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2008 07 14 CSC Minutesi APPROVAL OF MINUTES: 1 COMMUNITY SERVICES COMMISSION MINUTES July 14, 2008 CALL TO ORDER A regular meeting of the Community Services Commission was called to order at 5:34 p.m. by Commissioner Leidner. Commissioner Quill led the audience in the Pledge of Allegiance. COMMISSIONERS PRESENT: Commissioner Joan Biegel Commissioner Sheldon Brodsky Commissioner Rosemarie Darroch Commissioner Kathleen Fitzpatrick Commissioner Andrea Gassman Vice -Chairperson Bob Leidner Commissioner Dori Quill STAFF PRESENT: Edie Hylton, Community Services Director Steve Howlett, Golf & Parks Manager Robert Ambriz Jr., Recreation Supervisor Angela Guereque, Senior Secretary PUBLIC COMMENT None. CONFIRMATION OF AGENDA Motion - It was moved by Commissioner Gassman and seconded by Commissioner Brodsky to confirm the agenda. Motion carried unanimously. PRESENTATIONS: None. APPROVAL OF MINUTES 1. Approval of June 9, 2008 Minutes Commissioner Quill noted that on Page 5, paragraph 3, sentence 3 states that the Cove Neighborhood Association has had a lot of conversation about parking lots 2 Community Services Commission Minutes July 14, 2008 2- and would like it left alone. Commissioner Quill stated that her perception of that was that some would like it left alone and it wasn't a formal Cove Neighborhood Association meeting. She suggested that the recording be listened to for revisions. Commissioner Quill noted that on Page 8, paragraph 2, she had suggested the Cahuillan Indian name of "Ahwalem" meaning dog. Motion - It was moved by Commissioner Gassman and seconded by Commissioner Fitzpatrick to approve the minutes as corrected. Motion carried unanimously. CONSENT CALENDAR None. PUBLIC HEARING None. BUSINESS ITEMS 1. Election of Chairperson Commissioner Brodsky nominated Commissioner Gassman for Chairperson. Commissioner Gassman declined the nomination and nominated Commissioner Leidner. The vote was cast for Commissioner Leidner for Chairperson: AYES-6, NAYS-1. Motion - It was moved by Commissioner Fitzpatrick and seconded by Commissioner Gassman to elect Commissioner Leidner as Chairperson for the Community Services Commission. Motion carried unanimously. 2. Election of Vice Chairperson Commissioner Quill nominated Commissioner Gassman for Vice Chairperson. The vote was cast for Commissioner Gassman for Vice Chairperson: AYES-7, NAYS-0. Motion - It was moved by Commissioner Fitzpatrick and seconded by Commissioner Biegel to elect Commissioner Gassman as Vice Chairperson for the Community Services Commission. Motion carried unanimously. 3. Consideration to Recommend the Sports Complex Rehabilitation Plan to be considered by the City Council. 3 Community Services Commission Minutes July 14, 2008 -3- Steve Howlett, Golf & Parks Manager introduced the La Quinta Sports Complex report noting that it was built in 1988 and is owned by Desert Sands Unified School District (DSUSD). City staff has been working with DSUSD and the youth sports associations to improve the conditions and services for the community at the Sports Complex. On October 17, 2006, the City Council approved a Request for Proposals for the La Quinta Sports Complex Needs Analysis and Rehabilitation Plan to prepare a needs analysis, which inventories and evaluates existing conditions, plan specifications, and estimates necessary to construct the upgrades identified in the needs analysis. On February 6, 2007, the City Council approved a Professional Services Agreement for the La Quinta Sports Complex Needs Analysis and Rehabilitation Plan with Community Works Design Group. Tim Maloney and Bob Fawcett, Community Works Design Group, explained that stakeholder meetings were conducted with the sports associations who use the facility, DSUSD, and City staff to identify each groups needs for the facility. A site inventory was conducted and a Sports Field Assessment was conducted by PRZ Sports Turf Consulting. The proposed Sports Complex Rehabilitation Plan has been reviewed by DSUSD and was presented to the La Quinta Sports Youth Association. Because of the funding and the scope of work, the Rehabilitation Plan has been divided into two phases. The plan includes the following recommendations: Phase One • Demolition and clearing of Fields 1, 2, 3, and concession area; • Grading and drainage improvements; • Improvements to the baseball and softball fields including new backstops, field fencing, and bleachers; • Site features including drinking fountains, picnic tables, and entry signage; • Improvements to the concrete in the core area to improve drainage; • Irrigation and turf replacement in the outfields for fields 1, 2, and 3; • Replacement of bleachers, dugouts, and score areas; • Replacement of batting cages and pitching areas, and fencing the storage area; • Addition of picnic shelters and two additional restrooms; • Lighting improvements including entry sign lighting, relocation of the service panel at entry, and readjusting field light lamp heads. Phase Two • Demolition and clearing of Fields 4, 5, and 6; • Grading and drainage improvements; 0 Community Services Commission Minutes -4- July 14, 2008 o Improvements to the baseball and softball fields including small backstops, infield mix, sideline fencing, and bleachers; o Updated irrigation system and new turf to improve the outfield conditions for fields 4, 5, and 6; o Adding an additional Field (#7). This plan will be implemented in collaboration with DSUSD. DSUSD will fund the grading, new irrigation system and the turf replacements with Measure K funding. The City will use Quimby Funds to make the improvements that are needed for the recreation and sports uses. Funding is included in the Capital Improvement Program. This plan, if approved by the La Quinta City Council and DSUSD Board, will be implemented in two phases. The first phase will be the improvements to the south and core area including the concession and restrooms. The second phase will include the improvements to the north of the core area. The improvements can not be done during the school year and each phase must be completed over the summer months. DSUSD will be the project manager. Commissioner Fitzpatrick asked if children will be able to use the existing playground by the group picnic area. Mr. Howlett stated that the playground that is currently on the Sports Complex property will become a picnic site and DSUSD will give access to the existing playground on the school site. Commissioner Fitzpatrick asked about the football user group and if soccer is played at these fields. Mr. Ambriz stated that there is no soccer played at these fields. Commissioner Fitzpatrick asked if new lights were going to be put in Phase 1. Mr. Howlett stated that there currently are lights and some poles will be relocated to better suit the alignment. The football field was requested by DSUSD to serve the school district. Vice -Chairperson Gassman asked if there will be sufficient parking with all the changes. Mr. Maloney stated there will be no changes to the parking. Vice -Chairperson Gassman asked if the new fields will be adequate to accommodate the older students hitting the ball. Mr. Fawcett stated that one of the fields will be lengthened, which will provide two 300' fields. Vice -Chairperson Gassman asked if the additional fields can be rotated and rested. Director Hylton stated that the City does not have enough fields to do that. Vice -Chairperson Gassman suggested that the men's and women's restrooms not be built equally. 3 Community Services Commission Minutes July 14, 2008 -5- Vice-Chairperson Gassman asked if the children's play area will be smaller. Mr. Maloney stated that the play area would not be smaller. Vice -Chairperson Gassman suggested having covered children's areas. Commissioner Quill asked what the cost of the project is. Mr. Howlett stated that the cost is estimated at $2.2 million. This cost will be split with DSUSD. Commissioner Quill asked if the cost includes new turf and trees. Mr. Howlett stated that the cost estimate does include new turf and trees. Commissioner Quill asked what Quimby funding is. Director Hylton stated that Quimby funding comes from residential development to provide additional funding for the growth of the communities. Commissioner Quill asked how many more women's restroom will be added with this plan. Mr. Howlett stated there will be a total of two buildings. Director Hylton stated the Sports Association felt the one additional men's and one additional women's restroom would meet there needs. Commissioner Quill stated that she was surprised the Sports Association was okay with only one additional restroom each. She stated that she has seen little girls waiting in long lines outside of the women's restroom. Mr. Ambriz stated that DSUSD does not want additional restrooms on the ends of the fields due to vandalism issues and space issues. Commissioner Quill noted that if the City is spending that much money, it should take care of the restroom problems. Mr. Ambriz stated that La Quinta Park has two restroom buildings which include two stalls and one urinal in the men's and three stalls in the women's restroom. These restrooms have accommodated the AYSO league which has up to 1,600 children. The Sports Complex will have the same number of restrooms as La Quinta Park with the same amount of children. Commissioner Biegel thanked Community Works for the great job done and stated she is excited to see this project move ahead. Commissioner Brodsky asked what Measure K is. Director Hylton stated that Measure K is a DSUSD funding source for Capital Development. Commissioner Brodsky asked if the budget cuts will impact this project. Director Hylton stated that DSUSD staff has stated that this money is bond money to be used for Capital Improvements and can not be used for other purposes. Commissioner Darroch asked how children will get into the school playground. Mr. Howlett stated DSUSD has volunteered to give gate access to the playground. The sports association currently has keys to the gate. M Community Services Commission Minutes July 14, 2008 -6- Commissioner Darroch asked if the water fountain between first and third fields will stay there. Mr. Maloney stated the fountain will be relocated close to the same area. Mr. Howlett stated that the design approved by the sports association has cooler stations in each dugout area. Commissioner Darroch asked if Field 3 is enlarged where the bleachers will be located. Mr. Maloney stated the field will be pushed out further. Commissioner Darroch asked if the picnic area will be fixed up. Mr. Ambriz stated that area will be redone. Chairperson Leidner asked if DSUSD has already endorsed the plans. Mr. Howlett stated this project is a result of working together with DSUSD. The final approving bodies will be the City Council and DSUSD Board. Chairperson Leidner asked what the timeline will be for both phases. Mr. Fawcett stated that construction on Phase 1 will take less than 90 days. Chairperson Leidner asked if staff is prepared for Phase 1 to take longer than 90 days. Mr. Ambriz stated that the sports associations are prepared for accommodations if construction takes longer than anticipated. Mr. Fawcett stated that liquidated damages will be imposed on the contractor if they do not complete the work in the time period agreed. Commissioner Quill stated that these fields are primarily for baseball and would like to suggest naming the complex La Quinta Baseball Park. Director Hylton stated that staff can make that recommendation to DSUSD. Chairperson Leidner asked if football is played on these fields. Mr. Ambriz stated that football currently uses the fields for approximately 6 weeks from mid -October through November. Commissioner Quill asked if the project will be done next summer. Director Hylton stated DSUSD will be taking the lead on this project. Staff hopes to have a contractor by spring 2009 with construction starting in the summer. Mr. Howlett stated that the plans and specifications will be done by DSUSD. Commissioner Quill suggested that the drinking fountains be kept in the same areas. Commissioner Fitzpatrick asked if Community Works is contracted and will DSUSD use them. Mr. Howlett stated that Community Works project was to do the needs analysis and rehabilitation. This is their final step in this project. Community Works will be available to present to the DSUSD Board and City Council. 7 Community Services Commission Minutes July 14, 2008 -7- Motion — It was moved by Commissioner Biegel and seconded by Commissioner Brodsky to recommend the Sports Complex Rehabilitation Plan to be considered by the City Council. CORRESPONDENCE AND WRITTEN MATERIALS 1. Parks and Art Maintenance and Improvements for Fiscal Year 2008/2009 Vice -Chairperson Gassman asked if City staff will be contacting the post office about the relocation of mail boxes along Avenida Montezuma. Mr. Howlett stated the relocation has been approved by the post office. Staff has been working to use the AB-939 grant for recycled aluminum mailboxes. Staff has met with the Stewards of the Fred Wolff Nature Preserve and they support staff sending a letter to the residents about the relocation and replacement of mailboxes. Vice -Chairperson Gassman asked if the Fish Trap will be the same type of mosaic as the original. Mr. Howlett stated that the mosaic was not part of the original artist concept. Director Hylton stated the renovated pieces will be more vandal proof. Vice -Chairperson Gassman asked about the two shade structures at Fritz Burns Pool being replaced with one shade structure. Mr. Howlett stated that currently vandals climb up the fence to reach the low shade structure, so the new one will be more elevated. Director Hylton stated that staff is looking into a shape that might not be square and a little further away from the fence. Commissioner Quill stated that if the shade structure is too high there will be no shade. Mr. Howlett stated that the structure being proposed will be bigger than the two that are there now. Vice -Chairperson Gassman suggested that the wood bases in the pavilions be done with a recycled component. Mr. Howlett stated staff will look into that. Commissioner Quill asked if all of the bronze Art in Public Places pieces are waxed annually, especially the Gem at Highway 1 1 1 /Washington Street. Director Hylton stated that the City does not own that piece, but has been in contact with the Developer to do some general maintenance. Staff has also been in contact with the Artist to see what can be done with that piece. Mr. Howlett stated that many of the Art in Public Places fall under developer maintenance. Commissioner Quill asked if the items on the Park and Art Maintenance list have been approved by City Council. Director Hylton stated that City Council will be reviewing the budget tomorrow. Commissioner Quill asked about the $65,000 cost for the Sand Volleyball. Director Hylton stated that staff used the estimate 3 Community Services Commission Minutes July 14, 2008 -g- from Freedom Park in Palm Desert. Commissioner Fitzpatrick asked if the cost includes design and staff concurred. Commissioner Biegel asked where the volleyball court will be. Director Hylton explained that staff will be recommending two or three locations including Adams Park and Seasons Park Retention Basin. Commissioner Darroch asked where Seasons Park is located. Director Hylton stated it is located behind Adams Elementary. Commissioner Darroch suggested the undeveloped area next to the skate park. Mr. Howlett stated that area is a Coachella Valley Water District well site. Commissioner Quill asked if Tom Kirk was the only person who requested the Sand Volleyball Court or if other people in the community asked for it. Director Hylton stated that Tom Kirk had requested this be considered. Commissioner Quill asked about a picnic table being put in the Library atrium. Director Hylton stated that area is part of the Library and staff would talk to Library staff about it. Commissioner Quill asked what the City Council decided on the items she presented to them for the budget. Director Hylton stated that the City Council did not give direction regarding the requests. Commissioner Quill stated she went before City Council and asked for the misting item and shade for the skate park. Director Hylton stated these items could be tied to other items in the mid year budget. All of the items can be put together for the Commission to prioritize after an Arts and Parks Tour to be held in the fall. Commissioner Quill asked if lighting and benches were going to be installed at the unnamed dog park. Director Hylton stated that these are items that can be prioritized at the mid year budget adjustment. Commissioner Quill asked about the three light poles at La Quinta Park and if people would be able to see the banners when driving around that location. Mr. Howlett stated that the banners would be around the playground area, pavilion, and the water feature. Commissioner Quill asked if the poles are for decorative banners or activity banners. Director Hylton stated the light poles are a combination of low level lighting and decorative banners that are around the Village. Commissioner Darroch asked if the new surfacing at Adams Park would be hot to walk on. Mr. Howlett stated that there will be a painted surface over the flooring similar to the Fritz Burns Pool area. The paint will lower the temperature of the surface by 20 to 30 degrees in full sun. Commissioner Darroch asked what the life span is on this type of material is. Mr. Howlett stated that staff is currently checking into the span of these materials. Community Services Commission Minutes July 14, 2008 -9- Commissioner Darroch asked if there will be lights at the Centre Pointe playground. Mr. Howlett stated that due to the Dark Sky Ordinance, this item needs to go before City Council and CEQA. Director Hylton stated that it depends on the type of lighting being requested. Low level lighting would have very little impact. Commissioner Darroch asked what DG is. Mr. Howlett stated it stands for Decomposed Granite. Commissioner Darroch noted that trees have been removed in the retention basin north of La Quinta Park. Mr. Howlett stated that this particular area is maintained by the Landscape and Lighting District. Chairperson Leidner thanked staff for listening to many of the suggestions throughout the year. The tours give the Commission an opportunity to see what needs to be done. Vice -Chairperson Gassman asked when the Artist class will be held. Director Hylton stated Art Appreciation Day will be brought to the Commission in September. 2. Community Services Department Report for May and June 2008 Commissioner Brodsky commented on the drop in revenue. He suggested a column letting residents know about the facility rentals the City has be put in the City's section of "The Gem." Director Hylton stated that staff is looking into doing a facility brochure for rentals. The rental of the large room at the Library was only a temporary situation. Director Hylton stated staff will look at putting information about facility rentals in The Gem, the City Report, and the website. Commissioner Quill stated that she liked having the Department Report early this time. Director Hylton stated that staff will try to get the Department Reports in early, but sometimes the early meeting dates keep that from happening. Commissioner Quill appreciates the information emails that Director Hylton sends out. Commissioner Quill asked how the water aerobics class is going. Mr. Ambriz, Jr., stated that no one has signed up for it. The cost should be reduced next year. Commissioner Quill asked about the Fireworks Show. Director Hylton stated that this item will be presented to City Council on July 15, 2008 with the La Quinta High School being the recommended site. 10 Community Services Commission Minutes July 14, 2008 -10- Vice-Chairperson Gassman stated that there are rock paths forming at the top of the cove trails. Mr. Howlett stated that effort is being done by an active group of hikers. Commissioner Quill asked where the dog bag dispensers are located on the campus. Mr. Howlett stated that there is one on each side of the lake. Commissioner Quill asked if staff had contacted the Coachella Valley Recreation and Park District about the gophers at La Quinta Community Park. Director Hylton stated she contacted them and it is an ongoing issue for them. 3. Calendar of Monthly Events Commissioner Quill asked what the Back to School program is. Director Hylton stated it is a coordinated effort with the Senior Center and the Boys & Girls Club Summer Reading Program. COMMISSIONER ITEMS 1. Reports from Commissioners Regarding Meetings Attended. Vice -Chairperson Gassman attended the Senior Center Dance and the Bee Movie. OPEN DISCUSSION Director Hylton explained that a change has been made in the City processes regarding absenteeism at Commission meetings. If a Commissioner is going to miss a meeting, they need to let staff know in writing. Staff will notify City Council of the absence. Vice -Chairperson Gassman asked if email would be sufficient. Director Hylton stated staff will check with the City Clerk regarding emails. ADJOURNMENT It was moved by Vice -Chairperson Gassman and seconded by Commissioner Biegel to adjourn the Community Services Commission meeting at 7:09 p.m. Motion carried unanimously. NEXT MEETING INFORMATION: A Regular Meeting of the Community Services Commission to be held on September 8, 2008 commencing at 5:30 p.m. at the La Quinta Study Session Room, 78-495 Calle Tampico, La Quinta, CA 92253. 11 Community Services Commission Minutes July 14, 2008 Submitted by: Ang la Guereque Community Services Senior Secretary 12