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2020 06 08 CSC COMMUNITY SERVICES COMMISSION AGENDA JUNE 8, 2020 COMMUNITY SERVICES COMMISSION AGENDA CITY HALL COUNCIL CHAMBER 78495 Calle Tampico, La Quinta REGULAR MEETING MONDAY, JUNE 8, 2020 AT 5:30 P.M. ****************************** SPECIAL NOTICE Teleconferencing and Telephonic Accessibility In Effect Pursuant to Executive Orders N-25-20, N-29-20, N-33-20, and N-35-20, executed by the Governor of California in response to the state of emergency relating to novel coronavirus disease 2019 (COVID-19) and enabling teleconferencing accommodations by suspending or waiving specified provisions in the Ralph M. Brown Act (Government Code § 54950 et seq.), members of the Community Service Commission, the City Manager, City Attorney, City Staff, and City Consultants may participate in this meeting by teleconference. Additionally, pursuant to the above-referenced executive orders, the public is not permitted to physically attend at City Hall the meeting to which this agenda applies, but any member of the public may listen or participate in the open session of this meeting as specified below. Members of the public wanting to listen to this meeting may do so by tuning-in live via http://laquinta.12milesout.com/video/live. Members of the public wanting to address the Community Services Commission, either for public comment or for a specific agenda item, or both, are requested to send an email notification to the Community Resources Department at commresource01@laquintaca.gov and specify the following information: Commission agendas and staff reports are available on the City’s web page: www.laquintaca.gov COMMUNITY SERVICES COMMISSION AGENDA JUNE 8, 2020 1) Full Name 4) Public Comment or Agenda Item 2) City of Residence Number 3) Phone Number 5) Subject 6) Written or Verbal Comments The email “subject line” must clearly state “Written Comments” or “Verbal Comments.” Verbal public comments – requests to speak must be emailed to the Community Services Secretary no later than 3:00 p.m. on the day of the meeting; the City will facilitate the ability for a member of the public to be audible to the Community Services Commission and general public for the item(s) by contacting him/her via phone and queuing him/her to speak during the discussion. Only one person at a time may speak by telephone and only after being recognized by the Community Services Commission’s Chairperson. Written public comments, received prior to the adjournment of the meeting, will be distributed to the Community Services Commission, incorporated into the agenda packet and public record of the meeting, and will not be read during the meeting unless, upon the request of the Community Services Commission Chairperson, a brief summary of any public comment is asked to be read, to the extent the City Clerk’s Office can accommodate such request. It would be appreciated that any email communications for public comments related to the items on the agenda, or for general public comment, are provided to the Community Resources Department at the email address listed above prior to the commencement of the meeting. If that is not possible, and to accommodate public comments on items that may be added to the agenda after its initial posting or items that are on the agenda, every effort will be made to attempt to review emails received by the Community Resources Department during the course of the meeting. The Community Services Commission’s Chairperson will endeavor to take a brief pause before action is taken on any agenda item to allow the Community Services Secretary to review emails and share any public comments received during the meeting. All emails received by the Community Services Secretary, at the email address above, until the adjournment of the meeting, will be included within the public record relating to the meeting. COMMUNITY SERVICES COMMISSION AGENDA JUNE 8, 2020 ****************************** CALL TO ORDER ROLL CALL: Commissioners Biondi, Blakeley, La Greca, Marley, and Chair Wyler PLEDGE OF ALLEGIANCE PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA 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. The Commission values your comments; however, in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). CONFIRMATION OF AGENDA CONSENT CALENDAR (MOTION REQUIRED) 1. APPROVE MAY 11, 2020 MINUTES DEPARTMENTAL REPORT 1. DISCUSS NOVEL CORONAVIRUS DISEASE (COVID-19) OPERATIONAL IMPACTS, CONTINUITY OF CITY OPERATIONS, COMMUNITY AND BUSINESS RESOURCES – CHRIS ESCOBEDO, COMMUNITY RESOURCES DIRECTOR 2. DISCUSS REGULAR MEETING FREQUENCY – COMMUNITY RESOURCES DIRECTOR ESCOBEDO BUSINESS SESSION 1. AUTHORIZE THE ISSUANCE OF A REQUEST FOR PROPOSALS TO DESIGN AND INSTALL ARTWORKS AT ROUNDABOUTS ON AVENIDA BERMUDAS AT CALLE SINALOA AND CALLE TAMPICO – COMMUNITY RESOURCES ANALYST TORRES 2. ESTABLISH CHAIR AND VICE-CHAIR APPOINTMENT ROTATION - COMMUNITY RESOURCES DIRECTOR ESCOBEDO 3. APPROVE SUMMER SCHEDULE COMMISSIONER’S ITEMS ADJOURNMENT The next regular meeting of the Community Services Commission will be held on July 13, 2020, commencing at 5:30 p.m. at the La Quinta Study Session Room, 78495 Calle Tampico, La Quinta, California, 92253. COMMUNITY SERVICES COMMISSION AGENDA JUNE 8, 2020 DECLARATION OF POSTING I, Lisa Chaudhry, Community Services Commission Secretary (Secretary) of the City of La Quinta, do hereby declare that the foregoing agenda for the La Quinta Community Services Commission meeting was posted on the City’s website, near the entrance to the Council Chambers at 78-495 Calle Tampico, and the bulletin boards at the Stater Brothers Supermarket at 78-630 Highway 111, and the La Quinta Cove Post Office at 51-321 Avenida Bermudas, on June 4, 2020. DATED: June 4, 2020 LISA CHAUDHRY, Community Services Commission Secretary City of La Quinta, California Public Notices • The La Quinta Study Session Room is handicapped accessible. If special equipment is needed for the hearing impaired, please call the Community Resources office at 760- 777-7106, twenty-four (24) hours in advance of the meeting and accommodations will be made. • If special electronic equipment is needed to make presentations to the Community Services Commission, arrangements should be made in advance by contacting the Community Services office at 760-777-7106. A one (1) week notice is required. • If background material is to be presented to the Commissioners during a Commission meeting, please be advised that eight (8) copies of all documents, exhibits, etc., must be supplied to the Secretary for distribution. It is requested that this take place prior to the beginning of the meeting. • Any writings or documents provided to a majority of the Commissioners regarding any item(s) on this agenda will be made available for public inspection at the Community Resources Department at City Hall located at 78-495 Calle Tampico, La Quinta, California, 92253, during normal business hours. COMMUNITY SERVICES COMMISSION MINUTES March 9, 2020 COMMUNITY SERVICES COMMISSION MINUTES MONDAY, MAY 11, 2020 CALL TO ORDER A regular meeting of the La Quinta Community Services Commission was called to order at 5:38 p.m. by Chair Wyler. This meeting was held by teleconference pursuant to Executive orders N-25-20, N- 29-20, N-33-20, and N-35-20, executed by the Governor of California in response to the state of emergency relating to novel coronavirus disease 2019 (COVID-19) and enabling teleconferencing accommodations by suspending or waiving specified provisions of the Ralph M. Brown Act (Government Code § 54950 et seq.). PRESENT: Commissioners Biondi, Blakeley, La Greca, Marley and Chair Wyler ABSENT: None STAFF PRESENT: Community Resources Director Escobedo, Community Resources Manager Calderon, Community Resources Analyst Torres, Community Services Secretary Chaudhry, and City Clerk Radeva. PLEDGE OF ALLEGIANCE Chair Wyler led the Commission in the Pledge of Allegiance. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None. CONFIRMATION OF AGENDA – Confirmed. CONSENT CALENDAR 1. APPROVE MINUTES OF MARCH 9, 2020 MOTION - A motion was made and seconded by Commissioners La Greca/Blakeley to approve the Consent Calendar as submitted. Motion passed unanimously. STUDY SESSION 1. CORONA CORONAVIRUS DISEASE (COVID-19) CITY OPERATIONS UPDATE Community Resources Director Escobedo Community Resources Manager Calderon presented verbal report. >>> Item Added ART PEDESTAL PROJECT VERBAL UPDATE Community Resources Analyst Torres provided an update regarding the Art Pedestal Project. Sage Vaughn who was chosen to install art pieces on two art pedestals located at Avenida Bermudas/Avenida La Fonda and Calle Estado notified staff that he is unable to deliver the art piece due to the COVID-19 pandemic. Staff recommended the runner up, Office Kovacks to complete the project. CONSENT CALENDAR ITEM NO. 1 COMMUNITY SERVICES COMMISSION MINUTES March 9, 2020 Commissioner Marley recommended postponing the project until COVID restrictions are lifted, and the City has had an opportunity to consider deficit funding by reallocating APP funds. Community Resources Director Escobedo reminded Commission that the Art in Public Places funds are restricted for art installation and maintenance and cannot be used to supplement the City’s general fund. DEPARTMENT REPORTS 1. COMMISSION TERM EXTENSIONS UPDATE Commission Secretary Chaudhry presented a verbal report recapping commissioners extended terms and provided Commissioners an opportunity to ask questions. COMMISSIONER’S ITEMS • ANNUAL ROTATION OF CHAIR AND VICE-CHAIR – DORIEL WYLER, COMMISSION CHAIR There was a consensus among Commissioners for staff to present options for Chair and Vice-Chair rotation at the next regular Community Services Commission meeting. ADJOURNMENT There being no further business, it was moved and seconded by Commissioners Blakeley/Marley to adjourn the meeting at 6:04 p.m. Motion passed unanimously. Respectfully submitted, LISA CHAUDHRY, Community Services Commission Secretary City of La Quinta, California City of La Quinta CITY COUNCIL MEETING: June 8, 2020 STAFF REPORT AGENDA TITLE: AUTHORIZE THE ISSUANCE OF A REQUEST FOR PROPOSALS TO DESIGN AND INSTALL ARTWORK AT ROUNDABOUTS ON AVENIDA BERMUDAS AT CALLE SINALOA AND CALLE TAMPICO. RECOMMENDATION Authorize a Request for Proposals submission to design and install artwork at the roundabouts on Avenida Bermudas at Calle Sinaloa and Calle Tampico. EXECUTIVE SUMMARY • In November 2019, the Community Services Commission (CSC) established the Roundabout Art Sub-committee (Sub-committee) comprised of two Cove Neighborhood Association (CNA) members and two commissioners. • $95,000 is appropriated for artwork; the Sub-committee recommended budgeting $47,500 for each site. • Distribution of a Request for Proposals (RFP) for artwork and design will initiate this project. FISCAL IMPACT Approximate project costs that will be included for the RFP will be $95,000 paid from the project number (401-0000-60188 151603CT). BACKGROUND/ANALYSIS The La Quinta Village Complete Streets is a road diet project that includes five new roundabouts designed to accommodate artwork installation under the Art in Public Places program (APP). The CSC is responsible for making APP procurement recommendations to Council. For the Village Complete Streets project the CSC initiated the effort by establishing a Sub-committee. During deliberation, the Sub-committee agreed that due to the roundabout’s large footprint, funds should be expended on two roundabouts to acquire an art piece sufficiently large enough to fill the space. In addition, there is no existing art in the adjoining areas and the large volume of vehicular traffic make both locations favorable for new art. BUSINESS ITEM NO. If the CSC elects to move forward, staff will publish the RFP (Attachment 1) to the City’s list of prequalified artists and return proposals for CSC consideration. ALTERNATIVES The CSC can elect not to publish the RFP and not install art at the roundabouts. Prepared by: Jaime Torres, Community Resources Analyst Approved by: Chris Escobedo, Community Resources Director Attachment: 1.Request for Proposals Roundabouts ReTXeVW fRU PURSRVaOV RRXQdabRXW AUW TKH CLW\ RI LD QXLQWD VHHNV D PUH-QXDOLILHG DUWLVW WR FUHDWH D QHZ DUW SLHFH IRU WZR URXQGDERXWV. OQH DW CDOOH SLQDORD & AYHQLGD BHUPXGDV DQG WKH RWKHU DW CDOOH TDPSLFR & AYHQXGD BHUPXGDV. BXdgeW $47,500 HDFK; WRWDO SURMHFW FRVW QRW WR H[FHHG $95,000. SchedXOe JXQH 9 - RFP UHOHDVHG WR PUH-QXDOLILHG AUWLVWV JXQH 26 DW 3SP - LDVW GD\ WR DVN TXHVWLRQV UHJDUGLQJ SURMHFWV JXQH 29 DW 5SP - DXH DDWH JXQH 30 WR JXO\ 6 - SWDII UHYLHZ JXO\ 13 - CRPLVVLRQ CRQVLGHUDWLRQ ATTACHMENT 1 SXbPLVVLRQ ΖQVWUXcWLRQV 1 SDJH SURMHFW SURSRVDO RHQGHULQJ RU VNHWFKHV WR LOOXVWUDWH SURSRVDO CRQFHSWXDO LWHPL]HG EXGJHW EPDLO VXEPLVVLRQ WR MWRUUHV@ODTXLQWDFD.JRY QXeVWLRQ AOO TXHVWLRQV PXVW EH VXEPLWWHG YLD HPDLO WR MWRUUHV@ODTXLQWDFD.JRY E\ WKH GXH GDWH. CULWeULa SLWH-VSHFLILFLW\ FHDVLELOLW\ QXDOLW\ RI SURSRVDO RHOHYDQW SULRU ZRUN UQLTXH WR LD QXLQWD Calle Sinaloa/Avenida Bermudas Calle Tampico/Avenida Bermudas City of La Quinta COMMISSION MEETING: June 8, 2020 STAFF REPORT AGENDA TITLE: ESTABLISH CHAIR AND VICE-CHAIR APPOINTMENT ROTATION RECOMMENDATION Establish Chair and Vice-chair appointment rotation EXECUTIVE SUMMARY • Designations of Chair and Vice-chair are required to meet the Municipal Code • Chair and Vice-chair are appointed at the first Community Service Commission (Commission) meeting held after June 30th of each year. • The Chair presides over the meetings and the Vice-chair presides over meetings in the Chair’s absence. BACKGROUND/ANALYSIS Per the City’s Municipal Code, Council has established the process for appointing Chair and Vice-chair to take place annually. Commission has the following options to change this process if they so desire: 1) Two-year service for Chair and Vice-Chair; or 2) A rotation option of Vice-Chair rotating into the Chair seat each year; or 3) Leave the current process in place of voting members in each year. If the Commission would like this process changed, a resolution must be submitted for Council review and approval. If adopted by Council, the new process will take effect. ALTERNATIVES The Commission may continue to designate Chair and Vice-chair annually at the first meeting held after June 30th. Prepared by: Lisa Chaudhry, Community Resources Administrative Technician Approved by: Chris Escobedo, Community Resources Director BUSINESS SESSION NO. 2 City of La Quinta COMMUNITY SERVICES COMMISSION MEETING: June 8, 2020 STAFF REPORT AGENDA TITLE: APPROVE SUMMER SCHEDULE RECOMMENDATION Approve the summer schedule. EXECUTIVE SUMMARY • Staff does not anticipate having substantive items to bring forward for the meetings in July and August. BACKGROUND/ANALYSIS The recommended summer meeting schedule is as follows: • July 13 CANCEL • August 10 CANCEL • September 14 Resume regular meeting Should a pressing situation or matter require Commission direction or action before September 14th, a regular or special meeting would be scheduled. ALTERNATIVES Commission may cancel only one meeting or not cancel any meetings. Prepared by: Lisa Chaudhry, Administrative Technician Approved by: Chris Escobedo, Community Resources Director BUSINESS ITEM NO. 3 POWER POINTS COMMUNITY SERVICES COMMISSION MEETING JUNE 8, 2020 6/15/2020 1 Community Services Commission Meeting June 8, 2020 Community Service Commission Consent Calendar 1 2 6/15/2020 2 Community Service Commission D1 – COVID-19 City Operations Update 3 4 6/15/2020 3 Community Service Commission D2 – Discuss Regular Meeting Frequency 5 6 6/15/2020 4 Community Service Commission B1 – Authorize the Issuance of an RFP to Design and Install Artworks at Roundabouts on Ave. Bermudas at Calle Sinaloa and Calle Tampico 7 8 6/15/2020 5 •2 Sites ‐ –Avenida Bermudas / Calle Sinaloa –Avenida Bermudas / Calle Tampico •Budget ‐NTE $47,500 per site •Schedule Deadline Task June 9 Issue RFP to pre‐qualified artists June 26 @ 3 pm Last day to submit questions regarding project June 29 Proposals due June 30 thru July 6Staff review of proposals July 13 Submit for Commission consideration Community Service Commission B2 - Chair & Vice-Chair Appointment Rotation 9 10 6/15/2020 6 •Current process: appointed annually, first  meeting after June 30th •Two ‐year service minimum •Annual rotation  of Vice‐chair to Chair followed  by appointment of new Vice‐chair OPTIONS Community Service Commission B3 – Approve Summer Schedule 11 12 6/15/2020 7 •July 13 Cancel •August 10 Cancel •September 14 Resume regular meetings Suggested  Schedule 13 14