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01-22-2002 - Summary of Actions - Regular Meeting of the Community Services Commission - 12/11/01City of West Covina Memorandum SUMMARY OF MINUTES AGENDA REGULAR MEETING OF THE COMMUNITY SERVICES COMMISSION STEM NJanuary anuaaryry 22, 2002 *PRINTED ON RECYCLED PAPER December 11, 2001 WEST COVINA CITY HALL ANNEX 7:00 P.M. COMMUNITY ROOM — FIRST FLOOR Meeting was called to order by Commission Chair Roe at 7:05 p.m. Pledge of Allegiance and Moment of Silent Prayer was led by Commission Chair Roe I. ROLL CALL - Commissioners Present: Carrico, McIntosh, Puchalski, Roe, Sotelo, Rasheed, Valles, Vargas Absent: F. Michaud, M. Michaud Staff Present: Hatch, Bommarito, Reynosa, Morgan, Smilowitz, Sandhagen, Yuasa-Wang, Orta II. APPROVAL OF MINUTES — The following Minute action took place: Regular Meeting of November 13, 2001 MOTION: Moved by Carrico, seconded by Sotelo to approve minutes as presented. Motion carried 7-0-1 (Abstain — Roe) III. ORAL COMMUNICATION ON NON -AGENDA ITEMS Sherri Yuasa-Wang invited the Commissioners to the Community Services Recognition Dinner to be held at 6:00 p.m. on Saturday, December 15th at the Shadow Oak Center. She added that Commissioners may bring a guest as well. IV. NEW BUSINESS A. CIP Process - Ms. Bommarito provided a brief overview of the CIP/CDBG process and announced that CDBG applications are available for those interested in applying. Application deadline for CDBG is December 21, 2001. She announced that once again there would be $225,000 of CDBG available funding. Ms. Bommarito stated that the sports leagues have received CIP applications. As soon as the Finance Department determines when the public hearing will be, visits at the various CIP application locations will be scheduled for the CIP subcommittee. She added that a joint meeting would be scheduled for the Community Services and Senior Citizens Commissions to hear the CDBG applicant proposals relating to senior -related projects. DISCUSSION Commissioner Vargas asked if the ADA Committee was eligible for CDBG funds. Ms. Bommarito responded that possibly CIP funds as opposed to CDBG public service funds. Commissioner Roe discussed the issue of grants. He suggested a hiring ,a grants writer. The Commission discussed the issue of the hiring of a grants writer. 1 • 0 The Commission concurred to agendize the issue of possible grants available with a presentation by Commission Rasheed for the February, 2002 Community Services Commission meeting. DISCUSSION Commission discussion on the CDBG responsibilities of both the Community Services and Senior Citizens Commissions continued. B. Community Development Block Grant (CDBG) Process — Previously reported. VI. SUBCOMMITTEE REPORTS A. Sports Council — Commissioner Sotelo reported on the discussions regarding Maverick Field. Facility Use Forms were discussed. B. CDBG/Transportation/CIP/Park Master Plan — Commissioner Puchalski asked how the new shuttle service was working. Mr. Hatch responded that it was very successful. He added that the Green Line has surpassed the Red and Blue Line in the number of passengers. Mr. Hatch added that Anthony Martinez would submit an updated report to the Commission at the January meeting. With the addition of the Green Line, attendance at the Senior Center has also increased. Mr. Hatch reported on a meeting held with Supervisor Michael Antonovich at the Senior Center. The City focused on a variety of different CIP projects seeking County support. Also at this meeting, the senior meals issue was discussed. The City will be submitting applications to seek additional assistance from the County. C. Special Events — Mr. Hatch reported on the Tree Lighting Ceremony held on November 28. Event went very well. He also reported on the Winterfest event held on December 1. Ms. Sandhagen added there was a slight problem with the delivery of the -snow, but everything turned out well. Very nice event. Requests have been received to provide even more snow next year. The consensus of the Commission was to keep the event in the late afternoon/evening. Mr. Hatch also introduced the idea of a new special event. Community Services staff has been looking at hosting 3-4 day event as a community picnic idea with different event competitions with a closing ceremony being held on that Saturday or Sunday. More information will follow after discussions with the sub- committee. VII. STAFF INFORMATIONAL REPORTS A. Rose Float Update — Commissioner Sotelo reported that the committee has received their 28 Rose Bowl tickets. They will be available for purchase. Discussions are continuing as to the viewing of the float after the parade. B. Skate Park — Mr. Hatch stated the project is with the Public Works Department. He added that discussions of the hours of operation, staffing plan, etc. will be brought back before the Commission in January, possibly February for review and recommendation to the City Council. C. Community Center/Gymnasium — Mr. Hatch reported that the City Council approved the project at their December 4 meeting. He outlined the conceptual plan. Commissioner Puchalski asked about the amount of programmable space in the proposed facility as compared to the existing facility. Mr. Hatch responded that the new facility would have approximately 4,500 square feet, without the 2 f gymnasium space. The existing facility has approximately 7,000 square feet. He added that the gymnasium would also be used as multi -purpose space. Ms. Morgan clarified that the 7,000 square feet in the existing facility includes restrooms, offices, etc., not entirely programmable space. Commissioner Carrico inquired as to the next step of the project. Mr. Hatch responded that the architect is preparing a more detail version of 11the plan, including exterior design, building materials, elevations, etc., based upon City Council comments. He added that this should be completed by mid -January. D. West Covina Unified School District Agreement - Mr. Hatch reported that the agreement has been signed and the project is moving forward. E. Rowland Unified School District Agreement — Mr. Hatch reported 1 that the agreement for basketball lights has been signed and the project is moving forward. F. Volunteer of the Year — Nominations are still required. The Commission will need to make their selections at the January meeting. G. Municipal Pool — No update. H. City Manager Welcome BBQ — Event was held with a good turnout from the community. I. West Covina Beautiful Tree Lighting — Previously reported. J. Winterfest - Previously reported. K. Community Services Employee Recognition Event — Event previously reported. VIII. COMMISSIONER REPORTS/COMMENTS A. Chair Report — No report B. Commissioner Reports/Comments Commissioner Puchalski requested: 1) Update on the registration process for the swim program. 2) Update on discussions of the Safe Passages Program and completion of a staff report to the City Council. Ms. Sandhagen reported briefly on the electronic registration programs being reviewed by the City for implementation possibly by the end of the fiscal year. Commissioner Vargas reported on her work with the . ADA Committee. She expressed concern with communications between the City and the School District regarding the handicap access to the field at West Covina High School. Commissioner Rasheed commented on touring the different facilities/park sites with Mr. Hatch and invited all Commissioners interested to join in. Commissioner Sotelo stated that all of the park sites are visited while reviewing the CIP application requests. 1 Commissioner Puchalski stated that the Commission could wait until''the CIP applications are submitted, visit those sites, and then schedule a second visit to those facilities/sites not included in the first visit. Commissioner Rasheed concurred. 3 IX. ADJOURNMENT - It was moved by Sotelo, seconded by McIntosh to adjourn the meeting at 8:20 p.m. to the next regular .meeting on Tuesday, January 15, 2001 at 7:00 p.m. in the Community Room at City Hall. Motion carried 9-0 ARespecu7*ed, . Iw Kelly Orta Secretary 4