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01-02-2001 - Summary of Actions - Regular Meeting of the Community Services Commission - 12/11/00• City of West Covina Memorandum SUMMARY OF MINUTES REGULAR MEETING OF THE COMMUNITY SERVICES COMMISSION December 11, 2000 7:00 P.M. AGENDA ITEM NO. C-1 DATE January 2, 2001 ® PRINTED ON RECYCLED PAPER West Covina City Hall Room 314 Meeting was called to order by Commission Chair Valles at 7:10 p.m. Pledge of Allegiance and Moment of Silent Prayer led by Commission Chair Valles I. ROLL CALL - Commissioners Present: Barrios, Gipple, Johnson, Mart, Michaud, Roe, Sanderson, Sotelo, Valles, Vargas Staff Present: Hatch, Bommarito, McDonald, Orta, Smilowitz, Yuasa II. APPROVAL OF MINUTES - Motion by. Roe and seconded by Michaud to accept the minutes from the regular meeting of November 13, 2000 as amended. III. OLD BUSINESS - Director Tom Hatch announced that WCCT waspresent to obtain tape for the City's year-end video, no audio, just video footage. A. CIP Update - Director Hatch distributed an updated Project Status Report. 1. Municipal Pool - Discussions taking place to perform a full rehabilitation of the pool. The direction from the City Manager's office is to move forward and finish the project as soon as possible. 2. Cameron Youth Center - Mayor Herfert expressed some reluctance regarding the idea of moving forward with the project improvements for $151,000 when it could be site for a full community center. A memo has been prepared to distribute to the City Council as notification of moving forward on the pool project and the improvements to the Cameron Youth Center unless we receive comments from the Council. 3. Director Hatch referred to the Project Status Report for further updates. The CIP Subcommittee announced they met before the Commission meeting. It was decided that the subcommittee would meet each month at 6:00.p.m. before the regular Commission meeting. Commissioner Roe announced that the Special Events Subcommittee had also decided to meet at 6:00 p.m. each month prior to the regular Commission meeting. Chairman Valles reported that Commissioner Sanderson expressed interest in participating on the Special Events Sub -Committee. Discussion was held regarding the number of members on a sub- committee and how Commissioners were assigned to the various sub- committees. Director Hatch stated that staff would review the Brown Act for direction as to the number of Commissioners allowed to participate on a sub -committee at one time and report back to the Commission at next meeting. c B. Update on Discussions with Rowland Unified School District on CIP Project — Director Hatch reported that on December 5, a meeting was held with staff, members of the CIP Sub -Committee and Rowland Unified School District staff to discuss the issue of funding for a variety of recreation -oriented improvements on four campuses. The group discussed six (6) key issues involving access to Rowland Unified School District campuses/facilities. The District basically supported the six issues with two (2) changes: 1. The District stepped forward to being responsible for routine maintenance for the improvements installed; and 2. The City and School District would both be responsible for extraordinary maintenance related to those initial improvements. City staff had contemplated the idea of being placed in charge of programming at those facilities. The School District stated that the City would have access to the facilities, but not be placed in charge of the programming for all facilities. Discussion Commissioner Roe asked how conflicts over sports facility usage were handled. Director Hatch stated that if a West Covina -based group wants to use a Rowland Unified School District facility, they would come to West Covina City staff and apply. The City would in turn submit a Facilities Use Request to Rowland for review. If a group outside of West Covina wants to use the facilities, they would go directly to Rowland Unified. Commissioner Sotelo stated he would like to see all involved as part of the Sports Council, which would help with conflict resolution. Commisisoner Barrios stated that the CIP sub -committee wanted to encourage all of those groups to participate in the Sports Council. Director Hatch reported that the next step is to develop a more formalized agreement which the District, City Council, and School Board must approve. IV. NEW BUSINESS A. Discussions with Mt. San Antonio College Regarding Facility Use — Director Hatch distributed a memo regarding this item for review and comment. He presented a brief overview of the issue. He added that Mt. SAC has offered to pay $10 per hour for facility usage. He stated that this item was being brought before the Commission as notification of possible conflict and concerns from Mt. SAC participants. Discussion Commissioner Barrios stated that Community Services is bringing more programs into the City's parks and facilities. She added that this topic will come up more in the future. She asked how this issue would be addressed in the future. Chairman Valles stated that the main concern should be servicing the residents of West Covina. B. Portable Skateboard Equipment — Director Hatch reported that the CIP Sub -Committee had recommended that staff move forward with the permanent project. He added that the City Council would not be i 0 addressing any CIP funding until after the first of the year, which includes the funding for a skateboard park. Director Hatch reviewed the staff report regarding portable skateboard equipment to be reviewed at the next City Council meeting. He added that he would include the Commission's continents and concerns at the meeting orally, but that staff understood that this was only a partial solution. Discussion Commissioner Vargas asked about the proposal from the local church. Director Hatch reported that a proposal was forwarded to the church several months ago. To this date, no response has been received. Commissioner Sotelo stated he would support the project Commissioner Sanderson asked how the public was going to be informed as to the location of the equipment. She asked what material the ramps were made of. Scott Smilowitz responded that the ramps were made of polyurethane. She expressed her concern over the cost of rental equipment. Director Hatch stated that the rental equipment would be focused on the users that don't have equipment. Commissioner Sanderson stated that she felt this project was a good idea. Pat Bommarito stated that other cities that she spoke with received donations of equipment from various groups. Further discussion will take place regarding locations, publicity, etc. after City Council approval. Motion by Roe and seconded by Sotelo to communicate to City Council Community Services Commission support for the portable skateboard equipment as presented. Motion carried 9-0 V. SUBCOMMITTEE REPORTS A. Sports Council — Michaud, Gipple, Sanderson, Sotelo — Commissioner Sotelo reported that the Sports Council reviewed the proposal from Coca Cola. The majority of the Sports Council was against the vending machine idea. The sports groups are teaming with Pepsi Cola in the snack bars. The proposal will not be brought forward for further review. Commissioner Sanderson stated she was not notified of the last Sports Council meeting. Staff will correct the mailing list. B. CDBG/Prop A & C — Barrios, Gipple, Johnson, Michaud — Applications are available. Review process will begin in January. Commissioner Johnson requested to be removed from this sub -committee. Chairman Valles approved his request. Chairman Valles appointed Commissioner Sanderson to fill the vacated position on the CDBG sub -committee. C. CIP/Park Master Plan — Barrios, Johnson, Michaud, Sotelo — Director Hatch referred to CIP Project Update previously distributed. D. Special Event — Mart, Roe, Valles, Vargas — Commissioner Roe asked what role the Community Services Commission should play in the Martin Luther King, Jr. event. Director Hatch responded that the topic of Community Services Commission involvement at special events will be placed on January's meeting agenda. Commissioner Roe stated he would like to attend one of the planning meetings for the Martin Luther King, Jr. event to show his support. Director Hatch will pass on Commissioner Roe's request to Lyndel Morgan. Commissioner Roe suggested sending a letter of support from the Community Services Commission for the Martin Luther, King, Jr. event and other community events in the future. Commissioner Roe stated that volunteers that work so hard, especially ,on community events, need to be recognized. VI. STAFF INFORMATION REPORTS A. Community Services Department Recruitments — Director Hatch reported on the following: 1. New cook begins December 18. 2. Interviews for two Community Services Managers positions scheduled for December 19. 3. Interviews for Recreation Supervisor scheduled for December 21. Hopefully, positions will be filled by the beginning of the year. B. Transportation — RFP has been sent out. Had pre -proposal meeting with interested vendors. Staff is following up on issues discussed at that meeting. Proposals are due back from vendors on January 19. C. Department Recognition of Part -Time Staff— A Part -Time Recognition Dinner has been scheduled for December 21. Full time staff will provide recognition to part-time staff for the hard work they do for the department. D. Winterfest — Scott Smilowitz reported -that the event was very successful. Approximately 50 vendors participated. The Elks served approximately 200 pancake breakfasts. Commissioner Barrios asked if there were going to be any community events planned for the southeast portion of the city, i.e., Shadow Oak Park. Staff is researching this possibility for a balance of events in the community. E. Fourth of Jul, Event — Director Hatch reported that this item was reviewed by the Community Services Commission at a previous meeting. The staff report to be reviewed by the City Council was distributed for review. Funding for the Fourth of July, Summer Concerts, and the Rose Float has been previously supported with Business Improvement Tax (BIT) reserves. Those reserves are running out and are projected to run out by the end of the fiscal year, June, 2001. Staff is recommending that the programs remain. The question of funding will be addressed by the City Council. It is anticipated that the Mayor will appoint a Council sub- committee to review the program issues with the Chamber of Commerce. Director Hatch added that he would suggest having the Special Events Sub -committee involved in the discussions. F. Proposal from Coca Cola — Previously discussed. G. Municipal Pool Up rade — Previously discussed. H. Cameron Youth Center Up grade — Previously discussed. I. Update on Smoke Free Parks — Staff still needs to research how other cities are dealing with this issue and that the item is not as high a priority as other issues. Director Hatch reported that informal comments have also been received by several Councilmembers that this item is not a priority at this time. Item will be addressed by the City Council at a later date. Additional Comments Director Hatch introduced Sherri Yuasa. He announced that Sherri Yuasa has been with the department for nine (9) years. She has been promoted to the position of Middle School Program Coordinator. Will be looking for direction from the Commission on areas of focus for middle school programs. Budgets have been distributed for Commission review. The West Covina Bruins football team will be recognized at the City Council meeting. The pee wee division won the conference championship. 0 4 Frank Tullo, organizer of Planet Hockey, will be recognized at the City Council meeting for his fundraising efforts on behalf of the American Cancer Society. The City's Tree Lighting event was another successful event. Director Hatch expressed his thanks to Kelly McDonald for his efforts in organizing the program. VII. COMMISSIONER REPORTS/COMMENTS A. Commissioner Nominees — Volunteer of the Year — No Report. B. Reports/Comments - Commissioner Michaud — No Report Commissioner Sanderson reported she attended the very nice tree lighting. She attended the Winterfest. She announced that the Ridgerider's event was very successful. They had over 100 horses. Great fundraiser and will notify the Commission ahead of time of these events. Commissioner Vargas reported that she attended the Winterfest Tree Lighting and that both were really nice. Commissioner Mart — No Report. Commissioner Roe - No Report. Commissioner Sotelo reported on the first "Opening Day" for basketball; great event; positive event for the City. He stated that he would like to know why there hasn't been one fundraiser for the float and why nothing has been done for the float. He stated he's appalled. He wants this brought up before the City Council. He expressed concern about teams using the facilities that don't have a percentage of West Covina residents. Commissioner Johnson asked about the status of lighting the outdoor basketball courts at West Covina High School. Director Hatch reported that Mike Shott is working hard to move the project forward. He's waiting on the School District's lighting specialists to provide feedback. Commissioner Gipple reported that he and his son volunteered at the LA Mission downtown on Thanksgiving; a very worthwhile experience. He added that Macy's has a Wishmas Tree for children in local foster homes. He would encourage all to participate. Commissioner Barrios reported on the success of the Filipino Youth Council. VII. ADJOURNMENT — Meeting adjourned at 9:15 p.m. Next meeting: Tuesday, January 9, 2001, in Room 314, West Covina City Hall at 7:00 p.m.