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HomeMy WebLinkAboutAPRIL 11,1995 I II I 37:0104 0110. ,,-Q O<-lllqJ- c:(' CITY COUNCIL PROCEEDINGS ARE TAPE RECORDED AND ON FILE IN THE OFFICE OF THE CITY CLERK MINUTES CITY COUNCIL OF THE CITY OF ARCADIA ADJOURNED REGULAR MEETING (STUDY SESSION) APRIL 11,1995 The Arcadia City Council met In an Adjoumed Regular Meeting (Study Session) on Tuesday, April 11,1995, at 5:30 p.m. in the City Hall Council Chambers. ROLL CALL PRESENT: Councilmembers Chang, Kuhn, Lojeskl, and Young ABSENT:. Councilmember Margett (Arrived at 6:00 p.m.) It was MOVED by CouncUmember Kuhn, seconded by Mayor Young, and CARRIED to EXCUSE the absence of Council member Margett. 1. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None. 2. AUDIENCE PARTICIPATION o 73c? .-7<' N~/'J Bob Dacaett. 536 North Old Ranch Road, Planning Commissioner, stated In part that with regard to the proposed expansion of the City Ubrary, he supports the Ubrary modernization program. However, he believes the Council Is being asked to approve a sizable amount of money for a popular project that may cost more than the City can afford to spend based on the City's precarious financial condition. Mr. Daggett stated that the general popular procedure In place for the development of a significant pUblic project like this 'stlnks.' He has been involved in the development process for a new pollee station, the rehabilitation of City Hall, and the Public Ubrary. Every project has a client and consultants. The problem In this case Is that the client Is never clearly defined, whether it Is the Ubrary staff, its commission, those who will use lhe facility, the architect, the Community Development Department, the pUblic at large, the City Council, or the citizens who will pay for the project. There should be one cohesive client: a coordinating entity who Is given and accepts respansibUIty for putting all criteria on paper before the paid professionals are invited Into the process. One entity who will pull together all the appropriate Input from all sources and make one cohesive presentation to the final approval body, the City Council, before money Is spent. Mr. Daggett believes that the client In this case Is a loosely knit and oftentimes contradictory committee that lacks many characteristics a committee must have to ensure its success, and because of this Is doomed to produce a project brief that will be flawed. He Is not faulting the participants, the client; he Is faulting the system, the procedure and the format. He has the best Interests of the City at heart, and would like to be able to say that this project, and every other public facility project, Is the best possible project that can be executed based on all the Input from all appropriate sources, and that the criteria has been assembled, evaluated, and resolved by one controlling entity. He will support CouncU's decision to approve, delay, or deny the Ubrary project, knowing a decision will be made In good faith. 1 4/11/95 0730-70 tV,;/" o 73:; I (J N~/-" 0')30 . 7() ,,}j ,'> 0730.70 "h J"" 37:0105 With regard to other public facility projects, Mr. Daggett suggested that there Is a wealth of talented and dedicated citizens In the community who would be proud to volunteer their 1- time and professional expertise to act as the controlling entity from time to time for these projects. In addition, he believes the Planning Commission would welcome the opportunity to help, either In toto or as a committee comprised of volunteer members of that body. Edward Butterworth. 1145 Singing Wood Drive, Slated in part that a Public Ubrary Is an Inherent part of the First Amendment. Common sense Indicates, and the courts have Indicated, that a community needs a source of Information, history, and Ideas In order for people to exercise their rights of free speech and free expression. This Is sometimes Ignored. Though it may not be as dramatic as other public facilities, a Ubrary Is probably the most Important Institution In a community. Bob Harblcht. 663 Gloria Road, stated In part that he attended the last Council meeting, and would like to respond to some of the points and concerns Which were .ralsed during discussion of the Ubrary. With regard to the cost of the Ubrary project, Mr. Harbicht Illustrated various reserve funds of the City, explaining that money for the Ubrary expansion project will come from the Facilities Construction Fund, which Is set aside specifically for such a purpose. This fund totals $4.9 million. With regard to the suggestion of a financing plan for building the Library, the debt service over a 10-year period would be over $500,000 a year. An additional $1,500,000 would be added to the cost of the project in Interest incurred. If the $4,900,000 In the Facilities Construction Fund Is used for construction of the Ubrary, In less than three years funds In this account will be back to the same amount. This Is because each year, between $1,000,000 and $1,500,000 of Race Track revenue Is piaced Into the Fund. With regard to the question of whether there has been proper planning of this project, three or four years ago the City hired a consultant to do a detailed study of the Ubrary. Subsequently, architects were hired, and they did some preliminary drawings. Community Input and suggestions were received at a Ubrary Design Camp which lasted for one week. Council then approved hiring a construction consultant to work with the architects while they did the working drawings to be sure the building was designed as efficiently as possible. Nearly $400,000 has been spent In an exhaustive and systemic study of what Is needed. There Is no question of the need for a more adequate Ubrary. The money Is there, set aside and earmarked for the last three years for this specifiC purpose. Now that we are at the final step, Mr. Harbicht hopes that Council will authorize moving forward with the Ubrary renovation and expansion project. I Min Mev Chana. 1140 Singing Wood Drive,. Slated in part that she Is in support of the Ubrary expansion project. The City Is In need of an expanded and renovated Ubrary to meet the needs of the community Into the 21 st century. She end the Arcadia Chinese School are life members of the Friends of the Ubrary. She will participate In the newly established Ubrary Foundation, to help fundralslng for furnishing the Ubrary when the expansion Is completed. Mrs. Chang urged Council to approve construction of the Ubrary project, and to use the money set aside In the Facilities Construction Fund for this purpose. Jo Ann Scott. 609 Falrvlew Avenue, stated In part her concerns with regard to the fact that compliance with requirements of the Americans with Disabilities Act (ADA) has not yet been accomplished at the Ubrary. The City has been able to hold off compliance while going through the process of designing a new or remodeled Ubrary. If Council votes against the remodeled, expanded Ubrary, an estimated $1,600,000 to $3,000,000 will have to be spent to meet ADA regulations, and the Ubrary will stili be inadequate as far as size and services. Mrs. Scott hopes that Council's vote tonight will reflect a commitment for a Ubrary which will serve the needs of the community well Into the 21 st century. 1 2 4/11/95 I I I 3. CHANG (State Assembly election) 4. CONTRACT AWARD (Ubrary Construction, Job No. 600) (APPROVED) O')jc.).70 37:0106 " MATTERS FROM ELECTED OFFiCIALS With regard to today's 59th Assembly District Special Eiectlon, Mayor Pro tem Chang announced that polling places are open this evening until 8 p.m., and reminded everyone that there Is stili time to vote if they have not already done so. DISCUSSION OF THE PHYSICAL FACIUTiES MASTER PLAN AND RECOMMENDATION TO EITHER AWARD THE UBRARY CONSTRUCTION BID TO BERNARDS BROTHERS, INC. AND APPROVE A CONTRACT WITH ENVIRONMENTAL CONTROL SYSTEMS, INC. FOR ASBESTOS REMOVAL WORK, OR REJECT THE UBRARY CONSTRUCTION BIDS , At the April 4th Council meeting, a City master plan for public buildings and the Ubrary project were discussed at length. Staff was asked to look Into a1tematlve financing programs for the Ubrary project. The City Manager presented an overview of costs Involved with different aitematlves which may be selected by Council. Altematlve 1, the existing project as proposed to the Council, Involves design fees and architects' and engineers' fees of approximately $400,000. The construction ofthe Ubrary will be approximately $4,700,000 to $5,100,000 depending on the aitematlve chosen, contingencies, etcetera, for a total project cost of around $5,000,000. This amount is exclusive of some of the furnishings, for which there is no money In the budget. Should Council choose not to go forward with the Ubrary project this evening, Altematlve 2 Is the analysis of the renovation of the building as it exists today to meet ADA and fire safety requirements. The architectural and engineering analysis will cost between $50,000 and $100,000 and take approximately 30 to 45 days. The analysis wlUlnclude the cost to renovate the building and make it consistent with the law. It will also answer the question, if Council does not go forward this evening and wants to do an expansion In the Mure, can the Mure design be overiayed on the existing floor plan and be added to Incrementally. Estimating modification costs at $2,500,000, adding architectural and engineering fees, and the cost of the first overview, the total could be In the area of $3,500,000 for renovations only. The time frame for this scenario from now until start of construction could be twelve months. In answer to Councllmember Lojeskrs question, the City Manager stated that the figure given for the base bid and guaranteed costs Includes asbestos removal. Councllmember Margett asked about fumiture, since it Is not budgeted as part of the project cost. The City Ubrarfan explained that tables and chairs are not funded. However, the Ubrary Board and Friends of the Ubrary are optimistic that fundralslng during the two years before project completion will be successful In supplyfng the necessary fumiture. Mayor Young asked If an expanded Ubrary will In turn require more maintenance and more employees. The City Ubrarlan Slated that there Is no anticipated Increase In staff and a very minimal Increase In maintenance costs. The new air conditioning/heating system would be very energy efficient. The Administrative Services Director gave an overview of a1tematlves available to fund the Ubrary project. In this particular situation, there are only two options, to pay cash or borrow money. A bank's rate for such a loan would probably be prime rate plus 2 percent, or 10 to 11 percent, which Is considerably higher than what the City would receive if the money were Invested, earning approximately 5 percent. Additional costs are Involved In a lease arrangement, which would be another way to borrow the money. After comparing the altematlves, the Administrative Services Director stated that In this case it would be prudent to pay cash rather than borrow the money. 3 4/11/95 ()')jCJ-?O c'J73v-70 37:0107 Mayor Pro tem Chang asked about the status of the City's financial situation should Council approve the Ubrary project. The City Manager assured him that City services would not I' be affected by expenditure of City money for this project, as the funds for capital construction, about $4,900,000. exist in the Facilities Construction Fund specifically for such a purpose. The budget for the next fiscal year is tight, but staff is working to close a $500,000 deficit by looking at revenue enhancements, new fees, and budget cuts. . However, expenditure of funds for the Ubrary project will not affect the budget. In response to Councilmember Margeit's question, the City Manager answered that if money In the Facilities Construction Fund Is used for the Ubrary construction, it would take a minimum of three years to bring the Fund back up to its current level, due to the Race Track's declining revenue. After discussion by Council, It was MOVED by Mayor Pro tem Chang, seconded by Councilmember Kuhn, and CARRIED on roll call vote as follows to AWARD the Ubrary construction base bid, Job No. 600, to Bernards Brothers, Inc., for $3,535,000; $58,711 for asbestos removal; and $201,454 for contingencies, for a total of approximately $3,800,000. AYES: NOES: ABSENT: Councilmembers Chang, Kuhn, Lojeskl, Margett, and Young None None Mayor Young presented six altematlve items to be acted on which were bid separately to the base bid from Bernards Brothers: (1) adding a brick veneer to the exterior walls where there Is a new addition; (2) providing a sloped tile roof where there Is a new addition; (3) adding a trellis extension at the front entrance; (4) permanent construction of book shelves; (5) less expensive cabinetry (however, the bid which was just awarded does indude cabinets); (6) using sod In lieu of hydroseed in order to complete the landscaping earlier. In answer to Councilmember Kuhn's question, the City Manager Slated that these items can be added to the Ubrary In the Mure, but they may cost more at that time. The City Attorney added that the bids for these items will be expiring on April 16, after which the contractor, Bemards Brothers, will not be bound by these prices. After discussion regarding Item No.1, adding brick veneer. $72,000, it was the consensus of Council to hold off on that expense, as a brick veneer can be added at any time in the future when there Is more money available. With regard ta Item No.2, it was MOVED by Mayor Pro tem Chang, seconded by Council member Margett, to approve the mansard sloped tile roof facade where there Is a new addition, In the amount of $66,000. AYES: NOES: ABSENT: Councilmembers Chang and Margett Councilmembers Kuhn, Lojeski, and Young None By consensus, It was Council's decision not to add a $54,000 trellis extension at the front entrance at this time (Item No.3). 4 4/11/95 I I I I I 01 J<-' .7CJ () 7,s,-, ,'I() 07,:"..;..,0 37:0108 The City Ubrarian explained that Item No.4, permanent construction of book shelves, was bid out separately in hope of getting a lower bid price. The old four foot high shelves cannot be reused because they are not seismically rated. Usa Sachs, project construction manager, explained that the sheiving is an additive alternate, but Is a necessity and not an option. The base bid of $3,535,000 does not Include the price of shelving. If Council does not approve this item, the City will have to bid It out to a separate contractor. At that point ' the bid may come in for the same amount or higher. The $167,000 bid price by Bernards Brothers for the book shelves was the lowest of the bids received. In an Independent estimate done by Ms. Sachs' company, cost of the book shelves came to $170,000. If Council approves the $167,000 for the book shelves as bid by Bernards Brothers, it will be added to the base bid price. It was MOVED by Councllmember Kuhn, seconded by Mayor Pro tem Chang, and CARRIED on roll call vote as follows to APPROVE the expenditure of $167,000 for permanent book shelves. AYES: Councllmembers Chang, Kuhn, Lojeskl, Margett, and Young NOES: None ABSENT: None Ms. Sachs clarified that Item No.5, less expensive cabinetry, Is a deductive item which Is currently Included In the $3,535,000 bid. If Council chooses to deduct this item, some non- essential cabinetry will be eliminated and there will be a cost savings of $10,000. It was MOVED by Councilmember Lojeskl, seconded by Mayor Pro tem Chang, and CARRIED on roll call vote as follows to deduct $10,000 for non-essential cabinetry from the base bid price at this time, to be added at a later date if the cabinetry Is stili desired. AYES: Council members Chang, Kuhn, Lojeskl, Margett, and Young NOES: None ABSENT: None Ms. Sachs explained that Item No.6, using sod In lieu of hydroseed In order to complete the landscaping, Is an additive item costing $18,000. The use of sod will provide a more flnlshed..Jooklng lawn upon opening of the completed Ubrary project; hydroseed will take longer to grow. The base bid price Includes the cost of hydroseed. It was MOVED by Mayor Pro tem Chang and seconded by Councllmember Kuhn to use sod In lieu of hydroseed in order to complete the landscaping earlier and, in Mayor Pro tem Chang's opinion, In order to make It better. AYES: Councilmemoors Chang and Kuhn NOES: Councllmembers Lojeskl, Margett, and Young ABSENT: None The City Manager summarized Council's authorizations: $3,535,000 base bid; approximately $201,454 for contingencies; $58,711 for asbestos removal work; $167,000 for book shelves, and a $10,000 reduction for less expensive cabinetry. Councllmember Lojeskl commented that while the planning and/or construction phase of the Ubrary project Is taking place, It would be helpful if those who will be Involved In the Ubrary Foundation fund.ralslng activities for Ubrary. fumiture would provtde Council with periodic reports. In addition to keeping Council abreast of the current situation, knowing what may be needed with regard to the new Ubrary will help with budget planning. At 8:55 p,m. Mayor Young announced a brief RECESS. The City Council RECONVENED at 9:05 p.m. 5 4/11/95 5. O//ll ~ "'-i '-, 37:0109 DISCUSSION AND DIRECTION REGARDING 1995.1997 WORK PROGRAM Consideration of the 1995-1997 proposed City Work Program. The concept behind the Program Is to give the community and the Council some sense of vision or direction as the City proceeds into the next century. The Work Program Includes the Mission Statement adopted by Council a year ago. The goals are a refinement of some tentative goals which .' staff has finalized into seven categories. Also included are specific Objectives from the various departments to meet the Mission Statement and the goals and objectives. I: Council reviewed and discussed Items in the proposed Work Program. Mayor Pro tem Chang thought the Ubrary renovation project should be Included under Objectives, No.5, Quality of Life. The City Manager responded that items listed are programs rather than construction projects, which would be In the Capital Improvement Program. The objective of ensuring that there are sufficient furnishings for the new Ubrary, a more definitive objective, is in the Work Program under Fiscal Responsibility. Council member Kuhn brought up the matter of developing and Implementing a Building Replacement Fund, which could be placed under "Fiscal Responsibility." The City Manager stated It could be made a fiscal objective to develop, for Council's consideration, a Building Replacement Fund or Program. He explained that this would not Involve raising new money as In taxes or assessments; merely allocating revenue to the Building Replacement Fund. Staff will prepare the Building Replacement Fund item and return it for Council's review. With reference to Increasing business license fees, Councilmember Lojeskl Slated he does not agree with raising the business license tax. It Is not fair to small businesses to tax them aCCOrding to their gross receipts at a time when the City should be pro-business. The City 1 Manager Slated that fees should relate, by State law, to the cost of processing the permit and license. The City Attomey added that some fees are related to revenue raising, some are tied more closely to regulation, for example, a tarot card business, and some are a mix of revenue raising and regulatory. The City Manager suggested that before anything is done with regard to this objective, business license fees be reviewed at a study session, at which time staff could be given direction. The City Attorney commented that, for Councirs review and reference, fees could be classified into categories of revenue raising, regulatory, and mixed. Council member Kuhn asked about the feasibility of adding a Residential Emergency Program to the category of Public Safety, such as the Emergency Business Resumption Program already In that category. The Arcadia Board of Realtors has approached her about establishing such a program. The City Manager stated it will be added as an objective, and an effort will be made to get the program Slarted. Referring to the objective of evaluating a1tematlves to the pre-employment physical examination, Council member Lojeskl asked if the pre-employment physlc81 was going to be eliminated. The Human Resources Manager replied "no"; the City is making an effort to review what Is currently being done regarding pre-employment and why. Perhaps other characteristics should be measured before an Individual is hired. With regard to the objective of requiring a no-fee business license from Insurance agents in the City to complete the City's records of businesses within the community, Councllmember Lojeskl Inquired why this would be necessary. The City Manager stated that it would be useful for the City and residents to have a list of the agents located In the City. Also, the information . will be helpful In the event State law Is changed and Insurance agents are assessed a I business license fee. 6 4/11/95 I I I ADJOURN- MENT ATTEST: Ju 37:0110 Council member Lojeskl commented that the Item In the category of Fiscal Responsibility which suggests raising funds for Ubrary fumlshings does not seem to be appropriate. It appears as though It is the City's responsibility, rather than the Ubrary Foundation, to do fund raising. It was decided to change the Item to read, 'Monltor the Ubrary Foundation's efforts to raise the necessary funds....., and to Include the operations and services of the, Library, not just the equipment. . The City Manager commented that wordage would be changed for the item, 'Conduct Inventories of alleged dangerous conditions of public property..... This will be an 'ongolng' project. Councilmember Lojeskl referred to the Item listed under Public Safety regarding exploring the feasibility of acquiring vacant land for a future Fire Department training site. It might more accurately state that this will be discussed with neighboring cities, since Arcadia has no vacant sites available. He also suggested ongoing discussions with neighboring cities, such as Sierra Madre as an example, In perhaps joining to do other public safety services for them, such as fire and pollee services. The DIaI-a-Rlde service has some validity also. This may be a way for the City to make money and for other cities to save money. The City Manager Slated that such offers have been made In the past, and it will be added to the list of objectives that such offers for coordination of services will be continued. The Assistant Recreation Director clarified for Councilmember Lojeskl that the goal to Implement a summer outdoor concert series does not mean rock concerts. It Is planned to have a community concert band conduct a free concert series on the patla at the Community Center. Councilmember Lojeskl asked whether It was necessary to update aerial maps of the City. The City Manager replied that certain sections of the City, such as the Race Track and downtown area, are In need of updating. It was agreed to hold off on this until after the downtown Improvement project Is completed. The Assistant Recreation Director commented that there will be an expansion of evening classes for adults at the Community Center. Classes will be designed specifically for working seniors, and will be scheduled so as not to Interfere with the rental usage of the Community Center. Council member Lojeskl stated that there were two people whom he would like Slaff to contact regarding possible appointment to the Handicap Accessibility Appeals Board: Bob WIeland and Pan Baltz. Names will be submitted at the next Council meeting for appointment to this board. Staff will revise the 1995.1997 Work Program with Council's suggested changes, and will bring it back formally for adoption at a future meeting. It will be used as a basis for the budget. AI 7:30 p.m. the Adjourned Regular Meeting (Study Session) ADJOURNED to 7:00 p.m., Tuesday, April 18, 1995, In the Council Chambers for a Regular Meeting to conduct the business of the City Council and the Arcadia Redevelopment Agency and any Closed Session necessary to discuss personnel, litigation matters and evaluation of properties. of Arcadia 4/11/95 .,