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2011 11 01 CC Minutes Sp Mtg - Joint CC + Boards & Commissions MeetingSPECIAL JOINT MEETING OF THE LA QUINTA CITY COUNCIL HISTORIC PRESERVATION COMMISSION INVESTMENT ADVISORY BOARD COMMUNITY SERVICES COMMISSION PLANNING COMMISSION ARCHITECTURE AND LANDSCAPING REVIEW COMMITTEE MINUTES NOVEMBER 1, 2011 A special joint meeting of the La Quinta City Council and La Quinta Boards, Commissions, and Committees was called to order at the hour of 3:00 p.m. by Mayor Adolph. PRESENT: Council Members Evans, Franklin, Henderson, Mayor Adolph ABSENT: Council Member Sniff MOTION - It was moved by Council Members Evans /Franklin to excuse the absence of Council Member Sniff. Motion carried unanimously. Mayor Adolph led the audience in the Pledge of Allegiance. PUBLIC COMMENT Jesus Rodrigues, 47870 Azalea, Senior Class President, La Quinta High School, addressed the Council regarding the use of fireworks at La Quinta High School for the graduation class of 2012. City Attorney Jenson stated the Fire Department is the agency that issues permits for fireworks. Council Member Henderson suggested Community Services Director Hylton meet with Mr. Rodrigues and guide him through the process. Council Member Evans asked if Mr. Rodriguez has investigated the cost of a fireworks display. Mr. Rodrigues confirmed. Council Member Henderson stated the fireworks display for the City's 25' Anniversary cost $1,000 per minute. Mr. Rodrigues further stated the fireworks could be fired from within the wash adjacent to the school. Joint Meeting Minutes 2 November 1, 2011 CONFIRMATION OF AGENDA — Confirmed STUDY SESSION 1 -A. DISCUSSION OF MATTERS OF JOINT INTEREST TO THE MEMBERS OF THE CITY COUNCIL AND HISTORIC PRESERVATION COMMISSION. Vice Chairman Wilbur called the Historic Preservation Commission meeting to order. PRESENT: Commissioners Redmon ABSENT: Commissioner Puente and Vice Chairman Wilbur Mayor Adolph stated the Council is available to listen to any subjects the Commission wishes to discuss. Commission Member Redmon reported the Commission received a grant for a digitization process to preserve and access documents from the website; informed the Commission will be applying for additional grants available in 2012; and announced a historic sites and the materials brochure will be available soon. Council Member Evans asked if the brochure is modeled similarly to the bike and trails maps. Commission Member Redmon confirmed. Commission Member Puente arrived at the meeting. Commission Member Redmon continued her report by thanking the Council for the ability to attend the annual conference; and stated the Commission was gratified to learn their progress is similar to other organizations in the State. Council Member Franklin asked what the amount of the grant received was. Planning Manager Sawyer stated the grant was for $10,000. Council Member Franklin stated she is happy to hear the conference was a success and the Commission was able to obtain information confirming the progress of the City. Council Member Henderson stated she is glad there is a cooperative effort and relationship between the Commission, La Quinta Museum and Friends of the La Quinta Historical Society. Joint Meeting Minutes 3 November 1, 2011 Council Member Evans stated with the 30 ' Anniversary approaching, it would be beneficial to have the historical documents available on the website by that time. Mayor Adolph stated the City had established direct communication with the La Quinta Resort and Club regarding the progress of the Morgan House clean -up, and asked if there has been any progress. Commission Member Redmon deferred the question to staff. Planning Director Johnson stated the La Quinta Resort and Club has done a better job of maintaining the property; explained staff has closed the files of the expansion project, but part of the effort in working with the developer was to address the Morgan House and a few additional locations and the significance to the City as a community to establish these properties has historical sites. Mayor Adolph recessed the City Council meeting and reconvened it to meet in joint session with the Investment Advisory Board. 1 -B. DISCUSSION OF MATTERS OF JOINT INTEREST TO THE MEMBERS OF THE CITY COUNCIL AND INVESTMENT ADVISORY BOARD. Chairperson Spirtos called the Investment Advisory Board meeting to order. PRESENT: Board Members Blum, Donais, Chairperson Spirtos ABSENT: Board Members Park, Mortenson In response to Mayor Adolph, Commission Member Donais stated that she has enjoyed the first few months serving on the commission. Commission Member Blum stated that he feels very comfortable with the information provided by staff and the Commission has a complete and thorough understanding of it. Council Member Henderson asked the commissioners if this experience is what they expected. The commissioners confirmed. Commission Member Mortenson aiiived. Chairperson Spirtos stated that Commission is what she expected, is learning the technical terms, and is thoroughly enjoying the commission; she further stated that she is proud of the financial stability of the City. Joint Meeting Minutes 4 November 1, 2011 Commission Member, Mortenson stated he enjoys his service on the Commission; and -- commended 'Finance' Director Falconer for his thorough presentation of information` and patience with the commission members. Council Member Evans asked Commission Member Donais if she finds lack of opportunities to invest City funds because of the current economy. Commission Member Blum replied by stating that those cities without finance commissions are in terrible financial status, and those with commissions are very smart to have them. Commission Member Mortenson stated the Commission's duty is to carry out the Investment Policy with the objectives of the Council and to focus on financial liquidity and safety. Chairperson Spirtos stated the Commission has a fiduciary obligation to the citizens of La Quinta. Council Member Franklin stated it is wonderful to have financial back- up; and further stated that in communicating with Finance Director Falconer, he does not make you. feel inept with the questions asked. Council Member Evans asked Commission Member Donais if she has been able to inform the residents as a result of serving on. the Commission. Commission Member Donais confirmed and stated that the recent corruption conducted by local agencies is a topic discussed, and is able to enlighten them on the financial stability of the City. Mayor Adolph asked if the commissioners often disagree when discussing topics. Chairperson Spirtos stated there are clarifications made during discussions, but no major disagreements. Commission Member Blum stated the leadership of Finance Director Falconer provides guidance and direction, and at times promotes questions for further clarification of the discussion held by the commissioners. Commission Member Mortenson added that a well- written investment policy statement eliminates disagreements. Chairperson Spirtos adjourned the Investment Advisory Board meeting. Mayor Adolph recessed the City. Council meeting and reconvened it to meet in joint session with the Community Services Commission. Joint Meeting Minutes 5 November 1, 2011 1 -C. DISCUSSION OF MATTERS OF JOINT INTEREST TO THE MEMBERS OF THE CITY COUNCIL AND COMMUNITY SERVICES COMMISSION. PRESENT: Commissioners Blakeley, Engel, Lawrence, Leidner, and Chairperson Fitzpatrick ABSENT: None Mayor Adolph explained the purpose of this meeting is to have a dialogue with the Commission and turned the meeting over to Chairperson Fitzpatrick. Chairperson Fitzpatrick stated the Commission Members will be presenting the accomplishments made during the course of the year. Commission Member Lawrence stated the opening of the Fitness Center was a great success; the are 812 members as of one week ago and the membership continues to grow; and reported the Community Services Department is marketing the facility in all City publications, email blasts, and websites. Council Member Evans stated the service of the facility is very personalized due to the friendliness of the core staff at the facility; and many residents refer to the facility as a City facility although it is a Desert Recreation District facility; and reported the new CEO for the Desert Healthcare District has toured the facility to review the collaborative effort between the City and Desert Recreation District. Council Member Henderson stated many residents think the La Quinta Community Park is a City park. Commission Member Blakeley reported on the 30 Anniversary celebration and explained the Commission is working with many organizations in the community; and further reported her and Commissioner Leidner were a backdrop in a video for the Homestead restaurant. Council Member Henderson asked if Commission Member Blakeley is on a subcommittee for the 30 Anniversary event. Commission Member Blakelely explained there is no subcommittee for the Anniversary event but are coordinating efforts for the event with other organizations of the community. Council Member Henderson asked if the entire Commission meets with the individual organizations. Community Services Director Hylton Joint Meeting Minutes 6 November 1, 2011 explained that there is a marketing plan staff is implementing with a marketing committee that meets with the Chamber of Commerce, along with the City's relationships with community organizations, all aspects of the 30 Anniversary event will be promoted. Commission Member Leidner reported the Commission would like to add to the work plan by offering an invitation of other community organizations to commission meetings to obtain an understanding of the other organizations, and assist each other for the good of the community. Commission Member Engel thanked the Council for the Capital Improvements Projects completed this last fiscal year; and reported the new rules have been posted at the Seasons and Pioneer dog park. Council Member Henderson asked if there have been any complaints since the posting of the rules. Commission Member Engel stated she has not heard any complaints from the posting of the rules. Chairperson Fitzpatrick stated the Commission may hear some complaints once the seasonal residents return later in the year. Further stated most of her contacts have been positive and a few residents have stated they like the new historic plaques recently mounted. Commission Member Engel further reported that the new playground equipment at Fritz Burns, Seasons and Adams Park has been installed. Mayor Adolph asked how the attendance at the pool this year was. Chairperson Fitzpatrick stated the daily swim was well attended and there were more private uses scheduled. Mayor Adolph stated he personally appreciates the service the Commission provides and asked if they have any suggestions for the future of the City. Chairperson Fitzpatrick stated that staff is proactive with providing programs requested by the residents. Mayor Adolph stated there are many programs available between the Library and the Museum, but thought there might be a different program the City could offer. Commission Member Leidner referred to Coachella Fast . and Stagecoach events and how successful they have been for the City of Indio; and suggested possibly holding a similar event in the City. Joint Meeting Minutes 7 November 1, 2011 Mayor Adolph explained many years ago the Council was approached by a promoter to hold a jazz festival in the City, but the amount of financial support from the City was too great. Council Member Henderson stated the Art Foundation has held jazz events in the past; explained to begin the process of establishing a large event is not necessarily the outcome desired; and further stated that there is a great opportunity for the County to offer programs at Lake Cahuilla. Chairperson Fitzpatrick stated the County has been cordial to work with and establish a no fee agreement to enable residents to attend events at the lake with no entrance or parking charge. Council Member Franklin stated there used to be a jazz festival held at the Civic Center and asked if it was a successful event. Council Member Henderson stated the jazz events were held one evening in conjunction with the Arts Festival, and the artists did not like the event being held with the Arts Festival because attendees would meander to the music. Commission Member Leidner stated the events don't have to be specifically jazz, but just a thought to have an event in competition with Indio. Mayor Adolph asked if the Christmas events in the Village have been scheduled. Commission Member Blakeley confirmed and stated they will be held on December 2, 2011. Commission Member Lawrence reported the Commission has discussed holding a bicycle event with Community Services Director Hylton and asked if the City can entertain holding such an event. Council Member Evans stated such an event go along with the healthy eating, active living commitment of the City. Council Member Henderson stated she has not attended some of the functions held this year due to scheduling conflicts, and has not been able to visit with the commission members as often as she has in the past. Mayor Adolph thanked the Commission for their service and involvement in the community. Joint Meeting Minutes 8 November 1, 2011 Chairperson Fitzpatrick adjourned the Community Services Commission meeting. Mayor Adolph recessed the City Council meeting and reconvened it to meet in joint session with the Planning Commission and Architectural and Landscaping Review Committee. 1 -D. DISCUSSION OF MATTERS OF JOINT INTEREST TO THE MEMBERS OF THE CITY COUNCIL, PLANNING COMMISSION AND ARCHITECTURAL AND LANDSCAPING REVIEW COMMITTEE. PRESENT: Commissioners Barrows, Weber, Wilkinson, Wright and Chairman Alderson ALRC Members Gray, McCune, ABSENT: ALRC Member Rooker MOTION - It was moved by Commission Members Wright /Barrows to excuse the absence of ALRC Member Rooker. Motion carried unanimously. Chairman Alderson conveyed the Planning Commission's appreciation of meeting with the Council; stated the ALRC suggested an option to offer their service of reviewing landscape plans for the City projects along with the Planning Commission. Mayor Adolph asked if there is a reason why this is not currently the practice. Planning Director Johnson stated the review is historically conducted by staff and the City Council; and explained there have been a few projects the City have requested input from the ALRC. City Manager Genovese stated the reason for the current process is because the Council is the owner of the project, and if the ALRC is to review the plan prior to the Council, the policies and thoughts of the Council will be given up to the ALRC; and further stated it would make sense for the ALRC to review conceptual plans after the review of the City Council Council Member Henderson clarified the ALRC could review the plans after it has been reviewed by the Council. City Manager Genovese confirmed. Council Member Henderson stated that it is known the Planning Commission and ALRC can hold plans for review for a long time; and stated once the Council has reviewed the plans; it makes Joint Meeting Minutes 9 November 1, 2011 sense for the Planning Commission and ALRC to review the plans as well. Chairman Alderson stated the review should be conducted in the initial design of the plans. ALRC Member McCune stated the ALRC and Planning Commission can make recommendations to the City Council at the conceptual stage, and further stated the plans will not be held up in the process. Planning Director Johnson explained the process for private projects are that the initially plans submitted are schematic drawings and are presented to the ALRC for review, then presented to the Planning Commission in the public hearing process, and then the conceptual plans are checked with the signed landscape architectural plans by the ALRC. ALRC Member McCune explained the purpose is to provide the professional review for staff and the City Council to consider. Mayor Adolph stated it makes sense for a professional to review a professional design and make recommendations to the Council, but is unsure if it is the right or wrong process to follow. ALRC McCune stated as professionals, the ALRC can review 4 to 5 pages of plans in a fairly quick amount of time, and also assist in streamlining the review process for the City Council. Mayor Adolph stated there was a safety issue of planting trees in the medians on Highway 111 because of the possibility of an accident occurring and hitting a tree in the median. City Manager Genovese explained that palm trees are currently being planted on the medians on Highway 111 because we have acquired that portion of the road and can make improvements as the City has ownership. Council Member Henderson asked if the improvements currently being made are plans generated by the City; City Manager Genovese stated the ALRC and Planning Commission can add to the process; explained the developer owns the plans and the Council is the developer and owner of the plans; and wants to make clear that the plans do not go before the Planning Commission or ALRC prior to the Council's review because the Council is in contract with the landscape architect; and further stated with the City Council as owners the Council should decide on what should be the design. Joint Meeting Minutes 10 November 1, 2011 Mayor Adolph suggested the ALRC possibly review the landscaping on the medians at the intersection of Highway 111 and Washington Street. City Manager Genovese explained the issue with the landscaping at that intersection is the cost of providing utilities to the medians to maintain landscaping in that area. Council Member Evans stated there clearly are two different processes; and asked if there have been City projects as of late that the ALRC would have liked to have reviewed. ALRC Member McCune stated the trees planted at the retention basin in front of the St. Francis Assisi Church will grow into the first lane of traffic on Washington Street when they mature. Council Member Evans stated that was a City project that did not go through review of the ALRC. Mayor Adolph stated the same problem will occur at the medians on Washington Street. ALRC Member McCune confirmed and stated he is happy to see the current tree trimming service be more aggressive with trimming the City trees. Council Member Evans stated she is liking the proposed suggestion of ALRC and Planning Commission review landscape plans the more she thinks about it; when looking at the role of the ALRC and Planning Commission, asked why staff is not allowing the same opportunity for City projects because there are some aspects the City Council will miss on these projects. City Manager Genovese stated it will cost a little more for the review by the ALRC and can be done if directed by the City Council; made it clear that the first meeting with the landscape architect is with the Council; and further stated it would be beneficial for the ALRC to review the plans as well. Council Member Franklin stated the two processes were initiated because of a time constraint problem during the years of rapid building in the City. Council Member Franklin suggested this matter be brought back as a study session item. Council Member Henderson suggested staff bring this item back as a department report. Chairperson Alderson stated roundabouts have been discussed recently and asked if the roundabout at Avenue 52 and Jefferson Street is considered a single or double lane roundabout. Public Works Joint Meeting Minutes 11 November 1, 2011 Director Jonasson stated it is a single -lane roundabout. Chairperson Alderson stated it is not striped for a single lane and suggested it be striped accordingly. City Manager Genovese staff is looking at enhancements of striping or signage for the roundabout. Commission Member Weber stated many drivers are confused if there is a single or double lane; and suggested signage indicating a single lane is in place. Mayor Adolph stated there are too many signs already. Chairman Alderson stated there is a learning curve to using a roundabout. Commission Member Wilkinson asked if the Council is leaning towards incorporating roundabouts in the future. Council Member Henderson stated the bigger question is whether the easement rights will accommodate a roundabout at any intersection; stated once the roundabout at Eisenhower Drive and Avenida Sinaloa is installed, the residents will love it; and as corners are built -out it will be difficult install roundabouts. Commission Member Weber encouraged the City Council to continue to consider roundabouts in the future because of the lessoned impacts of accidents, long -term liability, and maintenance. Chairman Alderson addressed the regional trail throughout the communities. Commission Member Wilkinson stated the City had originally planned for a portion of the regional trail and asked what the status was for the project. Planning Director Johnson stated representatives from the Cities of Indio, Coachella, La Quinta, County of Riverside, and Desert Recreation District met to discuss a regional trail throughout the Valley and to get an eastern segment identified as the Palm Springs /Salton Sea Trail; have been spending staff resources to creating a feasibility study for the City's segment of the trail and once ready, it will go through the proper channels for review and have an adopted document; and further explained the City can obtain 75 to 80% of funding for the trail system. Joint Meeting Minutes 12 November 1, 2011 Council Member Henderson stated the legislation is trying to eliminate the 10% mandatory transportation funding set aside for alternative transportation sources. Planning Director Johnson explained staff is working to complete the feasibility study document and be in the same position as other communities and be in a much more regional competitive position for funding sources. Council Member Evans asked if other communities are also conducting feasibility studies like La Quinta. Planning Director Johnson stated the City of Indio already has completed a document and Coachella is a step behind La Quinta. Council Member Henderson asked if there is only a mile of the trail within La Quinta. Planning Director Johnson stated it is approximately 1 A mile from Jefferson Street to the western boarder at the Cliffhouse Restaurant. Planning Director Johnson stated the ability of the trail to interconnect with the south side of the Whitewater Channel, and many eastern communities could utilize the trail to travel to shop in La Quinta; and further explained the City of Indian Wells has no interest in the trail system at this time. Commission Member Weber suggested the possibility of a trail loop to be self contained in the City. Chairperson Alderson addressed the use of renewable energy and stated there are no provisions in the current building codes dealing with alternative energy issues; and asked if there are any provisions that address renewable energy used to be established. Mayor Adolph stated he was under the impression that codes have been established. Planning Director Johnson explained State Law prohibits the city from establishing restrictions or prevent renewable energy uses. Commission Member Wilkinson stated he understood that the City could not impose an additional expenditure of 15% to the cost of installing renewable energy for the purpose of screening of units. Planning Director Johnson stated in 2006 State Law took oversight of the process out of the City's hands and also addressed restrictions of homeowner associations as well. Joint Meeting Minutes 13 November 1, 2011 Chairman Alderson asked if the City can not place restriction on renewable energy installations at all. Planning Director Johnson confirmed, and explained as long as the installation meets the permitting requirements. Chairman Alderson stated different forms of sources of energy will be coming in new construction; and further stated the City should be looking into establishing codes. Planning Director Johnson explained the State building codes have been established for the point of ratcheting up the requirements of greater energy efficiency, every three years, and as they ratchet up, the possibility of more renewable energy will be used to counter the energy efficiency mandates; and stated technology is rapidly advancing. Commission Member Barrows discussed what types of incentives the City can establish such as streamline permitting, fee reduction, since the obstacle is the cost; further explained the Imperial Irrigation District pID) is establishing a wind energy project; there is a general recognition of renewal energy throughout the Coachella Valley and it would be worth for the City to look into simple ways to help promote energy efficiency. Chairman Alderson stated collecting solar power has come a long way since its inception. Commission Member Wilkinson stated he is wondering the appearances of solar panels can be improved from a design standpoint. Planning Director Johnson stated staff is looking into mitigating non- residential projects, and the challenge is with the existing developed environment. Council Member Franklin agreed with the statement that the technology will improve as it is utilized more often. Council Member Henderson stated other than looking around to observing what other communities are doing right now, she is not in favor of providing incentives with permit fees at this time for installation of renewable energy. Chairman Alderson stated the Commission has discussed the use of geothermal energy conducted by IID. Joint Meeting Minutes 14 November 1, 2011 Commission Member Weber reported on the project; and discussed the representation of the Coachella Valley and the potential political influence of La Quinta to IID. Council Member Franklin stated another consideration is that III) intends to sell off the Coachella Valley portion which will leave the Valley at the mercy of any company. Chairman Alderson stated there was discussion of redistribution of lines passing the Salton Sea and to the upper valleys. Council Member Franklin explained the problem is an import/export issue. Commission Member Weber stated we will be harmed if the City does not take the driver's seat on this issue. Council Member Franklin asked how the legislative process begins. Commission Member Weber stated the City must make some noise about the subject. Mayor Adolph asked if proposal of the IID would require state approval by the State. Commission Member Weber stated it depends on what they are proposing and if they will have an area that is not being served. Mayor Adolph asked if we currently don't have representation. Commission Member Weber confirmed. Council Member Franklin stated IID want to abort this area and be contained all in Imperial County. Council Member Henderson stated in order to change representation it would need legislation. Commission Member Weber confirmed, and further stated concerns of future service, rates, representation of this area, and sufficient engineering staff in this area. Chairman Alderson adjourned the Planning Commission meeting. Mayor Adolph thanked the Planning Commission for their service to the community. Mayor Adolph recessed the Joint City Coundl//Boards, Committees and Commissions meeting to the regular City Council meeting. Joint Meeting Minutes 15 November 1, 2011 ADJOURNMENT There being no further business, -Mayor Adolph adjourned the Joint City Council /Boards, Committees and Commissions meeting. Respectf y submitted, VERONICA ONTECINO, City Clerk City of La Quinta, California