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HomeMy WebLinkAbout1994-11-09 PRC Adjourned Meeting Agenda PacketM AGENDA PALM DESERT PARKS AND RECREATION COMMISSION WEDNESDAY, NOVEMBER 9, 1994 9:00 A.M. - ADMINISTRATIVE CONFERENCE ROOM 73-510 FRED WARING DRIVE ***************************************************************** I. CALL TO ORDER II. APPROVAL OF MINUTES: September 14, 1994 September 28, 1994 October 12, 1994 III. DISCUSSION ITEMS: A. PARKS AND RECREATION MANAGEMENT DISCUSSIONS B. BY-LAWS C. OTHER COMMISSION/COMMITTEE AGENDAS D. AQUATIC FACILITY E. INTERACTIVE FOUNTAIN IV. ORAL COMMUNICATIONS: 1. Any person wishing to discuss any item not otherwise on the agenda may address the commission at this point by stepping to the lectern and giving his/her name and address for the record. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. 2. This is the time and place for any person who wishes to comment on non -hearing agenda items. It should be noted that at commission discretion, these comments may be discussed. Remarks shall be limited to a maximum of five minutes unless additional time is authorized by the commission. V. ADJOURNMENT: ***************************************************************** DECLARATION OF POSTING I, Donna C. Bitter, of the Community Development Department of the City of Palm Desert, do hereby declare that the foregoing agenda for the Parks and Recreation Commission meeting of Wednesday, November 9, 1994, was posted on the bulletin board by the outside entry to the Council Chamber, 73-510 Fred Waring Drive, Palm Desert, on Friday, November 4, 1994. Date November ONNA C. BITTER Senior Office Assistant City of Palm Desert, California en 4 Table of Gontento M155ION 5TATEMENT/PURFo5E ARTICLE 1. MEMDER51-iIF ARTICLE 11. TERM OF OFFICE ARTICLE III. CHAIRPER50N AND VICE CHAIRPER5ON ARTICLE IV A135ENCE ARTICLE V COMFEN5ATION ARTICLE VI. ELIGIBILITY ARTICLE VII. 5ECRETARY ARTICLE VIII. DUTIE5 ARTICLE IX. BUDGET ARTICLE X. MEETINGS ARTICLE A. ORDER OF 5U51NE55 1 1 1 1 1 1 1 2 2 3 3 3-4 F o and Recreation E3,y i,,s City of palm Desert M155ION 5TATEMENT/PURP05E The f arks and Recreation Commission Shall have the power, and it Shall be the duty of the Commission to make recommendations to the city council and to advise the council in matters pertaining to the acquisition, operation, maintenance, management and control of community recreation programs, of playgrounds, indoor & outdoor recreations, activities, facilities and future planning of parks in this community. The basic needs of the citizens of the community is for duality park and recreation opportunities and facilities for all citizens of the city. The Parks and Recreation Commission's purpooe is to advise the city council on the best possible methods of meeting that need. ARTICLE I. MEMBERSHIP The Parks and Recreation Commission shall consist of-11 members. Eight (8) members from the community, one (1) representative from the YMCA, one (1) Coachella Valley Parks and Recreation representative, and one (1) from the city council. ARTICLE II. TERM OF OFFICE Commissioners are appointed to 4 year terms unless appointed to fill an unexpected term. IF a "ommissioner wishes to serve consecutive terms, Commissioner will put this request in writing and submit it co the City Clerk. ARTICLE III. CHAIRPER50N AND VICE CHAIRPER50N Commissioners shall elect a Chairperson and Vice Chairperson who presides at all meetings. Election of Chairperson and Vice Chairperson shall take place during the September meeting of each year. Elections will be on the September agenda. The Chairperson or Vice Chairperson shall act as liaison in park and recreation matters between the city and other commissions/committees. They Shall perform advisory tasks related to parks and recreation as may from time to time be assigned by the city council. ARTICLE IV. A135ENCE If a member of the Commission is absent from four successive regular meetings of the Commission, the office becomes vacant automatically. The Chairperson of the Commission shall immediately notify the City Clerk of the vacancy. ARTICLE V. COMPEN5ATION The Parks and Recreation Commission shall act as such without any compensation. ARTICLE VI. ELIGIDILITY At least 6 of the 11 Commission members must be residents of Film Desert. N%M011 ARTICLE VII. 5ECKETAKY The Parks and Recreation Commission Secretary Shall be a city Staff person, established by the city manager, to record the minuted of the commiddion meetings. ARTICLE VIII. DUTIES Section a) The Parks and Recreation Commission shall act aS an advisory board to the city council. To advise the city council of the actual, individual parks and recreation needs of the community and to recommend the prioritiedin which these needs Should be met. All decidiono of the park and recreation commission shall be forwarded to the city council for action. Section b) Review maintenance and operation procedures, to endure duality and timely maintenance derviceo and operating procedureo that maintain the duality of the public Service and level of Service the city desires to e5tablioh for park use, activities and programming. Section c) The Commission Shall eotablidh and keep current a master plan of development of the city parks within the city. After Such master plan io eotabliohed, it Shall be Submitted to the city council for approvai, and, upon approval by the council, Shall be the master plan of the city. Section d) On a Semi-annual badio, collect and diooeminate information on the park and recreation facilities, future projects, etc. and make available in written form to Palm Desert citizens. Section e) To obtain continuos citizen input ao a means to quantify the parks and recreation needs of the -ommunity for the council. Section c) To anticipate with recommendations the city'S need to acquire and to develop integrated parks and recreation facilities and programs. Section f) During March of each year, the Chairperson or Vice Chairperson shall appear before the city council to report on work accomplished in the past year and to outline work to be done in the coming year. Also to submit a summary of items that the Commission wishes to include for the next budget year. Such report, at the discretion of the council, also may be required to be submitted in writing. Section g) Provide a liaison in park and recreation matters between the city and other public and quaoi- public agencies which own facilities which can be used for recreation and/or which conduct recreation activities. Section h) The Commission Shall, from time to time, recommend and advise the council upon proposed uoe of park and recreation facilities within the city. The council shall refer all such matters to the Commission for its recommendation before acting thereon. Section i) Review, and update of park user fees, Schedules and Quimby fee schedules on a regular basis. Section j) To perform Such other duties ad the city council may direct. ARTICLE IX. BUDGET Nftww Section a) To make recommendations on policies, and financial matters pertaining to the parks and -ecreation department. Section b) To review the portion of the city budget related to parks and recreation as developed by the department staff and make recommendations to the city council. Section c) The Commission shall recommend to the city manager the proposed budget annually for expenditures for maintenance, upkeep, and improvements to the city parks and recreation facilities. ARTICLE X. MEETING5 Section a) The Parks and Recreation Commission of the city of Palm Desert shall hold regular meetings at city hall. 73-501 Fred Waring Drive, Palm Desert, California, once a month on the 2nd Wednesday. When the day for any regular meeting of the Commission falls on a legal holiday, no meeting shall be held on such holiday, but a regular meeting may be held at the same hour on the next succeeding Wednesday thereafter that is not a holiday. Commission may change the date and times of their regular meetings Subject to approval by the city council. Section b) Any meetings may be adjourned to a time, place and date certain, but not beyond the next regular meeting. Once adjourned, the meeting may not be reconvened. Section c) 5pecial meetings may be called by the Chairperson or a majority of Commission members on 72 'lour notice. Only matters contained in the notice may be considered. Section d) Mailed or personally delivered notice is required of all regular, adjourned and special meetings. Posted notice is required of all meetings 72 hours prior to the meeting. Section e) All regular, adjourned, study sessions and special meetings of the commission shall be open to the public. ARTICLE A ORDER OF 13U51NE55 Section a) The order of business of each meeting shall be as contained in the agenda prepared by the secretary. The agenda shall be a listing by topic of subjects which will be taken up for consideration and disposition in the following order, except with the unanimous consent of the Commission, items may be taken out of order. Call to Order Roll Call Approval of Minutes Discussion Items Oral Communications Comments Adjournment Section b) Agenda Deadline •Any person wishing to place an item on the agenda shail provide oufficient information to the secretary seven (7) days prior to the next scheduled meeting. No matters other than those qn the agenda Shall be fimF zed upon by the Commission. Section c) Roll Call • Before proceeding with the busincoo of the Commission, the secretary shall call the roll of the Commissioners and the names of those present Shall be entered in the minutes. Section d) Approval of Minutes • UnIe55 the reading of the minutes of the previous Commission meeting i5 requested by a majority of the Commis5ioner5, ouch minutes may be approved without reading if the Secretary has previously furnished each Commissioner with a copy thereof. Section e) Presentation by Members of the Commission -The Chairperson or any Commissioner may bring before the Gommi55ion any new bu5ineSs under the comments portion of the agenda Subject to the Iawo of the State of California governing public meetings and appointed boards and commis5ion5. Section f) Roberts Rules of Order •All meetings of the Palm Desert Parks and Recreation Commission Shall be conducted in accordance with Roberts Rules of Order; except that a majority vote of the Commission rather than a quorum Shall be required for any action. Section g) Addressing the Commission *Any person desiring to address the commi55ion shall wait to be recognized by the presiding officer. After being recognized, he/she shall State their name and city of residence for the record and Shall limit their remarks to the question under discussion. All remarks and questions Shall be addressed to the chairperson and not to any individual Commissioner, staff member or other person. No person Shall enter into any di5cusSion without being recognized by the presiding officer. No person Shall addre55 the Commission without first Securing permission of the Commission. ,ection h) Written Correspondence • The Secretary iS authorized to receive and open all mail addressed to the Commission as a whole and give it immediate attention to the end that all administrative buSineSS referred to in Said communications and not necessarily required Gommi55ion action may be disposed of between CommiSSion meetings. Any communications requiring Commission action will be reported to the Commi5Sion at the next regular meeting at which the Secretary can have a report and recommendation on the matter. rv-- 4 W G INTEROFFICE MEMORANDUM CITY OF PALM DESERT TO: BRUCE ALTMAN, CITY MANAGER FROM: ADMINISTRATIVE SYNERGY TEAM SUBJECT: PARRS AND RECREATION REPORT DATE: OCTOBER 24, 1994 During the convened City Council meeting of October prepared a reorganization plan for City Council When specific comments were made by the Council, one to bring back a report on the Parks and Recreation consider placing this Commission under another another manager having "people skills." 13, 1994, staff consideration. suggestion was Commission and department or In order to recommend changes to the staffing of the City of Palm Desert Parks and Recreation Commission, we should attempt to fully understand the Council's concerns, the Park and Recreation Commissioner's concerns, the relationship between Parks and Recreation services and the Planning and Public Works Departments. Recommendation 1. At the regularly scheduled November 9, 1994, Parks and Recreation meeting, allow for an open discussion between Commissioners and Executive Management Staff to determine what are the Commissioner's concerns, perhaps for the first hour of the meeting. Staff representatives should include: o Bruce Altman; o John Wohlmuth; o Sheila Gilligan; o Ray Diaz; o Richard J. Folkers; o Jeff Winklepleck. 2. Staff and Commissioners reevaluate the Parks and Recreation Commission bylaws and recommend changes that will allow the Commission to carry out their determined goals and objectives. 3. Schedule a dinner between the Parks and Recreation Commission and the City Council for open communication. 4. Staff prepare a report to the City Council recommending changes to the staffing or justify the existing staffing. 4 BRUCE ALTMAN, CITY MANAGER OCTOBER 24, 1994 Many changes have occurred in Palm Desert during the last five years with regards to Parks and Recreation services, facilities and functions, such as: o The completion of 87 acres of newly developed active and passive park land; . o The provision of services within the Civic Center Park by the YMCA and CV Parks and Recreation District; o Expanding the Parks and Recreation Commission from five members to seven; o The promotion and resulting increase of Special Events and the relationship Special Events has to Park and Recreation facilities and services; o A Park Ordinance revision and comprehensive reservation system; o The Parks and Recreation District established a Lighting and Landscape Assessment District in our City; o The Recreation and Park District is providing recreation programming at the Civic Center. These changes to the Recreation System should be considered by the Staff and Commission when developing new goals and objectives and modifying the bylaws. In conclusion, the park facilities and recreation services have changed dramatically over the last five years. We need to utilize our Park and Recreation Commission to assist in all recreation decisions including assisting the CVR&PD programming decisions. This relationship should be formalized at the Commission level by amending the bylaws and providing needed staffing. J H M. WOHLMUTH LEADER SYNERGY GROUP 3 JMW/rgf 2 rn En November 8, 1994 Family YMCA of the Desert 43-930 San Pablo Ave. TO: Ray Diaz Palm Desert, CA 92260 619-341-9622 FROM: Gerald Hundt, 619-779-9651 FAX RE: Market Research, Feasibility Design Firms Per your request I have gathered the names of some firms that provide feasibility studies for the projects such as the proposed aquatics complex. The advice I am getting is that no one firm is going to provide all three components as you requested. As I recall the information we need is : a. A market or economic feasibility study b. Construction costs based on the pool committee's recommended design C. A forecast of operation costs, particularly maintenance costs. Based on this information, I am recommending the following firms: 1. Aquatics Design Group 1901 Camino Vida Roble, Suite 125 Carlsbad, CA 92008 619 438-5251 2. Harrison Price Company 970 West 190th Street, Suite 580 Torrance, CA 90502 310 715-6654 3. Economic Research Associates 10960 Wilshire Boulevard Suite 2400 Los Angeles, CA 90024 4. Maryland Marketing Research Inc. 16055 Ventura Blvd. Suite 820 Encino, CA 91436-9973 818 990-7940 In my research it was pointed out again and again that this study should be done by a firm that is not interested in the Job as the YMCA Mon: contractor. Please call me if there are questionsr, put Christian principles into practice through Gerald A. Hundt programs that build healthy body, mind and spirit for all. Family YMCA of the Desert Cal United Way of the Desert