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02-07-2006 - Summary of Actions - Meeting of Community Services Commisison - 01/10/06• City of West Covinc Memorandum AGENDA ITEM NO. D-la DATE February 7, 2006 PRINTED ON RECYCLED PAPER SUMMARY OF ACTIONS COMMUNITY SERVICES COMMISSION MEETING OF JANUARY 10, 2006 I. CALL TO ORDER —The regular meeting of the Community Services Commission was called to order by Commission Chair Barrios at 7:00 p.m. II. Pledge of Allegiance and Moment of Silent Prayer was led by Chair Barrios." III. ROLL CALL: Armbrust, Barrios, Carrico, Chacon, McIntosh (arrived 7:05 p.m.), Puchalski, Valles, Vargas IV. APPROVAL OF MINUTES 1. Minutes of the Special Meeting of the Community Services and Senior Citizens Commission of December 13, 2005 MOTION: _ - Motion by Carrico to approve Minutes of the Special Meeting of the Community Services and Senior Citizens Commission of December 13, 2005; second by Valles by a vote of 7:1. 2. Minutes of the Regular Meeting of December 13, 2005 MOTION: Motion by Carrico to approve the Minutes of the Regular Community Services Commission meeting of December, 2005; second by Vargas by a vote of 7:1. V. ORAL COMMUNICATIONS Steve Samaniego welcomed Commissioner Pulshalski. VI. COMMUNITY SERVICES DIVISION A. OLD BUSINESS 1. Brown Act Training January 26, 2006 — Steve Samaniego Steve Samaniego reported the Brown Act Training is highly recommended for all Commissioners including staff that have commissions. He hopes to see all Commissioners there. He apologized for the error on the memo sent out, the correct _ date for training is January 26. B. NEW BUSINESS 1. Upcoming Events and Programs — Scott Smilowitz • January 16'h - Dr. Martin Luther King, Jr. Birthday Celebration Scott Smilowitz reported on the Dr. Martin Luther King Jr. Celebration. The formal program will be from 11:00 a.m. to 12:30 p.m. and the outdoor activities will be from Community Services Coi• Sion • January 10, 2006 12:30 to 3:30. The event will include a performance from Faith Community Church and the speaker will be an educator from Rosemead Unified School District. The formal activities will be on the I' floor. 2. Day Cares Update — Sherri Yuasa • Marketing Sherri Yuasa reported that marketing is continuing with distribution of flyers through the School District. Three staff vacancy positions have been posted at local community colleges as well as Cal Poly Pomona. • Newsletter Sherri Yuasa reported the 2nd newsletter will go out beginning of March • Maintenance and Repairs Sherri Yuasa stated the repairs have been made at the Day Cares. Some CIP painting projects at Day Cares have been submitted to the CIP committee for consideration. COMMISSIONER COMMENT Commissioner Barrios inquired if the newsletter was for City or Community Services. Sherri Yuasa stated the newsletter informs parents of Day Care participants of staffs events and programs. COMMISSIONER COMMENT Commissioner Barrios asked if there was a link on website. Sherri Yuasa responded it was a good idea. COMMISSIONER COMMENT Commissioner Barrios commented Rowland High School has a Day Care on site and ROP trains students. 3. July 0' Celebration Change of Date/Contract Renewal — Scott Smilowitz Scott Smilowitz reported the 2006, July 4 h major celebration will be on Sunday July 2nd and 2007 will be on Sunday, July 1 't . The event will be publicized and marketed for public awareness. COMMISSIONER COMMENT Commissioner Puchalski inquired if there would be any activities on the July 4t'. Scott Smilowitz responded Faith Community Church has activities but City has function on weekend. 4. Commission Reorganization — Selection of Commission Chair and Vice Chair Steven Samaniego stated the reorganization is in May each year and was pulled off the agenda until May of this year. COMMISSIONER COMMENT Commissioner Barrios inquired if there are vacancies on Sports Council Subcommittee. Steve Samaniego replied there are two vacancies. 5. Volunteer of the Year Nomination — Steve Samaniego 2 CommunityServices Co• ssi on • January 10, 2006 Steve Samaniego reported Gary Lawson was nominated. Gary Lawson's background includes volunteering with youth programs and training students in dance, modeling, acting and theatre with no cost to students. 10-114KIIN Motion by McIntosh second by Puchalski to nominate Gary Lawson for Community and Recreation Services Volunteer of the Year. Motion carried 8:0. COMMISSIONER COMMENT Commissioner Puchalski stated this award was long overdue. COMMISSIONER COMMENT Commissioner McIntosh agreed. COMMISSIONER COMMENT Commissioner Chacon stated dentist, Dr. David Alfaro, is involved with the Rotary Club, volunteers with East Valley Clinic, and helps children south of the border. He would like Dr. David Alfaro to be the second nomination. MOTION: Motion by McIntosh second by Valley to nominate Dr. David Alfaro for Community and Recreation Services Volunteer of the Year. Motion carried 8:0. Steve Samaniego stated staff will put together an application with Commissioner Chacon to confirm qualifications. 6. Commission Budget Allocation — Steve Samaniego Steve Samaniego referred to attached Commission Budget Allocation Staff Report. Commissioners have a $400.00 yearly budget for use on various seminars, workshops, activities and luncheons relating to the Community Services programs. Requests will be processed with allocated budget and Commissioners will be notified if budget has been exceeded. Lyndel Morgan distributed California and Pacific Southwest Recreation and Park Training Conference booklets to commissioners. Steve Samaniego stated Commissioner Barrios had requested the Commission participate in the CPRS conference. COMMISSIONER COMMENT Commissioner Barrios inquired if group membership is required or is individual membership possible. Steve Samaniego stated group membership was more reasonable. Lyndel Morgan Would give details on conference and membership. Lyndel Morgan reported CPRS the California Parks and Recreation Society is affiliated with ar: organization called the California Association Of P rks arid Recreation for Commissioners and Board Members. Once a member, Commissioners may attend conference at a reduced member rate. Membership for Commission as a group is $165.00 and includes newsletter and State training. Member 3-day conference fee is $299, after January 20"' member rate is $329. COMMISSIONER COMMENT Commissioner Barrios asked if this included hotel accommodations. Lyndel Morgan replied cost is for training session not lodging or food. 3 CommunityServices Co• si on is January 10, 2006 COMMISSIONER COMMENT Commissioner Barrios stated she was not aware of budget allowance and inquired if budget allowance was not used would it rollover. Steve Samaniego replied no it would not. COMMISSIONER COMMENT Commissioner Puchalski stated he recalled hosting a meeting for an organization and staff was to obtain commission membership. Lyndel Morgan stated staff did. COMMISSIONER COMMENT Commissioner Puchalski stated membership to this association should be automatic. Steve Samaniego replied he agreed and has discussed with Lyndel Morgan the possibility for next year this item be a separate budget item, not to be taken from their regular budget. COMMISSIONER COMMENT Commission Puchalski commented the Commission should attend in support and involvement of their community. Steve Samaniego stated the commission would need to concur on membership of organization. Lyndel Morgan can register Commissioners and each Commissioner would decide on conference attendance. Commissioners would coordinate with Sylvia conference registration. MOTION: Motion by Armbrust second by Valles for Commission to become members as a whole for CAPRCBM and make it automatic every year. Motion carried 8:0. Lyndel Morgan stated questions and registration may be referred to Sylvia. The 206, is the deadline for reduced rate registration. Lyndel referred to page 27 for guideline of rates. COMMISSIONER COMMENT Commissioner Puchalski inquired of procedures for memberships to other organizations (NRPA), staff notification and processing using budgeted funds. Steve Samaniego stated the following year it would be under regular budget. Lyndel Morgan stated the CAPRCBM Membership rate would also include member rate for the NRPA (National Recreation and Park Association) conference. 7. Commission Knit Shirts — Steve Samaniego Steve Samaniego stated the information including cost would be supplied at next meeting. VII. RECREATION SERVICES DIVISION A. OLD BUSINESS 1. Community Development Block Grant (CDBG) Program Update • Two Public Hearings on January 17'- Lyndel Morgan reported a Public Hearing will be held on January 17t' for Recommendations from the December 13`h joint meeting. 4 Community Services Commission • January 10, 2006 Lyndel Morgan stated the 2nd Public Hearing is on an amendment increasing CDBG project funding. • Expenditures Work Out Plan Quarterly Report Lyndel Morgan reported on December 20d' an Amendment to the Action Plan was approved. Lyndel stated Kelly McDonald is timely on completing 2nd Quarter of reporting to HUD under new reporting procedures. Lyndel Morgan stated the Public Notice for projects will be sent out in next two weeks. 2. Galster Park Update Lyndel Morgan reported the construction plans are completed and Public Works is moving forward with RFPs for construction. 3. Cal Poly Pomona Masters Program Studio 606/Trails Master Plan Project Update Lyndel Morgan stated this is a Masters Program where a few projects are selected each year. The Master Plan would connect trail ways to transport residents through the City without use of cars. Cal Poly Pomona Masters Program accepted the City of West Covina as one of their projects. Signing of agreements is anticipated in next week or two. Cost for project is $23,000 other professional bids came in at $245,000 and $261,000. This is a six-month process beginning in January and final product will be available in July. Staff is excited about project. COMMISSIONER COMMENT Commissioner Puchalski inquired of students discipline. Lyndel Morgan stated students are of Landscape Architect. Students are excited about project. Students will earn credit and is part of the Masters Program. COMMISSIONER COMMENT Commissioner Puchalski inquired if presentations would be made to the commission. Lyndel Morgan stated community meetings will be held. COMMISSIONER COMMENT Commissioner Puchalski requested that the Cal Poly students present a formal presentation to the commission. Steve Samaniego replied Lyndel can arrange this for next meeting. 4. City Emergency Disaster Shelter Operations Update Lyndel Morgan stated she is working with Jim Rudof� Facilities and Senior center. Currenty, she is working towards certification. 5. Galster Nature Program Proposal Lyndel Morgan stated she is working with State to determine if funds could be used for programming and use of facilities. This would allow SGMRC to move FWD: B. NEW BUSINESS 1. Upcoming Events and Programs Lyndel Morgan reported on CPRS conference. The West Covina Youth Basketball League began using Cameron gym last Sunday, Opening Day will be Community Services Co •Sion • January 10 2006 on Saturday at West Covina High School. Little Shots, All Sorts of Sports and Flag Football begin this Saturday at Palm View. A drop -in morning Yoga class at Cameron is offered for a $5.00 fee. Lyndel Morgan stated the CIP site visit is scheduled for February 4'h before the next Commission meeting. Scott Smilowitz distributed an Event Calendar. Steve Samaniego stated Lyndel Morgan would supply Commission with an Event Calendar for Recreation. COMMISSIONER COMMENT Commissioner Armbrust inquired as to the City's Birthday Celebration. Lyndel Morgan responded it will be held on February 16t' Lyndel Morgan reported that the CLASS Software upgrade from 5.0 to 6.0 will occur this week. 2. West Covina Table Tennis Adrian Reynosa reported he has a meeting this week with Table Tennis Association Representative Ken Tren to review conditions of use and negotiate a flat fee. More information will be provided at next meeting. COMMISSIONER COMMENT Commissioner Barrios asked why West Covina is not on Metro map, only San Bernardino and Riverside line. Does not indicate stops for West Covina. Commissioner Barrios asked if City is separate authority from Metro. Scott Smilowitz replied we are. Steve Samaniego replied City does not have a West Covina stop. COMMISSIONER COMMENT Commissioner Puchalski stated this is a light rail authority and Metrolink is different. They operate under a different system and authority. COMMISSIONER COMMENT Commissioner Barrios inquired as to cost for residents and hours. Scott Smilowitz stated a shuttle to Metro will cost .25 and will run to 8 p.m. COMMISSIONER COMMENT Commissioner Barrios requested information on Mero transit lines and cost for day pass for next meeting. COMMISSIONER COMMENT Commissioner Puchalski suggested map be available for next meeting. Steve Samaniego replied maps would be brought to next meeting. COMMISSIONER COMMENT Commissioner McIntosh asked if shade system be provided to block sun for bus drivers. G CommunityServices Commission • January 10, 2006 VIII. SUBCOMMITTEE REPORTS A. Snorts Council Adrian Reynosa reported the next meeting is scheduled for the 24t' at 7 p.m. At the February 7t' Council meeting the West Covina Gremlin team will be presented as runners up. B. CDBG/CIP/Transportation Lyndel Morgan stated Saturday, February 4"' is scheduled for site review before next meeting. Inquired as to who would like to attend. Commissioner Carrico made a motion to add two more Commissioners. COMMISSIONER COMMENT Commissioner Armbrust asked if the current 3 Commissioners could be kept Lyndel Morgan replied walk-through could be done with the 3 Commissioners. C. Commission Sub -Committee Reorganization Steve Samaniego announced it was time"for the commission to select the members of the sub -committees. The commissioners concurred with the following appointments: CDBG: Chacon and Puchalski CIP: Chacon and Puchalsk Special Events: Vargas, McIntosh and Valles Sports Council: Puchalski and Armbrust Lyndel Morgan asked that Commissioners Puchalski, Carrico, Chacon, Armbrust and Barrios put February 4t' on their calendar. Sylvia will be sending a schedule and more information. Adrian Reynosa stated the Sports Council Meeting is on the 24t' at 7 p.m. Commissioners will receive agenda. IX. COMMISSIONER REPORTS/COMMENTS Commissioner Valles no comment. Commissioners Puchalski no comment. Commissioner McIntosh no comment. Commissioner Vargas reported she attended the Chamber of Commerce breakfast meeting. Speaker, Police Chief Frank Wills reported the Police Department does the best for the community with available funds. Commissioner Carrico welcomed Commissioner Puchalski back. He commented on Rose Parade. Commissioner Chacon welcomed Commissioner Puchalski. He encouraged everyone to check the Chamber of Commerce schedule and participate. The Police Chief reportedd communities that participate with community service groups and events have a safer city. Commissioner Armbrust wished everyone a happy new year. VA • CommunityServices Commission January ry10, 20 06 Chair Barrios stated she is active with the Advisory Council at Hacienda La Puente USD and with the Special Ed program with Rowland School District. She would like commission's role to have a closer relationship with the School District and CIP to understand the needs of the community. The heart of any community are the schools. X. ADJOURNMENT Motion by Commissioner McIntosh, seconded by Commissioner Valles, to adjourn at 8:10 p.m., Chair Barrios declared the meeting adjourned at 8:10 p.m. THE NEXT COMMUNITY SERVICES COMMISSION MEETING IS SCHEDULED FOR FEBRUARY 14, 2006 AT 7:00 PM MRC CONFERENCE ROOM #314