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02-05-2002 - Summary of Actions - Regular Meeting of the Community Services Commission - 01/05/0241 • City of West Covina Memorandum SUMMARY OF MINUTES REGULAR MEETING OF THE COMMUNITY SERVICES COMMISSION AGENDA ITEM NO. C-1a DATE February 5, 2002 ® PRINTED oN RECYCLED PAPER January 15, 2002 WEST COVINA CITY HALL 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: McIntosh, F. Michaud, M. Michaud, Puchalski, Roe, Sotelo, Rasheed, Valles, Vargas Absent: Carrico Staff Present: Hatch, Bommarito, Chaparyan, Martinez, Morgan, Smilowitz, Sandhagen, Yuasa-Wang, Orta II. APPROVAL OF MINUTES — The following Minute action took place: Regular Meeting of December 11, 2001 MOTION: Moved by F. Michaud, seconded by Valles to approve minutes as presented. Motion carried 9-0. III. ORAL COMMUNICATION ON NON -AGENDA ITEMS Sherri Yuasa-Wang invited all Commissioners to pick up their new sweatshirts at the conclusion of the meeting. Tom Hatch, Community Services Director, introduced Armine. Chaparyan, Administrative Analyst II, to the Commission. She outlined her job responsibilities. IV. NEW BUSINESS A. CIP Process and Meeting Dates - Mr. Hatch provided a brief overview of the CIP process. He added that Lyndel Morgan would be assuming the responsibility of moving .the CIP requests through the process. He reported that the de11 adline for submitting applications is January 18, 2002. He added that the CIP tour with the sub- committee and City Manager has been scheduled for Saturday, February 2,ibeginning at approximately 7:30 a.m. DISCUSSION Commissioner Roe asked about the condition of the City's budget for this year. Mr. Hatch reported that the budget process would begin with a kick-off meeting on January 24. The status of the budget may affect the amount of capital improvement projects funded. I� �i Commissioner Rasheed asked if there was a cap amount for a proposed capital improvement project. Mr. Hatch responded that there was not a cap, but a minimum project amount of $10,000 and must be done on public property or have public access. 1 B. Community Development Block Grant (CDBG) Process and Meeting_Dates — Mr. Hatch reported that twenty-two (22) applications were received. The presentations will be held on Monday, February 11 and Wednesday, February 13 with the review of eleven (11) presentations each evening beginning at 6`00 p.m. Dinner will be served. C. Reauest from the Senior Citizens Commission to Combine the Review of Communi Development Block Grant Requests - Mr. Hatch reported that the Senior Citizens Commission has requested to be a part of the review throughout the process. He added that last year, the Senior Commission only heard the presentations and made funding recommendations on those organizations pertaining to senior -related projects. The Senior Commission is requesting to be allowed to attend all of the presentations and make a joint funding recommendation. DISCUSSION Commissioner Puchalski reported that the CDBG Sub -Committee had discussed this issue at their meeting and that the Senior Commission is welcome to attend all presentations. But, that the Sub -Committee agreed that the Senior Commission would not be a part of the Community Services Commission deliberations. He added that the Senior Commission could, in separate deliberations 1) recommend funding levels for senior -related programs, or 2) recommend funding levels for all programs to the Community Services Commission, with the Community Services Commission recommending funding levels for all programs to the City Council for review and approval. He added that the Senior Commission could forward their recommendations to City Council if they so choose. Commissioner Valles concurred. MOTION: It was moved by Sotelo, seconded by F. Michaud to invite members of the Senior Citizens Commission to join the Community Services Commission in listening to all CDBG presentations and forward their funding level recommendations to the Community Services Commission for consideration. Commissioner Puchalski inquired as to the definitions of the CDBG procedure within the Commission's by-laws. He requested a copy of the by-laws to review before proceeding. After review of the by-laws, it was determined that final CDBG funding recommendations forwarded to the City Council for review and approval are the responsibility of the Community Services Commission. MOTION: Motion as previously moved and seconded. Motion carried 9-0. D. Review and Approval of Volunteers of the Year — Mr. Hatch requested nominations for Volunteer of the. Year in both of the areas of Recreation and Community Services. He- added that the City's Birthday Celebration is scheduled for February 21. He reported -that Commissioner Vargas has submitted two nominations. He added that if the Commission was not prepared to make a final decision on the award recipients, a final decision would have to be made at the February 11 Special Meeting. The names of those already nominated were presented. MOTION: It was moved by Sotelo, seconded by-F. Michaud for the Community Services Commissioners to forward their recommendations for Volunteer of the Year to the Special Events Sub -Committee for the preparation of a final recommendation to the Community Services Commission at the meeting of February 11. 'Motion carried 9-0. E. Review of Process for Naming City Parks — Mr. Hatch provided a brief overview of the staff report. DISCUSSION Commissioner Roe asked if there was already a procedure in place for naming parks. Mr. Hatch stated there was not. 2 F V MOTION: It was moved by Rasheed and seconded by Vargas to adopt Sunset Field's new name as Sunset Park. Motion carried 8-1 (F. Michaud — no) MOTION: It was moved by F. Michaud and seconded by McIntosh to authorize Community Services staff to proceed with posting an article, without previously suggested names, in the Discover asking for residents to submit names for Maverick/Ridge Rider Park. Motion carried 9-0. F. Review of Idea to Establish a Cultural and Performing Arts Committee — Commissioner Roe provided a brief history of the formation of such a committee. The City Council has requested further review of a proposed committee. Mr. Hatch provided a brief overview of the program. DISCUSSION The Commission discussed forming a separate committee or an additional sub- committee under the Community Services Commission. Commissioner Roe expressed his thoughts that the committee should consist of members of the community involved in the arts not just solely commissioners. Commissioner F. Michaud suggested forming a Cultural Arts Council such as the Sports Council with commissioner representation. Commissioner Puchalski reported that for fundraising opportunities, etc. a Board of Directors would possibly need to be appointed. He felt that members of the committee should be appointed by members of the City Council. He added that he felt the City Council should hire someone to coordinate the project and commit financial resources. MOTION: It was moved by McIntosh, seconded by M. Michaud to have the Special Events Sub -Committee research the feasibility of developing and the direction of a Cultural Arts Committee to be made up of citizens and prepare a recommendation to the Community Services Commission for final recommendation to the City Council. Motion carried 7-2 (Puchalski, Valles — no) . VI. SUBCOMMITTEE REPORTS A. Sports Council — No meeting was held in December. Next meeting scheduled for January 22, 2002. B. CDBG/Transportation/CIP/Park Master Plan - Previously reported. C. Special Events — MLK event scheduled for Monday, January 21, 2002, from 11:00 — 3:30, to be held at City Hall Courtyard. Commissioner Rasheed departed 8:05 p.m. VII. STAFF INFORMATIONAL REPORTS A. Transportation — Anthony Martinez thanked those Commissioners that attended the Rose Float trip. Mr. Martinez distributed and provided a brief overview of updated data on the fixed route and dial -a -ride services. He added that the Green Line ridership has already surpassed the ridership on both the Red and Blue Lines. He reported that the new fixed route vehicles should be in service by June, 2002. They will include bike racks and a GPS tracking system. He also reported that fake security cameras have been installed in the fixed route vehicles which has proven to be a deterrent to graffiti. "Clean Air" stickers have been placed on all of the fixed route vehicles. K Mr. Martinez reported that the City is in the process of replacing all of the brown bus shelters. He added that solar light panels are being reviewed for placement in the shelters. Mr. Hatch added that the entire list of bus shelters are being scheduled for regular maintenance. Mr. Martinez also reported that the issue of responsibility for the bus shelters is being reviewed by City staff to bring all areas under one source of responsibility. He added that Foothill Transit is responsible for the maintenance of their bus shelters. Commissioner Puchalski asked if staff had noticed a difference in the quality of service or the level of responsiveness by the contractor. Mr. Martinez reported that the project manager has been very responsive to the City's needs and there has not been a decrease in the quality of service. B. Big League Dreams — Mr. Hatch reported on the status of the proposed project. He reported on the level of involvement by the Community Services Department. He reported on the community meetings already held and those still to be. held. He stated that the majority of those that spoke at the meetings were supportive of the project, while some expressing concerned with the costs related to the project. The Community Services Department has been heavily involved in researching possible grants to assist with the funding of the project. Commissioner Roe stated he had heard two issues relating to the proposed project; 1) that the City is spending a lot of money on the project while Big League Dreams is spending very little, and 2) BKK itself and whether this project could relieve some of the stress for the City if BKK goes under. Mr. Hatch stated that those issues have been brought up at the various meetings. He added that the City Council feels that this development on the proposed site is an advantage to the community. Commissioner Puchalski asked about the prohibitions imposed by the EPA that the property could not be used for recreational purposes. Mr. Hatch stated that the City is working diligently with the EPA to help solve the issues regarding recreational development on the proposed site. C. Rose Float Update — Mr. Hatch reported that the Rose Float Foundation would be preparing recommendations on a variety of different funding sources for City Council review at their February 5 meeting. At the same meeting, the City Council will be considering an invitation to participate in the 2003 Rose Parade and authorize the payment of the $2,500 entry fee. The volunteers of the 2002 float will be recognized for their efforts at the February 5 meeting as well. Commissioner Sotelo briefly reviewed one of the proposed funding plans. D. Cameron Park Community Center — Mr. Hatch reported on the status of the project. He added that unofficial conceptual renderings of the community center are available for Commission's review after the meeting. He added that the Planning Commission would be addressing the General Plan Amendment, Park Master Plan Amendment, and an environmental impact of the project at their February 12 meeting. E. Safe Routes to Schools Mr. Hatch reported that Scott Smilowitz would be taking the lead on this project. A meeting will be coordinated with Commissioner Puchalski, and any other Commissioner interested, to review the project and prepare recommendations for City Council review. F. West Covina Birthday Party — Mr. Hatch reported the event would be held on Thursday, February 21 at the Radisson Hotel in Baldwin Park. G. Dr. Martin Luther King Jr. Birthday Celebration — This year's event will be held on Monday, January 21 from 11:00 — 3:30 p.m. in the City Hall Courtyard. Commissioner McIntosh invited all to attend. 4 H. Grant Prop -ram — Mr. Hatch reported on a meeting held with Commissioners Roe and Rasheed, staff and the City Manager regarding grants. The City Manager agreed that more time needed to be spent on research and writing grants. Mr. Hatch added that Community Services has committed to the City Manager to spend at least 50% of one full time staff member's time on grant research and writing for the Community Services Department. The City Manager is looking at several professional people to bring on board as an hourly contract employee to focus on grant writing in all areas of the City. I. Other — Mr. Hatch reported on a request received by the West Covina Bruins Cheerleading group seeking fundraising/donations for their team to attend the National Finals in Las Vegas on February 10. If anyone is interested in donating, please contact staff. Lyndel Morgan reported on the pool registration process. Commissioner Puchalski asked if last year's participants were filed in a database. Ms. Morgan responded they were not, but with the implementation .of on-line registration software in the future, one would be available. She added that staff is reviewing the summer program registration process with possibly a Saturday kick-off, and priority registration thereafter for returning participants. Commissioner Puchalski asked if the City had received any complaints from residents not being able to register for classes at City Hall. Mr. Hatch responded that staff had not. He added that the lease of the Annex would be reviewed later this year. Mr. Hatch reported that the City's Mobile Skate Park received an Achievement Award from the California Park and Recreation Society and will be recognized at the up -coming conference. He commended Kelly Sandhagen for preparing and submitting the project for consideration. VIII. COMMISSIONER REPORTS/COMMENTS A. . Chair Report — Commissioner Roe commended staff on their hard work, especially in the area of grants. He thanked Commissioner Rasheed for his valuable input towards the grant issue. B. Commissioner_ Reports/Comments Commissioner Vargas commented on a presentation received by the Special Events Sub -Committee from Carlos Thrasher for a proposed Veteran's Day event. She also commended Anthony Martinez for coordination of the Rose Float trip. Commissioner Sotelo thanked staff for all of their assistance with the Rose Float. He requested an update on RDA loans. He asked about the number of loans distributed each year for the last three years. Commissioner Puchalski asked staff for the number of notes retired last year. Mr. Hatch responded that he would request a report from the Redevelopment Agency. Commissioner McIntosh commended staff on their assistance with the Rose Float and also with the MLK event. Commissioner Roe requested the review of Kelly McDonald's position becoming full time. 5 • r 3 IX. ADJOURNMENT — It was moved by F. Michaud, seconded by McIntosh to adjourn the meeting at 9:05 p.m. to the special meeting on Monday, February 11, 2002 at 6:00 p.m. in the Community Room at City Hall. Motion carried 8-0 Respectfully submitted, K By "Orta Secretary Z