INC. 651•C Commerce Drive, Upper Marlboro MO 20774 Phone: 301-249-0044 - Fax: 301.249-3912 B B1.OG� F IBERGLA55 1 N5ERT T;,IL: D I FFUSO Pfo;«l: FIBERGLASS INSERT I .EBAR _ ,; 3LOX EXPLODED MEIN ow9 ". 012 T5J „ 5/Z5/q& INS7D1L/OOLXEXP-DWG ATTACHMENT 3 Cost Estimate WASHINGTON STREET SOUNDWALL Improvements ITEM DESCRIPTION ESTIMATED UNIT UNIT TOTAL NO. QUANTITY PRICE AMOUNT 1 Mobilization, Bonds & Insurance 1 L.S. $ 40,000 $ 40,000 2 City Permit and Inspection Fee 1 L.S. $ 10,000 $ 10,000 3 Clearing and grubbing 1 L.S. $ 35,000 $ 35,000 4 Construct 12 foot soundwall 1795 L.F. $ 132 $ 236,940 5 Construct 8 foot soundwall 300 L.F. $ 80 $ 24,000 6 Construct 6 foot soundwall 686 L.F. $ 60 $ 41,160 7 Modify Entrance Gates 2 EA $ 5,000 $ 10,000 8 Construct Landscaping - Parkway 29730 S.F. $ 5 $ 148,650 TOTAL CONSTRUCTION COST Contingency Construction Survey Design Engineering TOTAL PROJECT COST $ $ $ $ $ 545,750 54,575 10,000 58,177 668,502 013 ATTACHMENT 4 a N 'INnoeHlnos 3NI7 NNnl 1H%8 oyg s a e'd � s ONnoo nos 3NY7 HonoNH1 26 O� O� �d rs 133riUS NOIONIHSJM 3NI183IN30 — N aNnoeHinos 3NV1 HonoNHL IINnOBHInOS N 3NN7 HonO"" u m a 129YIS NOLONIHSNM 3NI1831N30 e ISBN 0i4� STUDY SESSION: MONTERO ESTATES SOUND STUDY HAVING READ THE SOUND STUDY REPORT AND THEN DISCUSSING IT WITH OUR PUBLIC WORKS DIRECTOR I FIND THAT A SOUND BARRIER COULD BE INSTALL THAT WOULD REDUCE THE TRAFFIC NOISES THAT ARE NOW CAUSING PROBLEMS IN THE MONTERO ESTATES. THESE NOISES WILL CONTINUE TO ENTENSIFY AS TRAFFIC INCREASES ALONG WASHINGTON. THE TWO AREAS OF CONCERN FOR ME RIGHT NOW ARE THE WALL AESTHETICS AND HOW THE WALL IS TO BE PAID FOR. AESTHETICS: A 12 FOOT WALL IS NOT A THING OF BEAUTY AND IT'S CLOSE PROXCIMITY TO THE CURB LINE WOULD COMPOUND THE PROBLEM. I HAVE ASKED CHRIS TO LOOK AT THE STREET WIDTH ALONG THE WEST SIDE OF WASHINGTON AND SEE IF WE COULD GAIN A FEW FEET FOR A LANDSCAPE BUFFER AREA. AS I HAVE STATED BEFORE A SHORT RETAINING WALL ALONG THE EDGE OF THE SIDEWALK LINE, A SLOPED PLANTER AREA, AND THEN ANOTHER WALL WOULD LESSEN THE IMPACT OF ONE SOLID 12 FOOT WALL. HOW IS THIS WALL TO BE PAID FOR: IT HAS BEEN SUGGESTED THAT AN ASSESSMENT DISTRICT BE ESTABLISHED AND THAT THE HOMEOWNERS PAY FOR THIS WALL OVER THE NEXT TWENTY YEARS. I HAVE A PROBLEM WITH THIS. MANY YEARS AGO THE COUNTY APPROVED THE DEVELOPEMENT OF THESE ESTATES. THE CITY AT THIS TIME WOULD NOT APPROVE SUCH A DESIGN LAYOUT WHEREAS A SHORT DECORITIVE PROPERTY LINE WALL WOULD BE ALLOWED NOR THE HOUSE BE SET THAT CLOSE TO THE STREET. THE CITY WHEN IT INCORPORATED ASSUMNED THE RESPONSIBILITY OF DECISIONS MADE BY THE COUNTY. THIS PROBLEM IS ONE OF THEM. I BELIEVE COOPERATIVE FINANCIAL EFFORT BE MADE TO RESOLVE THE FINANCIAL BURDEN THIS WOULD CREATE ON THE HOMEOWNERS. THE NOISE IS CAUSED BY THE CONTINUED GROWTH IN THIS AREA OF THE CITY AND I BELIEVE THIS GROWTH SHOULD HELP PAY FOR THE NOISE POLLUTION IT CAUSES.