HomeMy WebLinkAbout03/15/1994, C-1 - MINUTES -CEn
NG l5 AGENDA C
®RAFT „,ATE -- REm #-
MINUTES
REGULAR MEETING OF THE CITY COUNCIL
CITY OF SAN LUIS OBISPO Draft Minutes
TUESDAY, FEBRUARY 1, 1994- 7:00 PM to be approved
CITY HALL- COUNCIL CHAMBERS - 990 PALM STREET
SAN LUIS OBISPO, CALIFORNIA at Councd Meeting
gf 3-15-8
ROLL CALL:
Council Members
Present: Council Member Penny Rappa, Dave Romero, Bill Roalman,
Vice-Mayor Allen K. Settle and Mayor Peg Pinard
Absent: None
City Staff
Present: John Dunn, City Administrative Officer; Diane Gladwell, City
Clerk; Jeff Jorgensen, City Attorney; Ken Hampian, Assistant
City Administrative Officer; Mike McCluskey, Public Works
Director;Arnold Jonas,Community Development Director; Bill
Statler, Finance Director; Bob Neumann, Fire Chief;Ann Slate,
Personnel Director; Jim Gardiner, Police Chief; Paul LeSage,
Recreation Director
PUBLIC COMMENT PERIOD
P.C.1. The King and Queen of Mardi Gras invited the community to the event on 2/12/94.
P.C.2. Dick Cleeves. President of the Business Improvement Association (BIA), updated Council on
activities conducted by the BIA during the past year.
P.C.3. Lynn Block. Administrator of the BIA, reviewed the assessment done for the BIA by the
National Main Street Center.
P.C.4. Ed Shaw. 4469 Sunflower, protested the purchase of three homes in the Clover Creek
development by Regency Health Services.
P.C.S. Donna Lewis. 4473 Poinsettia St., protested the placement of several disabled care facilities
in the Clover Creek area.
P.C.6. John Grady.4490 Poinsettia St.,also protested the placement of several disabled care facilities
in the Clover Creek area.
Jeff Jorgensen, City Attorney, stated that State and Federal laws pre-empted any local jurisdiction
action relating to residential care facilities.
CONSENT AGENDA
Moved by Settle/Romero to approve the Consent Agenda as recommended by the City Administrative
Officer with the exception of C-2 and C-5 as noted; motion carried (5-0).
City Council Meeting Page 2
Tuesday, February 1, 1994- 7:00 P.M.
C-1 COUNCIL MINUTES
Council considered the minutes of:
Thursday, December 16, 1993 at 7:00 PM;
Tuesday, January 4, 1994 at 7:00 PM; and
Tuesday, January 11, 1994 at 7:00 PM
Moved by Settle/Romero to waive oral reading and approve minutes; motion carried (5-0).
C-2 PERFORMING ARTS CENTER FINANCING (File No. 854)
Council considered retaining the City's option to debt finance the Performing Arts Center at a later
date if a future fiscal analysis determines debt financing to be the best source of funding for the City.
Council discussed the proposed withdrawal of Cal Poly funding for transit systems and the
relationship between the City and the University.
Moved by Settle/Romero to adopt Resolution No. 8265 declaring the City's intention to reimburse
expenditures relating to the Performing Arts Center Project from the proceeds of tax-exempt
obligations of the City; motion carried (5-0).
Moved by Roalman/Settle to direct staff to bring back the Cal Poly bus transportation funding issue
as soon as possible; motion carried (5-0).
C-3 SIGN ILLUMINATION (File No. 424)
Council considered giving final passage to an ordinance amending Municipal Code regarding the use
of illuminated signs in the °O° zoning districts (continued from 1/18/94).
Moved by Settle/Romero to give final passage to Ordinance No. 1253: motion carried (5-0).
C-4 WATER STORAGE TANK PROJECT (File No. 93-57)
Council considered specifications for "Water Storage Tank Repair: Serrano, Ferrini, Slack;
Specification No. 93-570 estimated to cost $100,000 including 10% contingencies.
Moved by Settle/Romero to approve bid solicitation and CAO to award of contract within the budget;
motion carried (5-0).
C-5 COST ALLOCATION PLAN (File No. 234)
Council considered the cost allocation plan for 1993-94.
It was clarified that enterprise funds and capital outlay accounts were in compliance with generally
accepted accounting Principals.
Moved by Raopa/Settle to approve the cost allocation plan; motion carried (5-0).
jrl�V .
City Council Meeting Page 3
Tuesday, February 1, 1994- 7:00 P.M.
C-6 RISK MANAGEMENT ANNUAL REPORT (File No. 182)
Council considered the Risk Management Annual Report for 1992-93.
Moved by Settle/Romero to receive and file the Risk Management Annual Report;motion carried (5-0).
C-7 TRACT 1750 - EXTENSION OF AGREEMENT (File No. 410)
Council considered an amendment to the subdivision agreement for Tract No. 1750 (Units 1 & 2),
extending the time to submit surety to guarantee the subdivision improvements; Rob Rossi,
subdivider.
Moved by Settle/Romero to adopt Resolution No. 8266 amending the subdivision agreement to allow
for an additional 90 days to submit the surety guaranteeing the subdivision improvements for Tract
No. 1750 (Units-1 & 2); motion carried (5-0).
COUNCIL LIAISON REPORTS
C.L.R.1. Council Member Romero stated that a volunteer effort by California Men's Colony
(CMC) and others was underway to install crossing gates at a train crossing on private property near
California Boulevard.
PUBLIC HEARINGS
1. CLAY STREET ABANDONMENT (File No. 535)
Council held a public hearing to consider the abandonment of the Clay Street right-of-way between
Dana Street and Briaolara Street; Leo Evans, applicant (continued from 1/4/94):
Mike McCluskey. Director of Public Works, reviewed the abandonment proposal.
Mayor Pinard opened the public hearing.
No one spoke for or against the abandonment.
Mayor Pinard closed the public hearing.
Council discussed creek setbacks and ownership issues.
Moved by Romero/Settle to adopt Resolution No. 8267 abandoning Clay Street, between Highway 101
and Stenner Creek, subject to reservation of drainage, open space and public utility easements;
motion carried (5-0).
2. TRANSPORTATION DEVELOPMENT IMPACT FEES (File No. 438)
Council held a public hearing to consider establishing transportation development impact fees to
become effective May 2, 1994.
Moved by Raeoa/Romero to continue this item to Tuesday, March 8, 1994; motion carried (5-0).
City Council Meeting Page.4
Tuesday, February 1, 1994-7:00 P.M.
3. LOT LINE ADJUSTMENT-GRAND AVENUE.(File No. 532)
Council held a public hearing to consider a lot line adjustment (LLA 170-93) to divide two parcels,
each 40' X 150', into two parcels, each 75' X 80' with exceptions to lot depth and size, on the
southwest comer of Fredericks Street and Grand Avenue (411 Grand Avenue); Marian L. Bailey,
applicant.
Arnold Jonas. Community Development Director, reviewed the lot line proposal.
Mayor Pinard opened the public hearing.
Patrick Bailey. 411 Grand Ave, P.O. Box 420118, Miranda, California, reviewed the history of the
property.
Mayor Pinard closed the public hearing.
Moved by Romero/Raooa to adopt Resolution No. 8268 approving the lot line adjustment with the
findings indicated in the resolution; motion carried (5-0).
8:30 P.M. Mayor Pinard declared a recess.
8:45 P.M. Council reconvened; all Council Members present.
4. PUBLIC SAFETY FEES (File No. 109)
Council held a public hearing to consider updating public safety fees such as fingerprinting, police
reports, occupancy permits, and plan checking to be effective March 1, 1994.
Bill Statler. Finance Director, stated the fees had not been updated since 1983.
Bob Neumann. Fire Chief explained the proposed fees.
Mayor Pinard declared the public hearing open.
Per C. Mathiesen, Route 1, Box 226, spoke in opposition to the fees.
Mayor Pinard declared the public hearing closed.
Council discussed various fees.
Moved by RaRva/Romero to adopt Resolution No. 8269 with amended Exhibit 2 showing fingerprint
cards at $5.00 each; motion carried (4-1, Vice-Mayor Settle voting no).
Moved by Raona/Pinard to direct City Administrative Officer to follow existing Special Event policies
in place until Council deals with Special Event fees; motion carried (5-0).
Moved by Romero/Raooa to utilize previous code wording (page 4-18)for Fire Department false alarm
fees; motion carried (5-0).
City Council Meeting Page 5
Tuesday, February 1, 1994- 7:00 P.M.
5. CAMPAIGN ELECTION REGULATIONS (File No. 323)
A. Council held a public hearing to consider amendments to the Citys Campaign Election
Regulations ordinance including iaising the contribution limit from$100 to$120 as recommended by
the Campaign Regulations Committee.
Chair GlennaDeane Dovey reviewed the deliberations and recommendations of the committee.
Mayor Pinard opened the public hearing.
Pat Veesart. 976 Buchon,spoke in opposition to increasing the contribution and disclosure threshold
limits.
Carla Sanders. 660 Oakridge, also spoke in opposition to increasing the limits.
Richard Schmidt, San Luis Obispo, spoke in opposition to increasing the limits.
Mayor Pinard closed the public hearing.
Moved by Roalman/Settle to introduce to print Ordinance No. 1254 as amended to show $100.00
contribution limit and $25.00 disclosure threshold; motion carried (5-0).
B. Council held a public hearing to consider a Municipal Lobbying ordinance.
Chair GlennaDeane Dovey reviewed the discussion of the committee.
Mayor Pinard opened the public hearing.
Pat Veesart. 976 Buchon, endorsed the concept.
Carla Sanders.660 Oakridge,reviewed other municipal lobbying ordinances and supported the pursuit
of them.
Janet Kourakis, San Luis Obispo, requested Council to consider this type of ordinance.
Soro Rizzoowner of Cafe Roma, stated that the proposal could result in a bureaucratic nightmare.
Harold Halocynan. 1025 1/2 Ella St., stated money in campaigns allowed wide dispersal of
information.
Mayor Pinard closed the public hearing.
Moved by Roalman/Settle to ask the Campaign Regulations Committee to continue to review and
make recommendations regarding a municipal lobbying ordinance; if members do not wish to
continue, Council Members are to submit names to the Mayor for appointment recommendations;
motion carried (3-2, Council Members Rappa and Romero voting no).
City Council Meeting Page 6
Tuesday, February 1, 1994- 7:00 P.M.
BUSINESS ITEMS
6. NATIONAL MAIN STREET CENTER ASSESSMENT (File No. 472)
Council considered the findings of an assessment recently completed by the National Main Street
Center of the Business Improvement Association (BIA) and its programs.
Dick Cleaves, BIA President and Lynn Block, BIA Administrator, reviewed the findings of the report.
7. HIGH VOLTAGE WIRE UNDERGROUNDING (File No. 411)
Council considered a request to waive undergrouriding of high voltage wires along Tank Farm Road
for Minor Subdivision No. 91-152; R. Howard Strasbaugh, subdivider.
Moved by Raoaa/Settle to continue this item to Tuesday, March 1, 1994; motion carried (5-0).
S. SOLID WASTE RATE AND FRANCHISE ANALYSIS (File No. 521)
Council considered agreements related to solid waste rate and franchise analysis services (continued
from 1/25/94).
Council Member Rappa stated she had reviewed all records and listened to the Council tape of the
previous meeting.
John Moss,Utilities Director,and Sue Baasch,Administrative Analyst,reviewed their recommendation.
After discussion, moved by Raoaa/Romero to 1) approve an agreement with Ernst and Young not to
exceed $49,978 for solid waste rate and franchise consultant services; 2) approve appropriation of
$50,000 from the General Fund to pay for services; and 3) approve Agreement No. A-01-94-CC with
San Luis Garbage Company to reimburse the General Fund for the full cost of these services over a
two-year period; motion carried (3-2, Vice Mayor Settle and Mayor Pinard voting no).
COMMUNICATIONS
COMMA. Diane Gladwell,City Clerk reviewed closed sessions scheduled for Monday, February
7, 1994 at 11:00 AM in the Council Hearing Room and Wednesday, February 16, 1994 at 11:00 AM in
the Personnel Conference Room.
COMM.2. Council Member Romero updated Council on Cal Trans' proposal to move their
maintenance office outside the City's Urban Reserve Line.
COMM.3. Council indicated their desire to designate Council Member Romero as liaison to
Centennial Train Committee and Arnold Jonas as alternate (consensus).
10:45 P.M.there being no further business to come before the City Council, Mayor Pinard adjourned'
the meeting to closed session on Monday, February 7, 1994 at 11:00 AM.
APPROVED BY COUNCIL:
Diane R. Gladwell, City Clerk
DRG:cm
C -1 - �
MUFTI G . AGENDA
MEMORANDUM
March 14, 1994
To: City Council
From: Council Subcommittee - Q L91 P
Mayor Peg Pinard and Council Member Penny Rap
Subject: Construction concept of the recreation office building on a
.portion of the Emerson School site
For the past two or three months the Council subcommittee has been working with the staff,
John Dunn, Paul LeSage and Mike McCluskey, with background assistance by Dave Elliott
and Bill Statler.
We have developed a preliminary proposal for the development of a recreation office
building. The attached information provides background as to proposed project scope,
project objectives, preliminary cost estimate, and project financing sources. Our focus from
the beginning has been to design a project which will meet community needs and be
compatible with the neighborhood, and provide adequate work space for members of the
department. We believe that hiring an architect should be relatively straightforward, due
to previous work that has been done. There needs to be a thorough citizen participation
process, particularly regarding the neighbors of Emerson School, and that is provided for
in the process.
We believe that there is a need to move eipeditiously, and have set forth a proposed project
schedule. In summary, we have concluded that a facility of about 4,000 square feet will be
needed now and is a reasonable size for the next 20 years.
Please look over the attached materials. We will be in contact with each of you to further
explain the project and answer your questions. After that it would be appropriate to put the
preliminary phases of this project on the agenda to commence the project.
JD:mc
Attachment
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CITY COUNCIL
SAN LUIS OBISP_Oi.CB
BACKGROUND
FOR
DEVELOPMENT OF A RECREATION OFFICE BUILDING
GENERAL PROJECT SCOPE
■ Construct a 4,000 square foot office building using about 15,000 square
feet at the corner of Nipomo and Pacific Streets on the old Emerson School
site
■ Construct various required building site improvements (driveways, curbs,
parking lot, irrigation, landscaping)
■ Plan for future improvement of the surrounding site
PROJECT OBJECTIVES
■ Improve public awareness about recreation services
■ Improve service to recreation customers
■ Provide.flexible long term workspace for recreation administration
■ Improve the productivity of recreation employees
■ Enhance the architectural charagter of the surrounding neighborhood
■ Set a positive example for responsible energy and water use
■ Ensure that the project does not hinder recreation development for the
balance of the Emerson School site
PRELIMINARY PROJECT COST ESTIMATE
Building Construction $303,000
Site Improvement 27,000
Furnishings 71,000
Appraisal of the 860 Pacific property 5,000
Architect Fees 33.000
Total $439,000
PROJECT FINANCING SOURCES
There are three prospective sources of money for developing the recreation office
building. Selling the 860 Pacific property to the parking fund for future expansion
of the adjacent parking garage would bring in perhaps $250,000. Also, there is
$72,000 of existing annual debt service on the 860 Pacific property. If this debt
service were dissolved through sale to the parking fund (or if the parking fund
simply assumed the debt), there would be $72,000 more available each year to the
general fund. Accumulating two years of this annual savings would provide
enough additional money to pay for development of the recreation offices building.
And finally, there is currently $47,000 budgeted for design of the recreation
administration offices. In summary:
Proceeds from sale of the 860 Pacific building $248,000
Two years savings on existing debt service 144,000
Recreation admin offices design budget 47.000
Total $439,000
DESIGNING THE PROJECT TO MEET COMMUNITY NEEDS
Hiring an Architect
In 1992 the City requested qualifications from 104 architects to design the new
fire station and the new recreation offices on the Emerson site. 14 firms respond-
ed, and the Council qualified the following eight firms:
Barasch Architects
BFGC Architects Planners i
Courtney Architects/Patrick SulliVbn Associates
Bruce Douglas Fraser
Grant Pedersen Phillips Metsch Sweeney Architects
James Maul & Associates
Ross Levin Maclntyre & Varner Architects
RRM Design Group
Although these firms were primarily qualified by their experience designing fire
stations, their experience also fully qualifies them to design general office build-
ings, such as the proposed recreation office building.
A request for proposals would invite these eight firms to submit proposals which
would include conceptual designs for the recreation office building. A review
committee would evaluate these proposals and conceptual designs based on how
well they addressed project objectives and neighbors' concerns. The Council
would then award the successful architect a contract to prepare schematic design
and construction documents. As soon as the contract were executed, the archi-
tect could submit the already completed conceptual design for ARC review. This
strategy makes sense for several reasons:
■ These architects are already familiar with the project.
■ The City has already qualified these architects for this work.
■ In submitting their qualifications, these architects all carefully studied and
documented the historical and architectural character of the surrounding
neighborhood.
■ Development time could be reduced by two or three months.
Citizen Participation
The Emerson site lies within the Old Town historical district and adjacent to
architecturally significant buildings like the Biddle House and St. Stephen's Episco-
pal Church. As the City prepares to develop this property, nearby residents are
naturally concerned about preserving historically significant site features and
constructing a project which enhances the architectural character of the surround-
ing neighborhood. For these reasons staff would schedule a meeting with the
neighbors to answer questions and receive comments about the project. Archi-
tects invited to submit proposals for designing the project would be invited to
attend this meeting as observers to familiarize themselves with the neighbors'
concerns.
Project Schedule
04/05/94 The Council approves the project plan and authorizes an RFP.
04/20/94 Staff distributes an RFP inviting eight prequalified architects to submit
proposals which include conceptual designs.
04/27/94 Staff conducts a preproposal meeting with the architects.
Staff conducts a meeting"Ib solicit comments from neighbors about-
the project; the architects attend as observers.
05/11/94 The architects present proposals which include conceptual designs
and prices to prepare schematic design and construction documents.
05/13/94 The review committee recommends an architect.
06/07/94 The Council awards the design contract.
06/21/94 The architect and the CAO execute the contract documents.
07/05/94 The architect presents the conceptual design to the ARC.
08/01/94 The architect presents the schematic design to the ARC.
08/15/94 The architect submits the construction documents for plancheck.
10/04/94 The Council approves plans and specifications and authorizes staff to
advertise for bids.
11/09/94 The CAO awards the.construction contract.
01/05/95 Construction begins.
06/30/95 Construction ends
07/17/95 The building opens.
SPACE NEEDS
`]:hVii]y. M:J
k,
AREA rl ;'..
STD. SQ. FT. SQ. FT. SQ. FT.
SQ. FT. # NEEDED # NEEDED # NEEDED
DIRECTOR OFFICE 144 1 144 1 144 1 144
SUPERVISOR/MANAGER OFFICE 126 2 252 3 378 4 504
COORDINATOR WORKSTATION 51 8 408 10 510 14 714
SECRETARY/OFFICE ASST. WORKSTATION 51 3 153 3 153 3 153
TEMPORARY EMPLOYEE WORKSTATION 36 2 72 2 72 2 72
LOBBY 200 1 200 1 200 1 200
LARGE CONFERENCE ROOM 300 1 300 1 300 1 300
SMALL CONFERENCE ROOM 126 1 126 1 126 1 126
BREAKROOM 126 1 126 1 126 1 126
TOILET ROOM 90 2 180 2 180 2 180
STORAGE AREA 150 1 150 1 150 1 150
COPIER/MAILBOX/PC FILE SERVER AREA 120 1 120 1 1201 120
FILE AREA 120 1 120 1 120 1 120
MECHANICAL/ELECTRICAL ROOM 150 1 150 1 150 1 150
SUBTOTAL jy 2,501 2,729 3,059
CIRCULATION @ 20% 500 546 612
CORE @ 10% 250 273 306
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TYPICAL OFFICE/WORKSTATION LAYOUTS
1140 = V-0'
. D
D
Coordinator/Secretary El Workstation Fl.
Supervisor/Manager
Office
D D
Temporary Employee
-- Workstation
Director Office
USE OF SYSTEMS FURNITURE '
Calculations of space needs and building size are based on the use of systems
furniture. Since first installing systems furniture in 1988, the City has realized the
following important benefits:
■ Rearrangement and expansion can be accomplished fairly quickly and
economically.
■ Systems furniture takes up about 15 percent less floor space than conven-
tional furniture, reducing construction costs.
■ Electrical, communication, and computer network circuits are built into the
system furniture panels, eliminating hazards and reducing construction
costs.
■ Standard office and workstation configurations can be tailored for specific
operating, storage, and lighting needs.
Using systems furniture would extend these benefits of flexibility, construction
economy, and workstation productivity to the new recreation offices building.
BASIS FOR THE PRELIMINARY PROJECT COST ESTIMATE
Building Construction ($303,000)
3,977 SF X $76.00/SF = $302,252
$76.00 per square foot is the cost for Type V public office building, according to
estimates from the ICBO Building Standards Magazine (January/February 1994),
which the City uses to establish building valuation for building permit fees. For
comparison, the estimated cost per square foot for a Type V commercial office
building is $60.00 per square foot.
Site Improvement ($27,000)
11,023 SF X $2.44/SF = $26,896
Site area to be improved is the total site (15,000 SF) minus the building area
(3,977 SF). $2.44 per square foot was the approximate cost to construct the
SLOMED Parking Lot (City Plan No. R-25D). The median bid was $18,281 and the
parking lot size was 7,500 square feet.
Furnishings ($71,000)
The furnishings estimate is based on a quotation dated 2/21/94 from Pacific Office
Interiors in the amount of $70,704.02. This quotation was based on the current
space needs calculations, the typical office/workstation layouts, and a rough
estimate of conference tables, chairs and file cabinets needed.
Appraisal of 860 Pacific Property ($5,000)
The City's last four appraisals of commercial property have ranged in price from
$5,000 to $5,500.
Architect Fees ($33,000)
10 percent of building construction ($303,000) and site improvement ($27,000)
costs = $33,000