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01-09-2001 - Summary of Actions - Regular Meeting of the Community Services Commission - 02/06/01F i • City of West Covina Memorandum SUMMARY OF MINUTES REGULAR MEETING OF THE COMMUNITY SERVICES COMMISSION January 9, 2001 7:00 P.M. AGENDA ITEM NO. C-la DATE February 6, 2001 ®PRINTED ON RECYCLED PAPER West Covina City Hall Room 314 Meeting was called to order by Commission Chair Valles at 7:05 p.m. Pledge of Allegiance and Moment of Silent Prayer led by Commission Chair Valles I. ROLL CALL - Commissioners Present: Barrios, Gipple (arrived -at 7:20 p.m., departed at 7:22 p.m.), Johnson, Mart, Michaud, Roe, Sanderson, Sotelo, Valles, Vargas Staff Present: Hatch, Bommarito, Morgan, Orta, Smilowitz II. APPROVAL OF MINUTES — Motion by Roe and seconded by Vargas to accept the minutes from the regular meeting of December 11, 2000 as presented. III. ORAL COMMUNICATIONS ON NON -AGENDA ITEMS — Commissioner Roe introduced two members of the Martin Luther King, Jr event committee; Sandra Taylor and Frankie Baker. Sandra Baker introduced Frankie Baker, the co-chair for this year's event. Ms. .Baker provided a brief overview of the event. The event will begin at 11:00 a.m. with a tribute to Dr. King. The entertainment portion will begin at approximately 12:30 p.m. including dancers, bands, choirs, a poet, and many vendors. There will be approximately 20 community service organizations represented in the Community Room. She added that the event is a little short on food vendors. Commissioner Sanderson requested additional information on food vending. She reported that she knew someone that had a hot dog cart that might be interested in participating. Ms. Baker stated that the vendors may charge for food; although, they would like to have the food free next year and suggested that Angela Williams be contacted for further information regarding the event. Commissioner Roe stated he would like to see this event listed on the City's special events agenda. Commissioner Johnson expressed his support of this event, but did not feel it necessary to make a formal motion to this effect. Ms. Baker stated that the committee would like the Commission to be very involved and assist in the planning of this event. Commissioner Roe statedthat the Special Events Sub -Committee could also support the event. Commissioners concurred. Chairman Valles suggested preparing a memorandum for Angela Williams requesting Community Services and Community Services Commission assistance for this event now and in the future. 1 0 • Ms. Baker stated she would prepare such a report and memo after the evaluation meeting of this year's event and forward it to Community Services. Commission members and staff will contact various food providers for possible participation. Chairman Valles thanked Ms. Baker and Ms. Taylor for their information. IV. OLD BUSINESS — No report V. NEW BUSINESS A. Commission Sub -Committee Proposal — Director Hatch distributed a memo outlining proposals for sub -committee formation for review. Discussion Commissioner Johnson asked if the sub -committees would meet immediately prior to the Commission meetings. Director Hatch responded that the meetings could be scheduled as agreed upon by the sub -committee members. The sub -committee meetings held prior to the regular Commission meeting works well for staff. The proposal of having three members on each sub -committee was discussed. Other members (up to 5 total) may attend as an observer. Director Hatch stated that members of the Special Events Sub -Committee might want to serve on other community -wide committees, i.e., 4`h of July, MLK, Jr., etc. Commissioner Sanderson stated that there might be a problem with only three commissioners on a sub -committee, if one cannot make the meeting. Attendance might be an issue. Director Hatch responded that it was staff s thought that the Chair could attend all of the sub -committee meetings. Commissioner Johnson asked if more than three commissioners wanted to sit on a sub -committee, were there anything stating that a sub -committee could not have more than three members to a maximum of four. Director Hatch responded that there was not. Director Hatch stated that it is the intent to re -structure in March when the new Chair is elected as dictated by the Municipal Code. Motion by Sotelo and seconded by Roe to accept the proposal as presented. Motion carried 9-0. B. CIP Review Process — Director Hatch distributed information on the ranking process of CIP projects. Members of the Sports Council and the school districts will be notified that the process is beginning, but will continue to explore the idea of opening the process up to other groups with recreation -based proposals. Pat Bommarito will be attending the Sports Council meeting on January 23, 2001 to pass out forms and inform the groups of the process. The requests will be due back at the February Sports Council meeting. The CIP sub -committee will meet to review the proposals and tour sites as necessary, and make a recommendation to the full Community Services Commission at the March meeting. 2 Discussion Commissioner Sotelo suggested looking at all of the incomplete projects before approving new projects. Commissioner Johnson stated that rather than expanding the scope of projects, the Commission should narrow the amount of new projects for a year or two. Commission members could visit the various parks and determine each park's needs on their own without input from the sports groups; not opening the process up to anyone for a year or two and take those dollars to complete projects already committed to. Director Hatch stated that there are four key items the City Manager has asked the department to address; 1) complete unfinished projects; 2) expand programs while reducing the burden of the general fund; 3) pay attention to diversity in hiring; and 4) work with finance and public works to create a collaboration to improve the appearance of parks. Commissioner Sotelo stated that projects are not being completed correctly. The projects are being poorly done. The City needs to bring the parks up to the highest standards possible. Commissioner Roe concurred with placing a moratorium on new projects while completing existing ones. Commissioner Johnson stated that all safety issues would still need to be addressed. Commissioner Barrios suggested preparing and prioritizing a matrix of all incompleted projects. Chairman Valles responded that the Commission has already prepared such a matrix. Commissioner Vargas expressed concern over the condition of the restrooms, lack of trash cans and overall condition of the track at Edgewood Middle School. Commission held a discussion on trash cans in the parks. Director Hatch stated that the municipal pool upgrades are moving forward, including the addition of a new restroom on the north end of the pool eliminating the portable toilets. Commissioner Sanderson asked why it has taken so long for some projects to move forward and be completed. She concurred with prioritizing and finishing incompleted projects.. Commissioner Johnson responded that the projects have already been prioritized. The funds are available, projects identified, and approval to move forward has been given. Director Hatch stated that with the reorganization of the sub -committees, parks would be included with the CDBG/CIP/Transportation sub- committee. A member of City maintenance staff may attend these sub- committee meetings to provide updates on projects and will be available to address questions. He added that he will look into the trash can issue and report back to the Commission. Commissioner Barrios asked if there was a person in the Maintenance Department responsible for CIP projects. Director Hatch responded that two members of staff are involved. Corky King is responsible for the maintenance area and building improvements is covered by Mike Shott. VI. SUBCOMMITTEE REPORTS A. Sports Council — Michaud, Gipple, Sanderson, Sotelo — Did not meet in December. Next meeting scheduled for January 23, 2001 at 7:00 p.m. Fingerprinting will be addressed at a 6:00 p.m. meeting prior to the Sports Council meeting. B. CDBG/Pron A & C — Barrios, Gipple, Johnson, Michaud — Pat Bommarito reported that the CDBG application deadline has passed. More information will follow. C. CIP/Park Master Plan — Barrios, Johnson, Michaud, Sotelo — Report previously given. D. Special Event — Mart, Roe, Valles, Vargas — Scott Smilowitz stated that the sub -committee discussed having no more than eight (8) events per year. Chairman Valles stated that the sub -committee was reviewing the possibility of consolidating certain events in the future. VII. STAFF INFORMATION REPORTS A. Mt. SAC Facilitv Use — Director Hatch reported that this item was reviewed by the City Council. He added that he thought that an administrative plan had been worked out between City staff and Mt. SAC officials that was agreeable to everyone. Lyndel is working very closely with Mt. SAC to make it work at the Shadow Oak facility, while still not giving up the City's key interest. B. Community Service Department Recruitments — Director Hatch reported on the following: 1. Promotions of Scott Smilowitz & Lyndel Morgan to Community Services Managers 2. Offers have been made to two individuals for two full-time Recreation Supervisors positions. 3. Lucy Garcia has submitted her letter of resignation. 4. Cook position is still pending. C. Department Recognition of Part Time Staff — The Recognition program went very well. The City provided department pullover jackets and ID holders. All part-time staff were recognized and thanked for their many years of service. The Commission will be involved in next year's event. D. Fourth of July Event — The City Council voted to support a five-day event this year. A sub -committee of the City Council, Chamber staff, City staff, and the Special Events Sub -Committee will be reviewing possible funding sources. E. Martin Luther King Jr. Event— Previously discussed. . F. Rose Float Update — The float received the Mayor's Trophy, the highest award that a city can receive. The City will be receiving an invitation for next year's Rose Float within the next few weeks. Chairman Valles reported that the float was on display at West Covina Dodge. Approximately $10,000435,000 was raised. A final report is pending. The Economic Development Commission of the City of Los Angeles has notified City and Chamber staff that they will be hosting a reception for the Mayor's Trophy winner. Details will be forthcoming. G. Municipal Pool Upgrade-7-Moving forward with the addition of a new restroom facility to the exterior of the building and other improvements. H. Cameron Youth Center Up ade — Moving forward until further notice. 4 0 • I. Additional City Council Items — The Mayor has requested an additional item to be.reviewed at the January 16, City Council meeting. The Walmerado and American Little League have requested additional netting to help prevent foul balls from going into areas where spectators are. VII. COMMISSIONER REPORTS/COMMENTS A. Commissioner Reports/Comments - Commissioner Michaud— No Report Commissioner Sanderson - No Report Commissioner Mart announced that she will be taking five (5) West Covina High School students to the inauguration. Commissioner Vargas announced that she will be attending Hilda Solis's inauguration. Commissioner Roe — No Report. Commissioner Johnson — No Report. Commissioner Sotelo encouraged Commissioners to visit the parks and see the work that is being done by the leagues. Commissioner Barrios — No Report. B. Chair Report — No Report C. Commissioner Nominees — Volunteer of the Year — Director Hatch announced that the birthday party celebration is scheduled for February 22. West Covina Beautiful takes the lead with City staff assistance. The Commission needs to provide two (2) awards; a Volunteer of the Year Award for both Community Services Recreation. We still need nominations. There is a deadline of February 1 with a vote by the full commission at the February 13 meeting. VII. ADJOURNMENT Meeting adjourned at 8:35 p.m. Next meeting: Tuesday, February 13, 2001, in Room 314, West Covina City Hall at 7:00 p.m. 5