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Home My WebLink AboutNovember 2, 2004E7W ROLL CALL: A G E N D A Arcadia City Council and Redevelopment Agency Meeting November 2, 2004 6:00 p.m. Council Chambers Conference Room Map . M- YiAWN-W City Council /Agency Members: Chandler, Marshall, Segal, Wuo and Kovacic TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL/REDEVELOPMENT AGENCY (NON- PUBLIC HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) STUDY SESSION a. Single Family Residential Architectural Design Guidelines Recommendation: Provide direction 7:00 p.m. Council Chambers WCmul7e-K. I II DWI PLEDGE OF ALLEGIANCE ROLL CALL: Council Members /Agency Members: Chandler, Marshall, Segal, Wuo and Kovacic 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDAITEMS MOTION: Read all Ordinances and Resolutions by title only and waive reading in full 3. PRESENTATION of Proclamation to Arcadia Festival of Bands TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE CITY COUNCIL/REDEVELOPMENT AGENCY (NON- PUBLIC HEARING /FIVE- MINUTE TIME LIMIT PER PERSON) LASER IMAGED Gary A. Kovacic, Mayor . John Wuo, Mayor Pro tempore . Roger Chandler, Gail A. Marshall, Mickey Segal, Council Members William R. Kelly, City Manager Jim Barrows, City Clerk ❑ ❑a PPryyiY9 WELCOME TO YOUR CITY COUNCIL MEETING Thank you for attending an Arcadia City Council meeting. The following information is provided to make the meeting a more meaningful and understandable event. The City of Arcadia is governed by a five - member City Council, which also serves as the Redevelopment Agency. Every even - numbered year, either two or three Council Members are elected at large to serve four -year terms. The City Council elects, from its membership, a Mayor to serve as the presiding officer for a one -year period. The City Manager is employed by the City Council to carry out its policies and to serve as the Chief Executive Officer of the City and the Executive Director of the Redevelopment Agency. REGULAR CITY COUNCIL MEETINGS are held on the first and third Tuesdays of the month at 7:00 p.m. in the Council Chambers located at 240 W. Huntington Drive. Meetings are broadcast live on cable channel 20 and replayed at various times in the following weeks. From time to time, special meetings are scheduled for specific purposes. The City Council follows a regular order of business, as provided in the agenda for each meeting. The agenda is prepared and made available to the public 72 hours in advance of the meeting. Full agenda packages are available for review prior to the meeting in the City Clerk's Office at City Hall and at the Arcadia Public Library. CITIZEN PARTICIPATION is invited at all City Council meetings. At each regular meeting, time is reserved for those in the audience who wish to address the City Council on any matter. There is a five - minute time limit per person. Please be aware that, pursuant to the provisions of the Brown Act, the City Council is prohibited from taking action on any issue not listed on the agenda, unless an emergency exists requiring City Council action or an urgent need for action arises after the agenda is published. Time is also reserved for individuals wishing to address the City Council about a scheduled "Public Hearing" item. With respect to Public Hearings, persons addressing the City Council should limit their remarks to the matter under consideration. CONSENT CALENDAR items are considered to be routine in nature and may be enacted by one motion. There is no separate discussion on these items unless a Council Member so requests. An ORDINANCE is a City law which can only be amended or repealed by adoption of another Ordinance. A proposed Ordinance requires two readings —an introduction and an adoption —at separate City Council meetings. Ordinances become effective 30 days after adoption. A RESOLUTION is an official statement of City Council policy, directs certain administrative or legal action, or embodies a public City Council statement. A Resolution is adopted the same night it is proposed. Once adopted, it remains City Council policy unless changed by a subsequent Resolution. In compliance with the. AMERICANS WITH DISABILITIES ACT, if you need special assistance to participate in a City Council meeting, please contact the City Manager's Office at (626) 574 -5401 at least three (3) working days before the meeting or time when special services are needed. This notification will help City staff in making reasonable arrangements to provide you with access to the meeting. 4. MATTERS FROM ELECTED OFFICIALS City Council Reports / Announcements /Statements/Future Agenda Items 5. CONSENT — REDEVELOPMENT AGENCY a. Minutes of the October 19, 2004 regular meeting Recommendation: Approve CONSENT — CITY COUNCIL b. Minutes of the October 19, 2004 regular meeting Recommendation: Approve C. Ordinance No. 2201 amending various sections to Article IX (Conditional Uses) of the Arcadia Municipal Code relating to an automated self - service car wash Recommendation: Adopt d. Assignment Agreement between Peek Services — USA/Signal Maintenance, Incorporated, Republic Electric and the City of Arcadia Recommendation: Approve the Assignment of Agreement from Peek Services — USA/Signal Maintenance, Incorporated to Republic Electric e. Special Use Permit Recommendation: Authorize the City Manager to execute a special use permit granted by the United States Department of Agriculture Forest Service for the continued use of a 10 inch pipeline and fire service meter that enters National Forest Service land f. Wilderness Park pumping station and sewer nineline connection Recommendation: Accept all work performed by Denboer Engineering & Construction, Incorporated for the Wilderness Park Pumping Station and Sewer Pipeline Connection Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $17,849.98 g. Laborato trig services of City water samples Recommendation: Award a one (1) year contract extension in the amount of $32,000.00 to Truesdail Laboratories, Incorporated for laboratory testing services of City water samples 2 h. 2003/2004 Concrete Repair Project Recommendation: Accept all work performed by CJ Construction, Incorporated for the 2003/2004 Concrete Repair Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $11,566.58 i. $6,000.00 _grant from the California State Library for Global Languages Materials Recommendation: Accept the grant 6. CITY MANAGER a. Gold Line Phase II Station Design and Art Review Committee Recommendation: Appoint a five - member committee comprised of City staff and/or community members to serve as the City of Arcadia representatives on the committee ADJOURN the City Council/Redevelopment Agency to November 16, 2004 at 6:00 p.m., Council Chambers Conference Room ANNOTATED COUNCIL AGENDA — CITY OF ARCADIA TUESDAY, NOVEMBER 2, 2004 ITEM NO. DESCRIPTION ACTION MOTION — ORDINANCES AND RESOLUTIONS TO BE READ BY TITLE ONLY It was moved by Council Member Chandler and seconded by Council Member Approved Marshall then carried without objection that Ordinances and Resolutions be read 5 -0 by title only and that the reading in full be waived. 5.a. CONSENT AGENDA ( ARCADIA REDEVELOPMENT AGENCY): Approved Request for approval of the minutes of the October 19, 2004 Regular Meeting. 5 -0 S. b. CONSENT AGENDA (COUNCIL): Approved Request for approval of the minutes of the October 19, 2004 Regular Meeting. 5 -0 S. C. Adopt an Ordinance of the City Council of the City of Arcadia, California, amending various sections of Article IX (Conditional Uses) of the Arcadia Approved Municipal Code relating to an automated self- service car wash. 5 -0 5. d. Approve the transfer Assignment and Assumption Agreement that assigns and transfers to Republic Energy all of Signal Maintenance Inc. rights and Approved obligations under the current agreement with the City. 5 -0 5. e. Authorize the City Manager to execute a special use permit granted by the U.S. Department of Agriculture Forest Service for the continued use of a 10- Approved inch pipeline, check valve and meter that enters National Forest System land. 5 -0 5. f. Accept all work performed by Denboer Engineering & Construction, Inc. for the Wilderness Park Pumping Station and Sewer Pipeline Connection Project as Approved complete; authorize final payment to be made in accordance with the contract 5 -0 documents, subject to a retention of $17,849.98. 5. g. Award a one (1) year contract extension in the amount of $32,000 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water Approved samples; authorize the City Manager and City Clerk to execute a contract 5 -0 extension. in a form approved by the City Attorney. 5. h. Accept all work performed by Cl Construction, Inc. for the 2003/2004 Concrete Repair Project as complete; authorize final payment to be made in Approved accordance with the contract documents, subject to a retention of $11,566.58. 5 -0 S. L Accept the grant of $6,000 to the Arcadia Public Library from the California State Library LSTA Global Languages grant. Approved 5 -0 6. a Appoint a five (5) member committee comprised of community members to serve as the City of Arcadia representatives on the Gold Line Phase II Station Approved Design and Art Review Committee. 5 -0 Page 1 of 1 LASER IMAGED ROLL CALL •s L 46:0162 CITY COUNCIL OF THE CITY OF ARCADIA and the ARCADIA REDEVELOPMENT AGENCY REGULAR MEETING TUESDAY, NOVEMBER 2, 2004 MINUTES Audio and video tape copies of the City Council /Redevelopment Agency proceedings are on file in the office of the City Clerk The City Council and Arcadia Redevelopment Agency met in a Regular Meeting on Tuesday, November 2, 2004, 6:00 p.m. in the Council Chamber Conference Room pursuant to the previously adjourned Regular Meeting. PRESENT: Council /Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ABSENT: None. TIME RESERVED FOR AUDIENCE PARTICIPATION STUDY SESSION a, Don Penman, Assistant City Manager /Development Services Director and Donna Butler, Community Development, Administrator, presented the staff report on Single Family Residential Architectural Design Guidelines; The Planning Commission, at their September 14, 2004 meeting recommended that the amended version of staff's architectural design review guidelines be forwarded to the City Council; The Commission further recommended that, if adopted, design review be conducted by the Development Services Department for all new projects and additions and /or exterior alterations requiring building permits. Staff requested direction from Council on the following issues: (1): Does the Council authorize design review for single family dwellings ?; and (2): If design review is authorized, should staff or an outside committee conduct the review ?; and (3) should the permit process be the "threshold" by which design review is initiated. After discussion the City Council requested that staff continue working on the design review guidelines with the following direction: use Development Services Department staff as the appropriate authority to conduct design review, use the permit process'as the threshold by which single family residential architectural design review is conducted, and return the revised guidelines to the Planning Commission for review and public hearing. The issues of noticing and appeal were not concluded and will be discussed at a future date. The final draft policy should be returned to the City Council on a future agenda for public hearing and review. REODNVBVE The Regular Meeting of the City Council and Arcadia Redevelopment Agency was REQAARMEEnNG reconvened in the City Council Chamber at 7:05 p.m. PAIMTION Revered Jeremiah Chen, Evangelical Formosan Church of Arcadia PLEDGE OF Tom Landes, Arcadia High School Band Director ALLEGIANCE ROLL CALL PRESENT: Council /Agency Members Chandler, Marshall, Segal, Wuo and Kovacic ,ABSENT: None. - 11/2/04 LASER IMAGED 46:0163 2. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None. MOTION - ORD. & It was moved by Council Member Chandler and seconded by Council Member Marshall RES. READ BY TITLE then carried without objection that Ordinances and Resolutions be read by title only ONLY and that the reading in full be waived. REPORT FROM THE STUDY SESSION Steve Deitsch, City Attorney, reported that the Council conducted a study session on Single Family Design Review. There was no formal action taken by the Council during the study session. 3. PRESENTATION of proclamation to Arcadia Festival of Bands Tom Lee, representing the Arcadia Festival of Bands, noted that the fundraiser benefits band activities at all Arcadia schools, and is only possible through the participation of the City Council and various City departments, as well as the hundreds of private entities and volunteers in the community; he encouraged the public to participate in the event slated to take place on November 20, 2004. TIME RESERVED FOR AUDIENCE PARTICIPATION Russ Garside, president -elect of the Arcadia Chamber of Commerce, appeared to thank the Arcadia Police Department for the security provided at the Chamber's Annual.Fall Carnival in County Park. 4. MATTERS FROM ELECTED OFFICIALS COUNCIL MEMBER Council Member Marshall thanked David Lee for his efforts regarding the Arcadia MARSHALL Festival of Bands; encouraged all members of the public to vote; her thought for the day was a quote from Walt Whitman, "I know nothing grander, better exercise, better digestion, more positive proof of the past, the triumphant result of faith in human kind, than a well- contested American national election." COUNCIL MEMBER Council Member Segal had no comments. SEGAL COUNCIL MEMBER Council Member had no comments. CHANDLER COUNCIL MEMBER Council Member Wuo thanked David Lee for his efforts regarding the Arcadia Festival of WUO Bands. CITY CLERK City Clerk Jim Barrows thanked the City Clerk's office for their efforts regarding ]IM BARROWS assisting Arcadia residents with the national election. MAYOR KOVACIC Mayor Kovacic thanked David Lee for his efforts regarding the Arcadia Festival of Bands and also asked that Arcadians remember Leonard Hall and Paul DeLeon, both graduates of.Arcadia High School, who are currently serving in Iraq. . 11/2/04 2 46:0164 5. CONSENT AGENDA — REDEVELOPMENT AGENCY The Consent Agenda items were read as follows by the Executive Director: a. MINUTES Request for approval of the minutes of the October 19, 2004 Regular Meeting. (Redev. Agency) MOTION - CONSENT It was moved by Agency Member Chandler and seconded by Agency Member Marshall, AGENDA then carried on roll call vote to approve item 5.a. on the Arcadia Redevelopment Agency consent calendar. ROLL CALL AYES: Agency Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None CONSENT AGENDA — CITY COUNCIL The Consent Agenda items were read as follows by the City Manager: b. Request for approval of the minutes of the October 19, 2004 Regular Meeting. C. Adopt an Ordinance of the City Council of the City of Arcadia, California, amending various sections of Article IX (Conditional Uses) of the Arcadia Municipal Code relating to an automated self - service car wash. d. Approve the transfer Assignment and Assumption Agreement that assigns and transfers to Republic Energy all of Signal Maintenance Inc. rights and obligations under the current agreement with the City. e. Authorize the City Manager to execute a special use permit granted by the U.S. Department of Agriculture Forest Service for the continued use of a 10 -inch pipeline, check valve and meter that enters National Forest System land. f. Accept all work performed by Denboer Engineering & Construction, Inc. for the Wilderness Park Pumping Station and Sewer Pipeline Connection Project as complete; authorize final payment to be made in accordance with the contract documents, subject to a retention of $17,849.98. g. Award a one (1) year contract extension in the amount of $32,000 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water samples; authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. h. Accept all work performed by 0 Construction, Inc. for the 2003/2004 Concrete Repair Project as complete; authorize final payment to be made in accordance with the contract documents, subject to a retention of $11,566.58. i. Accept the grant of $6,000 to the Arcadia Public Library from the California State Library . LSTA Global Languages grant. MOTION It was moved by Council Member Chandler and seconded by Council Member Marshall, CONSENT AGENDA then carried on roll call vote to approve items 5.b through 5. i. on the City Council consent calendar. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None. 11/2/04 46:0165 6.' CITY MANAGER a. Don Penman, Assistant City Manager /Development Services Director presented the staff report. In 2000, the San Gabriel, Valley Council of Governments (SGVCOG) and the Pasadena Blue Line Construction Authority agreed to work as a team to secure federal funds and begin efforts for extension of the Metro Gold Line Phase II Foothill Extension light rail line system through the eastern San Gabriel Valley. The Authority is requesting that each city located on the Gold line light rail corridor establish a Station Design and Art Review Committee which will work to select design features and art work that complements the City's environment, history and character. Staff recommends that the Arcadia City Council create a Station Design and Art Review Committee comprised of five (5) members for the Arcadia Gold Line Multi -Modal Transit Station, and designate staff and /or community members to serve as the City's representatives on the committee. Mayor Kovacic noted that as the City's representative to the Gold Line Authority, he recommends that the City become involved early in the artwork process in order to retain effective participation in the final product. After discussion on this item, the Council determined that they would each select a member of the community to serve on the committee and place the nominations for approval on the Council's next meeting agenda. In response to a question from the Council, City Manager Bill Kelly noted that City staff would remain as ex- officio members of the committee and would provide support to Arcadia's committee representatives. MOTION A motion was made by Council Member Marshall and seconded by Council Member Segal to authorize each City Council members to nominate one (1) community member to the Station Design and Art Review Committee and to return the names at the next Council meeting for final approval. ROLL CALL AYES: Council Members Chandler, Marshall, Segal, Wuo and Kovacic NOES: None. ADJOURNMENT Noting no additional business, at 8:00 p.m. the City Council /Redevelopment Agency (to November 16, adjourned its Regular Meeting in memory of William Watt and Ernest Sanchez to 2004, November 16, 2004 at 6:00 p.m. in the Council Chamber for the Council's next Regular 6:00 p.m.) Meeting. by: James Barrows, City Clerk V/&_F4.or Vida Tolman, Chief Deputy City Clerk 11/2/04 4 l�Y�• r, eve r'` STAFF REPORT: Development Services Department November 2, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director Donna L. Butler, Community Development Administrator SUBJECT: PLANNING COMMISSION RECOMMENDATIONS SINGLE- FAMILY ARCHITECTURAL DESIGN REVIEW 0 SUMMARY On August 10, 2004 the Planning Commission conducted a study session to discuss single - family architectural design review. The Planning Commission recommended some changes to the.proposed guidelines and requested that staff provide some options relative to what should be subject to design review, for consideration at the September 14 meeting. The Commission at its September 14 meeting recommended that the architectural design review guidelines be forwarded to the City Council as set forth in the August 10th draft with the changes noted in "red ". The Commission further recommended that, if adopted, design review be conducted by the Development Services Department for all new projects and additions and /or exterior alterations requiring building permits. DISCUSSION The Planning Commission discussion regarding design review focused on four primary issues: 1. Should the City adopt design review guidelines for single family residential • areas; LASER IMAGED 2. The text of the draft guidelines prepared by staff; 3. What should be subject to design review; and 4. The procedures for design review, i.e., Development Services Department staff vs. a formal design review committee. GENERAL INFORMATION The draft architectural design review guidelines were presented to the City Council on July 1, 2004. The City Council briefly discussed the guidelines and requested further input from the Planning Commission. The Planning Commission conducted a study session on August 10 and continued discussion to September 14, 2004. Summary of recommended Guidelines The guidelines as drafted would apply to new dwellings, additions and exterior alterations to existing dwellings. The purpose of the guidelines is: • 1. To be used as a tool to effectively communicate to a homeowner /builder "a clearer understanding of acceptable design solutions ". 2. To establish standards for new homes and additions to existing homes, that address mass, scale and other design features to encourage compatibility with surrounding development. 3. To ensure the architectural integrity of a dwelling. 4. To encourage design that is sensitive to both the site and the neighborhood. 5. To encourage improvements that respect or improve neighborhood character. 6. To encourage excellence in architectural design to enhance the visual environment of the city, preserve and protect property values and the character of the community. 7. To promote quality designs that have been carefully considered and that have well integrated features rather than tacked -on details. • The Guidelines would be utilized to provide homeowners /builders with a clear understanding of acceptable architectural designs that provide high architectural SF ADR November 2, 2004 Page 2 • quality and address mass, scale and other design features with surrounding development. The proposed guidelines recommend an administrative review process where all plans would be reviewed by the Development Services Department staff similar to the process used for multiple - family and commercial /industrial design review. If an agreement cannot be reached between the applicant and the staff, the applicant may appeal the staff's decision to the Planning Commission and then to the City Council. In addition, the Development Services Department has two architectural firms that currently assist in the multiple family and commercial/ industrial design reviews that could help, when necessary, with single - family design review. In the homeowner association areas, the responsibility for design review is proposed to remain with the HOA's, and the guidelines may be used to assist the associations in their design review process. None of the City's proposed guidelines are in conflict with the HOA guidelines. PLANNING COMMISSION'S RECOMMENDATIONS The Planning Commission at their September 14 meeting voted to forward the architectural design review guidelines to the City Council with the minor revisions • noted (see attached guidelines). The following are comments regarding each of the issues identified on pages 1 and 2 of this report. Should the City adopt design review guidelines for single family residential areas? It was the consensus of the Commission that the City should proceed with design review for single family dwellings based on the recommended changes. The Commission had the following comments that relate specifically to the concept of design review: Commissioner Olson commented that he did not like architectural design review because it is very subjective, however, he liked the idea of conveying to applicants and builders what looks good and makes sense and will add value to the neighborhood and thought what was being proposed was appropriate with minor changes. Currently there is no consideration of how something will affect the neighborhood. He preferred keeping review at staff level. • Commissioner Hsu preferred mandatory design standards that would be set forth in the zoning ordinance in lieu of design guidelines. His concern was that guidelines can be too subjective. Mandatory guidelines employ the word "shall" and are intended to be mandatory and applied as stated. These become part of the Municipal Code and there is no discretion in the SF ADR November 2, 2004 Page 3 • review process. The standards are similar to zoning regulations and design would be reviewed as part of the normal plan check process. The text of the draft design guidelines The Commission noted that the majority of the City does not have a homogenous style and, therefore, the guidelines should be worded to avoid recommendations that specifically state that the architectural design of structures should be visually harmonious with the surrounding development and emphasize that the "materials and colors and scale" should be harmonious. With some minor changes, the Commission recommended approval of the design guidelines as written. What should be subject to design review? The Planning ,Commission discussed some of the following options in regards to this issue: 1. Require design review for all new construction, exterior alterations and /or additions, including window replacement. • 2. Consider an option called "tiering ". Tiering provides "exceptions or exemptions" to the design review process. The following are some examples of tiering that range from excluding minor window change outs to "exceptions or exemptions" including additions /alterations: o New or replacement roofs. o Construction work or labor on structures for replacement or repair that uses the same materials and colors and which does not alter the design of the structure. o Replacement of windows and doors. o Alterations or additions to any existing building which propose an increase in floor and/or garage area less than "x" amount of sq. ft. and do not propose an additional story and /or a change to a fagade directly facing a street. o Accessory buildings that do not exceed "x" sq. ft. and are compatible in design with the same buildings on the lot through color, materials, roof type and architectural style. SF ADR November 2, 2004 Page 4 • • New detached residential garage or additions or alterations to a detached garage provided that the garage is compatible in design and materials with the existing dwelling. • Minor projects not more than one story in height; not readily visible from the street or prominently visible to any adjoining properties and not more than "x" square feet in area or more than "x "% of the existing structure. The Planning Commission had the following comments: • Commissioner Lucas felt architectural design review should be required on all new construction, exterior alterations and /or additions, including roofs and window replacements. • Commissioner Olson was concerned with having everything subject to design review. He cited the issue of door replacement, window change outs, repairs and replacements. • Chairman Baderian (written statement) preferred a "tiering process ". • General concern was expressed regarding enforcement of design review • for improvements that people do not typically get permits for such as window change outs, door replacement, addition of exterior siding, etc. • • Roofing was another issue of whether or not design review was appropriate because there is no standard type of roof material throughout the residential areas not located in an HOA and there are so many different types of roof material. Ultimately, the Commission voted to recommend that items requiring building permits should be subject to architectural design review. The procedures for design review - staff vs. a formal design review board It was the consensus of the Commission that Development Services Department staff should process design review. STAFFING /REVIEW PROCESS TIMEFRAME During the past two fiscal years the following single- family construction activity has taken place: SF ADR November 2, 2004 Page 5 0 Types of FY 2003- HOA Net lJnits}r FY 2002- HOA NelsUhills '; Construction 2004 Areas • ^: 103,0'M .i} 2003 Areas 4s x02 03 New Dwellin s 60 6 °x54- 86 4 i "_' 823 Remodels 337 102 T X'235 E= = 312 93 ka. IZI9' Total Net Units outside HOA 397 108 398 97 301 n a area These numbers do not reflect over the counter review of exterior changes such as windows, exterior wall treatment, etc. Based on the single - family building activity in the past twelve month period for 2003 -2004, there could be an average of over five (5) single - family design review applications submitted each week for projects not within a homeowners' association area. This is in addition to the multiple - family and commercial/ industrial projects currently subject to design review. Although it is difficult to estimate the amount of staff time that will be required to manage a single - family design review program, the Development Services Department estimates at this time it would likely require the addition of one new full time planner position. A cost allocation analysis will need to be conducted to determine an appropriate fee for single - family design review. Staff would anticipate that a normal review process would probably add one month to the • overall entitlement process, though this could be less for simple additions and longer should there be disagreement between staff and homeowners /developers. • ACTION The City Council should review the recommendations of the Planning Commission and if the City Council determines that design review for single family dwellings is appropriate, direct staff to proceed with preparing the appropriate text amendment, incorporating the requirement for design review in the Arcadia Municipal Code and finalize the design review guidelines for single family dwellings not within homeowner association and schedule public hearings before the Planning Commission and the City Council. Approved: --=4 William R. Kelly, City Manager Attachments: Design guidelines as amended by the Planning Commission SF ADR November 2, 2004 Page 6 0 The purpose of the Design Review Guidelines in conjunction with the City's zoning regulations is to promote quality development and identify good general design principles in Arcadia that will: 1. Contribute to a positive physical image and identity of single - family residential development. 2. Encourage design that is sensitive to both the site and its surroundings. 3. Provide guidance for the orderly development of the City and promote high quality development. 4. Ensure that the wehiteeVaFg design of swaetffes and thei materials and colors are visually harmonious with surrounding development. 5. Encourage improvements that respect or improve neighborhood character. .6. Encourage excellence in architectural design to enhance the visual environment of the city, preserve and protect property values, the character of the community, and mitigate against degradation and depreciation. 7. Promote and protect the health, safety, comfort and general welfare of the community, to promote • the standards of appearance in the community and encourage the appropriate use of land within the City. The interpretation and implementation of the design guidelines should be based on the above purposes. Projects that are reviewed for compliance with the design guidelines should meet the intent of the above purposes. The guidelines do not seek to impose an overriding style, a limited color palette, or an artificial theme, but seek to promote the positive design characteristics existing throughout the City. The goal is to promote quality designs that have been carefully considered. It is intended to promote designs that have well integrated features rather than tacked -on details. The guidelines are less quantitative than mandatory development standards and may be interpreted with some flexibility in their application to specific projects. The intention of architectural design review is to identify good general design principles. However, the following are some specific design and development issues that have become a concern to the community relating to new single - family development. • 1. Compatibility of design with the neighborhood. 8/13/04 revised SF Residential Guidelines 1 2. Mass and scale of houses in relation to existing structures and the predominant structures in the neighborhood. 3. Color schemes and use of materials that are incompatible with the predominant colors in the neighborhood or generally accepted design principles. These guidelines are intended to be used to generally influence the design of single - family dwellings and accessory buildings. The guidelines should be used as a starting point for the creative design process and should not be looked upon as the only solution for design. Design approval is required for all single - family dwellings prior to issuance of a Building Permit for any exterior work on a dwelling. The guidelines also apply to painting of buildings in terms of compatibility and harmony with the neighborhood. The provisions do not apply to building permits for work which is located entirely within a building. ATION OF • To aid in the interpretation of these guidelines, a development applicant should understand the meaning of "should ", "encouraged ", and "discouraged ". • Guidelines that employ the word "should" are intended to express the City's desire and expectation. An alternative measure may be considered, however, if it meets or exceeds the intent of the guideline. Guidelines using the words "encouraged" or "discouraged" are meant to express a more or less desirable design solution. TIONSHIP TO DESIGN IEW PROCESS The key to a successful residential project in Arcadia is to assure its compatibility with the surrounding dwellings in the neighborhood and in the case of a building addition, with the existing building. Compatibility includes such terms as "architectural style, mass, scale, orientation, setback and architectural elements such as texture, color and building materials ".. The Design Guidelines will be utilized during the City's development review process to encourage the highest level of design quality and at the same time provide the flexibility necessary to encourage creativity on the part of project designers in response to existing site conditions. 8/13/04 revised SF Residential Guidelines 2 .Proposals for a new dwelling or additions or alterations to an existing dwelling must follow a development review process set forth in the guidelines in order to complete site and building improvements. COPE AND AUTHORITY The following guidelines should be reviewed prior to beginning a project design. Design review consists of three steps: 1.. Preliminary consultation between the project sponsor and the Development Services Department staff to discuss the zoning requirements and the design guidelines and criteria applicable to the site and use. 2. Design concept review by the Development Services Department as provided for in the code. 3. Final design review during the Plan Check process by the Development Services Department for consistency with the plans approved during the design review stage. fEJEENERAL DESIGN CRITERIA • OR ALL PROJECTS New dwellings should incorporate a defined (known) architectural style harmonious with those found on other dwellings in the neighborhood. This is not meant to inhibit the use of design flexibility, but to encourage dwellings that "fit' into the neighborhood and enhance the character of the neighborhood. Additions should be integrated with the existing house so that it appears to have always existed. The shape and proportions, overall massing, roof slope, exterior materials and colors, even the types of windows will contribute to the success of an addition or alteration. Two -story additions should be should be designed to appear like it was part of the original house to eliminate having a "pop -up" appearance from public view. When designing a new dwelling or an addition the following should be taken into consideration: • Minimize the visual impact of a new dwelling and related architectural features on adjacent properties. • Attempt to locate taller sections of buildings where they will not obstruct sunlight to adjacent gardens, patios or rooms. • Second floor balconies and decks should be designed and located to minimize the loss of privacy for neighboring properties. • • The mass and height of a new building should blend well with neighboring structures and not overwhelm them with disproportionate size or a design that is out of character. 8/13/04 revised SF Residential Guidelines 3 g 1 i� IM -� Site planning refers to the arrangement and relationships of buildings, open space, landscape and other associated uses to one another. How well a building fits with its site contributes to the success of a project. An effective site plan should reflect the natural attributes of the site while maintaining compatibility with the neighborhood. The following are general guidelines for site development: 1. Natural amenities such as views, trees and similar features unique to the site should be preserved and incorporated into development proposals. 2. The location, configuration, size, and design of new buildings and structures, or the alteration or enlargement of existing structures shall be visually harmonious with their sites and compatible with the character and quality of surrounding sites, buildings, and structures. 3. The height and bulk of proposed dwellings and structures on the site should be in scale and in proportion with the height and bulk of dwellings and structures on surrounding sites, and should not visually dominate their sites or not be disproportionate in size with other dwellings in the neighborhood. 4. The design of the buildings, driveways, parking areas, landscaping, lighting, solar facilities, and • other site features should show proper consideration for the visual effect of the development upon other properties from the view of the public rights -of -way and from eye level at grade on the adjoining properties. 5. The design of a new house should not maximize the allowable lot coverage. It should provide ample open space around a structure and incorporate a variable footprint within the required setbacks. This will result in a more interesting structure, allow for sunlight and air, provide privacy and preserve the character of the neighborhood. DESIGN New Dwellings There is no specific architectural "theme" required for residential structures in Arcadia. In general, new dwellings should be compatible with the height, setback, proportion and scale of the houses in the neighborhood. The following are some general guidelines for site planning. 1. Development of new dwellings should respect the natural features and assets of the site including land forms and trees. Site design that requires altering land forms and removing trees is strongly discouraged. • 2. The front entry should be well defined and in scale with the house and not distract attention from the rest of the house. 8/13/04 revised SF Residential Guidelines 4 • 3. The architectural style and design of building elements including building proportions, exterior siding or facade treatment, roof pitch, style and materials, door and window style and materials, color and texture should be consistent within itself and complementary with the neighborhood. • Additions, New Accessory Buildings, Patios and Garages 1.. Additions and new accessory buildings should be architecturally compatible with the existing dwelling on the property and in harmony with the neighborhood. 2. Garages should not dominate the street. If a garage faces a street, windows and other architectural detailing should be used on garage doors to reduce their blank wall impact and scale. 3. An addition should complement and balance the overall form, mass and composition of the existing dwelling on the property. 4. Building elements for additions and new accessory structures such as roof pitch and style, building proportions, exterior siding and roofing materials, door and window styles and materials, color and texture should match the existing primary structure on the property. 5. Patio covers should incorporate exterior building materials and colors commonly found throughout the primary structure on the property. COMPOSITION The building base should visually anchor the building, establishing a strong connection to the ground and the site. The base of the building should appear more massive than the upper stories. The upper stories of the building should exhibit a lighter character than the base, possibly by reducing floor area and building mass. Architectural details on the upper stories should be at a scale that relates to the overall building composition. As a general rule, massing and details should be simple and proportionate to the scale of the building. Mass, Scale and Volume The mass of a structure is attributed to its floor area, height, relationship to the site and the design of its architectural details. Structures that are out of scale with the neighborhood, with large, blank, flat surfaces and insufficient open space and mature landscaping can appear out of place and incompatible with their surroundings. The following guidelines help reduce excessive mass and scale. 1. New dwellings and additions should be compatible in mass and scale to surrounding buildings in • the neighborhood and with the natural site features. A finished project should convey a sense of human scale. 8/13/04 revised SF Residential Guidelines 2. Buildings should maintain a proportional relationship to buildings on adjoining properties. Through the use of similar proportions and details, buildings should follow the established scale of the existing streetscape. 3. Architectural elements such as simple roof forms, facade articulation, roof breaks, walls with textured materials and ornamental details and incorporation of landscaping, add visual interest and reduces scale. 4. To reduce building volume, understated entries and low pitched roofs are strongly encouraged to help give a sense of human scale to dwellings. 5. Second floor balconies and small decks accented with landscaping can reduce the visual impact of two -story structures. 6. First and second floor plate heights should be consistent with those established on other dwellings in the neighborhood. 7. Architectural elements should be designed to eliminate the appearance of box -like buildings in addition to the use of single -story roofs and porches on front elevations. Integrity of Building Materials, Color and Texture • 1. For new structures, the repetition of textures and color found in the neighborhood can help tie the new structure to its surroundings. 2. In remodels and additions, new materials should match those of the existing structure. Accessory structures should match materials, finishes and colors found on the primary structure. 3. The use of at least one strong accent material is encouraged. Too many exterior materials are discouraged because they can make a design appear too busy. 4. Natural materials are preferred. Synthetic materials for the bulding made to simulate natural wood and masonry are discouraged. 5. Architectural design and exterior materials should be applied consistently on all sides of a structure visible from the street. When using wood siding or masonry as a primary or accent material in the front, extend it down the sides at least to an inside corner. Do not stop at an outside comer. 6. Stucco and plaster finishes should be consistent with the architectural style of the structure. The use of very rough, "knock- down" stucco finishes are prohibited as they are not considered compatible with most of the architectural styles found in the city. 7. Earth tones are best suited and are appropriate for most of the architectural designs found in the City. The use of strong or bright, unnatural colors, including the bright `white -on- white" color • schemes for exterior stucco, wood siding, trim around doors and shutters should be avoided. However, the use of strongly contrasting, natural colors can be appropriate for accent use, such as for shutters and doors. 8/13/04 revised SF Residential Guidelines 6 8. For most architectural styles, the number of colors on the exterior should be limited to a maximum of three, with an additional contrasting color for accent. A balanced color palette should be kept using the correct proportions between the lighter "base colors" and the brighter "accent colors" on each building. Buildings with large walls should have a subtle base color. The base color on smaller buildings or those with more elaborate detail can use slightly stronger tones. In general, earth tone wall colors should be predominant including off - white, cream, or light pastels, avoiding the strong pink and salmon hues. Lighter colors should be used for the main body, with darker shades for trim and accent. The larger and simpler the house design, the more subtle the color should be to reduce the massiveness of large wall planes. 9. Appropriate materials for walls and facades include, but are not limited to: stucco, stone, tile, split -faced block, brick and wood lap siding. The use of stone, tile, split faced block, brick and wood lap siding should be used as a base treatment only and not on the entire house unless appropriate for a specific architectural style. The choice and mix of materials on the facades is important. Materials should be consistently applied and should be chosen to work harmoniously with adjacent materials and the architectural design of the structure. 10. Piecemeal embellishment and frequent changes in materials should be avoided. All facades of the home should utilize the same vocabulary of material and color. 11. Exterior materials and architectural details should complement each other. For example, heavy materials should appear to support lighter ones. • 12. Material changes should occur in conjunction with changes in the plane of the facade to avoid a "tacked -on" quality. 13. A building should by stylistically consistent. For example, "Spanish" detail is consistent with stucco buildings with mission tile roofs; period trims on otherwise contemporary style buildings are inappropriate. 14. Exposed gutters and downspouts, unless designed as an outstanding architectural feature of the overall theme, should be colored to match fascia or wall material. 15. Use materials that create horizontal proportions. Avoid vertical orientation of materials used in large areas. 8/13/04 revised SF Residential Guidelines 7 Facade Treatment Elements of a building's facade provide visual relief and contribute to the overall architectural quality of the building as well as the neighborhood. All building facades should complement each other. The following are guidelines for appropriate facade treatment: 1. Facade treatment relevant to the house's architectural style, should be carried throughout the entire house with each facade and any accessory structure. 2. Architectural features such as decorative moldings, windows, dormers, chimneys, balconies and railings and landscaped elements such as lattices, can add detail to a facade and are encouraged. 3. Facades should be articulated to show fenestration and recessed plans. Large areas of flat, blank wall and lack of treatment are strongly discouraged. 4. Facades should help to provide a sense of human scale. Front Entries A front entry consists of the front door and its surrounding architectural elements. Front entries serve as the primary focal point of a residence. The following are guidelines for appropriate front entry treatment: • 1. Smaller and/or recessed entries can create an elegant, intimate feel while adding human scale to a house and are encouraged. 2. Front entry doors and decorative elements such as moldings, columns, posts, lighting and built -in benches and planters should be architectually consistent with the style of the house. 3. One -story roofs or overhangs appropriate to the architectural style that serve as porches, are strongly encouraged. 4. Large, massive entries that appear two -story are strongly discouraged. Integrity of Architectural Details Architectural details are decorative and ornamental elements that can add visual interest, convey a human scale, and contribute to the design and style of architecture. Such details include porch columns, decorative door and window designs, exterior moldings, porch and balcony railings, roof overhangs, brackets, awnings, gutters and down spouts, facia boards, steps and stairs, stucco and masonry, wood and shingle /shake siding, gables and lighting fixtures. The following are guidelines for appropriate design and use of architectural details: 1. The use of architectural details should integrate the elements of detailing to produce a pleasing view consistent with time honored architectural style. 2. The design of architectural details should be consistent with the architectural style of the project. 8/13/04 revised SF Residential Guidelines 8 . 3. Random or nonintegrated mixing of decorative /ornamental details that produce a chaotic visual presentation detracting from the overall architectural style of the structure should be avoided. Windows and Doors Windows and doors are improtant to the exterior design of a structure, particularly for residential additions. The objective for residential additions is to design the addition in a manner which will be harmonious with the original house. The following are guidelines for appropriate design, placement and materials for windows and doors. 1. For new structures, all windows and doors should relate to the selected architectural style. For additions, all new windows and doors should match those that are on the existing structure or all windows and doors should be replaced to complement the particular architectural style of the home. 2. Proposed window mullion widths, window trim or surrounds, material and type should complement all existing windows. Mullion widths should be in scale with the windows and the structure. 3. Vinyl window frames and window frames made of natural materials and are encouraged. . 4. Window lites should be true divided and proportional. If the original windows of the structure have true divided lites, then the new windows should have tme the appearance of divided lites. 5. Designs intended to simulate true divided lites, including "snap in grids" (grids that are removable for cleaning purposes that divide the window area) are strongly discouraged. 6. Windows and window frames made of a variety of materials are strongly discouraged. 7. Windows made of flat, mill finished aluminium are strongly discouraged. 8. Doors should be designed at human scale. Doors not in scale with the house are strongly discouraged. On dwellings with narrow linear facades, single door entries are encourage because they are more proportionate with the scale of the dwelling. 9. Doors made of natural materials such as wood are encouarged. Height, Roof Lines and Roof Treatment Height, roof lines and roof treatment are some of the most important elements contributing to the sense of overall mass, scale and proportion of the building. Depending on roof pitch it could be the most visible architectural feature found on a structure. A well designed roof plan is architecturally •consistent, .compatible with neighboring structures and follows the natural contours of the site. The design should be harmonious to itself, the overall building structure and the structure's architectural design. 8/13/04 revised SF Residential Guidelines 9 1. Roof plans and materials should be compatible with the architectural style and design of the structure. The roofline of a structure should provide visual interest and should be used to de- emphasize a building's mass. This can be achieved by the use of offsets and other methods to articulate the horizontal and vertical plane of the building through the introduction of horizontal bands, cornices and stepbacks. 2. The use of traditional roof forms such as gables, hips and dormers are encouraged. The use of "foreign" residential roof forms such as geodesic domes, "A" frames and flat roofs are strongly discouraged. Flat roofs without a decorative cornice are prohibited. 3. When planning for an addition, it is important to evaluate the existing slopes and ridgelines of the structure. Matching the original plate height, slopes and ridgelines is strongly encouraged. 4. The visual impact of roofs should be minimized. Creative roof plans use ridgelines to screen all vents, flues and skylights from public view. Rooftop equipment shall be concealed from view and/or integrated within the architecture of the building. 5. Avoid box -like appearance through variations in the roofline and building elevations. 6. Vary roof lines through changes in height and form to break up massing, however, too many different roof angles or roof types on a structure can create a disjointed, chaotic appearance. 7. Selection of a synthetic roofing material should take into account the architectural style and design of the house, the amount of roof area exposed to public view, the shape of the roof, the roof slope and sun angles. Colors of synthetic roofing materials should simulate natural materials. 8. Natural barrel clay tile roofs should be replaced with the same material. For repairs, remodels and additions, care should be taken in the selection of material and installation to match as closely as possible the color of the "aged" tiles. 9. The colors of natural roofing materials, such as wood barrel tiles and slate should be left natural. 10. The blending of more than two colors on a roof is discouraged. However, two colors may be acceptable provided that one of the colors is clearly used more frequently than the other. 11. Roofing materials with glossy surfaces appear unnatural and are strongly discouraged. Fencing/Walls Front yard fencing should be as transparent as possible. Walls and fences impact the street character of a neighborhood and should be designed in such a manner as to create an attractive appearance to the street and to complement the style and character of the houses and the neighborhood. 8/13/04 revised SF Residential Guidelines 10 10 Landscaping 1. Landscape elements include plant materials, walls, sun shelters, lighting, fountains, and paving materials. 2. It is desirable to make a new dwelling look "established ". Planting new trees that are older and better developed is superior to planting small underdeveloped saplings. 3. Landscaping should be developed to contain a combination of low, medium and tall plant materials as appropriate. Low planting should be used in the foreground, proceeding back to the tallest in the background. I R WWI *"AA The Development, Services Department shall perform design concept review of projects. Projects that require discretionary approval shall be subject to final design approval by the appropriate body. Exception: Properties within City designated homeowners associations are subject to the design guidelines set forth in this document, but shall be subject to the review and approval of the homeowner associations architectural review boards. • INITIATION OF DESIGN REVIEW 1. Preliminary Consultation. Preliminary consultation shall be initiated by requesting an appointment with a city planner. 2. Design Concept Review. Design concept review shall be initiated by an application submitted to the Development Services Department on a form approved and containing information required by the Development Services Director or designee. The application shall include such plans and materials required for adequate concept review as determined by the designated planner. 3. Final Design Review. Final design review of development plans shall be initiated within one year of design concept approval by submitting plans to Building Services for plan check. DESIGN CONCEPT REVIEW AND APPROVAL 1. By Development Services Department, Community Development Division. The city planner shall review development plans submitted for design concept approval within thirty (30) working days of receipt of a completed application, and may approve, conditionally approve, disapprove or return plans for revisions. After each submittal of revised plans, the City has thirty (30) working days to review the plans. Within 5 working days after a decision, notice shall be mailed to the applicant. 8/13/04 revised SF Residential Guidelines 11 2. By Modification Committee, Planning Commission or City Council. Concurrent with the hearing of an application for a modification or other type of application, the Modification Committee, Planning Commission or City Council may approve, conditionally approve or disapprove the design concept plans. FINAL DESIGN REVIEW AND APPROVAL The Development Services Department shall review the final design as part of the plan check procedure to ensure compliance with the approved plans. The Development Services Department may approve, conditionally approve or disapprove said plans. FEE Before accepting for filing any application for design review or appeal, the City shall charge and collect a fee, and the applicant shall pay to the City a fee in an amount established by resolution of the City Council. EFFECTIVE DATE No permit shall be issued for any use involved in an application for design review until action on such application shall have become final by reason of the expiration of time to make an appeal (within 5 working days after the date of decision). • EXPIRATION OF APPROVAL Design Concept Approval. Design concept approval shall expire one (1) year following its effective date unless: a. A building permit has been issued and construction has commenced and been diligently and continuously pursued; or b. A certificate of occupancy has been issued; or c. The approval is renewed. EXTENSION OF APPROVAL The Development Services Director or designee or the body that reviewed a project may renew design concept approval or final design approval for a period not to exceed one year beyond the initial expiration date, upon determining that the findings made remain valid. An application for an extension shall be made a minimum of thirty (30) days prior to the initial expiration date and shall be accompanied by payment of a fee in an amount established by resolution of the City Council. PLAN REVISIONS The Development Services Director or designee or the body that conducted design concept review of a • project may approve changes to approved plans or in conditions of approval upon determining that the changes are minor and are consistent with the intent of the original approval. 8/13/04 revised SF Residential Guidelines 12 • APPEAL Appeals from the Development Services Director's or designee's or Modification Committee's decision shall be made to the Planning Commission within five (5) working days of the decision and shall be accompanied by payment of an appeal fee in an amount established by Resolution of the City Council. A public hearing will be scheduled not less than ten (10) calendar days nor more than forty (40) calendar days after the filing of an appeal. 2. Appeals from the decision of the Planning Commission shall be made to the City Council within five (5) working days of the Planning Commission's decision and shall be accompanied by payment of an appeal fee in an amount established by resolution of the City Council. The City Council shall set a date for a public hearing at its next regular meeting after the filing of such appeal. Building Permits. Building Permits shall not be issued if conditions imposed under the Architectural Design Review Procedure are not satisfied. 2. Conditions. Non - compliance with design review requirements that are included as conditions to discretionary land use approvals of the City such as conditional use permits, modifications and similar actions, shall constitute grounds for the suspension or revocation of such approval. Misdemeanor and Public Nuisance. Violation of any of the requirements of this Ordinance shall constitute a misdemeanor and a public nuisance pursuant to Sections 1200 and 1201 of the Arcadia Municipal Code. 8/13/04 revised SF Residential Guidelines 13 t STAFF REPORT Development Services Department November 2, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services. Director Donna L. Butler, Community Development Administrator SUBJECT: SUPPLEMENTAL INFORMATION. REGARDING FLOOR AREA RATIO (FAR) FOR SINGLE- FAMILY RESIDENTIAL SUMMARY The following information provides a summary of the City Council's consideration regarding inclusion of a floor area ratio (FAR) requirement in the single- family residential zones. BACKGROUND In 1999 the Development Services Department initiated Text Amendment 99 -004 proposing changes to the single - family regulations to address scale, mass and bulk of residential dwellings. One of the recommendations in the report was to add a floor area ratio (FAR) requirement to the code that would limit the dwelling size of homes. An FAR of 50% of the total lot area was proposed i.e., a.7,500 sq. ft. lot would allow a maximum dwelling size of 3,750 sq. ft. a' There was considerable public input regarding the regulations including support of inclusion of a FAR by several homeowner associations (HOA). However, the HOA's preferred a more restrictive FAR than 50 %. After considerable deliberation, the City Council determined that `at that time they did'not wish to impose a FAR because they wanted to see how the new regulations would work to accomplish their goals of reducing scale and mass of dwellings without a FAR. However, in response to the interest of the homeowners associations in adopting a FAR, the Council recommended that the homeowner associations meet with staff regarding the possibility of inclusion of a FAR in the HOA guidelines. In April, 2000, the Development Services Department sent a letter to the president of each association as well as the chairperson of each architectural review board advising them that a meeting had been scheduled on May 3 to discuss the' process for implementing a FAR in the association areas. At the request of the associations, the May meeting was cancelled. The associations wanted more time to review - possible FAR :.regulations and the process approved by the City. Council.. After a meeting in February, 2001 with the homeowner associations, the Village was the only association interested in pursuing the inclusion of a FAR into their design guidelines, The other HOA's determined that a FAR was not necessary and that they had adequate discretion in the guidelines to review dwellings within each of their areas. In May 2001 the Development. Services Department met with representatives from the Village to further discuss the FAR as proposed and the petition format In June 2001 `a study session was held by the City Council to present to the City Council information on the Santa Anita Village: HOA's proposal to add a maximum FAR to their guidelines and to discuss options on the petition process. The Village HOA expressed interest in pursuing the concept of a FAR. After several months, the Village Association indicated that they were no longer interested in pursuing addition of a FAR in their guidelines. In August 2002, another study, session was conducted with the City. Council regarding single- family residential development. At that time staff reviewed the previous changes in 1999 and again presented the concept of floor area ratio.. As a result of the study session text amendment 02 -004 was initiated to further address issues relating to scale, mass and bulk of single- family dwellings and to provide clarification regarding entry heights. The City Council did not include a floor area ratio (FAR) in the text amendment. Again in April 2003 a report was prepared: relating to FAR and design review for single - family residential dwellings. At that time,: the City Council requested staff to pursue design guidelines only for residential uses. FLOOR AREA RATIO The following is a brief summary of the concept of floor area ratio (FAR): Floor Area Ratio (FAR) is generally defined as the combined gross floor area of all floors in all buildings and structures on a lot including basements, enclosed covered porches and patios, enclosed carports, garages and storage sheds. SF ADR November 2, 2004 Page 2 Some cities exclude basements, garages, unfinished attics, unenclosed porches, • decks, balconies and patios and storage sheds from this definition. • In other instances some cities base the FAR not on living area, but rather on the total building envelope area enclosed by the exterior walls. In other words air space above entries stairwells etc would be calculated as part of the overall FAR. The following is an example of allowable square footages utilizing a FAR on typical size lots within the city. SQUARE FOOTAGES ALLOWED BY FAR'S RANGING FROM 25% TO 50% LOT SIZE 25% FAR 30% FAR 35% FAR 40% FAR 45% FAR 50% FAR 7,500 1,875 2,250 2,625 3,000 3,375 3,750 10,000 2,500 3,000 3,500 4,000 4,500 5,000 12,500 3,125 3,750 4,375 5,000 5,625 6,250 15,000 3,750 4,500 5,250 6,000 6,750 7,500 22,000 5,500 6,600 7,700 8;800 9,900 11,000 30,000 7,500 9,000 10,500 1 12,000 13,500 15,000 ILA Approved: William R. Kelly, City Manager • SF ADR November 2, 2004 Page 3 • • Oas 9' STAFF REPORT Development Services Department November 2, 2004 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Dire or By: Donna L. Butler,, Community Development Administrator Prepared by: Lisa L. Flores, Senior Planner SUBJECT: ORDINANCE NO. ZZU1 — Article IX (Conditional Uses) of the Arcadia Municipal Code relating to an automated self - service car wash. Recommendation: Adopt Ordinance No. 2201 BACKGROUND The City Council at its October 19, 2004 meeting voted 5 -0 .to I introduce Ordinance No. 2201 amending the Arcadia Municipal Code adding provisions relating to an automated self- service car wash. Attached is City Council Ordinance No. 2201: An ordinance of the City Council of the City of Arcadia, California, amending various sections of Article IX (Conditional Uses) of the Arcadia Municipal Code relating to an automated self - service car wash. RECOMMENDATION That the City Council adopt Ordinance No. 2201. Approved By: • - -_� William R. Kelly, City Manager Attachment: Ordinance No. 2201 LASER IMAGED s.� ORDINANCE NO. 2201 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING VARIOUS SECTIONS OF ARTICLE IX (CONDITIONAL USES) OF THE ARCADIA MUNICIPAL CODE RELATING TO AN AUTOMATED SELF - SERVICE CAR WASH. THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES ORDAIN AS FOLLOWS: SECTION 1. Section 9275.1.39.1 is hereby added to the Arcadia Municipal Code to read in its entirety as follows: "9275.1.39.3.1. AUTOMOBILE FUELING STATIONS AND AUTOMATED SELF - SERVICE CAR WASH shall be permitted in C -1 or less restrictive commercial or industrial zone." SECTION 2. Section 9275.4.7.1 is hereby added to the Arcadia Municipal Code to read in its entirety as follows: "9275.4.7.1. The following supplementary development standards apply to all automobile fueling stations with an automated self - service car wash, as defined in Section 9220.5.2. The following standards apply to.new construction, remodels, rebuild, or expansion of any such automobile fueling station. Any such automobile fueling station shall have a valid conditional use permit and shall be in compliance with the conditions of approval of said conditional use permit. Every such automobile fueling station shall be located on a lot having an area of not less than 25,000 square feet, with a minimum frontage of 150 feet on a public street. The following improvements and requirements shall be applicable to an automated self - service car wash: a. The wash rack and any other enclosed work space shall be constructed and arranged so that entrances, exits, and openings shall not face any residentially zoned property. u LASER IMAGED qp ,r b. Wash and rinse water shall be at least eighty (80) percent reclaimed and re- circulated. C. Ancillary services such as vacuum, air, and water shall be located in an area that does not impede vehicular traffic and is properly screened from residentially zoned properties. The vacuum(s) shall be enclosed by a sound absorption enclosure with noise absorption material around the equipment. d. All paved areas shall be maintained grease -free. e. On corner lots located at the intersection of two or more streets, alleys, or common driveways no building, equipment, vehicle, sign, fence, gate, hedge, dense landscaping, or miscellaneous items are permitted within twenty - five (25) feet of an adjacent street intersection (see figure 1). Figure 1 Landscape light fixtures may be permitted within the designated area, but shall not exceed eighteen (18) inches in height. The automobile fueling station and automated self- service car wash shall be in compliance with the following regulations: Section 9275.4.5, Parking Requirements; Section 9275.4.7, Activities Permitted and Prohibited; Section 9275.4.10, Lighting; Section 9275.4.11, Landscaping; Section 9275.4.15, Deliveries; Section 9275.4.16, Storage and Displays; Section 9275.4.17, Trash Areas; and Section 7820, Discharge Regulations and Requirements." 2 _.._. n O'MCX. E' -0• PENCE AH RUB EH RUB DRIVEWAY Landscape light fixtures may be permitted within the designated area, but shall not exceed eighteen (18) inches in height. The automobile fueling station and automated self- service car wash shall be in compliance with the following regulations: Section 9275.4.5, Parking Requirements; Section 9275.4.7, Activities Permitted and Prohibited; Section 9275.4.10, Lighting; Section 9275.4.11, Landscaping; Section 9275.4.15, Deliveries; Section 9275.4.16, Storage and Displays; Section 9275.4.17, Trash Areas; and Section 7820, Discharge Regulations and Requirements." 2 SECTION 3. Section 9220.5.2 is hereby added to the Arcadia Municipal Code to read in its entirety as follows: "9220.5.2 AUTOMATED SELF - SERVICE CAR WASH shall mean an independent car wash bay, in which the owner of the vehicle activates the system, and then either a conveyor pulls the vehicle through the wash or the vehicle is left parked in the bay and remains stationary while a machine moves back and forth and cleans the exterior of the vehicle." SECTION 4. The City Clerk shall certify to the adoption of this Ordinance and shall cause a copy of same to be published in the official newspaper of said City within fifteen (15) days after its adoption. Passed, approved and adopted this 2nd day of November2004. ATTEST: /S/ JAMES o BARROWS- City Clerk APPROVED AS TO FORM: City Attorney 3 IM M. Mayor of the City of Arcadia STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Ordinance No. 2201 was passed and adopted by the City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 2nd day of November, 2004 and that said Ordinance was adopted by the following vote, to wit: AYES: Councilmember Chandler, Marshall, Segal, Wuo and Kovacic NOES: None ABSENT: None /S/ JAMES H. BARROWS City Clerk of the City of Arcadia 0 0 E Public Works'Services Department November 2, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direct r' I Prepared by'. Tom Tait, Field Services Manager Maria Aquino, Management Analyst SUBJECT: Recommendation: Approve the Ass Services — USA/ Signal Maintenance I SUMMARY rient of Agreement to Republic Electric° On September 10, 2004, the City was informed its current signal maintenance contractor Peek Services — USA/Signal Maintenance Inc., was being purchased by Republic Electric. Republic Electric is a licensed electrical contracting:: and transportation engineering firm that was founded in 1991. The existing Traffic Signal Maintenance contract states that no assignment by Peek Services — USA/Signal Maintenance Inc. will be recognized by the City unless_such assignment has received the prior approval of the City Council and the surety has been given due notice of such assignment in writing; Staff has met with representatives from both Peek Services and Republic Electric to' discuss the assignment agreement and terms and 'conditions of the transfer.` Staff is recommending that the City Council approve the transfer Assignment and Assumption Agreement that assigns and transfers to Republic Electric all of Signal Maintenance Inc. rights and obligations under the current agreement with the City. DISCUSSION Signal maintenance service is a specialized industry and over the past 30 years, a considerable amount of acquisition and merger occurred within this type of service. This resulted to a highly competitive market in which the amount of contractors able to provide this specific service had significantly diminished over the years. Signal Maintenance Inc. has been the City's traffic signal maintenance contactor for the past seven (7) years. The current contract agreement was awarded in 2001 and we are in the second (2) year of the contract extension. Signal Maintenance LASER IMAGED s a Mayor and City Council, November 2, 2004 Page 2 Inc. has provided excellent service to the City during their years of service. The work assigned to: Signal 'Maintenance, Inc. "is always performed in a timely and efficient manner, and they have always worked -well with, staff -in. its continued efforts.to provide a high,,Ievel of quality service to the City, which included their strong presence when the City was hit by a violent windstorm and major damage was incurred to street lights and traffic signals last year. Republic Electric Inc. is one of the most successful traffic signal and streetlight/exterior lighting maintenance companies in the United States... The company specializes in professional transportation engineering services; maintenance, testing, repair, and replacement of traffic signals and streetlights; and maintenance of exterior commercial lighting infrastructure. References gathered,from other. cities that had done similar work with them had recommended their high level,of service. Staff concludes that Republic Electric possesses the professional competence and capital, resources to; effectively perform the annual signal maintenance services for the City of Arcadia.,, Staff is recommending that the City Council approve the transfer Assignment and Assumption,Agreement that assigns and transfers to Republic Electric all of Signal. Maintenance, Inc. rights: and obligations under the current agreement with the City. ENVIRONMENTAL IMPACT Norie FISCAL IMPACT None. Republic Electric will honor existing rates per the terms and conditions of the contract extension. RECOMMENDATIONS Staff is recommending that the City Council approve the transfer. Assignment and Assumption Agreement that assigns and transfers. to Republic Electric all of Signal Maintenance Inc. rights and obligations under the current agreement with the City. APPROVE D: '^=" lb " William R. Kelly, City Manager PM:TT:dw • • F_ I L " ° 0 AP °$AT99 ° STAFF REPORT Public; Works Services Department November 2, 2004 TO: Mayor and City Council FROM: Pat Malloy; Public Works Services Direiana`g�r Prepared by: Tom Tait, Field Services Martin Ray, Utilities Superintendent SUBJECT: Special Use Permit Recommendation: Authorize the City Manager to execute a special use permit granted by the U.S.,Department.of Agriculture Forest Service for the continued use of a 10 -inch pipeline, check valve and fire service meter that enters; National Forest System land. SUMMARY • The City of Arcadia maintains a 10 -inch pipeline, check valve and fire service meter for fire protection and suppression at 701 N. Santa Anita Avenue, the Angeles National Forest Supervisor's Office: The U.S. Department of Agriculture Forest Service (USFS) has authorized a Special Use Permit, which will grant the City another ten (10) years of occupancy for the purpose of maintaining the pipeline and appurtenances. Staff recommends that the City Council authorize the City Manager to execute a Special Use Permit with the USFS to allow the continued use of the 10 -inch pipeline, valve and meter. DISCUSSION The City of Arcadia owns and maintains a 10 -inch pipeline, check valve and meter that encroach onto private property at 701 N. Santa Anita Avenue. This property is owned by the USFS and is considered National Forest System land. In 1988 the City of Arcadia was granted a Special Use Permit to maintain the pipeline, valve and meter on forest property. Recently the USFS has requested that the permit be updated. In compliance with the National Environmental Protection ACT (NEPA), USFS have completed all necessary studies and documentation to allow for the continued use of the waterline located at 701 N. Santa Anita Avenue, Arcadia, Angeles National Forest Supervisor's Office. Consequently, USFS has prepared a new authorization through a Special Use Permit, which will grant the City another ten (10) • years of occupancy providing all terms and conditions are met. The City of Arcadia has met all the requirements set forth in the Special Use Permit and therefore no additional work needs to be done. Staff, with concurrence from the City Attorney, agreed with the USFS Special Use Permit agreement's terms and conditions. LASER IMAGED I Mayor and City Council November 2, 2004 Page 2 Staff recommends that the City Council authorize the City Manager to execute a Special Use Permit with the U.S. Department of Agriculture Forest Service to allow the continued use of the 10 -inch pipeline, check valve and meter. ENVIRONMENTAL IMPACT None . FISCAL IMPACT None .RECOMMENDATIONS Authorize t r t execute a special use permit granted by the U.S. Department of City Manager Forest Service for the continued use of a 10 -inch pipeline, check valve and meter that enters National forest System land. Approved By William R. Kelly, City Manager PM:TT:dw a 0 30/iivF l !f � ,AJ • Cl f P STAFF REPORT Public Works Services Department November 2, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or Prepared by: Gary F. Lewis, General ervice� Man ger Mark Rynkiewicz, Associate Civil Engi ear SUBJECT: Accept- Wilderness Park Park PumpinaStation and Sewer Pipeline Sewer Pipeline Recommendation: Accept all work performed by Denboer Engineering & Construction, Inc. for the Wilderness Park Pumping Station and Sewer Pipeline Connection Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $17,849.98. SUMMARY • On January 20, 2004, the City Council awarded a contract to Denboer Engineering & Construction, Inc. in the amount of $129,640 for the construction of the Wilderness Park. Pumping Station and Sewer Pipeline Connection Project. Subsequently on March 2, 2004 the City Council approved a $39,680 change order for the construction of an addition al' `gravity sewer to service the kitchen and restrooms resulting in a $169,320.00 contract. The terms and conditions of this project have been complied with and the work has been performed to staffs satisfaction for a total project cost of $178,499.76. This amount reflects the total initial contract cost of $169,320.00 approved by the City Council plus four (4) contract change orders (CCO) totaling $9,179.76 or 5.5 %p above the original City Council approved amount. Staff recommends that the City Council accept all work performed by Denboer Engineering & Construction, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $17,849.98. DISCUSSION The septic tank and leaching system, servicing Wilderness Park was not functioning properly and was in need of replacement. Based on the septic tank's proximity to the stream through Santa Anita Canyon spreading grounds, a permit to replace the existing septic tank was impossible to obtain. Staff attempted to obtain a permit to replace the septic system but was rejected by the Regional Water Quality Control ;Board. Consequently, the construction of a sewer pumping station and pipeline from the park to the City's sewer main in Highland Oaks Drive was the only feasible option available to correct the sewage disposal problem. •On January 20, 2004 and March 2, 2004, the City Council awarded a contract and subsequent change order to Denboer Engineering & Construction, Inc. for the construction of this Project for $169,320.00. LASER IMAGED Mayor and City Council • November 2, 2004 - Page 2 The termss and conditions of this contract have been complied with and the work has been performed to staffs satisfaction. In addition to the Work originally covered by the contract, the contractor also performed the following work. CCO # Description Amount 1 Installation of a new electrical breaker panel. $2,715.00 2 installation of additional sod adjacent to kitchen facilities. $696.51- 3 Additional sewer hookup at restroom and cleanout $2,275.46 4 Resolution of Contractor's claims of lost time due to encountering $3,492.79 large rocks and boulders. Total Change. Orders $9,179.76 Staff-,recommends that the City Council accept all work performed by Denboer Engineering & Construction, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $17,849.98: This amount reflects the original contract amount and change order that were approved by the Council plus four (4) additional contract change orders (CCO) for $9,179.76 or 5.5% above the original contract''amount. Therefore, the total contract cost for the Project amounted to $178,499.76. ENVIRONMENTAL ANALYSIS This .project is categorically exempt per Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Funds in the amount of $207,000 are budgeted in the 2003 -2004 Capital Improvement Program for this project. RECOMMENDATION Accept all work performed by Denboer Engineering & Construction, Inc. for the Wilderness Park Pumping Station and Sewer Pipeline Connection Project as complete. 2. Authorize final payment to be made In accordance with th6,contract documents, subject to a retention of $17,849.98. Approved by: William R. Kelly, City Manager PM:GFL:dw Attachment: Location Map —Exhibit "A" r1 U C, J u City • • WILDERNESS PARK PUMPING STATION AND SEWER PIPELINE LOCATION MAP NOT TO SCALE 0 STAFF REPORT Public,Works Services Department November 2, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Director I Prepared by: Tom Tait, Field Services Manager Susannah Turney, Environmental Services Officer SUBJECT: PROFESSIONAL SERVICES AGREEMENT - LABORATORY TESTING SERVICES OF CITY WATER SAMPLES Recommendation: Award a one (1) year contract extension in the amount of $32,000 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water samples • SUMMARY 40 On December 16, 2003, the City Council app royed a one (1) year Professional Services Agreement (PSA) with Truesdail Laboratories, Inca of Tustin for laboratory testing services of City water samples with optional annual extensions. Truesdail Laboratories, is reaching the end of their current agreement, and has submitted a written offer to extend the existing agreement for an additional year. The contractor's offer of extension does not reflect an increase in cost or changes to the terms of the agreement. Based on the excellent service provided by Truesdail Laboratories, Inc. during the last year, staff recommends that the City Council award a one (1) year contract extension in the amount of $32,000 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water samples. The City of Arcadia Public Works Services Department collects water samples from the City's wells and pipelines to ensure the effective delivery of high quality potable water to the residents of Arcadia. The State of California Domestic Water Quality and Monitoring regulations require that samples be collected and tested weekly, monthly, quarterly and annually by a DOHS certified laboratory (Chapter 15, Title 22, California Code of Regulations). LASER IMAGED s.�. Mayor and City Council November 2, 2004 Page 2 • The scope of services for this Professional Services Agreement includes furnishing all labor,. services, equipment, supplies and all other items and facilities necessary to appropriately analyze domestic water samples as required by the State of California, which include special samples for discharge of water into the storm drainage system and special samples as required by DOHS. Truesdail Laboratories, Inc. of Tustin is the current contractor with the City for this work and has provided excellent and affordable service during the past year. For this reason, staff recommends that the City Council award a one (1) year contract extension in the amount of $32,000 to Truesdell Laboratories, Inc. of Tustin for laboratory testing services of City water samples. FISCAL IMPACT $45,000 is budgeted for water quality testing in the 2004 -05 Water Operating Budget. RECOMMENDATIONS Award a one (1) year contract extension in the amount of $32,000 to Truesdail Laboratories, Inc. of Tustin for laboratory testing services of City water samples. . • 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. PM:TT:ST:dw r a q-1 Approved by:` William R. Kelly, City Manager • 14 14 1§1 STAFF REPORT Public: Works Services Department. November 2, 2004 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dir to Prepared by: Gary F. Lewis, General Servi s. Manager Mark Rynkiewicz, Associate Civil Engineer SUBJECT: 2003/2004 Concrete Repair Project Recommendation: Accept all work performed by CJ Construction, Inc. for the 2003/2004 Concrete Repair Project as complete and authorize the final payment to be made in accordance with, the contract documents, subject to a retention of $11,566.58 • SUMMARY. On April 6, 2004, the City Council,awarded a contract to CJ Construction, Inc. in the amount of $176,975.00 for the construction of'the 2003/2004 Concrete Repair Project. The terms and conditions of this project have been complied with and the work has been performed to staffs satisfaction for a total project cost of $231,331..75. This amount reflects the original contract amount of $176,975.00 plus two (2) contract change orders (CCO) totaling $54,356.75 or 31% above the original contract amount. The contract change orders reflect additional work performed to complete the project and to correct a, severe drainage ,problem at the intersection of Drake Road and Columbia Road as approved in the 2004 -2005 Capital Improvement Budget Staff recommends that the City Council accept all work performed by CJ Construction,,, Inc. as complete and authorize the final payment to be made in accordance with the contract documents, subject to a retention of $11,566.58. DISCUSSION The Public Works Services Department is responsible for the maintenance and repair of approximately 147 miles of pavement within the community. In 1999, , as part of the Pavement Management Program, staff prioritized the condition of all City streets and established a program to slurry seal streets within the City based on a pavement condition index. As a part of the work, adjacent damaged concrete curbs and gutters • are repaired to correct safety and drainage problems. The 2003/04 Capital Improvement Program includes the Annual Asphalt and Concrete Program for this work. LASER IMAGED s .h, Mayor and City Council November 2, 2004 Page 2' The terms and conditions of this contract have been complied with and the work has been performed to staffs satisfaction. Concrete repairs were conducted on various streets as identified on the attached location map (Exhibit "A "). In addition to the work originally covered by the contract, the contractor also performed the following work: CCO # Description 1 Repair of drainage at the intersection of Columbia Road and Drake Road 2 Change Order for additional curb, gutter and driveway repairs Total Change Orders Amount $43,125.50 $11,231,25 $54,356.75 One significant contract change orderwas added 'to the original scope of the project to correct the drainage at the intersection of Drake Road and Columbia Road. The 2004- 2005 Capital Improvement Budget provided for the repair of this location as part of the Drainage Repair along Cross Gutters at Various Locations project scheduled for` completion in early December. However, due to adjacent residents' concerns for the constant standing water and the risks "associated with the West Nile Virus this work was added to this current "project to quickly remedy the drainage problem: Staff recommends that the City Council accept all work performed by CJ Construction, Inc: as complete and authorize the final payment to be made in accordance with the- contract documents; subject to retention of $11,566.58. This amount reflects the original contract amount of $176,975.00 plus two (2) contract change orders (CCO) for $54';356.75 or 31% above the original contract amount for a total, contract amount of $231,331.75. ENVIRONMENTAL ANALYSIS This project is categorically exempt 'per 'Section 15302 (c) replacement from the requirements of the California Environmental Quality Act. FISCAL IMPACT Funds in the amount of $416,000 are budgeted in the 2003/04 Capital Improvement Program for the Annual Asphalt and Concrete Program ' and. $25,000 for the 'ADA Sidewalk Access Program for a combined budget of $441,000. The total project cost for the Annual Asphalt and Concrete Program and ADA Sidewalk Access Program is $436,044'.77. Also; funds in the amount ;of $80,000 are budgeted in the 2004 -2005 Capital Improvement Program for the Repair of. Drainage along Cross Gutters. $43,12b.50 is the cost for one (1) segment of the drainage repair project leaving a project balance of $36,874.50 to complete the project. • • U Mayor and City Council • November 2, 2004 Page 3 RECOMMENDATION 1. Accept all work performed by CJ Construction, Inc. for the 2003/2004 Concrete Repair Project as complete. 2. Authorize final payment to be made in accordance with the contract documents, subject to a retention of $11,566.58. Approved by: WT\A William R. Kelly, City Manager PM:GFL:dw Attachment: Location Map — Exhibit "A" 0 • November 2, 2004 STAFF REPORT Library and Museum Services Department TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services Prepared by: Carolyn Garner (l� vV SUBJECT: Acceptance: $6,000 grant from the California State Library for Global Languages Materials Recommendation: Accept the grant Summary Staff is recommending that the City Council accept a Library Services and Technology Act (LSTA) •grant in the amount of $6000, which the Library, will use to purchase of Chinese language materials for children and adults. The Library applied to the State Library for this grant and received word on August 5, 2004 that the grant had been awarded. Ll Background Using Federal LSTA funds, the California State Library initiated the Global Languages Grant program in order to assist Califomia public libraries to better meet the recreational and informational needs of immigrants. In applying for the grant, the Library chose to request funds to purchase Chinese language materials since Arcadia's Chinese population constituted approximately 47% of the citizenry according to the 2000 Census. Items in the Library's collection of approximately 2200 Chinese language items circulate heavily and this usage indicates that a larger, more current and relevant collection will be used and appreciated by Library customers. Under the terms of the grant, the Library will survey members of the community to determine what subjects are of most interest and should be purchased. All gifts and grants to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809(d). LASER IMAGED Fiscal Impact The Library will experience an added $6000 to its budget allocation. Recommendation • It is recommended that-the City Council accept the grant of $6000 to the Arcadia Public Library from the California State Library LSTA Global Languages grant. Approved by: IVAL9 William R. Kelly, City Manager _:I) rtp. a 7 ^g • • :: 0 0 11 Development Services Department Date: November 2, 2004 To: Mayor and City Council From: 4on Penman, Assistant City Manage dDevelop nt Services Director Martha Eros, Transportation Services Office Subject: Gold Line Phase II Station Design and Art Review Committee Recommendation: That the Arcadia City Council appoint a five (5)- member committee comprised of City staff and /or community members.to serve as the City's representatives on the committee. SUMMARY In FY2000, the San Gabriel Valley Council of Governments (SGVCOG) and the Pasadena Blue Line Construction Authority (Authority) agreed to work as a unified team to secure federal funds and begin efforts for extension of the Metro Gold Line Phase II Foothill Extension light rail line system through the eastern San Gabriel Valley The light rail line will be built on the existing rail right -of -way from the City of Arcadia to the City of Montclair. As preliminary engineering progresses into design phase, the Authority is requesting that each city located on the Gold Line light rail corridor establish a Station Design and Art Review Committee (Art Committee) to evaluate and select artist(s) /candidate(s) and recommend station design and aesthetic features, including landscaping, architecture, materials, fixtures, color, etc., that will be incorporated into the Preliminary Engineering Master Plan design document(s), The Art Committee, which may be comprised of City staff and /or designated community representatives, will work cooperatively with Authority staff members and consultants to select station design features and art work that complements the City's environment, history and character. LRSERIMAGED 6.0� 9P BACKGROUND The City of Arcadia has actively supported the effort to extend the Metro Gold Line light rail system through the eastern cities of the San Gabriel Valley during the conceptual phase of expansion. City staff has, attended multiple planning and development meetings with the Blue Line Construction Authority pertaining to the engineering and environmental factors involved with the Metro Gold Line Phase II Foothill Expansion project. The Arcadia City Council has taken action to join the Gold Line Phase II Joint Powers Authority (JPA) to actively participate in decisions affecting the Phase II cities; determined the need for' a grade separation crossing on Santa Anita Avenue; designated a station . site on the northwest corner of First Avenue and St. Joseph Avenue; and approved reserving Proposition A and Proposition C funds for planning and development of a multi -modal transit station. Following an Alternative Analysis study that identified a light rail system as the optimal transportation mode for the San Gabriel. Valley, the Authority commenced environmental and preliminary erngineering work on, the Environmental Impact Report/Study (EIR/EIS) to address local impacts such as the environment, utilities, traffic; engineering and design, noise, vibration and aesthetics.. The Authority sponsored a series of communitymeetings _ in. May -June 2004 to relay the results of the Draft EIR/EIS document to community leaders and residents interested in the development of the Gold Line light rail system. Construction Authority staff and consultants continue to work with City staff to complete the EIR/EIS to present an environmental document to Federal authorities. in January 2005. DISCUSSION On October 15, 2004, the Authority released a Request for Qualifications (RFQ) to the public soliciting artists to submit letters of interest outlining professional qualifications for the Gold Line Phase II project; RFQ's are due to the Authority November 15th Each city participating in the Gold Line Phase II Foothill Extension project is being asked to create a.Station Design and Art Committee that will assist with the planning, development and selection of art design(s) for their, respective transit station.. _Art Committee members will review the selection criteria for artists and initially. develop a shortlist of three (3) artists or teams to provide preliminary design concepts, and will ultimately. recommend a project finalist: Artists,will submit design proposals for station canopies, benches and trash railings, light fixtures and poles, with Art Committee members choosing configuration, material type, textiles, color, graphics and art. 2 receptacles, options such n E Art Committee members wil6.review and select artwork that will eventually be integrated • into the final station design. Each member will participate in monthly planning and development meetings throughout the selection and design process (approximately six months to one year), and will recommend the final art project to management and the City Council for approval. The Authority recommends the Art Committee consist of no more that five (5) representatives comprised of City staff and /or community members. Community members may include individuals involved with the City's (current orspast) publicart programs; members of an existing City Commission who have been involved on similar public, art projects; members of the City's historical society;, local design or architect professionals; and /or local artists not participating in the Gold Line Phase it RFQ. Alternatives for selection of the Art Committee members include: 1. Each City Council Member can appoint one (1) member, 2. City Council can direct staff to serve on the committee, 3. City Council as a whole can appoint the committee comprised of staff and /or community members, 4. Staff can be directed to form a committee of interested and qualified individuals. During construction of Gold Line Phase I, basic standards were established by the Authority to meet applicable federal, state and local codes and requirements. Each city •will be provided the basic system requirements, but enhancements beyond the standard station requirements (such as added ornamentation, color, textiles, etc.) will be the City's financial responsibility. • ENVIRONMENTAL IMPACT Currently, the Authority and City staff are completing analysis of Environmental Impact Report that will identify issues specific to a grade separation, traffic impacts, station location, existing bridges, soundwalls along the rail right -of -way, noise, vibration, utilities, emergency paths of travel, etc. that affect the residents of Arcadia and its commercial centers. FISCAL IMPACT The Blue Line Construction Authority will construct the rail infrastructure and station according to federal, state, local, and Public Utility Commission (PUC) requirements. Each Phase II city is being required to provide a $5 million local match to the project, which does not include the potential cost of a grade separation. ' Attachment A: Codes & Standards for Mandatory Station Components Public art that is incorporated into the station design is an eligible project cost, however, • each Phase II city will be financially responsible for enhanced engineering and aesthetic features selected by its representatives If additional enhancements are desired for any (station) aesthetic feature, such as upgraded station canopy material, decorative light poles, fixtures and benches, information kiosks, landscaping, etc., the City will be financially responsible for upgrades beyond the standard requirements. RECOMMENDATION ` Thatthe'Arcadia City Council create a Station Design and Art Review. Committee comprised of 646•'(5) members for the Arcadia Gold Line Multi- Modal Transit Station, and designate staff and/or community members to serve as the City's representatives on the committee. Approved by: ing William R. Kelly, City'Manager Attachment: A. Codes & Standards for Mandatory Station Components B. Fact Sheet for Station Design and Art Review Committee • 11 4 0 L4� 0 cu c m 2 42 V, mo cu mo c cu 4mi U) \ ^^W W✓ 0 U) V c AtMWERCUE A: Station Codes & Standards Meteo Gold Line. Foothill Extension FACT SHEET' FOR THE STATION DESIGN AND_ART REVIEW COMMITTEE is STATION DESIGN AND ART REVIEW COMMITTEE DESCRIPTION The Metro Gold Line Foothill Extension project will connect eleven different cities, each of which has their own character. In an effort to incorporate these individual characteristics into the project, the Authority will meet with the Station Design and Art Review (SDAR) Committee to discuss station aesthetics, landscaping, and to select the station artists or artist teams. STATION DESIGN FEATURES Each station is comprised of components that must meet applicable codes and requirements. During the Metro Gold Line Phase I (Los Angeles to Pasadena) project, particular materials and styles were established for these components such as the canopies, benches, and light poles/fixtures. The:SDAR Committee will be given the opportunity to choose options for these components such as the canopy configuration, bench type selection, and color of light poles/fixtures. The recommended components will than be documented and incorporated into the Preliminary Engineering design documents. LANDSCAPING PALETTE The SOAR Committee will be given the opportunity to choose the landscaping palette for the station. Using the palette established from the Phase I project, the SOAR Committee will be able to select plants for the station landscaping. The recommended palette will then be incorporated into the Preliminary Engineering Master Plan design. .incorporated ARTISTS OR ARTIST TEAMS Recognizing that art cE transit station within a create a visual overlay The SOAR Committee or artist teams to provi Committee will also se RECOMMENDED COMMITTEE QUALIFICATIONS Working under guidelines established under the Phase l a SOAR Committee. As in Phase.l, the Authority staff re, already in place for project design review or public art On for the SOAR Committee that will ultimately make recom commissions and City Council for their final approval of I artwork. 0 station anworK. rnis ouHn ect;we seek to continue to engage I the existing process that are m.,Our goal is to.provide support dations to the relevant aspects of station design and The Authority recommends that each SOAR Committee be comprised of City staff and /or community members: We also suggest that the SOAR Committee be no larger than 5 people. Community member's ideal for this SOAR Committee may include the following: • . Representatives from public art programs or historical societies .. Local artists who are not applying for project consideration A Attachment B: Station Design Fact Sheet Metro Gold Line Foothill Extension FACT SHEET FOR THE STATION DESIGN AND ART REVIEW COMMITTEE • Design professionals who live in the community' • Community members who may serve on similar commissions within the City SCHEDULE AND TIME COMMITMENT ` It is anticipated -that the SDAR Committee will meet approximately 6 times between October 2004 and April 2005. Daytime meetings are possible, however, to better accommodate the inclusion of SDAR Committee members that work during the day, evening meetings `may be scheduled. We anticipate that a City Council meeting will be held upon conclusion of the SDAR Committee meetings, after April 2005, within each of the corridor Cities. This meeting will include presentations of the SDAR Committee's recommendations concerning the station design features, landscaping palette, and the station artist. PROGRAM INFORMATION For additional information on the Metro Gold Line Foothill Extension project, please visit the Authority's website at www.metogoldline.orc. The Authority will be periodically updating the website with information. F, 1 LJ Metro Gold Line Phase l Heritage Square /Arroyo Sta F-1 Metro -Gold Line Foothill Extension Station Design and Art Review Committee Roster ember Roster for the City of Please provide names, titles; and contact information as should be used for future correspondence and project literature 1. Name: Title (if appropriate): Best Telephone # to Leave Messages: 2. Name: Title (if appropriate): Address: Email: Best Telephone # to Leave Messages: 3. Name: Title (if appropriate): Best Telephone # to Leave Messages: 4. Nary Title (if Best Telephone # to Leave Messages: 5. Name: Title (if appropriate): Address: Email: Best Telephone to Reach You / Leave Messages: additional names /alternates may be included on the backside. 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