HomeMy WebLinkAbout6/29/1999Tuesday, June 29, 1999
6:30 p.m. — Special Meeting
South Coast Air Quality Management District
Main Auditorium
21865 East Copley Drive
Diamond Bar, CA 91765
Mayor Wen Chang
Mayor Pro Tem Debby O'Connor
Council Member Eileen Ansari
Council Member Carol Herrera
Council Member Bob Huff
City Manager Terrence L. Belanger
City Attorney Michael Jenkins
City Clerk Lynda Burgess
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SPECIAL MEETING
June 29, 1999
6:30 p.m -
CALL TO ORDER:
PLEDGE OF ALLEGIANCE:
ROLL CALL:
Mayor Chang
Mayor Chang
Council Members Ansari, Herrera
Huff, Mayor Pro Tem O'Connor,
Mayor Chang
OLD BUSINESS:
2.1 PRESENTATION OF THE FINAL REPORT FROM THE COMMUNITY/CIVIC
CENTER TASK FORCE - The City Council established a task
force of 30 community members to consider the development
of the Community/Civic Center complex. The task force
held eleven noticed meetings over the past eight months
to discuss such issues as: (a) types of services and
buildings to include; (b) potential programs and the
space needed to accommodate these services; (c) potential
sites where the facilities could be constructed; and (d)
cost and potential funding sources for design and
construction. The task force was led through a series of
exercises by a consultant team, which consisted of the
Roth Group and LPA, Inc. to develop a consensus on
recommendations to be presented to the City Council. On
issues where consensus could not be achieved, a vote by
the task force members present determined the
recommendation.
Recommended Action: It is recommended that the City
Council receive and file this report. It is further
recommended that the City Council direct staff to proceed
with the future actions recommended by the task force.
Also, it is recommended that the City Council maintain
the existing task force to continue to provided
broadbased citizen input on this project.
Requested by: Community Services Division and
Community/Civic Center Task Force
3. ADJOURNMENT:
SPECIAL MEETING NOTICE
NOTICE IS HEREBY GIVEN that the Diamond Bar City
Council will hold a special meeting in the South Air Quality
Management District Auditorium, located at 21865 E. Copley Drive,
Diamond Bar, California on Tuesday, June 29, 1999, at 6:30 p.m.
Items for consideration are listed on the attached
agenda.
I am the City Clerk in the City of Diamond Bar; that a
copy of the Notice for the Special Meeting of the Diamond Bar
City Council to be held on June 29, 1999 was posted at their
proper locations.
I declare under penalty of perjury under the laws of
the State of California that the foregoing is true and correct
and that this Notice and Affidavit was executed this 25th day of
July, 1999, at Diamond Bar, California.
/s/ Lynda Burgess
Lynda Burgess, City Clerk
City of Diamond Bar
SPECIAL MEETING
June 29, 1999
6:30 P.M.
1. CALL TO ORDER:
PLEDGE OF ALLEGIANCE:
ROLL CALL:
2. OLD BUSINESS:
Mayor Chang
Mayor Chang
'ORgFr
Council Members Ansari, Herrera
Huff, Mayor Pro Tem O'Connor,
Mayor Chang
2.1 PRESENTATION OF COMMUNITY/CIVIC CENTER TASK FORCE FINAL
REPORT -
Recommended Action:
Requested by: Community Services Division and
Community/Civic Center Task Force
3. ADJOURNMENT:
CITY OF DIAMOND BAR
AGENDA REPORT
AGENDA N0.
TO: Terrence L. Belanger, City Manager
MEETING DATE: June 29, 1999 REPORT DATE: June 24, 1999
FROM: Bob Rose, Community Services Director
TITLE: Presentation of the Final Report from the Community/Civic Center Task Force
SUMMARY: The City Council established a task force of 30 community members to consider the
development of a Community/Civic Center complex in Diamond Bar. The task force held eleven noticed
meetings over the past eight months to discuss such issues as:
a. Types of services and buildings to include
b. Potential programs and the space needed to accommodate these services
c. Potential sites where the facilities could be constructed
d. Cost and potential funding sources for design and construction
Continued on page 2
RECOMMENDED ACTION: It is recommended that the City Council receive and file this report. It is further
recommended that the City Council direct staff to proceed with the future actions recommended by the task
force. Also, it is recommended that the City Council maintain the existing task force to continue to provide
broadbased citizen input on this project.
LIST OF ATTACHMENTS: X Staff Report _ Public Hearing Notification
_ Resolution(s) _ Bid Specifications (on file in City Clerk's office)
Ordinance(s) X Other: CC Task Force Final Report
_ Agreement(s)
EXTERNAL DISTRIBUTION:
SUBMITTAL CHECKLIST:
1. Has the resolution, ordinance or agreement been
reviewed by the City Attorney?
_ Yes
X No
2. Does the report require a majority vote?
X Yes
_ No
3. Has environmental impact been assessed? N/A
_ Yes
_ No
4. Has the report been reviewed by a Commission?
_ Yes
X No
What Commission?
5. Are other departments affected by the report? _ Yes X No
Report discussed with the following affected departments: None
REVIEWED BY:
Terrence L. Belang r
City Manager
James DeStefan
Deputy City Manager
t
Bo Rose
Community Services Director
City Council Report
CC Task Force — Final Report
Meeting Date: June 29, 1999
June 24, 1999
Page 2 of 3
SUMMARY: continued
The task force was led through a series of exercises by a consultant team, which consisted of the Roth Group
and LPA, Inc. to develop a consensus on recommendations to be presented to the City Council. On issues
where consensus could not be achieved, a vote by the task force members present determined the
recommendation.
The task force has developed a thorough report that details their work exercises and process, which has been
distributed to the City Council. A brief summary of the recommendations for major issues is a follows:
A. PRIORITY FOR FACILITIES:
1. Community Center with a dedicated Senior Center
2. Library
3. Gymnasium or swimming pool element of a Sports Complex
4. City Hall with council chambers
:MIEST"go
1. Flat pad (vacant) south of and behind Calvary Chapel at Grand Avenue and Golden
Springs (Hospital site)
2. Vacant pad southwest of current City Hall on Bridge Gate Drive in Gateway
Corporate Center (Kaiser site)
3. Northwest portion of Summitridge Park at Grand Avenue at Summitridge Drive
4. Portion of Diamond Bar Golf Course where club house and banquet facilities are
currently located (Grand Avenue and Golden Springs Drive) Note: Golf Course
would remain intact and disturbed amenities would be rebuilt.
C. FUNDING:
"Pay as you go" phased development (possibly ten to 15 year process)
Debt financing (bond), which would require a vote of the residents (construction
on all facilities could start shortly after the vote on the bond)
The members of the task force believe that this is just the beginning of the process necessary to consider the
development of a Community/Civic Center complex. The task force also recommends to the City Council the
following future actions:
FUTURE ACTIONS
Public Outreach—provide additional opportunities (such as questionnaires during the summer
Concerts in the Park program) to obtain broader public input on the task force's
recommendations.
City Council Report
CC Task Force — Final Report
Meeting Date: June 29, 1999
June 24, 1999
Page 3 of 3
2. Develop preliminary schematic architectural designs for the recommended program for each
of the sites;
Prepare appropriate California Environmental Quality Act documents to analyze the sites and
proposed facilities;
4. Prepare fiscal analysis including acquisition, development, maintenance and operation, loss
of income, financing alternatives, etc., to analyze each of the sites and proposed facilities;
5. Facilitate presentations on the task force's recommendations to appropriate City commissions
and provide opportunities for them to comment to the City Council prior to a formal
authorization to proceed with an action program on this project; and
Retain the existing task force intact to: review and comment on the work outlined in Item Nos.
1, 2, 3, and 4 above; to participate in presentations to the relevant commissions; and to
continue to provide a vehicle for providing broadbased citizen input on this project.
The task force appreciates the consultant team and staff support provided by the City Council for this
project. The task force members see the development of a Civic Center complex as an opportunity
to enhance services and to create more of a "sense of community" for the residents of Diamond Bar.
PREPARED BY:
Bob Rose, Community Services Director
CITY OF DIAMOND BAR
"QUICK CAP" MINUTES
JUNE 29, 1999 SPECIAL MEETING
1. CALL TO ORDER: Mayor Chang called the meeting to
order at 6:48 p.m. in the Auditorium of the South Coast Air
Quality Management District, 21865 E. Copley Dr., Diamond Bar,
California.
PLEDGE OF ALLEGIANCE: Norman Bell
ROLL CALL: Council Members Ansari, Herrera,
Huff, Mayor Pro Tem O'Connor, Mayor Chang
Also present were: James DeStefano, Deputy City Manager; David
Liu, Deputy Director of Public Works; Bob Rose, Community
Services Director and Lynda Burgess, City Clerk.
2. OLD BUSINESS:
PRESENTATION OF THE FINAL REPORT FROM THE COMMUNITY/CIVIC
CENTER TASK FORCE - The City Council established a Task Force
of 30 community members to consider the development of the
Community/Civic Center complex. The Task Force held eleven
noticed meetings over the past eight months to discuss such
issues as: (a) types of services and buildings to include;
(b) potential programs and the space needed to accommodate
these services; (c) potential sites where the facilities could
be constructed; and (d) cost and potential funding sources for
design and construction. The Task Force was led through a
series of exercises by consultant team, which consisted of
The Roth Group and LPA, Inc. to develop a consensus on
recommendations to be presented to the City Council. On
issues where consensus could not be achieved, a vote by the
Task Force members present determined the recommendation.
Presentations made by Marlene Roth, The Roth Group; Brenda
Engdahl; Allen Wilson; Norman Bell; Kathleen Newe; Jim
Weirick, LPA; Marty Torres; Jim Weirick; Thom Pruitt; Annette
Finnerty; Bob Zirbes;
Marlene Roth - Recommended future action: 1) Public Outreach;
2) preliminary schematic architectural designs; 2) prepare
appropriate Calif. Environmental Quality Act documents to
analyze the sites and proposed facilities; 4) fiscal analysis;
facilitate presentations on task force recommendations to
appropriate city commissions and provide opportunity for
comment; 6) keep Task Force in tact to meet as information
becomes available.
Recommended Action: It is recommended that the City Council
receive and file this report. It is further recommended that
the City Council direct staff to proceed with the future
actions recommended by the Task Force. Also, it is
rPr.nmmPndPd that the (-.it-\i ('rnmril maintain the PXifitinrT Ta.sk
JUNE 29, 1999 PAGE 2 SPECIAL CITY COUNCIL MTG.
Force to continue to provide broad-based citizen input on this
project.
Stan Granger, 2300 Gold Nugget Ave. - commended the City on
the work done so far. Felt that Summitridge Park would not be
an appropriate site and shouldn't be destroyed by putting
these facilities there.
Ansari - Cost per sq. ft? Is there a cost analysis?
Marlene Roth - Have used $150-200/sq. ft. depending on how
deluxe the facilities would be. These are just ballpark
figures used is some of the Task Force's exercises. That's
why a fiscal analysis is recommended as one of the next steps.
Herrera - supported the recommendations.
Mayor -
O'Connor - Council included $500,000 in 1999-2000 FY budget
for design, etc. What time line does staff estimate to
achieve the Task Force's seven recommendations?
Bob Rose - Could get a consultant proposal for the fiscal
analysis ready by the July 20"' meeting. Could be looking for
the analysis by Sept. - Oct.
C/Herrera moved to approve recommendations with priority given
to 1 and 2, seconded by C/Ansari. Motion carried 5-0 by Roll
Call vote.
3. ADJOURNMENT: There being no further business to
conduct, M/Chang adjourned the meeting at 7:48 p.m.
FINAL KEPOKT
* R
CITY OF D1 AMOND BA
COt4MUNAITY
TIK FORC cENTERE
Presented to The
Diamond Bar City Council
June 29, 1999
Report Prepared by The Roth Group, Inc.
200 N. Maryland Avenue, Suite 100
LP11 Glendale, CA 91206
818-500-4050
REPORT
DIAMOND BAR
COMMUNITYICIVIC CENTER
Table of Contents
Participants
Recommendations
The Facilities
Design
Phasing
Facility Components
Alternative Sites
Funding Mechanisms
Future Actions
Task Force Meetings
October 28, 1998
January 9, 1999
January 20, 1999
February 10, 1999
March 24, 1999
April 14, 1999
May 8, 1999
May 12, 1999
May 26, 1999
June 9, 1999
June 14, 1999
Task Force Community Outreach
Booth at Birthday Celebration (April 18, 1999)
Open House (June 5, 1999)
TASK FORCE
1
2
2
2
3
4
5
11
11
12
12
12
12
13
14
14
15
15
17
17
18
Conclusion
Illustrative Site Plans
Summit Ridge Park with Sports Complex only
Summit Ridge Park with civic Buildings & Sports Complex
Gateway Center Civic Buildings
Hospital Pad Civic Buildings and Commercial Development
List of Appendices
This report has been printed on 20% post -consumer recycled paper.
dbr'table.525
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RFPnRT
DIAMOND BAR
COMMUNITYICIVIC CENTER
TASK FORCE
This report summarizes the work accomplished by the Task Force and its recommendations
related to: the facilities, the site(s) and future actions.
PARTICIPANTS
The Task Force consists of 28 individuals appointed by the Diamond Bar City Council and
four ex -officio members. Some modifications to the composition of the Task Force were
made subsequent to the original appointments (due to conflicting schedules, organizational
changes, etc.). The Task Force consists of the following individuals:
Bob Huff, Task Force Chair (City of Diamond Bar, Council Member);
Debby O'Connor, Task Force Vice Chair (City of Diamond Bar, Mayor Pro Tem);
Rajaie Batniji (Diamond Bar High School, Student Body President);
Norman Bell (Diamond Bar Senior Club);
J. J. Dinkin (Girl Scouts);
Robert Duncan (YMCA);
Brenda Engdahl (PUSD);
Annette Finnerty (Parks & Recreation Commission);
Dianne Forbing (DB Historical Society);
Nina Goncharov (resident member);
Cheryl Jacobs (resident member);
Maya Lalvani (DB Friends of the Library);
Chris McPeak (WVUSD);
Kathleen Newe (DB Friends of the Library);
Daniel Nolan (Parks & Recreation Commission);
Art O'Daly (Diamond Bar Chamber of Commerce);
Dave Oliver (Boy Scouts);
Tom Ortiz (Diamond Bar Senior Club);
Thom Pruitt (Pop Warner Football);
Loretta Redcher (YMCA);
Dave Schey (resident member);
Sharron Shepard (Diamond Heights Girls Softball);
Eileen Tillery (DB Friends of the Library),
Marty Torres (AYSO);
Jerry White (YMCA);
Allen Wilson (resident member);
Dave Yocum (Little League); and
Bob Zirbes (DBIA).
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DIAMOND BAR
COMMUNITY/CIVIC CENTER
REPORT TASK FORCE
The following individuals serve as ex -officio task force members:
Terence Belanger (City of Diamond Bar, City Manager);
Jim DeStefano (City of Diamond Bar, Deputy City Manger);
Anne Haraksin (City of Diamond Bar, Administrative Assistant); and
Bob Rose (City of Diamond Bar, Community Services Director).
John Forbing and Gary Werner are prior members of the Task Force.
A consultant team was selected by the City Council on January 6, 1999, after an extensive
Request for Proposal and interview process (between November 6 and December 11, 1998)
to support and facilitate the work of the Task Force. That team consists of the architectual
firm of LPA, Inc. (Irvine office) headed by James Wirick, AIA and The Roth Group (TRG), a
planning consultant firm (Glendale) with expertise in facilitating citizen participation programs,
headed by Marlene Roth, AICP.
Task Force meetings were open to the public and at various times anywhere from three to
a dozen members of the public attended, observed or participated in task force activities.
RECOMMENDATIONS
The Facilities
The Task Force considered the development and content of six different types of community
facilities during this process. Those facilities were: City Hall (with and without a council
chamber); Community Center; Library; Performing Arts Center; Senior Center; and Sports
Complex. The Task Force, early in the process, realized that many types of uses could be
accommodated in more than one facility. For example, a publicly accessible computer room
with multiple terminals was alternatively identified as a component of a Community Center,
a Library, and a Senior Center. Depending on the clustering of buildings, providing such a
use in any one facility would contribute to the satisfaction of this community need.
Design
The consensus and recommendation of the Task Force relative to establishing design
parameters for the development of facilities as outlined below.
Although single story construction was preferred by a ratio of more than 3:1,
most Task Force members felt that through the next design phase the
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DIAMOND BAR
COMMUNITY/CIVIC CENTER
REPORT TASK FORCE
possibility of a multi -story design should be kept open to discussion.
2. The inclusion of open space or a plaza as an integral component of the project
design is a desired feature for the project.
3. While surface parking is preferred, the ability to incorporate some structure or
underground parking was acceptable for consideration through the next design
phase.
4. The design of the project, even for the components initially determined to be
included in the first phase, should be developed to allow phasing of
construction including partial building components based on funding
availability.
5. If possible, all facilities should be provided on a single site (with the possibility
that the Sports Complex and Performing Arts Center might appropriately be
provided on a different site than the other facilities).
Phasing
The Task Force recommends that the following facilities, in the priority order indicated, be
included in a first phase program:
Community Center with a dedicated (and expandable) Senior Center;
2. Library; and
3. The initial component of a Sports Complex; and
4. City Hall with council chamber (provided construction costs can be offset by
savings in rent currently paid to others).
The Task Force felt that the following facilities could be constructed in one second phase or
in a second and third phase of the program:
Completion of the Sports Complex; and
2. Performing Arts Center
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DIAMOND BAR
COMMUNITY/CIVIC CENTER
REPORT TASK FORCE
Facility Components
The primary reasons for the prioritization agreed to by the committee was the need to provide
facilities to the community which are not now present or which are seriously outdated and/or
insufficient to meet existing and projected community needs or which, such as the case with
the City Hall, would result in cost savings to the City which could be used to offset
construction and/or maintenance and operation costs.
The development program recommended by the Task Force is summarized below (again, in
the Task Force's priority order):
BUILDING PROGRAM SUMMARY
(listed in priority order)
City Hall space requirements were derived from the technical study conducted by LPA (see
Appendix 15).
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REPORT
DIAMOND BAR
COMMUNITYICIVIC CENTER
TASK FORCE
In terms of the components of each of the facilities, the Task Force concluded that the
developmental program shown on Tables 1, 2 and 3 (on the following pages) would be
appropriate.
Alternative Sites
With respect to recommendations regarding sites for the proposed facilities, the Task Force
started on April 24, 1999 by identifying 18 sites potentially existing in the City which possibly
could accommodate the proposed project. A number of these sites were eliminated from
consideration as not being of adequate size (less than 5 acres) or too costly (such as sites
that would require the demolition of significant income producing buildings). On April 14th
and May 12th, 1999, the Task Force further refined the potential sites. In addition, some task
force members made informal site visits on Saturday, May 8, 1999.
The number of sites was initially reduced to four and then, with the elimination of potentially
using a portion of the golf course site, to three (see Map 1). The Task Force is
recommending that the City Council consider the following three sites as potential for the
development of the project:
A. For the development of the Basic Program (Community/Senior Center, Library, City
Hall and Performing Arts Center)
Hospital site -- This vacant, almost 27 acre site, contains approximately 15
developable acres and is privately owned. Further investigations are needed
with respect to the extension of infrastructure to the site, the cost of providing
secondary access, the potential for spinning off surplus portions of the site and
thereby generating offsetting income, etc. This site was also felt to be the only
site capable under consideration of accommodating all the facilities considered
by the Task Force.
2. The Kaiser Site — This 6+ acre, privately owned site within Gateway Center is
considered a "turnkey' opportunity since the private sector has already graded
the site and provided infrastructure improvements. This site would be sufficient
to accommodate the core program. However, in order to provide for all four
uses, either partial subterranean parking or structured parking would be
required for the final phase.
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r5an^0T
DIAMOND BAR
COMMUNITYICIVIC CENTER
TASK FORCE
Table 1
COMMUNITY / SENIOR CENTER
WORKSHEET
COMMUNITY CENTER WITH DEDICATED
PROPOSED
(AND EXPANDABLE) SENIOR CENTER
SQUARE FOOTAGE
Large Banquet Room with Stage and Dance Floor
9,500
Adequate to Accommodate:
800 Assembly
500 Dining
Divisible into 6 Separate Rooms of Varying Sizes
Access to Outdoor Patio
Full-service Lobby and Reception Area
Storage for Chairs & Tables
Commercial Kitchen
Crafts Room with Storage Lockers
500
Coffee/Juice/Snack Vending Area
100
Front Desk & Manager's Office
400
Dedicated Senior Center (in addition to joint use of other
2,800
spaces):
Office ................................ 150
Computer Room ......................... 400
Storage 400
Conference/Meeting Room ............... 1,750
Coat Room ............................. 100
Youth Center (Drop In)
1,500
Activity Room (divisible into 2 spaces) ...... 1,100
Computer/Homework Room ................ 400
Child Care (Day-care and/or After School)
1,200
SUBTOTAL
16,000
Allowance for Halls, Entry, Restrooms, etc. (15t%)
2,400
. a IAA
I TOTAL I '"'""'
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COMMUNITYICIVIC CENTER
REPORT TASK FORCE
Table 2
LIBRARY
WORKSHEET
LIBRARY INCLUDING, BUT NOT LIMITED TO:
PROPOSED
SQUAREFOOTAGE
"Stacks" including Reference and Scattered Seating
7,000
New Book Display Area
300
Friends Bookstore w/Storage Area
700
Computer Room (two w/10 Terminals each)
800
Staff Lounge and Offices
500
Meeting Room (divisible)
600
Meeting Room for 100 w/Small Stage
2,500
"Fireplace" Lounge
500
Check-out/Registration Area/Lobby
1,000
Donor Acknowledgment Section (wall)
0
Cultural/Historical Display Area (changeable) with Storage
500
Children's Area w/Story-telling "Pit"
1,200
Secure Outdoor "Reading" Garden (Interior Entrance)
100
Study Carrels 15 sq. ft. X 30 (x two sets)
900
Work Room
1,000
Storage
500
Mini -art Gallery (incorporate in existing space)
0
Rotating Display
100
Microfilm in Reference Area
8
SUBTOTAL 18,200
Allowance for Halls, Entry Restrooms etc. (15t%) 2,730
TOTAL 20,930
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COMMUNITYICIVIC CENTER
REPORT TASK FORCE
Table 3
SPORTS COMPLEX
WORKSHEET
Swimming Pool (50 Meter) 9,300
Allowance for Hall, Storage, Restroom (15%) 1 395
TOTAL Phase 1 B 10,695
TOTAL Phases 1 A & 1 B 20,470
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COMMUNITY / CNIC CENTER
TASK FORCE REPORT
MAP 1
A
IF(KAISER
GATEWAY CENTER
SITE)
USE
VACANT
SIZE
6.19 ACRES
LOCATION
BRIDGEGATE &
COPLEY
OWNERSHIP
I PRIVATE
IPBOARRT'GOONLF
of DIAMONDB
LOCATION
COURSE
OWNERSHIP
PARKING LOT &
USE
ADJACENT
SIZE
5 TO 6 ACRES
GOLDEN SPRINGS &
LOCATION
GRAND AVE.
OWNERSHIP
L. A. COUNTY
SIZE
15+ ACRES USABLE
LOCATION
GRAND AVENUE EAST
OF GOLDEN SPRINGS
OWNERSHIP
PRIVATE
THE
ROTH
GROUP
DIAMOND BAR
COMMUNITY/CIVIC CENTER
REPORT TASK FORCE
B. For the Sports Complex portion of the program
Summit Ridge Park — Utilization of a 6 to 7 acre portion of Summit Ridge Park
with a redesigned access road would be sufficient to accommodate the
program. Grading and the extension of utilities must be further considered
when evaluating this location.
If none of these three sites are available, or if additional land is needed to accommodate the
program (once all other issues are resolved) the Task Force's fourth choice site should be
considered.
The Golf Course Site — A 5 to 6 acre portion of the County -owned Diamond Bar Golf
Course, adjacent to the intersection of Golden Springs and Grand Avenue (currently
their parking lot and club house building). The use of this site would involve a
cooperative agreement with the County and the reconstruction of their facilities or an
accommodation with the building program to provide replacement facilities.
The site drawings illustrating a potential program arrangement on each of the sites is
contained at the end of this report.
Prior to reaching a conclusion on the best site, the Task Force recommends to the City
Council that all of the identified sites be further studied with respect to:
a. Accommodating the development program and related parking on the sites
(necessitating site specific preliminary design development based on an
appropriate site survey including topography);
b. Providing an analysis of the environmental concerns regarding the use of the
sites (California Environmental Quality Act analysis) including, but not limited
to issues such as grading (land form modification), soils and geology, traffic,
aesthetics, etc.; and
C. Completing a fiscal analysis for each of the recommended sites which would
include appraisals, acquisition and development costs, funding mechanisms
and their costs (as applicable to both site preparation and purchase and
construction) and revenue generation.
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Funding Mechanisms
The Task Force evaluated a "pay as you go" development program which would result in an
extended development period, as well as, a full build out program based on some sort of long
term funding mechanism such as a bond (debt financing). A "pay as you go" system would
require substantial delays in the City's ability to deliver portions of the program especially if
land acquisition and development costs are included, possibly ten to fifteen years. While a
bond program would most likely require public acceptance of a property assessment to pay
for the program over a period of years, virtually all community needs could be met at once.
Unless community support for a bond program becomes evident, the Task Force concluded
that a "pay as you go" program should be assumed. Many Task Force members believe that
an effort should be made during the recommended continuing public outreach program to
determine if support for building the full program with some sort of financing (bonds) could
be achieved. Such an effort would enable the City to go forward with a program that would
meet most, if not all, the identified needs.
Future Actions
The Task Force recommends to the City Council the following future actions:
Public Outreach --provide additional opportunities (such as questionnaires
during the summer Concerts in the Park program) to obtain broader public input
on the Task Force's recommendations;
2. Develop preliminary schematic architectural designs for the recommended
program for each of the sites;
3. Prepare appropriate California Environmental Quality Act documents to analyze
the sites and proposed facilities;
4. Prepare a fiscal analysis including acquisition, development, maintenance and
operation, loss of income, financing alternatives, etc., to analyze each of the
sites and proposed facilities;
5. Facilitate presentations on the Task Force's recommendations to appropriate
City commissions and provide opportunities for them to comment to the City
Council prior to a formal authorization to proceed with an action program on
this project; and
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6. Retain the existing Task Force intact to: review and comment on the work
outlined in Item Nos. 1, 2, 3 and 4 above; to participate in presentations to the
relevant commissions; and to continue to provide a vehicle for providing broad-
based citizen input on this project.
TASK FORCE MEETINGS
All meetings (except the January 9th bus tour) have been held at the South Coast Air Quality
Management District facility (Room CC -2 except for the final June 14th meeting which was
held in Room CC3 & 5).
The minutes of all Task Force meetings are contained in Appendix 1.
October 28, 1998
The first meeting was primarily an organizational one with the Task Force being informed of
their objective, the process and schedule. Meetings were not held during the consultant
selection process.
January 9, 1999
For the first Task Force activity (second meeting), City staff arranged a Saturday bus tour to
two civic centers and to three community facilities in four other cities. This tour, attended by
the consultant team, provided Task Force members and interested citizens with a common
base of examples of other community facilities. Those facilities were: Yorba Linda
Community Center, Brea Community Center and Civic Center; Fountain Valley Civic Center
and Mission Viejo Public Library.
In conjunction with the bus tour, but prior to seeing any of the community and civic centers,
each attendee was asked by TRG to list up to 15 items they would consider important and/or
needed by the City of Diamond Bar and/or its residents for a Community and/or Civic Center
(see Appendix 2).
January 20, 1999
The third meeting of the Task Force focused on a review of items from the January 9th bus
tour, as well as a number of "needs" and refinement exercises. Prior to seeing any facilities
on the January 9th tour, the Task Force members listed the following six items as those most
needed/ desired for the City: City Hall/Council Chambers (11); Banquet facility with full
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kitchen and dance floor (11); New or expanded Library (11); Senior Center (11); Large
meeting rooms (9); Performing Arts Center/Theater (9). When all participants on the bus tour
were included in the exercise, the priority changed slightly, although the top six items remain
the same (the Senior Center moved to the top of the list, followed by City Hall/ Council
Chambers, Banquet facility, Library, Large meeting room and Performing Arts
Center/Theater).
Based on the comprehensive list of 35 items generated on the bus tour, a complete list of
facilities was developed. Each of the Task Force members, as well as other participants, were
asked to place a total of 6 "voting" dots on the matrix, with 5 dots having equal weight and 1
dot as their "priority" vote. The results of this exercise were tabulated and presented at the
following meeting (see February 10, 1999 and Appendix 3).
A Visual Preference Survey was also conducted at this meeting based on photographic slides
taken on the January 9th tour. Finally, a Use/Facility Cluster Exercise was conducted where
the Task Force members and other participants were divided into groups and asked to
identify the appropriate/preferred types of features/uses to be located in each of six
"potential" facilities: City Hall, Senior Center, Library, Sports Complex, Community Center and
Performing Arts Center (see Appendix 4).
Each participant also received a notebook to maintain Task Force materials.
February 10, 1999
At the fourth meeting, the results of the Visual Preference Survey (Appendix 4) were
distributed. This survey would provide guidance to the consultant team regarding the degree
of consensus and type of features the Task Force members and other participants felt would
be appropriate for the City of Diamond Bar. The results of the January 20th dot exercise
were presented based both on an actual numeric count and a weighted count (giving an
increased value to the "priority" dots). The top six activities, as determined by the weighted
count of both the Task Force and all participants, were: Expanded Library; Sports Complex;
City Hall; Banquet Facilities; Gymnasium; and Senior Programs/Center (see Appendix 3).
After reviewing the results of the prior exercises, the Task Force broke out into six groups to
develop a plan to accommodate their preferred program for a Community/Civic Center facility.
The groups were provided with prototype room sizes, a room layout sheet, scissors, tape,
pens, etc. and each group designed their own project. Representatives of each group then
summarized their plan for the entire Task Force. These schematics were then taken by LPA
for subsequent analysis and presentation at the March 24, 1999 Task Force meeting (see
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Appendix 5).
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In addition, the Task Force looked at the six types of facilities to determine the relationships
between the uses which could be contained within each of the facilities.
March 24, 1999
At the fifth meeting, the results of the February 10th Task Force activities were reported,
which included the architectual representations of the various designs by each of the six
teams at the February 10th meeting. The similarities, differences and site requirements of
each of the alternatives were discussed, as well as, the ability to phase in the development
of the various designs. Virtually every design included a City Hall/Council Chambers, Library,
and Community and Senior Center component. Some included a Sports Center on site,
others suggested that a Sports Center be located off-site. Some included a Performing Arts
Center, others did not. Copies of these alternatives are contained in Appendix 5.
The Task Force also engaged in a "Budget" game whereby ten teams, of three participants
each, revisited the previously identified priorities. Each team had to make decisions based
on a limited budget for the acquisition and development of such facilities, the ability to phase
their projects and/or the possibility of using a bond (or other theoretical debt financing) for the
development of the facilities. The results of this exercise were presented at the April 14,
1999 Task Force meeting (see Appendix 6).
Also at the March 24th meeting, Task Force members engaged in a brainstorming activity to
identify various sites for a potential Community/Civic Center development. As a result, a list
of 18 potential locations scattered throughout the City of Diamond Bar were identified for
further consideration (see Appendix 7).
April 14, 1999
The budget exercise results from the March 24th meeting were distributed at the 6th Task
Force meeting (Appendix 6). The ten different groups spent between $11.18 and $23.21
million to complete their proposed development project. This averaged $18.14 million across
the group as a whole. Five of the groups included some form of debt financing to cover the
expenditures over $12 million which was their initial "budget" for the project. Five of the
groups included money to purchase a site for this project ranging from $500,000 to
$5,000,000.
At this meeting the data sheets for the 18 sites originally identified on March 24th (Appendix
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7) were distributed and briefly discussed. The Task Force also completed an evaluation of
the potential costs involved with each of the building programs previously considered (the
scenarios as identified by LPA were the City Mall, the Hillside, the Atrium, the Promenade,
the Courtyard, and the City Block --see Appendix 5). This analysis excluded, at least in the
initial phase, the Sports Complex and Performing Arts Center. Each team placed those
facilities on one of the four sites considered to be the most promising for the project (golf
course, hospital pad south of Cavalry Church, Summit Ridge Park, and the Kaiser pad at the
Gateway Center). Task Force members were provided with a rough estimate of the land cost
and preparation costs for each site (ranging from $2.25 to $6.45 million) and an estimated
cost for each of the six building programs (ranging from $11.7 to $17.3 million). The Task
Force was given the additional opportunity to add to the project approximately $3 million for
a Sports Complex building and $1 million for a Performing Arts Center. The results of that
exercise were tabulated and presented at the May 12th meeting (see Appendix 8).
At this meeting the Task Force also reviewed the activities and schedule for their community
booth at the City's Tenth Birthday Celebration at Carlton Peterson Park on April 18th.
May 8, 1999
Some members of the Task Force joined LPA staff on a morning caravan to "walk" the sites
and develop the preliminary schematics which would be presented at the May 26, 1999
meeting.
Mav 12. 1999
The results of the site building (project cost) exercise from April 14, 1999 were presented at
the 7th Task Force meeting (see Appendix 8) . Team 1 provided a 48,000 square foot
program at a cost of approximately $14.9 million by utilizing the Courtyard building program
without the Sports Center or Performing Arts Center at Summit Ridge Park.
Team 2 also provided the Courtyard building program, again without the Sports Center or
Performing Arts Center on the Hospital pad site at a cost of approximately $19.1 million.
Team 3 split the project by providing the City Hall (with council chambers) and Library on the
Hospital pad site and the Community and Senior Center on a portion of the golf course. Their
total program was approximately 70,000 square feet at an estimated cost of $16.3 million.
Team 4 again provided the Courtyard program with future phases for the Sports Complex and
Performing Arts Center with the initial development (phases one and two) providing a
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program of 48,000 square feet at a cost of approximately $14.9 million. Phase 3 added
15,000 square feet at a cost of $3 million and Phase 4 added 5,000 square feet at a cost of
$1 million dollars for a total program of 68,000 square feet and a cost of $18.9 million on the
Summit Ridge Park site.
The results of the two exercises which occurred at the April 18, 1999 Birthday Celebration
(during which over 200 individuals participated) were also reported. The participants in the
ballot exercise preferred the single -level, facilities such as the Courtyard (+127) and City Mall
(+ 53) or the multi-level facility with only City offices on the second floor, i.e. the Promenade
(+ 53) over the multi-level concepts with public spaces above the ground floor, for example,
the City Block (+ 36), the Atrium (+ 26), and the Hillside (- 73). The numbers in parenthesis
reflect the value of the total votes cast for each alternative with +127 being the highest value
and -73 the lowest. Appendix 9 contains the results of the balloting.
The dot exercise (used to identify facilities which were felt to be necessary by the community)
indicated strong support for the Sports Complex (345 dots), Library (227), Senior Center
(212) and Community Center (182). The City Hall followed closely in fourth position with 177
dots and the Performing Arts Center received 117 dots. The top ten uses (regardless of the
facility within which they were located) were: aerobics/fitness; swimming pool; computer room;
teen center, banquet facility (large with kitchen); day care/after school child care; large
meeting room with stage; children's library area; outdoor amphitheater and an auditorium with
a stage (see Appendix 10). A more complete report of the outcome of the community voting
is contained in the section (below) on Task Force Community Outreach.
The discussion at this meeting focused on the priorities for the building schematics,
function/facilities and sites (see Appendix 13). Consensus. was achieved on building
features, preferred sites and facilities (as reported in the Task Force recommendations).
The analysis of the sites and the pros and cons of each (for which detailed worksheets were
developed) resulted in the following sites being identified (in order of priority) as most
appropriate for the project: The Hospital pad; Summit Ridge Park; and the Kaiser site. The
issues (both "pro" and "con") raised in regard to the potential of each site are contained in
Appendix 12).
With respect to building features: single story construction was preferred by a ratio of more
than 3:1. The group, however, agreed to keep open the possibility of a multi -story design
through the next design phase. The inclusion of open space or a plaza as an integral
component of the project design was favored by the Task Force. While surface parking was
preferred, the ability to incorporate some structure or underground parking through the next
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design phase was acceptable to the Task Force. The Task Force also determined that the
design of the project, even for the components initially determined to be included in the first
phase, should be able to be compartmentalized, phased and developed in accordance with
available funding sources.
Finally, with respect to the kinds of facilities being provided, there was a desire to insure that
facilities that did not exist in the community were a first priority followed by the replacement
and/or expansion of facilities that are antiquated and/or not adequate to serve the needs of
the City. The two top priorities were therefore, the construction of a new Library and a
Community Center which would incorporate a distinct Senior Center element with the
possibility of expansion. The inclusion of a City Hall (with or without a council chamber) in
this initial prioritization was based on the caveat that the City Hall portion of the project would
be included in the first phase only to the extent that the existing rent for commercial offices
could offset the additional construction cost.
May 26, 1999
The 8th meeting of the Task Force focused on confirming the "facilities prioritization" results
of the May 12 1999 meeting (Appendix 13), as well as the site analysis (Appendix 12) and
building schematics. Modifications were made to the program to include in the first phase
program portions of the sports complex (gymnasium, fitness center and supporting uses) as
a separate building within Phase I. Some floor area allocations were changed resulting in
greater flexibility in the use of large spaces (see Tables 1, 2 and 3 in the recommendation
section).
The Task Force also reviewed and modified a press release on the results of the April 18th
birthday celebration booth activities.
The use of a survey at the "open house" booth at the June 5, 1999 Diamond Bar Town Forum
on Y2K was also discussed. The questionnaire will solicit opinions on funding, sites and
facilities. The first preliminary draft of the Task Force Report was distributed to be reviewed.
Finally, the Task Force agreed to meet on June 9th with possibly one more meeting before
the final report to the City Council on June 29, 1999.
June 9, 1999
The ninth meeting of the Task Force focused on the results of the June 5th Open House
questionnaire (Appendix 14). The Task Force also reviewed: the final programmatic list (see
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earlier Tables 1, 2 and 3 in the recommendation section); the site schematics for the "hospital
pad", "Kaiser" and "Summit Ridge" sites; and the preliminary draft of the final report (first
distributed on May 26, 1999 with an updated version delivered to Task Force members of
June 8th).
In reviewing the priorities established at past meetings, the members questioned and debated
their recommendation to insure they did reflect the variety of interests represented in the
community. The Task Force discussed the importance of continued public outreach and to
make sure the community's youth are included.
In reviewing the site layouts with the building program, the Task Force concluded that for all
uses except the Sports Complex, the "hospital" site was superior to the "Kaiser" site, but
needed to be developed so that some commercial uses (perhaps 40 to 50 percent of the site)
would be possible. This would help offset the costs of site acquisition and development.
The Summit Ridge park site (including the potential use of the additional ten acres) was
determined to be best for the Sports Complex, as a use independent of the other community
buildings. It was pointed out that due to similar size, the swimming pool phase could switch
with the gymnasium phase.
Assignments for the City Council presentation were also agreed to.
June 14, 1999
The final meeting of the Committee was held to review the Final Draft of the Task Force
Report to the City Council. The Task Force also reviewed the draft of LPA's space needs
analysis for City Hall.
TASK FORCE COMMUNITY OUTREACH
Booth at Birthday Celebration (April 18. 1999)
On April 18, 1999 The Diamond Bar Community/Civic Center Task Force sponsored a citizen
participation booth at the City's Birthday Celebration at Carlton Peterson Park. Over 200
community residents and visitors participated in two exercises relating to the work of the Task
Force.
For five hours, various members of the Task Force and the consultant team (TRG) staffed the
booth and discussed the proposed community and civic center project with those attending
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the celebration.
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Residents and other visitors to the celebration were provided with three opportunities to
provide input for Task Force activities.
The first activity was to review the potential types of uses or functions that could be
accommodated in conjunction with one or more of the six major facilities being considered by
the Task Force: City Hall, Community Center; Library, Senior Center, Sports Complex, and
a Performing Arts Center. Within each of these major types of facilities, ten potential uses
or functions were identified as typical for such a facility.
Each participant was given a total of seven dots to indicate their votes for the types of uses
or functions they felt were appropriate for or needed by the City from among the sixty choices.
They could use from one to seven dots, and place those dots in any of the facilities (but no
more than one per use or function). For example, they could use all seven dots to identify
seven different features they preferred within a Senior Center, or they could place one or two
dots on the most important features in each of the six types of facilities. Over 1,500 dots
(votes) were placed on the data sheets by 215 participants. The top three facilities (ranked
by overall number of dots placed by participants) were: Sports Complex, Library and Senior
Center (see Appendix 16).
The second exercise involved viewing the six building programs developed by the Task Force
illustrating the size and potential arrangement of different mixes of uses. Each participant
was given a ballot and could indicate one of four choices for each of the six facilities from
"like best" to "like least." Some participants only voted for the one or two building
arrangements they liked the best, others took the time to rank each of the six.
One hundred forty eight individuals participated in this exercise. The Courtyard, a single
story complex clustered around an open plaza, was ranked "like best" by 52 participants
(35%) and "like best" and "favor"ed by 100 participants (68%). Generally, the single level
alternatives were all preferred over the multilevel alternatives (see Appendix 9).
Finally, -for those individuals who wanted to leave specific comments for the information of the
Task Force, an easel with a large writing tablet was set up. A variety of comments were
provided on many issues (see Appendix 11 for details).
Open House (June 5, 1999)
A booth was set up at the June 5, 1999 Y21K Town Forum, which contained exhibits showing
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the three sites under consideration by the Task Force, plus the fourth "runner-up" site (portion
of Diamond Bar Golf Course) and the program components for the Community/Senior Center,
Library and Sports Complex.
Questionnaires were distributed to query participants on Financing, Location (site) and
Facilities. Two versions of the questionnaire were provided to insure that no bias was
encountered due to the order that the choices were presented. While turnout was low, the
exhibits did provoke thoughtful consideration of the process by the participants.
Twenty-two responses were received, 19 that day and 3 by FAX. The majority of individuals
responding to the financing question, 14 out of 22 (64%), preferred a "pay as you go" phasing
of the improvements rather than a program to build everything at once (which would require
assessments to complete the funding package).
The ranking of the sites by the 22 participants follows the Task Force's previous consensus,
as follows (the map designation letter is in parenthesis):
1.
Pad above Calvary Church (C)
2.
Kaiser Site (A)
3.
Summit Ridge Park (D)
4.
Portion of Golf Course (B)
5.
None or Other
Finally, in terms of the proposed uses and/or facilities, participants prioritized 13 pre -selected
uses/facilities. and 2 open-ended (other) facilities. The number in parenthesis reflects the
total of the individual rankings, therefore, the lower the number, the "higher" the use/facility
was ranked on the individual questionnaires.
The top six picks were:
Community Center (95);
Senior Center (118);
City Hall (138);
Swimming Pool (142);
Library (154); and
Youth Center (154).
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The second cluster of uses was:
Sports Complex (174);
Performing Arts Center (1174)1-
Banquet
174);Banquet Facility (185);
Day Care / Child Care (193); and
Gymnasium (205).
The last grouping included:
Outdoor Amphitheatre (227); and
Exercise Facility (232).
The actual results and copies of the questionnaire are contained in Appendix 14.
CONCLUSION
The Task force appreciates the City Council's desire to gain community input on this
important need to establish a full range of services for the citizens of Diamond Bar, as the
City enters its second decade. We appreciate the City Council's interest in our work and
staffing provided to our Task Force. We recognize, however, that this is just a first step in
the process.
We have identified a basic program framework and a few sites upon which the program can
be implemented as outlined above. LPA's detailed work on the City Hall component is
contained in Appendix 15. We recognize that with this basic starting point, additional effort
must occur particularly in the areas of community outreach, fiscal analysis and environmental
concerns. We look forward to working with the City Council and all of the City's residents to
bring these efforts to fruition.
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Appendices
1. Minutes of Task Force Meetings (through May 26, 1999)
2. Initial list of Needed Facilities/Uses (January 9 and 20, 1999)
3. Prioritization of Needed Facilities/Uses (January 20 and February 10, 1999)
4. Visual Preference Survey (January 20 and February 10, 1999)
5. Architectural Representations of the Six Teams' Design Concepts (February 10 and
March 24, 1999)
6. Budget Exercise Results (March 24 and April 14, 1999)
7. Potential Site List (March 24 and April 14, 1999)
8. Project Development Cost Exercise (April 14 and May 12, 1999)
9. April 18, 1999 10th Birthday Celebration Booth Concept Development Plan Ballot
Results (May 12, 1999)
10. April 18, 1999 10th Birthday Celebration Booth Dot Exercise (Uses/Facilities)
Results (May 12, 1999)
11. Community Comments from April 18, 1999 Birthday Celebration (May 12,1999)
12. Site Pro and Con Analysis (May 12 and May 26, 1999)
13. Facilities Prioritization (May 12 and 26, 1999)
14. June 5, 1999 Open House Survey Results (June 9, 1999)
15. City Hall Space Needs Analysis (LPA)
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