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HomeMy WebLinkAbout10/29/2001Monday, October 29, 2001 SPECIAL MEETING Diamond Bar City Hall Conference Room A 21825 East Copley Drive Diamond Bar, CA 91765 Mayor Bob Huff Mayor Pro Tem Carol Herrera Council Member Eileen Ansari Council Member Wen Chang Council Member Debby O'Connor City Manager Linda C. Lowry City Attorney Michael Jenkins City Clerk Lynda Burgess Copies of staff reports or other written documentation relating to agenda items are on file in the Office of the City Clerk, and are available for public inspection. If you have questions regarding an agenda item, please contact the City Clerk at (909) 860-2489 during regular business hours. In an effort to comply with the requirements of Title H of the Americans with Disabilities Act of 1990, the City of Diamond Bar requires that any person in need of any type of special equipment, assistance or accommodation(s) in order to communicate at a City public meeting, must inform the City Clerk a minimum of 72 hours prior to the scheduled meeting. Please refrain from smoking, eating or drinking in the Council Chambers. The City of Diamond Bar uses recycled paper and encourages you to do the same. DIAMOND BAR CITY COUNCIL RULES (ALSO APPLIES TO COXACSSION AND CO1vMTTEE MEETINGS) PUBLIC INPUT The meetings ofthe Diamond Bar City Council are open to the public. A member ofthe public may address the Council on the subject of one or more agenda items and/or other items of interest which are within the subject matter jurisdiction ofthe Diamond Bar City Council. A request to address the Council should be submitted in person to the City Clerk. As a general rule the opportunity for public comments will take place at the discretion ofthe Chair. However, in order to facilitate the meeting, persons who are interested parties for an item may be requested to give their presentation at the time the item is called on the calendar. The Chair may limit the public input on any item or the total amount oftime allocated for public testimony based on the number of people requesting to speak and the business ofthe Council. Individuals'are requested to refrain from personal attacks towards Council Members or other citizens. Comments which are not conducive to a positive business meeting environment are viewed as attacks against the entire City Council and will not be tolerated Your cooperation is greatly appreciated In accordance with Government Code Section 54954.3(a) the Chair may from time to time dispense with public comment on items previously considered by the Council. (Does not apply to Committee meetings.) In accordance with State Law (Brown Act), all matters to be acted on by the City Council must be posted at least 72 hours prior to the Council meeting. In case of emergency, or when a subject matter arises subsequent to the posting ofthe agenda, upon making certain findings the Council may act on an item that is not on the posted agenda CONDUCT IN THE CITY COUNCIL CHAMBERS The Chair shall order removed from the Council Chambers any person who commits the following acts in respect to a regular or special meeting ofthe Diamond Bar City Council. A Disorderly behavior toward the Councilor any member of the staffthereot tending to interrupt the due and orderly course of said meeting. B. A breach ofthe peace, boisterous conduct or violent disturbance, tending to interrupt the due and orderly course of said meeting. C. Disobedience of any lawful order of the Chair, which shall include an order to be seated or to refrain from addressing the Board; and D. Any other unlawful interference with the due and orderly conduct of said meeting. INFORMATION RELATING TO AGENDAS AND ACTIONS OF THE COUNCIL Agendas for the regular Diamond Bar City Council meetings are prepared by the City Clerk and are available 72 hours prior to.the meeting. Agendas are available electronically and may be accessed by a personal computer through a phone modem. Every meeting ofthe City Council is recorded on cassette tapes and duplicate tapes are available for a nominal charge. ADA REQUIREMENTS A cordless microphone is available for those persons with mobility impairments who cannot access the public speaking area. Sign language interpreter services are also available by giving notice at least three business days in advance of the meeting. Please telephone (909) 860-2489 between 8 a.m. and 5 p.m Monday through Friday. HELPFUL PHONE NUMBERS Copies of Agenda, Rules of the Council, Cassette Tapes of Meetings (909) 860-2489 Computer Access to Agendas (909) 860 -LINE General hdormation (909) 860-2489 NOTE: ACTION MAY BE TAKEN ON ANY ITEM IDENTIFIED ON THE AGENDA. CITY OF DIAMOND BAR SPECIAL MEETING OCTOBER 29, 2001 — 8:00 a.m. CONFERENCE ROOM A 1. CALL TO ORDER: 8:00 a.m., October 29, 2001 PLEDGE OF ALLEGIANCE: Mayor ROLL CALL: Council Members Ansari, Chang, O'Connor, Mayor Pro Tem Herrera, Mayor Huff 2. CONSENT CALENDAR: 2.1 RATIFICATION OF PAYMENT TO WALNUT VALLEY WATER DISTRICT IN THE AMOUNT OF $30,703 FOR INSTALLATION OF METERS FOR THE GOLDEN SPRINGS DRIVE LANDSCAPE IMPROVEMENT PROJECT. Recommended Action: It is recommended that the City Council ratify the City Manager's payment to the Walnut Valley Water District in the amount of $30,703. Requested by: Community Services Division 3. STUDY SESSION: 3.1 DISCUSSION OF SENIOR/COMMUNITY CENTER DESIGN ISSUES RELATED TO PROPOSED CITY PROGRAMS. Recommended Action: It is recommended that the City Council review the proposed uses/programs and associated design issues for each room within the new Senior/Community Center and approve staff's recommended programming and associated design for each room. Requested by: City Manager 3.2 DISCUSSION OF COUNCIL MEETING CALENDAR FOR DECEMBER AND JANUARY. Recommended Action: It is recommended that the City Council direct staff as necessary. Requested by: City Manager 4. ADJOURNMENT: CITY COUNCIL Agenda # 2.1 Meeting Date: _October 29, 2001 FROM 0 11' 10 a•' TO: Honorable Mayor and Members of the City Council VIA: Linda C. Lowry, City Manag TITLE: RATIFICATION OF PAYMENT TO THE WALNUT VALLEY WATER DISTRICT IN THE AMOUNT OF $30,703 FOR THE INSTALLATION OF WATER METERS FOR THE GOLDEN SPRINGS DRIVE LANDSCAPE IMPROVEMENT PROJECT. RECOMMENDATION: It is recommended that the City Council ratify the City Manager's payment to the Walnut Valley Water District in the amount of $30,703. FINANCIAL IMPACT: Funds are already included as part of the 2001/02 fiscal year budget. f:(t]041,110193 At its August 7, 2001 meeting, the City Council awarded a contract to Mobassaly Engineering, Inc. for the completion of the Golden Springs Drive Rehabilitation Project, which consists of the repair and replacement of sidewalks, curbs, and gutters, as well as street resurfacing along Golden Springs Drive between Torito Lane and Temple Avenue. At that same meeting, awarded a contract to Mega Way Enterprises for the completion of the Golden Springs Drive Landscape Improvement Project, which consists of the installation of landscaping on Golden Springs Drive at Golden Prados Drive, Torito Lane, Ballena Drive, and EI Encino Drive, and Sunset Crossing Road at Chaparral Drive. The addition of landscaping requires the installation of water meters at these locations for irrigation purposes. Since work for both projects will be taking place at several of the same locations along Golden Springs Drive, it is necessary to coordinate the installation of the water meters prior to the street resurfacing work so that each project is completed on time. The Walnut Valley Water District will complete the water meter installation and it is District policy to require payment before any equipment can be ordered or installed. In order to maintain the project schedule, it was necessary to process payment as quickly as possible, so the City Manager approved payment to the District in the amount of $30,703. The City's Purchasing Ordinance requires City Council approval for the City Manager's purchasing authority to exceed payments over $15,000. The payment to the Walnut Valley Water District exceeds the City Manager's purchasing authority; City Council approval is required to ratify the payment to the Walnut Valley Water District in the amount of $30,703 (check no. 51001). PREPARED BY: Marsha Roa Community Services Assistant REVIEWED BY: 9�, e B oe Director of Community Services V James DeStefao Deputy City Manager 3.t CITY OF DIAMOND BAR MEMORANDUM TO: Honorable Mayor and Members f the City Council FROM: Linda Lowry, City Manager DATE: October 29, 2001 SUBJECT: Discussion of Senior/Community Center Design Issues Related to Proposed City Programs. Recommendation: It is recommended that the City Council review the proposed uses/programs and associated design issues for each room within the new Senior/Community Center and approve staff's recommended programming and associated design for each room. Budget Implications: Flooring As mentioned during the presentation on October 16'", the initial cost of the hardwood floor material is approximately 3 times the cost of carpet ($18 per sq. ft. for hardwood vs. $6 per sq. ft. for carpet). However, over the lifecycle of the building it is estimated that there is little cost difference between flooring materials after accounting for maintenance, replacement and cleaning. (Attachment 1). Computer Room The costs and staff resources necessary to maintain a computer classroom with 8-15 computers are difficult to estimate. However, it is clear that the City's existing Information Systems staffing level (one employee) is insufficient to adequately maintain this type of use. Background: Staff has been working with the architect to design each room within the proposed Senior/Community Center. In order to properly design the facility, it is necessary to know which City programs will be offered in each room. Only by understanding the programs proposed for each room, can we ensure the necessary amenities are constructed. Discussion: Therefore, in order to expedite the design process, City staff has made certain assumptions for each room within the facility. Below is a description of each room and its associated City programs, as recommended by staff: Dedicated Senior Area Size 1550 Sq. Ft. Flooring Material linoleum or tile Special Amenities coffee bar, kitchenette, refrigerator, sink with drinking fountain,1 or 2 computers, printer(s), counter; over sink cabinets - lockable, under sink cabinets - lockable, and full wall cabinets — lockable, and window shades. This is the dedicated senior area. The seniors will use this space on a daily basis for small group functions, relaxing, card games, and other normal senior activities. The room will be available to each of the City's four different senior clubs at different times during the week. It is anticipated that the seniors will use this space each day in the morning and early afternoon. This space may be available for classes and/or private functions in the late afternoon or evening hours, if not in use by the seniors. It is important to note that the seniors will also be able to use different rooms throughout the facility including the large banquet room. Crafts Room Size: 500 Sq. ft. Flooring Material Linoleum Special Amenities Oversized sink(s), counter, wall mounted marker board, full wall cabinets — lockable, over sink cabinets - lockable, and under sink cabinets — lockable. This room will be dedicated for arks and crafts programs of all ages including painting, watercolor, jewelry, ceramics, drawing, clay/sculpture, pottery, ikebana, calligraphy, framing/matting, needlepoint, and floral design. Youth Activity Area Size 1031 Sq. Ft. Flooring Material Wood floor (Linoleum will be installed in this area if wood is installed in the banquet room) Special Amenities Ballet bar along one wall for dance class, full wall cabinets — lockable, possible movable partition wall system This room is dedicated for youth activities including after-school programs, classes and vacation camps/activities such as reading classes, math classes, science day camps, music camps, martial arts, tumbling, youth dance, and youth gymnastics. It is not anticipated that this room will be utilized as a "teen center' so no permanent large game tables or machines will be installed such as pool tables or air hockey tables or pinball/video game machines. Also, in order to keep the room multi -functional no large furniture items such as a couch or reclining chairs are anticipated in this room. Homework Room Size: 400 sq. ft. Flooring Materia:l Wood floor (Linoleum will be installed in this area if wood is installed in the banquet room) Special Amenities: Possible manual partition wall system This room will be a dedicated space for after-school tutoring programs and other classroom activities such as math classes and reading classes, provided the group is small enough. It is important to note that staff continues to work with the architect on designing this space to be multi -functional for multi-purpose uses. At this time, we are exploring the possibility of installing a manual partition wall so the homework room and youth activity room can be used as one large space. The specifics of the partition wall system including costs and constructability will continue to be explored during the design process. Child Play Area Size: Indoor: 1050 sq. ft. Outdoor: 1400 sq. ft. Flooring Material: Carpet with linoleum at entry Special Amenities: Counter at entry for sign -in, sink with drinking fountain (lowered for children), full wall cabinets, under sink cabinets, over sink cabinets, window shades, 1 unisex bathroom plumbed normally but retrofitted with special child water closet, sink, etc. Indoor Area This is a multi- purpose room dedicated to the Tiny Tots pre-school program during the morning hours of 9:00 to 11:30 A.M. Tiny Tots is operated as an enrichment program for 3 and 4 year-olds where participants learn pre- kindergarten skills such as colors, numbers letters, fine and gross motor, social, and behavioral skills. This program is operated in a manner that is exempt from state licensing requirements per State Health and Safety Code section 1596.792(g). There are currently 80 participants accepted in the morning program that meets at Heritage and Pantera Parks and 72 of the spaces are filled (90%). If demand warrants, the program can be extended into the afternoon and operated from 12:30 until 3:00 P.M. Most parents prefer the morning program because pre-school children usually take naps in the afternoon. When not used by the Tiny Tots program this room will be available for classes and other uses by all age groups including the seniors. Outdoor Area The outdoor child play area will include a playground area designed and furnished by "Miracle Park Equipment". Miracle Park Equipment has most recently been installed in Ronald Reagan Park and Heritage Park. This area would only be accessible from the indoor child play area and would be used only by participants of the program. Computer Room Size: 330 sq. ft. Flooring Material: TBD (Carpet or VCT Anti -static tile) Special Amenities: Regardless of the initial programming of this space, the room will be constructed with the necessary infrastructure and data drops to accommodate 8-15 computers and 3-5 printers. It is recommended that the space be constructed with the network infrastructure required to accommodate a computer lab/class. However, staff recommends the space initially be utilized as additional office space or as a multi-purpose room. The City does not have adequate existing resources to operate and maintain a public computer lab or classroom. Staff recommends City computer classes continue to be conducted using the school district's computer lab facility. This eliminates the need to purchase the necessary hardware, software and hire additional staff to operate and maintain a computer facility. Banquet Room Size: 7135 sq. ft. plus an additional 365 sq. ft. for raised platform. (Adequate space to accommodate 500 dining patrons) Flooring Material TBD Special Amenities Known at this time — Special raised platform, video monitors, sound system, and multimedia presentation system. Depending upon which flooring material is selected, there are two distinct types of programming that can be accommodated in this room other than banquet dining. Carpet Floor There is a general assumption that carpet provides a "higher end" look and feel. Therefore, we assume carpet is more desirable for elegant affairs such as weddings, large dinner parties &fund raising events. We also assume carpet is more desirable for uses such as work conferences and business training seminars. The demand for these types of functions in this facility is unknown. Wood Floor With wood floor in the large banquet room, the space will be programmed for different activities such as dance, gymnastics, tumbling, aerobics, etc. The wood floor would obviously provide a completely different look and feel for the room and would likely discourage the business, conference and "higher end" patrons. All of the programs proposed for a banquet room with a wood floor are currently offered utilizing other locations such as school district facilities. Some of these programs could be accommodated in the youth activity room, provided wood floor material is installed. Although, obviously the size of the classes conducted in the youth activity room would be limited to a smaller number of participants. Regardless of the flooring material, the seniors will use this room for large meetings, bingo, and other large group activities. Acoustic Information According to the City's acoustical consultant, Mark Rothermel of McKay Conant Brook, Inc., sound mitigation will be necessary regardless of the flooring material selected due to the size of the room. The cost difference between mitigating hard wood vs. carpet flooring in a room of that size is nominal, according to Rothermel. Based on the information gathered to date regarding initial costs, maintenance costs, the original vision for this room, and the fact that the proposed programs for a wood floor banquet room can be accommodated either in the youth activity area or in offsite locations, staff recommends that carpet be installed in this room and that wood flooring be installed in the youth activity area and homework room. Kitchen Size: 1125 sq. ft. Flooring: Finished Concrete Special Amenities: Convection oven, stainless steel counter tops, three - section sink and other Health Department required equipment, mobile secure storage units, refrigerator/freezer, combi-steamer (steam pan size — ((20) 12X20), refrigerated/heated modular serving units, ice machine, coffee brew station, portable burner stove top, and other associated fixtures. According to Health Department regulations, the kitchen must meet commercial kitchen standards since the banquet room will be serving food to third parties. Commercial kitchen standards are defined as either Type I or Type II. Type I A Type I kitchen is a full service restaurant -style kitchen with equipment such as stovetop range, deep fryer and open flame grill. Due to the higher fire risk associated with this equipment, additional fire suppression and life safety equipment is required. Type II A type II kitchen is commonly referred to as a catering or warming kitchen and does not have the higher fire risk fixtures noted above. The cost to provide the required infrastructure, life safety, and fire suppression systems for a Type 1 facility is 2-3 times the cost to construct a Type II kitchen. Therefore, staff recommends a Type II kitchen. Additional Information Bathroom Facilities Within the entire facility there will be 8 male water closets/urinals and 15 female water closets. Disabled Parking The Development Code requires 7 disabled parking spaces for a facility of this size. However, based on comments from the seniors, we have designed the parking lot with 18 disabled parking spaces. SUMMARY It is important to note that the above information represents a snap shot in time. As the design process proceeds, constructions documents are developed, cost estimates are refined, value engineering is conducted, and the constructability review is completed, it may be necessary to modify the specifications above. The special amenities listed above are not all-inclusive and are subject to change, modification, reduction or elimination through the design process. In addition to the special amenities, specific equipment is being identified for use within the facility. A list of equipment proposed for use within the facility is attached for your reference (Attachment 2). This list is preliminary and is subject to change. During the design process staff will work with the architects and construction management firm to ensure a cost effective design. We may be required to make decisions that impact the specifics mentioned above for design, cost and constructability reasons. However, staff will design the facility with maximum flexibility for multi use purposes. Prepared By Dave Doyle, Deputy City Manager ,7�TT-A , }ttl) 0"- 1 1 Interoffice MEMORANDUM To: David Doyle, Deputy City Manager Via: James DeStefano, Deputy City Manager From: Bob Rose, Community Services Director K' iG � Date: October 16, 2001 /; Re: Banquet Room -- Wood Floor/Carpet Cost Considerations Per the program memo dated October 8, more activities in the banquet room space are possible if the flooring material is wood rather than carpet. However, there are cost issues that must be considered. The initial installation of wood is estimated to cost $102,000 more than carpet. Over the long run, the additional cost may be worth the investment. A wood floor is designed to last for the life of the facility. Carpet will need to be replaced every 10 to 15 years. Over a period of 30 years, assuming carpet replacement every 10 years, following is the cost comparison for these two flooring types: Flooring Initial Annual Flooring Total Cost Installation Maint. Renovations` Over 30 Years Wood $153,000 $10,000 $28,000 X 2 = $56,000 $509,000 Carpet $51,000 $12,000 $51,000 X 3 = $153,000 $564,000 * Wood Floor Sanding down to the wood every 15 years Carpet Replacement every 10 years cc: Jim DeStefano, Deputy City Manager ATTACHMENT 2 Banquet Room Equipment Round Mity-Lite Tables — 72" diameter -- 64 ea Rectangular Mity-Lite Tables — 96" X 36" — 20 ea Chairs with arms — Luna Stack #122 Chrome Frame, vinyl — Padded — 512 ea Table carts for round tables —1 ea/12 tables — 6 carts Table Carts for rectangular tables —1 ea/12 tables — 2 carts Training Session Tables — 96" X 18" — 25 ea Table Carts for Training Tables — 3 ea Chair Carts for Luna Stack Chairs —1 ea/10 chairs — 50 carts Portable Dance Floor — 500 sq ft —125 ea 2'X 2' pieces and cart(s) to carry 125 dance floor pieces Cocktail Tables for Outdoor Deck — 30" diameter with 4 stools to each table —15 ea (60 stools) Podiums — Stand Alone with light & PA speakers — 3 ea Podiums — Table Top — 2 ea Bingo Board, Bingo Machine —1 ea Monitor hook-ups for Bingo game — 4 ea Monitors — 36" — with cart/VCR/DVD Player — 4 ea Projection Screen — Automated — (above raised platform) —1 ea Portable Projection Screens — 2 ea Room Darkener (window shades) Stainless Steel Carts — 5 ea Built-in P.A. System — Separate controls for each room space Karaoke Machine —1 ea Trash Cans —10 ea Commercial Carpet Cleaner — 1 ea Commercial Vacuum Cleaner —1 ea Easels —10 ea Marker Boards —10 ea Card Tables — Mity Lite —12 ea America/California/Diamond Bar Flag Sets'with stands — 5 sets Keyboard capable of Piano and Organ sound —1 ea Child Play (Tiny Tots Room) Equipment Rectangular Tables — Adjustable Height — 72" X 30" — 6 ea Chairs for preschoolers — 24 ea Room Darkener (window shades) Flooring — Carpet with linoleum at entry and sink areas Counter at entry area to sign in participants Sink with drinking fountain and paper towel dispenser Full wall cabinets — 3 ea Over sink cabinets — 4 ea Under sink cabinets — 4 ea Outdoor Child Play — Miracle Play equipment (ages 2 to 5 years)/rubber & sand surface ATTACHMENT 2 Computer Room Equipment 12 to15 Dell Dimension Computers Printers — 2 to 3 ea 12 to 15 Chairs Rectangular Tables — 72" X 30" — 6 to 8 ea Sink with drinking fountain and paper towel dispenser Cabinets with counter tops — 2 ea Flooring -- Linoleum Wall Mounted Marker Board —1 ea Senior Conference/Meeting Room -- Equipment Rectangular Mity-Lite Tables — 72" X 30" —12 ea Chairs with arms — Luna Stack #122 Chrome Frame, vinyl — Padded — 96 ea Table Carts for rectangular tables —1 ea/12 tables —1 cart Chair Carts for Luna Stack Chairs — lea/10 chairs — 10 carts 2 ea Dell Dimension Computers Printer —1 ea Podium — Stand Alone with light & PA speakers —1 ea Sink with drinking fountain and paper towel dispenser Full wall cabinets — 4 ea Over sink cabinets — 4 ea Under sink cabinets — 4 ea Flooring — Linoleum Room Darkener (window shades) Table Tennis Tables — 4 ea America/California/Diamond Bar Flag Sets with stands —1 set Homework Room Equipment Rectangular Mity-Lite Tables — 72" X 30" — 4 ea Chairs — Folding, Padded back and seat, Fabric — 25 ea Wall Mounted Marker Board — 1 ea Flooring — Wood Crafts Room Equipment Rectangular Mity-Lite Tables — 72" X 30" — 6 ea Chairs — Folding, Padded back and seat, Fabric — 35 ea Wall Mounted Marker Board —1 ea Sink with drinking fountain and paper towel dispenser Full wall cabinets — 3 ea Over sink cabinets — 4 ea Under sink cabinets — 4 ea Flooring — Linoleum Electrical and ventilation set-up for two kilns Office Space/Reception Equipment ATTACHMENT 2 Desk Space — 7 ea Desk Chairs — 7 ea Work Space for seasonal PT staff — 2 ea Dell Dimension Computers — 7ea Laser Printer — 1 ea Dot Matrix Printer —1 ea Credit Card Validator —1 ea Cash Drawer —1 ea Fax Machine —1 ea Typewriter —1 ea Xerox Machine —1 ea Solid Wall Office with lockable door — 3 ea Round Table — 60" — 1 ea Chairs, armless — 4 ea 10