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1998 01 20 CC Minutes^!1p LA QUINTA CITY COUNCIL MINUTES JANUARY20, 1998 Regular meeting of the La Quinta City Council was called to order at the hour of 3:00 p.m. by Mayor Pena, followed by the Pledge of Allegiance. PRESENT: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Pena ABSENT: None PUBLIC COMMENT Tom Freeman, 54-220 Avenida Obregon, Vice President of Waste Management of the Desert, asked for Business Session Item No.5 regarding refuse disposal and recycling to be continued to February 3, 1 998 to give their legal counsel an opportunity to review the proposed ordinance. CONFIRMATION OF AGENDA Confirmed APPROVAL OF MINUTES Council Member Adolph advised of a correction under Department Report No.2 on Page 11, noting that he did not concur with scheduling the Hillside Conservation Tour for January 21st because he wasn't sure of his schedule. He further noted that he would not be able to attend the tour because of a conflicting appointment. Council Member Henderson suggested he consider taking the tour with the Planning Commission at a later date. MOTION It was moved by Council Members Sniff/Henderson to approve the City Council Minutes of January 6, 1 998 as corrected on Page 11 to reflect that Council Member Adolph said that he would have to check his calendar to see if he could attend the Special Meeting on January 21, 1998. Motion carried unanimously. ANNOUNCEMENTS None PRESENTATIONS None BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 2 January 20, 1 998 WRITTEN CORRESPONDENCE 1. LETTER FROM BIA REGARDING A LUNCHEON MEETING WITH THE CITY COUNCIL. Council concurred on scheduling the luncheon meeting at a local restaurant on February 26, 1998. BUSINESS SESSION 1. CONSIDERATION OF AWARD OF THE DESIGN/BUILD CONTRACT FOR THE FRITZ BURNS PARK PUBLIC POOL AND CONSIDERATION OF APPROVAL OF AN OPERATION AND MAINTENANCE OF FACILITY AGREEMENT" WITH THE COACHELLA VALLEY RECREATION AND PARK DISTRICT FOR THE FRITZ BURNS PARK PUBLIC POOL. Mayor Pena abstained due to a conflict of interest and left the dais. Mr. Vogt, Public Works Director, advised that on October 21, 1997, Council approved the conceptual issues included in an Operation and Maintenance of Facility Agreement between the City and Coachella Valley Recreation & Park District CVRPD) and authorized the distribution of an RFP for construction of the Fritz Burns Park Pool. The deadline for submitting proposals was extended to January 8, 1998, resulting in three being received. The Consultant Selection Committee selected California Commercial Pools, Inc. as the most qualified firm. Staff recommended that a design/build contract be awarded to California Pools and that the Operation and Maintenance of Facility Agreement with CVRPD be approved. If approved, the design will be taken to the Parks & Recreation Commission for input and brought back to Council prior to the beginning of construction. Lee Jackson, 321 S. Vermont Avenue, Glendora, President of California Commercial Pools, Inc., presented a conceptual design plan for the Fritz Burns Park pool facility which includes a 75' X 42' multi-use pool, a rectangular-shape wading pool, shade structure, bathhouse, operations office, decking, perimeter wrought-iron fencing, mechanical equipment, and restrooms that will be left open for park use when the pool is closed. Mr. Vogt advised that the locker facility would be open only during pool operation hours to deter vandalism and that the split-block construction of the structure would make it more vandal-proof. The tile roof and block and stucco finish of the walls will match the Civic Center. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p J 1 City Council Minutes 3 January 20, 1 998 Council Member Perkins suggested using a compound on the block walls to help keep graffiti from showing. Mr. Vogt agreed and noted that Council's suggestions would be incorporated in the design plans and after they're reviewed by the Parks & Recreation Commission on January 26th, they'll be brought back to Council in early February for final approval. Mr. Jackson advised that the masonry partitions in the restrooms would be coated with epoxy to deter wall markings and the pools will have an automatic water-filtration system which will monitor the chlorine and acid levels in the pools and activate the chemical pumps as needed. In response to Council Members Adolph and Perkins, Mr. Jackson advised that their proposal does not include a heating system nor gas lines, but they can stub it out for gas and leave space in the equipment room for the heaters to be added later on. Council Member Perkins felt such provisions should be considered. Council Member Adolph pointed out that electric heaters or solar panels could be used if installation of gas lines is too costly to which Mr. Jackson responded that he felt solar power would be a good option for this area. Council Member Henderson noted that additions will increase the cost. Mr. Jackson advised that they didn't respond to the RFP initially because of the cost of the project and amenities requested. Although they feel the project has a very tight budget, they feel strongly about including the automatic water- filtration system and masonry building and believe that their proposal includes everything needed for a pool this size and purpose, with the exception of heaters. In response to Council Member Sniff, Mr. Jackson advised that staff has made it very clear that the pool facility costs are not to exceed $523,000 and they're comfortable that they can build it as requested within that amount. The depth of the main pool will vary from 3Y2-5 feet deep and the wading pool can be anywhere from 1 8 inches to 3 feet deep. Mr. Vogt advised that a rectangular-shaped, wading pool, 24 inches deep, would enable toddlers to have swim lessons. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I City Council Minutes 4 January 20, 1998 In response to Council Member Sniff, Mr. Jackson advised that the ornamental gate constructed for the pool facility will be incorporated into the fencing which will be 5-foot high, wrought iron with self-closing gates. He confirmed that stubbing out for the gas lines would not be a major expense and advised that their offices are located in Glendora. In regard to a completion date, he advised that they asked for five months, but were told they could only have three and that the City would issue their permits promptly. Therefore, they expect to meet the pool-opening deadline of May 1 5th. Council Member Sniff supported moving forward with the project, advising that he was pleased with the report and felt that the project is within the bounds of available funds. In response to Council Member Henderson, Mr. Jackson advised that the pools would be 10 feet apart, noting that the minimum requirement is 6 feet. He further advised that there would be approximately 6,200 sq. ft. of pool decking. Council Member Henderson was concerned about the wading pool being so close to the main pool because of the amount of activity taking place there and felt the distance between them should be greater. In response to Council Member Perkins, Mr. Jackson advised that there would be no stationary lifeguard stands as the lifeguards will be walking around the. pool and he confirmed that the shade structure would be built in such a manner as to allow it to be expanded in the future. Council Member Perkins felt the shade structure might need expansion in the future. Mr. Jackson advised that a removable, 3-foot-high fence could be installed between the pools to keep small children from darting across. Council Member Perkins was concerned that a fence between the pools would create other problems. Don Martin, General Manager for CVRPD, advised that they prefer the pools be close together to reduce the need for extra lifeguards. In response to Council Member Henderson, Phillip Hoy, Recreation Supervisor for CVRPD, advised that two out of five of their pool facilities have wading pools. They use a lifeguard/patron ratio of 1/20 and children six years or younger must be accompanied by an adult. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p Il City Council Minutes 5 January 20, 1 998 Council Member Perkins preferred the pools be close together. In response to Council Member Adolph, Mr. Martin advised that they are comfortable with the proposed depth of the wading pool. In response to Council Member Perkins, Mr. Vogt advised that the facility would have two security lights and lights in the pool that could be left on at night. Council Member Perkins noted that leaving the pool lights on at night would keep people from sneaking in at night unseen. Mr. Jackson noted that the fencing material would allow visibility of the pool from outside the facility and that there would be two pole lights shining away from the street and into the park. The eight lights in the main pool and the 1 2 lights in the wading pool will be on variable switches which will allow them to be turned on or off separately. In response to Council Member Adolph, Mr. Jackson advised that the plan shows one gate, but a gate could be added to the other side of the building as well as an access gate for trucks, noting that the gates will be self-locking. Council Member Adolph preferred this plan over the last design because it provides greater visibility of the pool from the street. Mr. Jackson noted that by moving the pool facility closer to the parking lot, there's greater visibility, easier access, and more room in the park for other activities. Council Member Sniff felt the less gates the better, noting that it would make it easier to control access. Mr. Jackson advised that the perimeter gate would be used mainly for maintenance and that pool patrons would access the facility through the lobby. Patty Stringer, 52-560 Avenida Navarro, urged approval of the project and advised that she's been waiting a long time for a pool to be built. She suggested La Quinta residents be given a discount for use of the pool and for swim classes, much like the discounts given in Palm Desert and lndio. Mr. Martin advised that CVRPD has a membership arrangement with Palm Desert and lndio and could work out a similar arrangement with La Quinta. Discounts are also given when more than one child from a family registers for swim lessons. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 6 January 20, 1 998 Council Member Henderson asked the District to consider opening the pools in the morning as requested by some of the residents. Mr. Martin advised that the pool would be open at 8:30 a.m. for swim lessons and in the afternoon for open swim. Council Member Adolph noted that his concern has been that the pool could be constructed with the amount set aside for the project and that a contract for maintenance and operation of the pool could be secured without any concern that it would fall back to the responsibility of the City at some later date. He asked if staff was confident that the proposals before Council would satisfy those concerns to which Mr. Vogt responded yes. Robert Tyler, 44-215 Villeta Drive, urged Council to approve the project, believing it to be a win/win situation for all concerned and an opportunity for the City to provide a public pool at a good price. Council Member Sniff complimented staff for their work and CVRPD for their cooperation in working with the City. He felt the City and CVRPD would have a good and productive relationship for a long time. MOTION It was moved by Council Members Sniff/Adolph to award the Design/Build Contract for the Fritz Burns Park Public Pool to California Commercial Pools, Inc. in an amount not to exc*ed $523,000. Council Member Henderson thanked the community for their sincere commitment to this project, including those who voiced concern when it was first proposed at $2.5 million.' She felt it's been proven that the process works, noting that it has become a fiscally-responsible project that a large part of the community can now support. Proposition 218 and CVRPD's efforts have caused the operation and maintenance concerns to virtually disappear. She supported moving forward with the project, believing the source of the funding and scope of the project to be reasonable, sensible, and acceptable. Council Member Perkins noted that his previous objections to the project were based on the $2.8 million construction cost and $250,000/year maintenance cost. He wasn't totally in favor of the pool, but would support it and hoped it's more successful than what he has expected it to be. He felt it's time for Council to make a decision on this project and that approval is the best decision to make under the circumstances. Council Member Adolph felt that his three conditions for the project have been met and supported moving forward. Motion carried with Mayor Pena ABSENT. MINUTE ORDER NO.98-07. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I J City Council Minutes 7 January 20, 1 998 MOTION It was moved by Council Members Sniff/Adolph to approve the Operation and Maintenance of Facility Agreement with Coachella Valley Recreation & Park District CVRPD) for the operation and maintenance of the Fritz Burns Park Public Pool. Motion carried with Mayor Pena ABSENT. MINUTE ORDER NO.98-08. In response to Council Member Sniff, Mr. Vogt advised that staff expects to bring the final design back for approval Qfl February 3rd. 2. CONSIDERATION OF RESOLUTION DESIGNATING SPEED LIMITS FOR CERTAIN SPECIFIED LOCAL STREETS. Mr. Vogt, Public Works Director, advised that a survey of streets in relation to speed limits has been completed and that the results and recommended speed limits are listed in the staff report. Council Member Perkins asked that this item be continued to the next Council meeting to allow Council an opportunity to review the Survey and Speed Study that they just received. MOTION It was moved by Council Members Sniff/Henderson to continue this matter the consideration of designating speed limits for certain streets) to February 3, 1 998. Motion carried unanimously. MINUTE ORDER NO.98-09. 3. CONSIDERATION OF THE CONSULTANT SELECTION PROCESS FOR DESIGN SERVICES NECESSARY TO PREPARE PLANS, SPECIFICATIONS, AND ENGINEER*S ESTIMATES FOR THE WASHINGTON STREET BRIDGE WIDENING PROJECT NO.98-02 BETWEEN CALLE TAMPICO AND AVENUE 50). Mr. Vogt, Public Works Director, advised that last year Council directed staff to move the Washington Street Bridge-Widening Project up in priority in the Capital Improvement Program for design to occur this year and construction during the next two years. The proposed RFP, which includes a section for construction management as well, is the first step in the process of completing the design. Council Member Perkins believed that it's an important project and supported moving forward with it. Council Member Adolph agreed. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I * City Council Minutes 8 January 20, 1 998 In response to Mayor Pena, Mr Vogt advised that the presence of the electrical sub-station would be taken into account during the design. In response to Council Member Perkins Mr. Freeland, Senior Engineer, advised that, unlike the bridge-widening project north of Highway 111 where traffic was allowed to continue on the existing portion, this bridge will be built-out on both sides. Council Member Henderson stated hat she was glad to see the project coming forward. MOTION It was moved by Council Members Sniff/Adolph to: 1) approve the Request for Proposals RFP) for the design phase, bidding, and construction phase services for the Washington Street Bridge Widening, Avenue 50 to Village Shopping Center Project, Capital Improvement Project No.98-02; 2) approve the Consultant Selection Committee consisting of the Building & Safety Director, Senior Engineer-Capital Improvement Project Division, Planning Manager, and Assistant Engineer-Project Development and Traffic Division; and, 3) authorize staff to receive proposals from qualified firms and negotiate terms for a Professional Services Agreement with the most qualified firm as determined by the Consultant Selection Committee, to be presented to the City Council for consideration at a near future date. Motion carried unanimously. MINUTE ORDER NO.98-10. 4. CONSIDERATION OF APPROVAL OF PLANS, SPECIFICATIONS, AND ESTIMATE AND AUTHORIZE STAFF TO ADVERTISE FOR BIDS FOR EISENHOWER DRIVE MEDIAN LANDSCAPING, PROJECT NO.98-01. Mr. Vogt, Public Works Director, advised that the request is for approval of the plans, specifications, and estimate for the landscaping of the Eisenhower Drive medians fronting the La Quinta Hotel. The bid documents include a base design that matches the desertscape of the City's other medians and an add-alternate design for the lush landscaping that KSL has requested, in order to break out the off-setting costs to be paid by KSL. He advised that it will be brought back to Council for final approval once the actual dollars have been established. Mayor Pena questioned why the construction is proposed between March and May and suggested pushing it back a month for completion in July. Mr. Vogt advised that staff would look into it, but noted that it's difficult to establish plants during hot weather. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p J City Council Minutes 9 January 20, 1 998 Mr. Freeland, Senior Engineer, reviewed the lush landscaping plan proposed by KSL which includes cypress trees, palm trees, bougainvilleas, blue palo verde trees, annual color, evergreen pear trees, dwarf oleanders, lantana, and turf. An area with temporary turf will be provided at the hotel entrance to reserve a place for future artwork. Mr. Vogt advised that staff is currently discussing the turf issue with CVWD who no longer allows turf areas in medians because of irrigation and water conservation. In addition, he noted that terra cotta would be used in the median noses instead of red-stamped brick. Mayor Pena asked if staff has discussed landscaping of the berm along Eisenhower Drive with CVWD to which Mr. Vogt responded no. In response to Council Member Perkins, Mr. Vogt advised that staff is working on an agreement with KSL regarding their contribution toward maintenance of the medians. The amount currently being discussed is $1,300/year. Mr. Freeland noted that the contract would include a one-year maintenance period. Council Member Perkins was concerned that the cypress trees would be a maintenance problem. In response to Council Member Henderson, Mr. Freeland advised that, initially, KSL wished to maintain the landscaping, but have since decided that they don*t want the liability and wish to pay the off-setting costs for the City to maintain it. Council Member Sniff was concerned that $1,300 wouldn*t be enough to cover the maintenance. Mr. Freeland advised that according to two of the City's contractors, there*ll be no difference in cost for maintaining lush landscaping, which he felt might be true the first year, but not after the landscaping starts to mature. The City won *t have any firm numbers until the bids are received. In response to Council Member Henderson, Mr. Freeland confirmed that the contractor awarded the bid will be responsible for maintaining the landscaping for one year which will help in determining the costs. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 10 January20, 1998 In response to Council Members Perkins and Adolph, Mr. Freeland advised that the medians north of the hotel will be desertscape to the westerly edge of Laguna de Ia Paz. MOTION It was moved by Council Members Sniff/Adolph to: 1) approve project plans, specifications, and estimates for Project No.98-01, Eisenhower Drive Median Landscape Improvements; 2) authorize staff to advertise the project and receive bids; and 3) authorize additional appropriation of $145,635 in Infrastructure Funds to this project to meet the Engineer's Estimate. Motion carried unanimously. MINUTE ORDER NO.98-li. 5. CONSIDERATION OF AMENDMENT TO THE LA QUINTA CHARTER AND MUNICIPAL CODE REVISING CHAPTER 6.04, REFUSE DISPOSAL," AND CHAPTER 6.05, RECYCLABLE MATERIALS," TO BRING THEM INTO CONFORMANCE WITH THE CITY'S CURRENT FRANCHISE AGREEMENT AND RECENT COURT CASES. This item to be continued at the request of Tom Freeman of Waste Management of the Desert see Public Comment). MOTION It was moved by Council Members Sniff/Adolph to continue this item amendment regarding revision of Chapter 6.04 and 6.05, Refuse Disposal and Recyclable Materials) to February 3, 1 998. Motion carried unanimously. MINUTE ORDER NO.98-12. 6. CONSIDERATION OF RESOLUTION REGARDING LIBRARY OPERATIONS. Mr. Weiss, Assistant City Manager, advised that the term of the proposed Memorandum of Understanding MOU) is from February 1, 1 998 through June 30, 1999. The MOU provides that the library hours be increased to a minimum of 40 hours per week and proposes that the library be relocated to a facility of not less than 7,500 sq. ft. It includes a one-time-cost of $378,500 for relocation expenses and a minimum annual expenditure of $217,480, which does not include rent or utilities of approximately $1 30,000, for the new facility. The MOU, which has been approved by the County, also provides for a review of certain operational decisions by a City Library Committee. If it's approved by Council, the next step will be to rescind Council's resolution that gave notice of intent to withdraw from the County library system, and appoint a City Library Committee. Staff recommended approval of the MOU. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p J * City Council Minutes 11 January 20, 1 998 In response to Council Member Adolph, Mr. Weiss advised that build-out of new space" referenced in the MOU is a budget estimate provided by the County for establishing technical infrastructure tenant improvements) and furnishings for the new facility. The City is asking that the library committee have oversight of those expenses. Based on the MOU, should the City decide to not continue with the County library system at the end of the term, the City will not be double*billed for the materials, furnishings, or collection that is used to enhance the new facility nor for the existing collection in consideration of the City's past contributions that exceeded the expenditures. Council Member Sniff advised that he has major concerns about some of the numbers and the lack of definition such as who would be responsible for locating the new facility and what the City's role in that decision would be. Mr. Weiss advised that the County would have the ultimate responsibility for locating the new facility, but the MOU provides for some input and oversight by the library committee. Council Member Sniff felt the logistics may consume the entire term of the MOU without anything being accomplished and questioned how the site would be selected and in what timeframe. Mayor Pena felt the County would defer to the City for the location. Mr. Weiss advised that the MOU states that the County agrees to expand the library at a mutually agreed-upon location and will make every effort to have it operational by June 1, 1 998. Council Member Henderson believed the County wanted to have a new facility in place by February 1st had the City moved fast enough and she didn't feel they would cause any delays in relocating by July 1st. She also believed the County would want the City's input on the new location. Council Member Sniff pointed out that the County's response was a result of the City taking a stand. In response to Council Member Sniff,.Mr. Weiss advised that the one-time cost of $378,500, which is broken down in the MOU, is an estimate the County received from LSSI. He further advised that if the actual costs are less, the remaining balance will be used to enhance the collection, furniture, and equipment needs of the library. The actual figure for build-out of new space" enhancements needed at the new site), will not be known until a new facility BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 12 January 20, 1 998 is selected. The structure of the library committee will be at the City's discretion pursuant to the terms of the MOU. Mayor Pena noted that the MOU says the City shall" create a library committee and he felt the Council should have some discretion in appointing a new committee or using an existing commission. Furthermore, he felt the County should consult with the Council and not the library committee as stated in the MOU. Mr. Genovese, City Manager, advised that the language was intended to give Council some flexibility, noting that they could appoint themselves, members of a current commission, or staff members and that it's not necessary to set-up a whole new body. Council Member Henderson noted that the MOU provides for the County to consult with the committee or" its appointed representative. Council Member Perkins advised that he didn't have any concerns with the contract. He felt it's a smart move for the City, noting that any balance from the $378,500 will be spent on enhancements to the library. He felt it would benefit the City to be active in helping the County find a new site. Council Member Henderson felt it's an excellent contract and believed the County is moving in a responsible manner. They are creating a library system that will benefit the entire region and are addressing the needs of La Quinta. Therefore, she felt it's time to move forward. Mayor Pen a advised that he, too, was ready to move forward. He felt the MOU provided flexibility and believed the County would be flexible in amending it should the need arise. Council Member Adolph supported moving forward with the MOU, noting that it gives the City a year and a half to determine how it wishes to move forward. He felt it's important to enhance what the City has been receiving for its $500,OOOIyear contribution. Council Member Sniff noted the need to take some follow-up actions on the next agenda and asked staff to bring back a list of potential sites for the new facility. Council Member Perkins felt the recommendation for a site should be open to La Quinta citizens as well. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p City Council Minutes 13 January 20, 1998 Council Member Adolph suggested the Bougainvilleas building as a potential site. RESOLUTION NO.98-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA, CALIFORNIA, APPROVING AND ADOPTING A MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF LA QUINTA AND THE COUNTY OF RIVERSIDE REGARDING THE PROVISION OF LIBRARY SERVICES FOR THE CITY OF LA QUINTA. It was moved by Council Members Henderson/Sniff to adopt Resolution No.98- Ol as submitted. Motion carried unanimously. Gary Tomak, 54-991 Tanglewood, commended the City for wishing to expand its library services and for its provision of recreational activities for the youth. However, he urged Council to consider the children's educational needs as well, noting that the reading and mathematical abilities of children in California are very low. He felt the City should do something about it instead of waiting for the school districts, State, or Federal Government to do it. He noted that the school libraries close when school closes, leaving very little time for student research, and he felt the City could help by increasing access hours to the public library. He asked if the collection would be increased and suggested that tutoring and language labs be considered for the future. He also expressed appreciation for Council's action on the pool project. Council Member Henderson advised that the County plans to provide a lot of new educational equipment at the new facility such as video and computers. Council Member Sniff wished to have the library comrr*ittee appointed as soon as possible and favored a five-member committee, suggesting Rob Atkins as one of the appointees. CONSENT CALENDAR 1. APPROVAL OF DEMAND REGISTER DATED JANUARY 20, 1998. 2. TRANSMITTAL OF THE TREASURER'S REPORT AS OF NOVEMBER 30, 1997 FOR THE CITY OF LA QUINTA AND LA QUINTA FINANCING AUTHORITY. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I * City Council Minutes 14 January 20, 1998 3. ADOPTION OF RESOLUTION APPROVING STREET NAME CHANGE 97-009 FOR A PORTION OF VIA CARMEL TO CARMEL CIRCLE WITHIN RANCHO LA QUINTA, EAST OF THE INTERSECTION OF MISSION DRIVE WEST AND VIA CARMEL. APPLICANT: CITY OF LA QUINTA. 4. APPROVAL OF OVERNIGHT TRAVEL FOR THE COMMUNITY DEVELOPMENT DIRECTOR TO ATTEND THE AMERICAN PLANNING ASSOCIATION'S 1998 NATIONAL PLANNING CONFERENCE IN BOSTON, MAS$., APRIL 4-8, 1998. 5. APPROVAL OF OVERNIGHT TRAVEL FOR THE PUBLIC WORKS DIRECTOR/CITY ENGINEER TO ATTEND THE LEAGUE OF CALIFORNIA CITIES, PUBLIC WORKS OFFICERS INSTITUTE IN SAN DIEGO, CALIFORNIA, ON MARCH 17-20, 1998. 6. APPROVAL OF FINAL MAP AND SUBDIVISION IMPROVEMENTS AGREEMENT FOR TRACT 28457-3, BELLA VISTA. 7. APPROVAL OF SPECIFICATIONS AND AUTHORIZATION TO BID FISCAL YEAR 1997198 CITYWIDE RESTRIPING PROGRAM. 8. APPROVAL OF AGENCY-STATE AGREEMENT TO PROVIDE STATE LOCAL TRANSPORTATION PARTNERSHIP PROGRAM SLTPP) FUNDING TOWARD AVENUE 48 EXTENSION, ADAMS STREET TO JEFFERSON STREET, PROJECT NO.96-05. 9. APPROVAL OF AN ADDITIONAL SECRETARY TO THE ALLOCATED POSITIONS SCHEDULE. MOTION It was moved by Council Members Sniff/Henderson to approve the Consent Calendar as recommended with Item No. 3 being approved by RESOLUTION NO.98-02. Motion carried unanimously. MINUTE ORDER NO. 98-13. STUDY SESSION 1. DISCUSSION OF BOARDS/COMMISSIONS. Mr. Weiss, Assistant City Manager, advised that the reports and minutes of Council*s previous discussions on this issue are contained in the staff report and that Attachment No.3 summarizes some of the changes that were made in 1996. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 1 5 January 20, 1 998 Mayor Pena felt that Council wishes to have well-functioning commissions with sufficient work to accomplish and to attract willing participants from the community. He felt that we have some Directors staffing commissions in which there seems to be no real flow and he believed Council should consider combining some of them. Council Member Sniff submitted the following suggestions: 1) reduce the Planning Commission from seven to five memb&s; 2) maintain.the Building Appeals Board and Traffic Committee as is; 3) maintain the Art in Public Places Commission as is because it has a special task; 4) maintain the Historic Preservation Commission because it's mandated by the State; 5) reduce the Investment Advisory Board from seven to five members; and 6) combine the Youth Advisory Committee, Volunteer Advisory Committee, and Kidsline with a new commission made up of the Parks & Recreation Commission, Human Services Commission, and Cultural Commission, somewhat similar to the Community Services Commission of the past. The new commission would consist of three committees with three members each. This would reduce the burden on staff and yet provide a very functional commission. He felt the commission would have a sufficient number of issues to address and that it was a good time to make the change since there are vacancies on all three commissions. Mayor Pena noted that the Community Services Commission, which functioned very well for a number of years, was separated to gain more involvement from the community, but was supposed to be reviewed later on. In response to Council Member Henderson* Mr. Weiss confirmed that the Volunteer Advisory Committee has been eliminated and that the Youth Advisory Committee and Kidsline have been integrated into the Parks & Recreation Commission. Council Member Henderson asked if the commissioners had been made aware of the integration because she didn't recall anv Kidsline issues being addressed at their meetings to which Mr. Weiss responded yes. Council Member Henderson advised that she understood the benefit of reducing the membership on some of the commissions, but wished to hold off on reducing the Planning Commission until after Council has had an opportunity to meet with them and gain their input. She commented that the Building Appeals Board and Traffic Committee don't meet very often, but suggested that they be reviewed and reconfirmed on an annual basis. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 1 6 January 20, 1 998 Council Member Henderson felt the Art in Public Places Commission should be able to function with five members if the Planning Commission can because their responsibility is as great or even greater. She also felt that the Investment Advisory Board should be able to function with five mei*bers and concurred on combining the Parks & Recreation Commission, Human Services Commission, and Cultural Commission. Council Member Perkins agreed with getting input frQm the Planning Commission before reducing its membership and with reducing the other commissions down to five members. He believed the key to combining the commissions is to look at what they've done and what their job has been. He suggested combining the Art in Public Places Commission with the Cultural Commission. Council Member Adolph advised that he hasntt changed his stand since Council discussed this issue last year. He believed community involvement is important and, although, it's easier to come to a consensus with five members, he felt it's hard to maintain a quorum and provides less input from the community. Mayor Pena felt the commissions need clear direction from Council and that Council should review their work plans twice a year and possibly meeting with them when Council is reviewing their own goals. He pointed out that Council can always appoint ad hoc committees for specific issues if needed. He felt attendance problems should be addressed if they exist and agreed with reducing the memberships and combining some of the commissions. Council Member Perkins didn't feel community involvement was a problem in referring to recent issues that drew large attendance at City Council meetings. He also didn't see any advantage to having seven members on a commission, advising that he looks at efficiency, not numbers. Council Member Henderson felt the memberships on the commissions were increased because of the difficulty Council was having in making appointments from the number of qualified applicants. She believed the commissions are doing an excellent job, but felt that they would function well with five members, noting that their main complaint has been that no one from the community attends their meetings. She didn't understand why there was such an uproar last year when she suggested that applicants be required to attend two meetings prior to appointments being made. She felt they should attend if they have interest in the commission. She supported combining the Parks & Recreation Commission, Human Services Commission, and Cultural Commission because she felt the goals in their work plans are similar. She reiterated her wish to see Council meet with the Planning Commission before reducing their BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I City Council Minutes 1 7 January 20, 1 998 membership, but agreed with reducing the Art in Public Places Commission & the Investment Advisory Board to five members, possibly thru attrition. Council Member Sniff was willing to. wait until after a joint meeting with the Planning Commission before deciding whether or not to reduce their membership. He wished to see the Art in Public Places Commission remain as a separate commission because he felt it has a singular function; He agreed that there are advantages to having seven members on a commission, but didn't have a problem with reducing the Art in Public Places Commission and Investment Advisory Board to five through attrition. He felt the other three commissions should be combined into one commission consisting of three committees with three members each for a total of nine members. He hoped that staff could bring this back for Council action within one month. Council Member Perkins asked why Council Member Sniff was opposed to combining the Art in Public Places Commission with the Cultural Commission. Council Member Sniff felt the Art in Public Places Commission has a singular function and that it has operated well as it is for about eight years. Council Member Perkins preferred combining the Art in Public Places Commission with the Cultural Commission and the Human Services Commission with the Parks & Recreation Commission. Council Member Henderson noted that the Art in Public Places Commission is looking to seek grants and that they may need to broaden their scope in order to do that, making combining them with the Cultural Commission a viable consideration. Council Member Sniff suggested staff forward these discussions to the commissions for their comments. Kay Wolff, 77-227 Calle Ensenada, Human Services Commission Member, advised that the comments they submitted last year still hold true and that she felt the more eyes and ears out in the community, the better. She noted that community involvement at Council meetings is usually reactive, not pro-active as it is on commissions and if seven members on a commission is bad, then she felt nine would be worse. She believed the mission of the Art in Public Places Commission, which she felt is very distinct from the Cultural Commission, is very time-consuming and it would be hard to accomplish anything with the Cultural Commission. She also felt it would be difficult for the Parks & Recreation Commission, Human Services Commission, and Cultural Commission to pursue very different objectives in a unified manner. Their work plans may BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p I City Council Minutes 1 8 January 20, 1998 look similar, but what they're doing is very different and distinct. She felt the Human Services Commission would not have accomplished their work in regard to the Youth Accountability Board over the last several months had the commissions been combined. Five members may be better than seven, but she urged Council to keep the purposes of the commissions distinct. In response to Mayor Pena, she stated that she felt there would be a lack of continuity with ad hoc committees for long-term issues and added that if money was the issue, she felt the commissioners wouldn't object to their*stipend for attending meetings being eliminated. In response to Council Member Adolph, Ms. Wolff advised that they currently have five members and 100% attendance most of the time. Rosita Shamis, 78-955 Del Monte Court, Art in Public Places Commission Member, felt the commissions should have seven members to insure a quorum and was opposed to combining the Art in Public Places Commission with the Cultural Commission because she felt their master plans are very different. She agreed with looking at attendance, but urged Council not to weaken the commissions. Carl Ingram, 78-625 Sanita Drive, Parks & Recreation Commission Chairman, agreed with the comments submitted by Ms. Wolff and Ms. Shamis. Robert Tyler, 44-215 Villeta Drive, Planning Commission Member, advised that he served on the Human Services Commission for a short time and felt their focus was very different from the Parks & Recreation Commission. He also didn't see the logic in reducing the memberships on the commissions if money is the issue because it takes the same amount of staff time either way. In regard to the Planning Commission, he noted that it was increased to seven members when it took on the responsibilities of the Design Review Board and he felt if the membership is reduced, that Council would have an even greater obligation for making sure that there's proper representation on the commission to give insight to the entire spectrum of issues they review. Council Member Sniff reiterated his previous suggestions to: 1) leave the Planning Commission as is for now; 2) leave the Art in Public Places Commission and Investment Advisory Board intact, except for possibly reducing them down to five members; 3) leave the Historic Preservation Commission as is; 4) combine the Parks & Recreation Commission, Human Services Commission, and Cultural Commission into a Community Services Commission, consisting of three committees for a total of nine members. He felt each segment of the commission would be able to discuss the issues singular to each BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p J City Council Minutes 1 9 January 20, 1 998 committee and yet be under the broad umbrella of one commission. He also suggested that Council's discussion be forwarded to the commissions for their comments and that staff bring this issue back in one month for potential action. Council Member Henderson agreed with Council Member Sniff and supported reducing the Art in Public Places Commission and Investment Advisory Board to five members. Regarding the comments made about the work the Human Services Commission has done on the Youth Accountability Board she felt that it's very exciting and believed that the Commissioners are very dedicated individuals. However, she felt that the work on the Youth Accountability Board would have come about even if they had been a committee as part of a broader commission, because of their dedication and because they would have had more time to focus on that singular issue without having to spend time dealing with other peripheral issues. Council Member Perkins agreed with reducing the Art in Public Places Commission and Investment Advisory Board to five members and felt there's enough interaction between the Parks & Recreation Commission and Human Services Commission to combine them, but wished to leave the Cultural Commission as is if not combined with the Art in Public Places Commission. Council Member Adolph agreed with Council Member Perkins that the Cultural Commission should stand alone, but supported the other suggestions. Mayor Pena agreed with combining the three commissions and asked staff to bring back comments along those lines with Council discussing the number of members at that time. Barbara Irwin, 44-065 Camino La Cresta, felt if the ordinances were re-drafted that it might help the public and commissioners to see what the Council has in mind for these commissions. The Study Session concluded with a majority of the Council directing staff to come back with options to accomplish the following and with input from the various commissions: 1. Combine the Cultural Commission, Human Services Commission, and Parks & Recreation Commission, possibly into a nine-member commission with responsibilities divided into three committees of three members each; 2. Possibly decrease the membership on the Investment Advisory Board and Art in Public Places Commission to five members to be accomplished through attrition); and, 3. Leave the Historic Preservation Commission as is. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 20 January 20, 1 998 Council recessed to Redevelopment Agency meeting. Council reconvened. Council concurred on taking up Mayor and Council Members' Items at this time. MAYOR AND COUNCIL MEMBERS' ITEMS 1. DISCUSSION OF CITY SELECTION COMMITTEE. Council Member Henderson commented on the need for someone to represent the City at the meeting of the City Selection Committee in Riverside on January 22nd and Mayor Pena advised that he would try to attend. Council recessed to Closed Session to and until the hour of 7:00 p.m. CLOSED SESSION Mayor Pena abstained from participating in Item No.2 as he has consistently done in the past. 1. Conference with legal counsel pursuant to Government Code Section 54956.9(a) regarding existing litigation: A. Refco, Case No. CV92-7626RJK B. Traditions, Case No. 1NC003070 C. Dr. Tynberg Eminent Domain, Case No.088851 D. KSLIC.V. Unified School District, Case No. INCOO31 OB E. KSL/J. M. Peters, Case No.002597 F. La Quinta V. Diehl Evans, Case No.782308 G. City of Orange V. Alabama Treasury Advisory Program, Case No. BC106461. H. People of the State of California V. Steven Rummonds, Case No. 1NM071412. I. Western Empire Industry V. City of La Quinta, Case No.302768 J. City of La Quinta V. Parc La Quinta, Case No. 1NC004514. 2. Conference with City*s real property negotiator pursuant to Government Code Section 54956.8, concerning the potential terms and conditions of acquisition and/or disposition of real property located at the southwest corner of Highway 111 and Adams Street. Property Owner/Negotiator: Chris Clarke. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p City Council Minutes 21 January 20, 1998 7:00 P.M. Mayor Pena was absent for the 7:00 p.m. portion of the Council meeting. PUBLIC COMMENT None PUBLIC HEARINGS 1. COMMUNITY DEVELOPMENT BLOCK GRANT CDBG) FUNDS FOR FISCAL YEAR 1998199 APPROVAL OF APPLICATIONS AND AUTHORIZATION FOR THE CITY MANAGER TO SUBMIT APPLICATIONS. The Mayor Pro Tern declared the PUBLIC HEARING OPEN. Mr. Baker, Principal Planner, presented the staff report, advising that the purpose of this hearing is to allocate $124,057 in Community Development Block Grant Funds for Fiscal Year 1998/99. The CDBG Program is administered by the Riverside County Economic Development Agency. Eligible activities must meet national objectives which include benefits to low and moderate-income families, seniors, and physically challenged, or aid in the elimination of slums or blight. There have been five applications received, plus one submitted by the City of La Quinta. The application submitted by the City is in the amount of $94,057, whi6h is to go toward the cost of reconstructing Desert Club Drive including curb, gutter, sidewalk, and handicap ramps. The other five applications are as follows: 1. ABC Recovery Center, Inc. $ 5,460 to assist with services or construction of transitional housing) 2. Boys & Girls Club, La Quinta Unit $30,000 for fee waiver/reduction program) 3. FIND $ 8,000 for purchase of emergency stock of food for disasters) 4. Office of Education/County of Riverside $10,000 for Child Care Initiative Project) 5. Community Access Center/County of Riverside $ 7,000 for outreach for disabled persons to obtain adequate housing) BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 22 January 20, 1 998 Mr. Baker advised that it was staff's recommendation that Council allocate $94,057 to the City of La Quinta and $30,000 to the Boys & Girls Club. There being no one else wishing to speak, the Mayor Pro Tern declared the PUBLIC HEARING CLOSED. RESOLUTION NO.98-03 A RESOLUTION OF THE CITY COUNCIL 6F THE CITY OF LA QUINTA, CALIFORNIA, ADOPTING PROPOSALS. REPROGRAMMING FUNDS, AND AUTHORIZING THE CITY MANAGER TO SUBMIT APPLICATIONS FOR COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS FOR FISCAL YEAR 1998/99. It was moved by Council Member Sniff and Mayor Pro Tern Henderson to adopt Resolution No.98-03 as submitted. Motion carried with Mayor Pena ABSENT. REPORTS AND INFORMATIONAL ITEMS Coachella Valley Regional Airport Authority Mayor Pro Tern Henderson related her thoughts that there may be some movement to eliminate this JPA, which she felt would be a mistake, and asked Council to give it some thought and provide some. input. Palm Springs Desert Resorts Convention & Visitor's Bureau Mayor Pro Tern Henderson reported that there would be a workshop scheduled sometime in March to receive input relative to their Mission Statement. Riverside County Free Library Advisory Committee Mayor Pro Tern Henderson advised that the next meeting will be held on January 26th All other reports were noted and filed. BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1p J City Council Minutes 23 January 20, 1 998 DEPARTMENT REPORTS E. COMMUNITY DEVELOPMENT DEPARTMENT. Mr. Herman, Community Developr+ient Director, reminded Council of the Special Meeting on January 2191 at 10:00 a.rn. to tour the hillside areas. Another such tour will be scheduled for the Planning Commissioners. Council Members Adolph and Perkins advised that they will not be able to make it, but will plan to join the tour with the Planning Commissioners. F-i. REVENUE & EXPENDITURES REPORT DATED NOVEMBER 30, 1997 FOR THE CITY OF LA QUINTA AND LA QUINTA FINANCING AUTHORITY. MOTION It was moved by Council Member Sniff and Mayor Pro Tem Henderson to receive and file the Revenue & Expenditures Report for the City of La Quinta dated November 30, 1 997. Motion carried with Mayor Pen a ABSENT. MINUTE ORDER NO.98-14. MOTION It was moved by Council Members Sniff/Perkins to receive and file the Revenue & Expenditures Report for the La Quinta Financing Authority dated November 30, 1997. Motion carried with Mayor Pen a ABSENT. MINUTE ORDER NO.98-15. MAYOR AND COUNCIL MEMBERS' ITEMS................continued 2. DISCUSSION REGARDING A MATERIALS RECOVERY TRANSFER STATION. Council Member Sniff commented on the need to begin work with other jurisdictions on establishing a transfer station of some kind. Council concurred. Council recessed to Closed Session as delineated on Page 20. Council reconvened with no decision being made which requires reporting pursuant to Section 54957.1 of the Government Code Brown Act). BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02 ^!1pCity Council Minutes 24 January 20, 1 998 There being no further business, the meeting was adjourned. Resp*tfully submitted, SAUNDRA L. JUHOLA, City Clerk City of La Quinta, California BIB] 02-12-1998-U01 09:56:24AM-U01 ADMIN-U01 CCMIN-U02 01-U02 20-U02 1998-U02