2012 07 09 CSCCOMMUNITY SERVICES COMMISSION
AGENDA
CITY HALL STUDY SESSION ROOM
78-495 Calle Tampico
La Quinta, CA 92253
Regular Meeting
Monday, July 9, 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
1. Presentation by Sandra Carroll of Hidden Harvest
APPROVAL OF MINUTES
1. June 11, 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 Elect a Chairperson for the Community Services
Commission
2. Consideration to Elect a Vice -Chairperson for the Community Services
Commission
STUDY SESSION
1 . Discussion of Sports Field Maintenance
Community Services Commission Agenda 1
DEPARTMENT REPORTS
1. Department Report Update
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
September 10, 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
Tit!t 4 4 Qu&Z
AGENDA CATEGORY:
COMMISSION MEETING DATE: July 9, 2012 BUSINESS SESSION:
CONSENT CALENDAR:
ITEM TITLE: Presentation by Sandra Carroll of Hidden
Harvest 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.
Ms. Sandra Carroll, Assistant Director for Hidden Harvest, has been invited to provide
the Commission with information and answer questions. Hidden Harvest is a non-
profit organization that provides a produce recovery program that employs low income
farm workers to "rescue" produce that is left behind in the fields and orchards after
harvest. This fresh produce is delivered free of charge to over 60 local agencies that
serve the poor and hungry. Hidden Harvest provides "Senior Markets" and monthly
Health Fairs. In addition, they provide local produce for more than 44,000 low income
residents of Eastern Riverside County each month. As a Healthy Eating Active Living
(HEAL) City, the Commission will find this presentation of interest.
Submitted,
E d i e FI-yTon
Community Services Director
3
APPROVAL OF MINUTES: 1
COMMUNITY SERVICES COMMISSION
MINUTES
June 11, 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 Engel 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 Blakeley/Leidner to confirm the agenda
as submitted. Motion carried unanimously.
PRESENTATIONS None.
APPROVAL OF MINUTES
1. Approval of May 14, 2012 Minutes
Motion - It was moved by Commissioners Engel/Blakeley to approve the minutes
as submitted. Motion carried with Commissioner Leidner abstaining.
CONSENT CALENDAR - None.
BUSINESS SESSION
1. Consideration of Cancelling the August 13, 2012 Community Services
Commission Meeting.
Director Hylton presented the staff report.
Motion —It was moved by Commissioner Leidner/Blakeley to cancel the August 13,
2012 Community Services Commission Meeting. Motion passed unanimously.
4
Community Services Commission Minutes June 11, 2012
_2-
2. Consideration of an Adopt -A -Park Program
Manager Howlett presented the staff report.
Commissioner Leidner asked if there is a way to control the Adopt -A -Park
participants and not let them gain too much influence or control over a public
facility. Manager Howlett stated that the participants would not be regulating the
use of the facility.
Chairperson Fitzpatrick asked if Safety Standards will be given to the participants.
Manager Howlett stated that staff will tailor the program to each individual group
and staff will explain safety issues related to work that will be done.
Commissioner Lawrence asked if there would be coordination as the scheduling of
things being done. Director Hylton stated that staff will expect a schedule for the
facilities so that rentals and events can be coordinated.
Motion - It was moved by Commissioners Leidner/Lawrence to recommend the
Adopt -A -Park Program to the City Council. Motion carried unanimously.
STUDY SESSION
1. Discussion of the Open Space and Parks and Recreation Elements from the
2035 General Plan Update
Les Johnson, Planning Director, presented the staff report.
Andy Mogensen, Principat Planner, spoke regarding the Park, Recreation and Trails,
and the Open Space"and Conservation Element.
Les Johnson stated that the update has been ongoing for approximately 1'/2 years.
The draft has been received for review by City staff. Release for the Draft Update
is the week_of-July 6, 2012.
Commissioner Blakeley asked how often the State mandates an update. Director
Johnson stated it is, up to the jurisdiction to set a timeline.
General Plan Open House Community Workshops, Wednesday, July 11, 2012 from
3 to 5pm and 6 to Spm. www.lg2035.org
DEPARTMENT REPORTS
1. Department Report for May 2012
5
Community Services Commission Minutes I June 11, 2012
-3-
COMMISSIONER ITEMS
1. Report from Commissioners Regarding Meetings Attended.
2. Calendar of Monthly Events
PUBLIC HEARING - None.
OPEN DISCUSSION
ADJOURNMENT
It was moved by Commissioners Lawrence/Engel;to adjourn the Community
Services Commission meeting at 6:26 p.m. Motion carried unanimously.
NEXT MEETING INFORMATION:
A Regular Meeting of the Community Services Commission to be held on July 9,
2012 commencing at 5:30 p.m. in the City of La Quinta Study Session Room, 78-
495 Calle Tampico, La Quinta, CA'92253.
Submitted by:
0
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COMMISSION MEETING DATE: July 9, 2012
ITEM TITLE: Consideration to Elect a Chairperson for
the Community Services Commission
RECOMMENDATION:
AGENDA CATEGORY:
BUSINESS SESSION: 1
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Elect one member to serve as Chairperson for the Community Services Commission.
BACKGROUND AND OVERVIEW:
A Chairperson for the Commission is selected to preside over the meetings. An open
vote will be taken at the Commission meeting to select a Chairperson.
Voting Procedures:
All actions must be taken on a majority vote or by a majority of the quorum present.
On the passage of every motion, the vote shall be taken by voice or roll call as
appropriate. Staff will open and close nominations to the Commission for Chairperson.
The vote will be taken and the Chairperson will be elected.
Tie Votes:
In the case of a tie vote, an additional motion is made which obtains a majority vote to
break the tie. If a tie vote results at a time when less than all members are present,
the matter shall automatically be continued to the Agenda of the next regular meeting,
unless otherwise ordered by the body.
ALTERNATIVES:
The alternatives available to the Commission are:
1
2
Elect one member to serve as Chairperson for the Community Services
Commission; or
Provide staff with alternate direction.
7
Respectfully skbmitted,
Edie Hylton I ' /
Community Services Director
Attachment: 1. Municipal Code 2.06.030 Chairperson, Vice -Chairperson -
Selection and terms
N
AGENDA CATEGORY:
COMMISSION MEETING DATE: July 9, 2012 BUSINESS SESSION:
CONSENT CALENDAR:
ITEM TITLE: Consideration to Elect a Vice -Chairperson
for the Community Services Commission STUDY SESSION:
PUBLIC HEARING:
RECOMMENDATION:
Elect one member to serve as Vice -Chairperson for the Community Services
Commission.
BACKGROUND AND OVERVIEW:
The Vice -Chairperson will preside over the meeting when the Chairperson is
unavailable. An open vote will be taken at the Commission meeting to select a Vice -
Chairperson.
Voting Procedures:
All actions must be taken on a majority vote or by a majority of the quorum present.
On the passage of every motion, the vote shall be taken by voice or roll call as
appropriate. The Chairperson will open and close nominations for Vice -Chairperson.
The vote will be taken and the Vice -Chairperson will be elected.
Tie Votes:
In the case of a tie vote, an additional motion is made which obtains a majority vote to
break the tie. If a tie vote results at a time when less than all members are present,
the matter shall be continued to the Agenda of the next regular meeting, unless
otherwise ordered by the body.
FINDINGS AND ALTERNATIVES:
The alternatives available to the Commission are:
1. Elect one member to serve as Vice -Chairperson for the Community Services
Commission; or
2. Provide staff with alternate direction.
submitted,
Edie Hylton
Community Services Director
Attachment: 1. Municipal .Code 2.06.030 Chairperson, Vice -Chairperson -
Selection and terms
T,7
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AGENDA CATEGORY:
BUSINESS SESSION:
COMMISSION MEETING DATE: July 9, 2012
CONSENT CALENDAR:
ITEM TITLE: Discussion of Sports Field Maintenance STUDY SESSION: 1
PUBLIC HEARING:
RECOMMENDATION:
Discuss the annual maintenance program of the sports fields at La Quinta Park, the
Sports Complex, and Colonel Paige Middle School.
FISCAL IMPLICATIONS:
The cost for the field aeration and top dressing (where needed) is $1,960.
BACKGROUND AND OVERVIEW:
During the summer months the sports fields at La Quinta Park, the Sports Complex,
and Colonel Paige Middle School are closed to sports for annual field renovation. This
renovation is necessary due to the amount of wear the sports fields are subject to from
the recreational sports teams and travel teams.
PRZ Consulting is an international company that specializes in evaluating existing
athletic fields, teaching athletic field maintenance seminars, and designing fields to
maintain at a reasonable cost. Their services were contracted in May 2007 during the
La Quinta Sports Complex Needs Analysis and Rehabilitation Plan project. Staff
expanded PRZ's service at the Sports Complex to also include La Quinta Park. The
analysis report included the current conditions, the annual usage, and
recommendations based on levels of service. The report identified wear as being the
biggest problem. Additionally, the fields are unable to fully recover because peak use
is during the period when the turf is in dormancy. Staff worked with the sports
associations to divert some play to Desert Sands Unified School District (DSUSD)
fields. An agreement with the DSUSD allowed La Quinta American Youth Soccer
Organization (AYSO) to divert a portion of their play to the sports fields at Colonel
Paige Middle School.
11
In July 2011, the sports fields at La Quinta Park and the Sports Complex were aerated
and top dressed using SilverRock Resort golf course equipment and staff. The parks
landscape contractor aerates the turf multiple times throughout the year, but the
SilverRock Resort equipment provides deeper aeration for better results of aeration and
relieving compaction. Top dressing is a practice of adding new sand to level the field
surface, relieve compaction, and improve drainage.
In addition, City staff, the parks landscape maintenance contractor, and DSUSD staff
all worked together to improve the baseball infields at the Sports Complex. There was
turf along the outside of the first and third base lines in the infields. This infield turf
was uneven and difficult to maintain. The landscapers and DSUSD staff removed the
infield irrigation and turf, and filled -in the area with additional infield material. This
provided better infield conditions for the players at the Sports Complex.
In February 2012, the infields at the Sports Complex were once again leveled and
additional infield material was added. Each year, the parks budget includes $2,500 for
infield material that is installed by the La Quinta Youth Sports Association before the
season begins.
In July 2012, staff will be closing the sports fields for aerating and top dressing using
SilverRock Resort staff and equipment. Aerification is a mechanical process that
creates more air space in the soil and promotes deeper rooting and better nutrient
retention thus helping the turf grass stay healthy. In most cases, it is done by
removing %-inch cores from the compacted soil. The spaces are then filled with sand
"topdressing" that helps the soil retain air space and makes it easier for roots to grow
and for better field conditions.
Respectfully
Edie Hylton
Community Services Director
12
DEPARTMENT REPORT: 1
F`y of tNE�`'VS
TO: Community Services Commission
FROM: Edie Hylton, Community Services Director
DATE: July 9, 2012
SUBJECT: Community Services Department Report for June 2012
Due to the preparation time of the Department Report, the June 2012 Department
Report will be included in the September 10, 2012 Commission packet.
13
COMMISSIONER ITEM: 1
COMMUNITY SERVICES COMMISSIONERS MEETINGS & WORK PLAN TASK EVENTS
FISCAL YEAR 2011-2012 ATTENDANCE
Date of Appointment
Term Expires
Sharrell Blakeley
Heather Engel
Kathleen Fftzpatrickl
Michele Lawrence
Bob Leidner
7/1/2011
7/1/2010
1
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
Moonlight 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 Fair
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
Thanksgivinll 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 Flag Football Tournament
Disc Golf Holiday Tournament
Holida Luncheon
Present
Evenin 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 Meeting
Present
--
Present
Present
Present
Trails Day/Tails on Trails
Temecula Valley Tour
Walking Equals Long Life Walk
Nature Walks
April 9, 2012 Meeting
Present
Present
Present
Present
Present
Youth Egg Hunt
X
X
X
Talent Showcase
Nature Walk
30th Anniversary & Picnic
X
X
X
X
May 14, 2012 Meeting
Present
Present
Present
Present
--
Disc Golf Tournament
Carlsbad Excursion
Dessert Competition Luncheon
Nature Walk
Angels @ Padres Excursion
W.E.L.L. Walk
June 11, 2012
Present
Present
Present
Present
Present
Y-Tri
Disc Golf Tournament
`N7
COMMISSIONER ITEM: 2
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