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HomeMy WebLinkAbout2021.05.04 - Minutes - Study SessionCITY OF DIAMOND BAR MINUTES OF THE CITY COUNCIL STUDY SESSION MAY 41 2021 STUDY SESSION: M/Lyons called the Study Session to order at 5:00 p.m. Mayors Lyons announced that consistent with COVID-19 regulations, all Council Members and staff participated via teleconference. There was no physical location for public attendance and the public was invited to join the meeting online or by phone at the numbers printed on the agenda. ROLL CALL: Council Members Andrew Chou, Stan Liu, Steve Tye Mayor Pro Tern Ruth Low, Mayor Nancy Lyons Staff participating telephonically: Dan Fox, City Manager; Ryan McLean, Assistant City Manager; Ryan Wright, Parks and Recreation Director; David Liu, Public Works Director; Brent Mason, Interim Director of Finance; Ken Desforges, Director of Information Services; Cecilia Arellano, Public Information Coordinator; Kristina Santana, City Clerk ► DRAFT FY 2021-22 CAPITAL IMPROVEMENT PROJECT BUDGET: CM/Fox stated that the study session focuses on the Capital Improvement Projects and the May 18th second study session will focus on the Operating Budget. As the City continues the COVID-19 recovery journey, staff remains optimistic that many of the projects that were deferred from last year together with proposed new projects will move forward this year. PWD/Liu highlighted the proposed CIP consisting of seven deferred projects as well as, proposed new projects. Not included are the Heritage Park Improvements, Sunset Crossing Park and the Diamond Bar Boulevard Complete Streets Project, as staff continues to seek grant and other funding options. The proposed budget reflects the City's refocused efforts to ensure that its critical infrastructure is maintained. M/Lyons asked for Public Comments. Paul Deibel suggested that Council provide pedestrian improvements through the proposed Town Center in the Grand Avenue/Golden Springs Drive area and expressed strong support for expediting the Diamond Bar Complete Streets Project. VI/Lyons closed Public Comments. C/Chou asked if the budget was of sensible size given the economic effects of COVID. CM/Fox responded that based upon the assumptions and expectations for continuing revenue sources, the proposed budget is sensible and can be adjusted moving forward. C/Chou said there seemed to be a lot of interest in MAY 4, 2021 PAGE 2 CC STUDY SESSION having pathway lighting leading to and inside the dog park and asked how it might be added to the list of proposed projects. CM/Fox responded that ultimately, it is a policy decision for the City Council to add it to the list for future consideration and C/Chou stated that he would like for Council to consider adding the item to the upcoming fiscal year budget, if possible. C/Liu asked if staff anticipated that the cost of some of the proposed projects may increase over the next year. PWD/Liu explained that staff monitors costs closely throughout the industry, attempts to prepare accurate and realistic engineer's estimates for each CIP project, and typically includes a contingency of 10-50 percent as a buffer prior to going out to bid. C/Tye asked what RMRA and TDA stood for under Miscellaneous -Grand Avenue at Golden Springs Drive enhancement currently under construction at $1.4 million, and PWD/Liu responded the RMRA is SB1 state monies allocated to cities and the TDA comes from Metro/LA County and stands for pedestrian and bicycle class related improvements as Diamond Bar's share of those improvements. C/Tye asked how the City could get an electrical charging station for $6400 and PWD/Liu explained that the $6400 represents the carryover amount for a total cost of about $45,000 less the grant received from AQMD. And with the necessary requirements being met by the contractor and vendor, construction should begin later this month or in June. C/Tye asked what kind of design was required to replace the Diamond Bar Center's air conditioning system. PWD/Liu said that system cannot be replaced by simply removing and replacing it with a similar system. The HVAC system has to be updated with a brand new system for the entire facility, and staff is proposing atwo-phased approach to design a system that will last for many years going forward and that the new system had to be designed to be beneficial in the era of moving through COVID-19. MPT/Low asked where the Habitat Conservation Grant comes from and how the City uses it. PWD/Liu explained that the City's Community Development Department applied for and was successful in obtaining this grant program for the Canyon Loop Trail project from the State about three or four years ago. MPT/Low asked about grant restrictions and PWD/Liu explained that this grant was specifically designed for and applies to only the Canyon Loop Project at the designated location. MPT/Low asked if the Council could consider a project related to the traffic signals by adding a feature that would assist visually impaired pedestrian traffic and bicycle riders. PWD/Liu said that if City Council wished, staff could look into such an enhancement at some of the more heavily used intersections and come back to Council with a report and proposal. MPT/Low said she would encourage such a proposal that would benefit the safety of the City's aging population and visually impaired individuals, especially at high traffic intersections. MAY 41 2021 PAGE 3 CC STUDY SESSION C/Tye asked if the Habitat Conservation Grant helped the City with the Sycamore Canyon area at the top of the trail. AtoCM/Santos said that C/Tye was correct that there was a Diamond Bar Boulevard trailhead that was partially funded through the Habitat Conservation Fund or another state funded grant program. M/Lyons was surprised that the City would need to replace the CCTV and battery backup at this point and asked if the City was getting the anticipated life out of the system. PWD/Liu responded yes, that all of the locations indicated were installed in 2008 and have reached the end of service as anticipated. M/Lyons said she understood that Prop A money would be used for bus shelters and wondered what amount was available and what percentage would be used for this project. PWD/Liu stated that the annual Prop A allocation is between $900,000 to $1.1 million, and while that amount may be lower this year, the City has been adding to its fund reserve and the $930,000 for this project represents a healthy expenditure of the reserve. M/Lyons asked if was too large an expenditure and PWD/Liu responded that use of the Prop A Funds is very restrictive and they must be used for amenities or facilities that directly benefit transit companies either for bus shelters or bus passes. And, the City will receive anticipated revenue of $900,000 to $1 million plus for the upcoming year, none of which is anticipated to be used for the bus shelter project. M/Lyons asked if staff investigated acquiring advertising sponsors to help with ongoing costs and PWD/Liu explained that staff is currently looking at all options and components of the project and the information will be brought back to Council for discussion and direction. MPT/Low asked how many bus shelters could be improved with the $930,000 and what percentage of total bus shelters this project would involve. PWD/Liu said that the staff is looking citywide at approximately 3M4 locations although not all locations currently have shelters. MPT/Low recalled that during the discussion about using Prop A funds for the bus shelters, it was stated that the bus companies own and/or improve the bus shelters. PWD/Liu said that APT/Low was correct that most of the bus shelters are owned and maintained by Clear Channel and one of the options the City is considering is replacement of all of the bus shelters for uniformity and a consistent streetscape along major boulevards. Once constructed, the shelters will be owned and maintained by the City of Diamond Bar, and the possibility of obtaining advertisers will be a part of the proposal put forth to the City Council. C/Tye said that at a cost of $40,000 per shelter, 20 shelters would cost $800,000. PWD/Liu explained that staff has contacted the manufacturer and feels confident about its estimate. C/Tye said that 23 bus shelters @ $40,000 each totals $920,000 and does not include those owned by Clear Channel because the City would have to replace the balance of the shelters to become consistent with Clear Channel. PWM/Ghafari further explained that this MAY 41 2021 PAGE 4 CC STUDY SESSION proposal includes replacement of all bus shelters, non -sheltered stations and stops in kind. The $40,000 figure is for two bus shelters (both sides replaced). PWD/Liu reiterated that if Council approves the proposal, the City will own the bus shelters and amenities. C/Tye asked if the City was going to give Clear Channel or other entities the opportunity to advertise on the City's bus shelters and PWD/Liu explained that that would be an item included in the staff presentation to Council for review. In fact, Clear Channel has expressed an interest in incorporating their ads into the new shelters and has been given the heads up that the City proposes to move forward with a comprehensive replacement project with or without Clear Channel's participation. M/Lyons responded to Mr. Deibel's question about the sidewalks in the Town Center area that when the intersection is finished, there will be sidewalks. PWD/Liu agreed and explained that the project will include improved and enhanced sidewalks for pedestrians with ADA upgrades. C/Tye said that it is very impressive to see that of the $7,527,000 funding source totals, only $90,000 is General Fund money. Thanks to staff's diligence, these are tax dollars at work capturing every available funding source. MPT/Low and M/Lyons agreed. C/Chou asked if the dog park lighting could be included in the budget and CM/Fox said that preliminary numbers indicate it would cost about $200,000 for the pedestrian lights only, and staff would likely need to perform an environmental analysis which could increase that amount. As currently programmed, there are no funds available in the park fund accounts, and if the Council wished to advance the project this year it would have to come out of the General Fund. C/Chou said in that case, he would opt to have it considered in a future budget year. M/Lyons suggested adding it to PWDNVright's list of desired park improvements and C/Chou and C/Liu agreed. CM/Fox asked if there was Council consensus to look at adding visually impaired crosswalk signals on some of the City's major intersections and C/Low said she would like for it to be considered along with a signal upgrade project for areas that attract increased pedestrian traffic to encourage health and safety. M/Lyons said she would favor the enhancement as traffic lights are replaced at the main intersections and in the Town Center area. CM/Fox said he understood that it would be relatively easy to retrofit existing signals and staff can look into that if there is Council consensus. C/Liu supported the idea, especially in high traffic areas (traffic and pedestrian). C/Chou supported the idea. M/Lyons asked if there are special funding sources for this type of project and CM/Fox said there are sources such as CDBG monies as well as, current funding sources for street improvements. Noting Council consensus, staff will look into the matter and determine whether it is a maintenance item or consideration of a more comprehensive project. MAY 4, 2021 PAGE 5 CC STUDY SESSION DJOURNENT: AMWith no further business to come before the City Council, M/Lyons recessed the Study Session at 6:02 p.m. to the Regular Meeting. Respectfully submitted: Kristina Santana, City Clerk The foregoing minutes are hereby approved this 18t" day of May, 2021.