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Home My WebLink About06/29/1999 Minutes - Special MeetingMINUTES OF THE CITY COUNCIL SPECIAL MEETING OF THE CITY OF DIAMOND BAR FINAL REPORT FROM THE COMMUNITY/CIVIC CENTER TASK FORCE JUNE 29, 1999 1. CALL TO ORDER: Mayor Chang called the regular City Council meeting to order at 6:48 p.m. in the Auditorium of the South Coast Air Quality Management District, 21865 E. Copley Drive, Diamond Bar, California. ROLL CALL: Council Members Ansari, Herrera, Huff, Mayor ProTem O'Connor and Mayor Chang Also present were: James DeStefano, Deputy City Manager; David Liu, Deputy Public Works Director; Bob Rose, Community Services Director, and Lynda Burgess, City Clerk. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Norman Bell. M/Chang announced that the sole purpose of tonight's special City Council meeting is the presentation of the Final Report and Recommendations from the Community/Civic Center Task Force. . , 2. OLD BUSINESS: PRESENTATION OF THE FINAL REPORT FROM THE COMMUNITY/CIVIC CENTER TASK FORCE. T�e City Council established a Task Force of 30 community members to consider the development of the Community Civic Center complex. The Task Force hell 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 its consultant team consisting 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 then present determined the recommendation. C/Huff, Chairman of the Tas ,( Force, stated that tonight's presentation is the culmination of the committee's work. Former Mayor Herrera formed the task force in recognition of a need that has been a focus of this community for many years. He explained the process taken by the Task -Force to arrive at tonight's recommendations. He recommended that if the City Council chooses to adopt the committee's proposal, that the Task Force remain intact so that as additional changes and modifications are�contemplated, the committee will continue to serve y in its advisory capacity. MPT/O'Connor, Vice Chairman of the Task Force, stated that the Task Force is comprised of a wide range of citizen participation representing a number of special interest groups such as members of Friends of the Library, Chamber of Commerce, JUNE 29, 1999 PAGE 2 SPECIAL CITY COUNCIL Walnut and Pomona School Boards, Little League, AYSO, Pop Warner, YMCA, Senior Citizens, etc. She thanked the members for their support and commitment to this process. Marlene Roth, The Roth Group, outlined the presentation process and introduced the Task Force presenters. Brenda Engdahl spoke about the Task Force's process of reaching its conclusions. Ms. Roth explained the committee's public outreach program and results thereof considered by the group. Allen Wilson reported on the committee's findings with respect to the proposed community center facility, which would consist of a total area of 13,200 sq. ft. The facility would include the following: Assembly room, dining room, six separate rooms, access to outdoor patio, commercial kitchen, coffee, juice, snack vending area, and front desk manager's office. The facility may also accommodate the City's youth on a drop-in basis and include 1,200 -sq. ft. childcare facility. Norman Bell explained that a dedicated expandable senior center facility would be located within the proposed community center. The senior center will be comprised of an office (150 -sq. ft.), a computer room (400 -sq. ft.), a storage room (400 -sq, ft.), coat room and conference room (750 -sq. ft.). In addition, the group will have the '! F use of the large banquet room with stage and dance floor located in the community center with seating for 800 people and dining accommodations for 500 individuals. The senior group will also have use of the large commercial kitchen facilities. Kathleen Newe spoke about the proposed library facility and its potential benefit to all residents. The Task Force is proposing a 20,930 sq. ft. library as a part of this project: The stacks (7,000 sq. ft.), new book area (300 sq. ft.), the Friends of the Library Bookstore, computer room (800 sq. ft.), staff lounge and offices (500 sq. ft.), dividable meeting room, small meeting room with stage to accommodate book signings and small plays, a fireplace lounge, checkout registration area and lobby (1,000 sq. ft.), donor acknowledgement (included), cultural and historical display, children's area with storytelling pit, a secure outdoor reading area, study carrels, work room and storage, mini -art gallery, rotating display, microfilm in reference area, and allowance for halls, entry restrooms, etc. Jim Wierick, LPA Architects, spoke about the City Hall needs. He explained that the overall approach is to provide an office environment that allows City staff to effectively and efficiently serve the needs of the community as well as, provide a one point contact counter for the community. The Task Force is proposing a City Council Chamber to be attached to the City Hall. The current SCAQMD facility is large. He proposed a Chamber that is smaller and more intimate that allows members of the community to speak with Council Members and utilize the facility in a more appropriate fashion. A total of 25,000 -sq. ft. is proposed for this facility. It, 0 - OR , ...v, ..,.,.... , _, r - p_..,.._,. - ,,,.,, JUNE 29, 1999 PAGE 3 SPECIAL CITY COUNCIL Marty Torres reported on the proposed sports complex, which is anticipated to be built in two phases, each of which would be about 10,000 sq. ft. in size. The centerpiece of the initial phase would be a multi -functional gymnasium (5,500 -sq. ft.) and feature basketball, aerobics and dance classes. Another aspect of the initial phase is an exercise and weight room combination (1,000 -sq. ft.) and locker and dressing room facilities with showers. This facility further contemplates storage space, hallways and restrooms. Phase II would feature a 50 meter swimming pool (indoor/outdoor and recreational and competitive) with appropriate hallway and restroom areas for a total square footage of approximately 10,500. Mr. Wierick stated that the Task Force considered and prioritized approximately 18 different sites. From a variety of variables, four sites were determined to be feasible: Site A - "Kaiser Pad" site adjacent to the existing City Hall; Site B - a portion of the golf course near Grand Ave.; Site C - "Hospital Pad" site up the hill from the existing Calvary Chapel area (15 acres net useable) and Site D - Summitridge Park off of Grand Ave. He explained the positive and negative impacts of each site. Thom Pruitt stated that because of the dynamics of the land acquisition, financing and other construction considerations, the Task Force is recommending a phased approach to the completion of this project. Phase I would consist of a Community Center with a dedicated and expandable Senior Center, Library and initial component of the Sports Complex. Phase I also proposes a City Hall with Council Chambers, provided that the costs of construction could be recouped by the savings in the current rent that is being paid for existing facilities. Phase IA incorporates about one-half of the total square footage of the Sports Complex. Phase IB includes the second phase of the Sports Complex, which would include the swimming pool, hallways, storage facilities, restrooms, etc. and Performing Arts Center. The Task Force also recommends a phased approach to the design considerations. The group prefers a single story construction. However, when considering different sites, there are sites which lend themselves to a multi -story type of development. A very important consideration is the inclusion of open space/plaza area. Surface area parking is preferred; however, the group recognizes that it needs to consider the ability to have a separate/and or underground parking as well. The Task Force would prefer that all portions of the project be included on a single site. Annette Finnerty stated that the Task Force's first choice for a site is the "Hospital" site. The 27 acres site has about 15 developable acres and enjoys outstanding views. The City needs to investigate the feasibility of a secondary road for this site. The Task Force envisions a commercial development for approximately 50% of the usable portion, which would eventually be sold off to pay for acquisition of the property by the City. This site will accommodate all phases of construction. The group's second choice is the "Kaiser" site next to the current City Hall. This site would accommodate all phases of construction except for the Sports Center, which is recommended to be placed at Summitridge Park. The final site choice is the golf course location, which is an excellent location and affords easy access and beautiful views. Use of this site would require a joint -use agreement with the County of L.A. Use of any of these sites requires further investigation by the City as to topography JUNE 29, 1999 PAGE 4 SPECIAL CITY COUNCIL and environmental concerns. In addition, the City needs to do a fiscal analysis of'''` what is possible and whether such a plan can be promoted for any of the proposed locations. She thanked Marlene Roth and the Roth Group for focusing the Task Force on its mission. Bob Zirbes spoke about potential funding mechanisms. The Task Force evaluated several options: "Pay as you go" and financing. The participants in the public outreach program preferred a "pay as you go" program by a margin of 2 to 1.1I He explained that a "pay as you go" system would require substantial delays of 1i0 to 15 years in the City's ability to deliver certain portions of the program. A bond program would most likely require public acceptance. However, with a bond program, virtually all of the 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. Ms. Roth stated that the following future actions are recommended by the Task Force: Public outreach, preliminary schematic architectural designs, preparation of appropriate California Environmental Quality Act documents to analyze the sites and proposed facilities, a fiscal analysis, presentations on task force recommendations to appropriate City commissions and provide an opportunity for comment, and keep the Task Force in tact to meet as information becomes available for discussion. r Staff's recommended action: It is recommended that the City Council receiveandLl file this report. It is further recommended that the City Council direct staff to proceed with the future actions recommended by the Task Force and that the City Council maintain the existing Task Force to continue to provide broad-based citizen input on the project. M/Chang thanked the Task Force members for their dedication and support. Stan Granger, 23800 Gold Nugget Ave., commended the City for its work and agreed with the Task Force's recommendations. He did not believe that Summitridge Park is not an appropriate site and should not be destroyed by placing facilities there. C/Ansari thanked the Task Force for their work. She asked about the estimated cost per sq. ft. Marlene Roth stated that for purposes of analysis, the group has used costs that range from $150 to $200 per sq. ft., depending on how deluxe the facilities might be. What is included in the cost per sq. ft. requires fiscal analysis. Therefore, the group has recommended that as a second priority, a fiscal analysis be done. C/Herrera thanked the individuals who served on the Task Force for their large contribution to the City. She also thanked Council Member Huff and Mayor Pro Tem O'Connor for serving on the Task Force. She was impressed with and supported the Task Force's recommendations. JUNE 29, 1999 PAGE 5 SPECIAL CITY COUNCIL MPT/O'Connor pointed out that the City Council included $500,000 in its 1999-2000 Fiscal Year budget for design, etc. She asked what time line staff estimates to achieve the Task Force's seven recommendations. CSD/Rose responded that staff believes the most important next step in addition to continued public outreach is to prepare a fiscal analysis that includes acquisition, development, maintenance operation, loss of income, financing alternatives for each of the proposed sites and facilities. He recommended that a consultant be engaged to prepare the analysis through the bid process and deliver it to Council in the September/October time frame. C/Herrera moved, C/Ansari seconded, to approve the Task Force recommendations with priority given to Recommendations 1 (Public Outreach) and 2 (Preparation of the Fiscal Analysis). Motion carried by the following Roll Call vote: AYES: COUNCIL MEMBERS - Ansari, Herrera, Huff, MPT/O'Connor, M/Chang NOES: COUNCIL MEMBERS - None ABSENT: COUNCIL MEMBERS - None MPT/O'Connor asked for residents to pray for the recovery of critically ill staff member Steve Tamaya. s 11 ADJOURNMENT: There being no further business to conduct, M/Chang adjourned the special meeting at 7:48 p.m. is LYNDA BURGESS, City Clerk ATTEST: Wen Chang, Mayor