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COMMUNITY SERVICES COMMISSION
AGENDA
CITY HALL STUDY SESSION ROOM
78-495 Calle Tampico
La Quinta, CA 92253
Regular Meeting
Monday, March 12, 2012 - 5:30 P.M.
CALL TO ORDER
1 . ' Pledge of Allegiance
2. Roll Call
PUBLIC COMMENT
At this time, members of the public may address the Commission on any matter
not listed on the agenda. Please complete a Request to Speak form and limit your
comments to three minutes.
CONFIRMATION OF AGENDA
PRESENTATIONS
1. Presentation by David Archer of the La Quinta Chamber of Commerce
APPROVAL OF MINUTES
1. February 13, 2012 Minutes
CONSENT CALENDAR - None.
NOTE: Consent Calendar items are considered to be routine in nature and will be
approved by one motion.
BUSINESS SESSION
1. Consideration to Recommend the Implementation of Youth Sports Fees
2. Consideration to Recommend an Increase in Fees at the Senior Center for
Certain Programs
STUDY SESSION - None
Community Services Commission Agenda
DEPARTMENT REPORTS
1. Update on Monthly Department Report for_February 2012
COMMISSIONER ITEMS
1. Report from Commissioners Regarding Meetings Attended
2. Calendar of Monthly Events
PUBLIC HEARING - None.
ADJOURNMENT
A Regular meeting of the Community Services Commission will be held on April 9,
2012, commencing at 5:30 p.m. at the La Quinta Study Session Room, 78-495
Calle Tampico, La Quinta, CA 92253.
PUBLIC NOTICES
The' La Quinta Study Session Room is handicapped accessible. If special equipment
is needed for the hearing impaired, please call the Community Services Department
at (760) 777-7156, twenty-four (24) hours in advance of the meeting and
accommodations will be made.
Any writings or documents provided to a majority of the Community Services
Commission regarding any item on this agenda will be made available for public
inspection at the City Clerk counter at City Hall located at 78-495 Calle Tampico,
La Quinta, CA 92253, during normal business hours.
Community Services Commission Agenda 2
PRESENTATION
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AGENDA CATEGORY:
MEETING DATE: March 12, 2012 BUSINESS SESSION:
CONSENT CALENDAR:
ITEM TITLE: Presentation by David Archer of the La Quinta
Chamber of Commerce STUDY SESSION:
PUBLIC HEARING:
BACKGROUND AND OVERVIEW:
As part of the Annual Work Plan, representatives from local agencies have been asked
to present information regarding valley -wide services and services specifically in La
Quinta.
Mr. David Archer, CEO for the La Quinta Chamber of Commerce, has been invited to
attend the March meeting to provide the Commission with information and answer
questions. The La Quinta Chamber of Commerce provides business support and
economic development and special events such as La Quinta Car Show, Taste of La
Quinta, and a new event held on the 4" of July titled Carnaval of Lights.
Respectfully Submitted,
Edie Hylto
Community Services Director
COMMUNITY SERVICES COMMISSION
MINUTES
February 13, 2012
CALL TO ORDER
A regular meeting of the Community Services Commission was called, to order at
5:30 p.m. by Chairperson Fitzpatrick.
Commissioner Blakeley led the Pledge of Allegiance.
PRESENT: Commissioners Blakeley, Engel, Fitzpatrick, Lawrence, and Leidner
STAFF PRESENT: Edie Hylton, Community Services Director; Steve Howlett, Golf
& Parks Manager; and Angela Guereque, Senior Secretary
PUBLIC COMMENT — None.
CONFIRMATION OF AGENDA
Motion - It was moved by Commissioners Leidner/Blakeley to confirm the agenda
as submitted. Motion carried unanimously.
1 . Presentation by Christi Salamone of the La Quinta Arts Foundation (LQAF)
There are 230 Artists set for the 2012 Arts Festival with approximately 25-30% of
those being new artists.
La Quinta Arts Festival has been ranked #2 in the nation by Greg Lawler's Art Fair
Source Book.
Marking La Quinta Arts Festival's 30`h Anniversary and the 50`h Anniversary of the
Studio Glass Movement, LQAF has partnered with Art Alliance for Contemporary
Glass to be part of more than 160 glass demonstrations, lectures, and exhibitions
in venues across the country throughout 2012.
There will be an exclusive free lecture by Randy Strong on Friday, March 9, 2012
from 6 — 7pm at the Embassy Suites Hotel.
Community Services Commission Minutes February 13, 2012
_2_
APPROVAL OF MINUTES
1. Approval of January 9, 2012 Minutes
Motion — It was moved by Commissioners Engel/Blakeley to approve the minutes
as submitted. Motion carried unanimously.
CONSENT CALENDAR - None.
BUSINESS SESSION
1. Consideration to Two Commissioners to Assist the Civic Center Art.Purchase
Committee
Director Hylton presented the staff report.
Motion — It was moved by Commissioners Blakeley/Engel to appoint Commissioners
Lawrence/Leidner to assist the Civic Center Art Purchase Committee to select Civic
Center Art during the La Quinta Arts Festival. Motion carried unanimously.
2. Consideration of Participation for the Annual Egg Hunt and Community Picnic
Director Hylton presented the staff report.
Motion — It was moved by Commissioners Leidner/Blakeley to assign
Commissioners Fitzpatrick, Lawrence, and Leidner to participate in the Annual Egg
Hunt and Commissioners Blakeley, Engel, Fitzpatrick, and Leidner to participate in
the Community Picnic. Motion carried unanimously.
STUDY SESSION — None.
DEPARTMENT REPORTS
1. Department Report for December 2011
2. Department Report for January 2012
COMMISSIONER ITEMS
1. Report from Commissioners Regarding Meetings Attended.
2. Calendar of Monthly Events
PUBLIC HEARING — None.
Community Services Commission Minutes February 13, 2012
3
OPEN DISCUSSION
Commissioner Leidner stated that he spoke with the Davis family to help them set
up an exhibit at the Tour de Palm Springs for fundraising.
ADJOURNMENT
It was moved by Commissioners Leidner/Lawrence to adjourn the Community
Services Commission meeting at 6:15 p.m. Motion carried unanimously.
NEXT MEETING INFORMATION:
A Regular Meeting of the Community Services Commission to be held on March
12, 2012 commencing at 5:30 p.m. in the City of La Quinta Study Session Room,
78-495 Calle Tampico, La Quinta, CA 92253,
u'mitte
Ange Guereque
Community Services Senior Secretary
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AGENDA CATEGORY:
MEETING DATE: March 12, 2012 BUSINESS SESSION: -I-
CONSENT CALENDAR:
ITEM TITLE: Consideration to Recommend the
Implementation of Youth Sports Fees STUDY SESSION:
PUBLIC HEARING:
RECOMMENDATION:
As deemed appropriate by the Commission.
FISCAL IMPLICATIONS:
The direct cost of annual field maintenance of the Sports Complex, La Quinta Park,
and Colonel Paige sports fields is approximately $300,000 annually to maintain 38.75
acres. This cost includes contract park maintenance, in -field mix, and sports lighting.
The City pays for the water at La Quinta Park. The water at the Sports Complex and
Colonel Paige are paid by Desert Sands Unified School District as part of the Joint Use
Agreement. This cost does not include indirect costs of contract oversight by staff or
park equipment repair and replacement funding.
BACKGROUND AND OVERVIEW:
In the last decade, many cities in California and across the country have implemented
sports player fees to help defray the increasing costs of sports facilities. Several cities
in the Coachella Valley are currently assessing user fees for their 501(c)(3) youth
sports leagues. Among these are the City of Coachella which recently implemented
sports user fees in July 2011, Cathedral City, and Palm Springs. The staffs in Indio
and Palm Desert are also investigating a fee for sports field use.
The reserved and scheduled use of City owned sports fields provides youth sports
associations with facilities for sports including soccer, youth baseball and softball, and
football. These sports fields are currently permitted for use by La Quinta youth
through recreational sports associations at no cost.
The recognized City sanctioned youth sports associations are La Quinta American
Youth Soccer Organization (AYSO), La Quinta Sports and Youth Association (LQSYA),
and the Palm Desert/La Quinta Football Association (PDLQ). The total number of
players from the three recreational organizations is approximately 3,000. La Quinta
youth make up approximately 50% or 1,500 of the participants with the remaining
1,500 players coming from neighboring cities and unincorporated areas. Should a
youth player fee be assessed, a slightly higher rate could be considered for non-
resident youth players.
A common method cities use to assess a youth player fee is to determine a percentage
of the annual maintenance costs that should be paid by the sports associations. For
example, if the City determines that the youth sports associations should pay 25 % of
the cost of the field maintenance and utilities, a fee is established by dividing the
percentage by the number of players in the association. Several examples are as
follows:
Youth Plaver Fees at 25% of the maintenance costs of 9,;nn nnn
1,500 Resident Youth
$20 annually =
$30,000
1,500 Non -Resident Youth
$30 annually =
$45,000
Total Player Fees
$75,000
Youth Plaver Fees at 30% of the maintenance costs of S300.000
1,500 Resident Youth
$25 annual) _
$ 17,500
1,500 Non -Resident Youth
$35 annually =
$52,500
Total Player Fees
$90,000
Youth Player Fees at 35% of the maintenance costs of $300.000
1,500 Resident Youth
$30 annually =
$45,000
1,500 Non -Resident Youth
$40 annually =
$60,000
Total Player Fees
$105,000
A youth sports player fee, if approved, could be paid as part of the sports registration
fees prior to the start of the sports seasons. For example, LQYSA players would be
charged a player fee for playing during the spring baseball recreation league, AYSO
players would be charged a player fee for playing during the fall/winter soccer
recreation league. If players choose to play an extended amount of time in the youth
sports organizations' sanctioned competitive seasons respectively, then players would
be charged an additional player fee for the additional season field use (i.e. - winter ball
season in LQYSA; spring select season in AYSO). Playing during the youth sports
organizations' competitive seasons is optional and separate from the regular
recreational sports' season.
Once registrations are accepted by the sports associations each season, a seasonal
payment would be made to the City to defray the ongoing costs of field maintenance.
Staff has begun communication efforts with the local sports association board
members and if approved would work with the associations to plan for a future
implementation date and provide them with time to administer the new fee.
Non -Sanctioned Competitive Teams Using La O.uinta Fields
The City also rents the sports fields to non -sanctioned competitive teams for field use
when not used by local sports associations. Based on the cost to maintain sports
fields and to recoup some of the costs of sports field maintenance and lighting, staff is
suggesting the City Council consider the current fee of $5 per hour be increased to
$25 per hour. Based on historical use of the sports fields by these outside groups, the
revenue would increase from $3,300 in 2011 to $16,500 annually.
ALTERNATIVES:
The alternatives available to the Commission are:
1. Recommend the Implementation of Youth Sports Fees; or
2. Do not recommend the Implementation of Youth Sports Fees; or
3. Provide staff with alternate direction.
Respectfully submitted,
Edie Hylton
Community Services Director
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COMMISSION MEETING DATE: March 12, 2012
ITEM TITLE: Consideration to Recommend an
Increase in Fees at the Senior Center for Certain
Programs
RECOMMENDATION:
As deemed appropriate by the Commission.
FISCAL IMPLICATIONS:
AGENDA CATEGORY:
BUSINESS SESSION: 2
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
The Senior Center has an expense budget of $422,560 for Fiscal Year 2011/2012.
This budget provides for staffing, operations of the facility, and the implementation of
various programs such as monthly luncheons and weekly bridge play programs. The
revenue for Fiscal Year 201 1 /2012 is projected at $30,000, which primarily consists
of monies collected for contracted recreational programs.
BACKGROUND AND OVERVIEW:
Senior Center Luncheons
The Senior Center provides catered luncheon meals once a month as part of the event
programming for senior participants. There is a $2 charge per person to attend these
luncheons and the attendance is 80 to 100 people. The meals are provided by local
restaurants or caterers and cost the City approximately $8 to $9 per person. The cost
to the City to provide a monthly luncheon is $800 to $1,000 per event. At the current
$2 per person charge, the Senior Center is generating approximately $200 in revenue
per luncheon to help pay for the cost of these meals; totaling $2,000 per year.
Luncheon expenses were budgeted at $14,000 for Fiscal Year 201 1 /2012. The City
is subsidizing monthly luncheons at approximately $12,000 annually.
Staff is requesting that the Commission consider an increase to the fee charged to
participants to $4 per person. This would allow the City to generate approximately
$4,000 per year to help reduce the subsidy of the luncheon costs to approximately
$6,000 annually.
Bridge Programs
The Senior Center organizes duplicate, social, and American Contract Bridge League
(ACBL), which is played 3 times a week or 12 hours per month. Bridge players pay $3
for duplicate and social and $7 for ACBL per person. There are approximately 400
participants who come to the Senior Center to play weekly on a year round basis. The
City receives $1.50 for duplicate and social bridge and $1.75 for ACBL per person per
time which equates to approximately $7,200 annually in revenue. The City collects
$4,320 annually to pay for the use of the facility. This amount does not cover the
operational costs of the building that include staffing, utilities, or janitorial services.
Staff is requesting the Commission to consider an increase in bridge fees from $3 to
$5 per person per time for duplicate and social bridge and an increase in the ACBL fee
the City collects from $1.75 to $2.50 per person. The City would receive a $2.50 fee
per person per time from all three of the bridge groups. This fee would increase the
revenue from $7,200 to $11,000 annually.
TERNATIVES:
The alternatives available to the Commission are:
1. Recommend the increase in luncheon fees to $4 per person and increase the
amount the City collects for bridge players to $2.50 per person; or
2. Do not recommend the increase in luncheon fees to $4 per person and increase
the amount the City collects for bridge players to $2.50 per person; or
3. Provide staff with alternate direction.
Respectfully submitted,
I t
FA-
Edie Hylt n
Community Services Director
DEPARTMENT REPORT: 1
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F"f or rt�°
TO: Community Services Commission
FROM: Edie Hylton, Community Services Director
DATE: March 12, 2012
SUBJECT: Community Services Department Report for February 2012
Due to the preparation time of the Department Report, the February 2012
Department Report will be included in the April 9, 2012 Commission packet.
COMMISSIONER ITEM: 1
COMMUNITY SERVICES COMMISSIONERS MEETINGS & WORK PLAN TASK EVENTS
FISCAL YEAR 2011-2012 ATTENDANCE
Date of Appointment
Term Expires
Sharrell Blakeleyl
Heather Engel
Kathleen Fitzpatrickj
Michele Lawrence
Bob Leidner
7/1/2011
7/1/2010
7/1/2010
7/1/2011
7/1/2011
6/30/2013
6/30/2012
6/30/2012
6/30/2013
6/30/2013
July 11, 2011 Meeting
Present
Present
Present
Present
Present
Moonlight Movie
Giants vs Padres Excursion
Wellness Center Grand Opening
X
X
X
X
Patriots Luncheon
X
August 8, 2011 NO MEETING
Moonli ht Movie
Huntington Beach Excursion
Back to School Program
September 12, 2011 Meeting
Present
Present
Present
Present
Present
Moonlight Movie
Walking Equals Long Life Walk
Nature Walk
Cruise Cuisine Luncheon
October 10, 2011 Meeting
Present
Present
Present
Present
Present
Moonlight Movie
Halloween Carnival
Walking Equals Long Life Walk
Nature Walk
Disc Golf Park Tournament
Halloween Luncheon
Wellness Connection
Annual Health Far
November 1, 2011 Joint Meeting
Present Present Present Present Present
November 14, 2011 Meeting
CANCELLED
Moonlight Movie
Veterans Tribute
Present
Present
Walking Equals Long Life Walk
Nature Walk
Thanks i ing Luncheon -
December 12, 2011 Meeting
Present
Present
Present
Present
Present
Christmas Tree Lighting
Present
Present
Present
Present
Breakfast with Santa-
Present
Present
Walking Equals Long Life Walk
Nature Walk
Youth Fl 8g Football Tournament
Disc Golf Holiday Tournament
Holiday Luncheon
Present
,Evening Dance
January 9, 2012 Meeting
Present
Present
Present
Present
Pillars of the Community
X
X
X
Humana Healthy Fun Fair & Walk
-
X
X
X
X
Farmers Market Sponsored by Humana
X
X
Nature Walks
Chili Cook -Off Luncheon -
COMMUNITY SERVICES COMMISSIONERS MEETINGS & WORK PLAN TASK EVENTS
FISCAL YEAR 2011-2012 ATTENDANCE
Date of Appointment
Term Expires
Sharrell Blakeley
7/1/2011
6/30/2013
Heather Engel
7/1/2010
6/30/2012
Kathleen Fitzpatrick
7/1/2010
6/30/2012
Michele Lawrence
7/1/2011
6/30/2013
Bob Leidner
7/1/2011
6/30/2013
February 13, 2012 Meeting
Present
Present
Present
Present
Present
Athletic Honors
Walking Equals Long Life Walk
Nature Walks
Disc Golf Cove Oasis Tournament
Valentine Luncheon
Evening Dance
March 12, 2012 Meetin
Trails Day/Tails on Trails
Temecula Valley Tour
Walking Equals Long Life Walk
Nature Walks
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