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12-18-1967 - Regular Meeting - MinutesMINUTES OF THE ADJOURNED REGULAR MEETING OF THE CITY COUNCIL CITY OF WEST COVINA, .CALIFORNIA DECEMBER 18, 1967. The adjourned regular -meeting of the City Council was called to order by Mayor Krieger at 7:.30 p.m. , .in the West -Covina City Hall. The Pledge of Allegiance was led by..Councilman Nichols. ;ROLL CALL Present: Mayor Krieger, Councilmen Gillum, .Nichols, Gleckman Absent: Councilman Snyder Also Present: George Aiassa, ;City Manager Herman R. Fast, .Public Service Director Lela Preston, .City Clerk ..Ray Windsor, Administrative Assistant SWIMMING POOL REPORT AND AGREEMENTS AGREEMENT WITH. ARCHITECT Mayor Krieger: We have the memorandum report of December 15, 1967, the architectural evaluation sheet, the analysis of the architect's interviews, the proposed agreement with the West -Covina Unified School District, the planning. schedule for the work and the proposed form of agreement for architectural services. -.Is there anything to add, Mr ..Aiassa ? ,Mr. Aiassa; City Manager: We have been meeting with the representatives of the School District and Mr. Eastman. We have gone over most of the details with him. The architects tentative agreement -is submitted to you for review. .COUNCIL DISCUSSION REGARDING ARCHITECT AGREEMENT Councilman Nichols: My only response is that the staff has quite obvious- ly gone to considerable amount of investigation in this area. I know the name of the architects involved have an excellent reputati:.on and based on this report, .I would concur in the staffs recommendation. Mayor Krieger: _Any further comments on this particular matter of the proposed form of agreement? I note it has not been submitted to the City Attorney. Is there some reason ,why it has not? Mr. Aiassa, .City Manager: We: talked over:the phone and the City Attorney has suggested we approve tonight subject to the City Attorneys approval. All he is going to do is review according to form. Councilman Gillum: He has looked at it Mr. Aiassa? Mr. Aiassa, City Manager: Yes. - 1 - ADJ. C.C. 12-18-67 Page Two ARCHITECT's AGREEMENT - SWIMMING POOL - Continued Mayor Krieger: Unless there is some further discussion on this 'matter a motion is in order with respect to the architectural agreement. Motion by Councilman Gleckman, seconded by Councilman Gillum, that the City Council approve the agreement with the firm of Kisner, Wright & Wright for architectural services at a fee of 8% of the actual construction cost and in general conformance with the standard agreement dated December 15, 1967; and that the Mayor and City Clerk be authorized to execu-te the agreement after it has been approved by the City Attorney. .Motion carried on roll call as follows: AYES: Councilmen Gillum, Nichols, Gleckman, .Mayor Krieger NOES: None ABSENT: Councilman Snyder AGREEMENT WITH SCHOOL DISTRICT SWIMMING POOL Mayor Krieger: We have a copy of the proposed form of agreement with the school district. • Councilman Gleckman: I have some comments . I didn't notice any place in the agreement regarding the other schools within the City boundaries of West Covina which are in attendance by children from the City of West Covina whose participation would naturally help pay for this pool through its taxation, etc. Mr. Aiassa, City Manager: We allowed a provision wherein the school and + the city jointly, could make this facility useable. Councilman Gleckman: I am primarily concerned with South Hills High School and Mesa School - I am talking about other schools outside of this School District where they may want to partake or have equal opportunity with other schools in the District and I think if this pool is going to be city subsidized even though on the School District's property that this should be one of the covenants of this agreement. Mr.. Aiassa, City Manager: In other words you are saying that we should specifically word it in this manner or insert a paragraph that say - "any public agency or governmental institution ,has useable rights ..... " Councilman Gleckman: Not "any", I want it specific - all the schools within the boundaries of the City limits of the 10 City of West Covina . .Councilman Nichols.: I would like to respond to Councilman Gleckman.'s comment, the intent of which is excellent, however, I think it would involve necessarily some explana- tion beyond the simple adding of a paragraph at some point. The agreement being entered in here is between the City of West Covina and the West Covina Unified School District. Now it would be all well and good to enter a provision saying - "West Covina High. School shall also have access to this facility" and I am sure the School'District would desire to arrange that, but it would seem to me to - 2 - ADJ. C.C. 12-11-67 Page Three AGREEMENT WITH SCHOOL DISTRICT - SWIMMING POOL - Continued install any section making rriandatory, the availibility of this facility to say - South Hills High, as an example., without a concomitant review of all the other provi- sions in the agreement, including the financial support and upkeep of the facility, would create a very untenable situation for the West Covina. Unified School District. In effect this Council would be directing the staff to request of the Unified School District that it co -support the facility financially and admit children from other tax jurisdictions into that facility with no arrangement having been made in writing similarly to guarantee full support. Do you follow my point? Councilman Gleckman: I follow your point, but at the same time I feel that what we are requesting of them in regards to allow- ing something like this - as far as the School District in respect to the amount of dollar capacity that they are going to support this pool that it could never at anytime come close to the amount of dollars spent by this City's general fund in building this pool. .Councilman Nichols: 'I don't dispute that, I am only talking about a legal point of jurisdictional control. Any agreement we enter into with regard to people living in the City is fine, but can we bind the Unified School District, whose boundaries do not go into that portion of the City, to use its tax dollars to basically support a facility that will be used by children beyond the limits of its jurisdiction? I • don't know this answer, J think it would require more than just a direction here. Councilman Gleckman: I can't answer it either. Mayor Krieger: One of the problems as Councilman Nichols pointed out, is the jurisdictional situation. The two con- tracting entities happen to be the City of West Covina and the West Covina Unified School District, the reason they happen to be is they are putting up the land and we are putting up the money. Now we might encourage the West Covina Unified -School District inAerms of its usage to subcontract with the other School Districts and we have more than one other School District that we are talking about, but -I don't think it would be properly within our province at this stage of negotiations in terms of agreement with the West Covina Unified School District to insure anything else except the maximum availability of this facility to the citizens of West Covina. One of the goals in building a pool on school property, in addition to the savings .of the land acquisition cost, was to enhance its availability to students. -I am sure we never had in mind nor did we give any thought to the fact that these would be West 'Covina High. School students or Edgewood High School students, or South Hills High School students, but the fact remains that it'is within the jurisdictional boundaries of the West Covina Unified School District and .I think the next step would be to encourage the West Covina Unified School District to maximize the availability of this facility to other schools and that is about • as far a-s we can progress in this direction. I would also hope that this is not the end, but the beginning of such a program within the City, so that ultimately the geographical placement of these facilities would equaiize'. heia situation . Mr. Aiassa, City -Manager: I think there is a provision on Page,4 that could be worked out , tivhere i sta:te ia^Ee-terms'. of :. this at reorr%e tray be amended.. or ftTodified:at anytime by written agreement between the City and the District. I think if we do get into a condition where the School District wants to use the facility that the terms of the .agreement can be amended by the City and the School District with this other agency, making it a separate contract of this agreement, because this ADJ. C. C. 12-18-67 Page Four AGREEMENT WITH SCHOOL DISTRICT SWIMMING POOL —Continued agreement will be amended anyway as time goes on. Mayor Krieger: I don't understand the rapport between your office at the present time and the City Attorney's office at this time. Why is it so impossible to go over these agreements with the City Attorney before they are submitted to the Council, so we would at least have a comment as to their approval as to form. The Municipal Code is specific in the requirements that the City Attorney apiprove these matters as to form before we pass on them, so why is the procedure being -reversed so that we get the contract before the form is approved by the City Attorney. This. isn't within the spirit of the.City Code. I would prefer to see us go back to the .procedure we followed for so many years. Mr. Aiassa, City Manager: Starting January 1, 1968, I have already talked to Mr. Wakefield and he agrees the form will follow the format just discussed, but up until now and through.the transition since.Mr..Williams passed away and Mr. Terzian acting, ,etc. , it just became kind of a lopsided thing. One would have so much and the other would have part of it. Mayor Krieger: The cost to the City has remained the, same and as much as possible the level of service to the • City should. I am . sympathetic to the problems of that firm but actually our requirements remain the same and the cost to the City is the same. Mr.. Aiassa, City Manager: I would like to have permission from the Council to submit the agreement for the review of the School District. They will have to review it with the County (Counsel,' and we have not gone into the legislative body of the School District. We have only worked with the Administrative staff and I think the input of what the. School is going to do with this agreement might consume some time. It would help if the Council tonight advises that it wishes us to accept the proposed tentative agreement, subject to review of the School BCD rd, because they may come back with some ideas. Councilman Gillum: Has the _School Board seen -the contract? Mr. Aiassa, .City Manager: No because we were not at liberty to extend this agreement to anyone beyond the .City ,Conncil . Mayor Krieger: I was concerned with this agreement in that I think the language ought to be structured in terms of the committment of the District in setting aside this property with as much perpetuity as possible for the pool usage;;, • I appreciate the mechanics of a termination but the idea is not to get a termina- tion of this agreement and be reimbursed for the City's expenses but to have as much perpetuity as possible fcr the use of this pool and the language in the last paragraph on Page 1 says "which grounds is not needed at this time for school classes or purposes." Now,I think there should be a stronger committment by the. School District as to the .availability of this property in the future other than the fact that at this time it is not necessary to use for school classes, etc. Councilman Nichols: I imagine this particular wording came through consultation with the School District. It is a familiar phra,s.e .., , it appears quite often when surplus land is to be disposed or, or a facility is no longer needed by the School - 4- ADJ,. C..C. .12-18-67 Page Five AGREEMENT ,WITH SCHOOL DISTRICT - SWIMMING, POOL - Continued District. I have seen this phrase quite frequently so it may be,quite easy to modify this form. Mayor Krieger: We use this phrase in street abandonments all the time, but.I don't think that is the spirit of this particular agreement. It wasn't that the School District is divesting itself of the .property, they were going to retain the fee title to the property, it was just a question of the joint uswge of that property for a specific purpose. Mr. Aiassa, City Manager: There was one thing we realized - the School District has a master plan of development, and I think per se that a couple of our suggested sites actually were encroaching on future school sites after comparing with the School staff and the architect. We can put stronger language in there but it will have to be legal so I think we can just direct the City Attorney to so word it, if it is agreeable with the County Counsel,:, because we have to go through them . Mayor Krieger: Well what we are talking about is a draft instrument with a tentative approval. Councilman Gillum: I have a question - on Page 2 under D & E . Is • this clear enough to determine - would we end up with the District pointing to us and we pointing to the District - as far as maintenance and the supplying of equipment? ,Mr. Aiassa, City Manager: Actually this is only stating that the City shall be responsible for the basic requirements and administratively we will have rules and regulations Councilman Gillum: Mr. Aiassa, what I am talking about is that it is not clear enough in my mind as to actually stating who is responsible. It says City or District, it doesn't say definitely. I don't want the District to say the City is responsible for the year around maintenance, etc. , or the City to say the 'District is responsible. Mr. Aiassa, .City Manager: If you look above you will.see it says that the District shall have exclusive use during the hours of 7.a.m. to 5 p.m. and this actually ties into that. At the time each agency takes over they are responsible for the pool supervising, maintenance, etc. Councilman Gillum: I don't find that stated in he re. • Mr. Aiassa, City Manager: We could reword it if you don't think the language is clear enough, but this is the intent. If we run the recreational program then it is our responsi- bility, our pool and we administrate it on that basis. When the School District takes it over they are responsible and they administrate it. We both carry joint insurance. Councilman Gillum: One other question suppose there is damage for one reason or another say during the. school hours, does it say the school district is responsible - 5 - ADJ. C.C. 12-18-67 •Page Six AGREEMENT WITH SCHOOL DISTRICT SWIMMING POOL - Continued for any damage? Suppose during the school day there is extensive damage to a certain part of the pool? • Mr. Aiassa, City Manager: On.Page 3, Item 2 (Read item). We are actually going to supervise that pool, so if anything happens our man is going to be there . Councilman Gillum: But going back to Page 2 where it says - the City and the District, the District shall have exclusive use between the hours of 7 and S? Mr. Aiassa, .City Manager: That is supervising the operation of the pool. We are now talking about the upkeep and maintenance of the facility. Councilman Gillum: In other words we are,totally responsible for any damage to it. Mr. Aiassa, City Manager: The physical aspects of the pool, its maintenance, upkeep, .etc. , which would be the point that would be vandalized or damaged. We will have full-time supervision on that. • Councilman Gillum: As I understand it we are going to use some of the School District's existing equipment such as the lockers? Mr. Aiassa, City Manager: Now that is where the architect has to come in and see whether or not these facilities will lend themselves to the pool. This has to be analyzed by the architect because they have not per se spotted the pool. They may not place the pool close to the lockers. Councilman Gillum: :If we were to use the lockers now existing we would therefore become responsible for any damage to the lockers. Mr. Aiassa, City Manager: We included this - -although this agreement has to be to a degree general, because we do not know exactly at this time what the final pool is going to be, and that is why we have this provision -in the agreement, we can both write in changes or amendments if we feel we have to. If we have to take jurisdiction of lockers that will be used for other purposes also we will not take that responsibility. Councilman Gillum: I would like to see, as I amsure everyone else is, that we get this started as quickly as possible, but I am not happy with this and I would prefer that our City Attorney and the School District legal people, if possible all sit down and go over this thing because we may be talking about something that is completely unacceptable to the School District. Mr. Aiassa, City Manager: This agreement as you see here is a composite of several other joint school and city agreements , so others have gone through it.. Mr. Gingrich and his staff have done quite a little field work looking for all the problems that we might run into. - 6 - ADJ. C-C. 12-18-67 Page Seven ,AGREEMENT WITH SCHOOL DISTRICT - SWIMMING POOL - Continued Mayor Krieger. I think we all know what we are talking about anyway. Submit this to the:School District and the City Attorney with the request that they review this and benefit us with their comments on the situation. ; Any other. questions? Councilman Nichols. I had assumed you had determined a definite site location for this facility, but I gather you have not. Therefore, this entire area of upkeep may be subject to modification,. in that,f it is not feasible to use the present locker rooms, which was the intent of the Council, then we may be in a greater bind thin we think in order to provide the total facility within the framework of the kind we had in mind. Mr. Aiassa, ;City Manager- That is where we will have to come back for further negotiations with the School. Mayor Krieger. Any further questions ? . A motion would be in order. Motion by Councilman Nichols, seconded ,by Councilman Gillum, ;and carried, that the.City Council direct the staff to make the proposed draft agreement with the West Covina Unified r School District available for the consideration of the.West Covina Unified School District Board of Education, and that the staff indicate that the Council wishes to solicit any°reaction or remarks that the Board of Education • may care to present to the Council relative to this proposed draft agreement. TENTATIVE PLANNING SCHEDULE - SWIMMING POOL Mayor Krieger. Any questions on the tentative planning. schedule? Mr. Aiassa, City Manager. We hope that we will have no more delays and will be able to proceed on schedule. .Mayor Krieger. :Looking at this agreement that we have approved tonight and the schedule, J didn,'t quite co- ordinate the two. Article 8, Page 12, it says - the City agrees to call forbids and open and consider bids within 60 days following the delivery to the City of the working drawings and specifications, etc. " Now how do you accomplish that with the need of the State Board approval? Mr. Aiassa, City Manager; Being that we are building on School grounds it is going to be mandatory that the State Board approve it. This agreement has been reviewed with the architect and we are assuming he will get the approval of the_ State Board within the time stated. . Mayor Krieger. If I understand this part you have one month.for schematic studies and two months for plans and specifications, then you have forty-five days for the:.State Board of Control - that is forty-five days after the .plans and specifica- tions are submitted and then you have thirty days for bids and yet inl thz 'body of the contract with the architect it says the City. agrees to call for bids and open bids within 60 days - how does this go 'together? =7_ ADJ. C. C. 12-18-67 Page Eight TENTATIVE PLANNING SCHEDULE SWIMMING POOL - Continued Mr. Fast, Public Service Director: They cannot submit the bids until they are ready to • go.to bid � and that includes State Board approval. So it is part of the architect's duties to get the.State Board approval, so they are not submitted to the. City until the State approves. • • Mayor Krieger: Is there something in here that says the working drawings are not final until approval by the 'State Board? Mr. Fast, Public Service Director: There is a stipulation in here that talks in terms of the final drawing that requires that approval shall be received of the West Covina -School District and the State -Board, .as necessary,- -Page 3 - "the working drawings, details of specifications and other matters specifically in this subdivision shall be .prepared in a form satisfactory to the City and that will enable the City to secure the required approval and permits, including the West Covina Unified School District and -the State Office of Architecture and Construction if pool is built on District property." Mayor :Krieger: On your flow chart this phase 3 - Construction, .Documents - is taking .3-1/2 months? Mr. Fast, Public Service Director: 2-1/2 months. Mayor Krieger: The plans start at the end of the first month. Mr. Fast, Public Service Director: I thought you meant of approval. Mayor Krieger: No. Plans, specifications and approval. To me it comes out 3-1/2 months. Mr. Fast, Public Service Director: That is correct, and they are complete at the end of month 4-1/2 . Mayor -Krieger: And that would first impose a requirement upon the City that within 60 days to award the bid, and you have put in 30 days? Mr. Fast, Public Service Director: We don't need 60 days. Mayor Krieger: Alright, but they need 3-1/2 months to get through that stage? Mr. Fast, Public. Service Director: .45 days is the outside time they feel they need to get through the State Board of Architecture. Actually the month and a half they wrestle with the State Board is something they cannot control at all. The plans and specifications are complete when they reach the State, but it has to go through very rigorous approval. The architect has told me he has hopes of cutting that back another 15 days and there is also another procedure whereby we can run the bid time and the State Board approval parallel and therefore perhaps knock another month off of the time. -8 - ADJ.,, C. C. 12-18-67 Page Nine TENTATIVE PLANNING SCHEDULE - SWIMMING POOL - Continued Mayor Krieger: You are talking roughly about bringing this in around the middle of September. Mr.. Fast, Public Service Director: The middle of August. Mr. Aiassa, City Manager: That is our outside time. Mayor Krieger: We have 9-1/2 months from the schematic studies - that haven't even started. Mr. Aiassa, City Manager: Well the architect has stated that he has given us this time factor with the State approval because sometimes it is procdssed very quickly and other times it re quires a longer time. He gave us the outside figure and in our schematics we used the outside figure. Mayor Krieger: I would like the record to reflect a statement by the staff as to when this pool is coming in. Is it coming in no earlier than July and no later than September? Mr. Fast, Public Service • Director: Yes, that is pretty. close. Mr. Aiassa, City Manager: Yes - barring strikes and unforeseen complications, etc. and if the Council doesn't delay the matter. Mayor Krieger: The Council has not delayed this at anytime that it has been brought before us. So sometime from July to September is the date. Mr. Aiassa, City Manager: We will put it at the end of August. We are dealing with another agency and I don't know what delays will come from the other side of the agreement, and I. am assuming the council will not move ahead until we have signed agreements on both sides. Mayor Krieger: I can't believe that as the beneficiary of this type of agreement, they would intentionally drag their feet. Councilman Gillum: What has been going on the last 4 months? Mr. Aiassa, City Manager: You have the results right here. You hired an architect tonight, we interviewed 4 architects. We have all the plans and specs ready and we developed an agreement. We actually, physically, inventoried numerous pools in other cities and found out the problems they had. I am not going to march into something that may develop something the Council may not like. Mr. Fast, Public Service Director: were also waiting for the tax rate. Mr. Aiassa, City Manager: That was one of the factors :but I wasn't going to start anything until the Council could give us the green light to go. Now you have it and if the School -9- ADJ. C. C. 12-18-67 Page Ten TENTATIVE PLANNING SCHEDULE - SWIMMING. POOL - Continued Board signs, then we have it made. . Mayor. Krieger: Further discussion on the tentative schedule, which has now been firmed up? Mr. Aiassa, City Managers One comment - we discussed this schedule - - the July date with the architectural firm that we are proposing to hire and they actually figured it was not unfeasible to develop this pool. within this time. .Mayor Krieger; With permission of the Council Dr. Madden you are one of the co-chairmen of.the Blue Ribbon Committee on the Swimming Pool, do you have any comments you want to make? Dr. Madden I am very happy with the progress. It looks like you are proceeding. We had looked forward to the July date but I guess we can wait. Mr. Aiassa, City Manager: Mr. Mayor, I would like to .compliment the .Recreation and Park Department.- Bob Gingrich, Director, Kirk Wilson, Recreation Superintendent, and Andy Hunter, Recreation Supervisor - they really delved into pool problems, • because they know they are going to face the operation and maintenance and sharing of programs . They have submitted a great deal of material. CIVIC CENTER. SITE DEVELOPMENT CONTRACT (SCHEMATIC APPROVAL) Mayor Krieger- We have a staff report dated December 15, 1967, which alerts us to the fact that the landscape architect will be present this evening and make their schematic presentation. (Mr. Aiassa introduced Mr. Sharfman, Mr. Smith and Mr. Dean, all members of the firm of Armstrong & Sharfman, architects.) Mr. Sharfman: The long period of time from initiation of this project in terms of our, work represents the fact that because of the site development contract: rather than the building contract the schematic approval involves a far deeper penetration of the problem than normally would be the case. We really had to solve the problem well .into the working development stage in order to insure that you were in line with the costs. To begin with in planning the site development • for the complex we had the guidelines of the long established Neptune & Thomas master plan and the additional current put -in by the. County and the. City. We had the existing Court Building and of course its addition under construction now. The library and the future addition to it and we also had to take into consideration there would be an additional addition to the County Court building and the future Auditorium site. Very clearly the easiest part to work with was the very creative architectural structure of the .City Hall and the Police facility. Nonetheless, we found ourselves confronted by a number of very disparate items and the functional consideration of primary importance apparently were going to strain the budget to the point where we had to accept what was constructed - so there are very little changes in the buildings existing except where the program demanded it. - 10 - ADJ. C. C. 12-18-67 Page Eleven CIVIC ZENTER SITE DEVELOPMENT CONTRACT - Continued In spite of the fact that we had to maintain the buildings because of the budget as much as possible, we had to achieve unity and •tie the whole thing together so it could be the heart of the community that it should be, the image of the City in a civic sense. It is essentially a good plan which recognizes these elements. Basically, if I would take you through the site as the citizen would experience it, we have a primary -point of entry which we consider -to be as vehicular, our secondary point of entry would be the pedestrian and three and four. - subsidiary entries would be through the Courts and Library, both vehicular and pedestrian in nature and all lead in an orderly fashion to the dominant part of the entire design which is the central garden part and the reflection pool,terraces, slopes, etc. , which we hope will be kept alive with color and create a beautiful public space that can be used for public events as well as general gathering of the citizenry when they come to utlize the facilities as they were planned. We gave careful study to the refinement of a very smooth traffic pattern and this circulation reflects that. Through the use of these satellite parking lots we were able to separate pedestrian and vehicular traffic to a very large extent and on very few occasions will the pedestrian have to cross actual car traffic unless he is coming from a parked car. The pedestrian walks have a number of very pleasant .spaces where citizens can sit, gather and talk. These planters in the mall are raised to seat height and in areas we have a series of small courts and of course the central plaza. The mounding along the Freeway which is an important part of the site has always been part of the master, plan and it was a real challenge to us because it has many opportunities. They will not only serve as a backdrop for the entire site they will also buffer the freeway sounds and they provided us with a very enriching part of our palate. Hopefully they will set a precedent for their use in other areas of the City as part of your vocabulary wherever you have space that you can landscape such as this and help tie the. City together. We envisioned the Center to be a center for the citizens whether they have business or not, therefore we have this area which we -de-signated as a park and these little gathering places which people might come to, to just enjoy what their City has provided for them. This space is entered from below when one comes out of one's car, also seen from the above when you come into the mall and we have created a belvidere or lockout :where people can stand and look down. This is one really outstanding feature that I think will prove to be the most memorable part of the whole Civic Center for the person that is viewing it. Everythi ng had to be planned with a sharp pencil because the dollars were short. And where we have used top quality and we have in many cases m we have not stinted, is because we felt very strongly the maintenance of the site would very quickly repay the expendi- ture of the very finest. Such things as irrigation systems, etc. , are programmed with that in -mind. -Our plant vocabulary is a very simple one. There may be 20 different plants and that is all because we want the whole area to tie together. It will not be a botanical garden in any sense of the word, it will be a sense of the season, an area of color. Basically the trees will provide shade and shadow with shelter, but they will constantly remind one of where they are because of the unity of the plant vocabulary. -There will only be a few. specimens because there are more important places to put the money and plants grow. We are providing we hope, a commenorative tree for the City, it will be placed in a very important spot between the Police Facility,building and the City Hall, near a large boulder which will have a plaque. In the mall itself near the flagpoles another major specimen tree on the County property and apart from that the plant materials are going to be pretty much left to grow. .I feel quite confident that we will have a source for all of us of lasting civic and personal price. I think I have just about covered all of it. I would be grateful if you would ask questions. _.11- ADJ. C. C. 12-18-67 Page Twelve CIVIC CENTER'SITE DEVELOPMENT CONTRACT Continued Mayor Krieger- It was a very interesting presentation Mr..Sharfman. ..Do either of your colleagues wish at this time to • make any comments? Mr..Sharfman: I believe they can probably answer questions. Councilman Nichols: I would like some more detail in terms of the type of landscaping m the type of plants that will go on the mound areas. Mr. Sharfmano The mounds - to begin with lets talk about the ground covers. There are proposed two ground covers, a coarse textured and a finer textured, something that will take very minimum maintenance covering the major portion of the mounds and then a finer texture that will, be on a small scale because it will be seen more by the pedestrian as he gets out of his car and kooks around. Trees will be grouped in bays - w1bile they are plotted they look quite close together but actually they will be about 20' apart. And you will see through them if you are up close, so the effect will be bays and drifts of trees of varying heights with some scattering of flowering trees to give color, and the pine as the basic undulating tree form. The mounds in sculptural form you see now only two of them - provides vistas so that as you approach you will get long shots through the lower portion of the building. iMr. Aiassa, City Manager: We are also suggesting in the final drawings that they show us what we call a profile showing not only what is going in but what it will look like later on in relation to the buildings. Councilman Nichols: The mounds that are in shape now is that the final shape will it be flared out at the base any? Mr. Sharfmano There will be some slight flaring but not very much. Actually the mound cover materials will flare it out. Councilman Nichols- Can you plant trees on those slopes and provide irrigation ? Mr...Sharfman. Yes. They are not overly steep and there will be nothing that can°t be maintained. We are putting the money into such things as very good soil conditioning and erosion control and the smaller plants will grow fast enough. I caution you not to expect this to look like the beautiful background we have visioned with our mind's eye because it will be a number of years before we achieve that, but it is all there in time. 0 Councilman Gleckman: In the park area is that all flat ground cover grass or are we talking about other types of plants? Mr. Sharfmano All this lime green area is essentially open - there are some trees scattered. Basically it is an open space left for some future use. Councilman Gleckman: They can walk in that area? Mr. Sharfmano .Yes and wander through, ,This should be a very beautiful park like space. 12 - • • ADJ. C. C. 12-18-67 CIVIC CENTER DEVELOPMENT CONTRACT Continued Councilman Gleckman: How big is the reflection pool? Page Thirteen Mr. Sharfman: 130' across, I believe a total of 8500 square feet. In the reflection pool you will see two lines of dots they represent two rows of jets which will be lit at night. Councilman Gleckman: Also regarding all the landscaping in the parking lots - are there facilities for watering these? Is this all being included in this? Mr., Sharfman: I think without exception nor with the exception of a few areas close to the.City Hall, all planted areas will be irrigated. There are a few areas that will be manual, not with a hose, but the valves are manual. Councilman Gleckman: -Isn`t there some provision for run-off? Mr. Sharfman: The entire site has been studied and will be covered completely in detail with a drainage plan. .We will have surface drainage where we can but we can only do that in certain areas. Councilman Gleckman: My major concern, aside from the planting areas, is that in these parking lots and in and around City Hall, that after a rain of consequence like_ today, that we don't have puddles of water remaining there with no drain off. Mr. Sharfman: That is a technical problem and I think you will have to just say - "we are in competent hands" - really tt is a basic problem and we have to solve basic problems before they occur. Councilman Gleckman: That is why we are discussing them now. Councilman Gillum: On this reflective pool does it have a filter system.similar to a swimming pool? Mr. Sharfman: Yes and here again we went to that point in terms of quality where we feel anything further would not bring you returns in terms of main- tenance but the result is a very high quality pool. . Complete circulation system, filteration system, automatic chlorination system - all automated. Councilman Gillum: I notice many of these things will be located in the City Hall - the filter system and all this will be so located. ,Mr. Sharfman: We have a large facility specifically available to us for .all the mechanical devices necessary for the pool. Mayor Krieger: Mr. Sharfman, .is this mound treatment aesthetically pleasing from the freeway side as well as from the interior? Mr. Sharfman: I think it will be very exciting from the freeway - 13 - ADJ. C. C. 12�.18-67 Page Fourteen CIVIC CENTER. DEVELOPMENT CONTRACT - Continued and will bring a .lot of people in that would never have come in - it is going to be very intriguing. I am looking forward to seeing it. What you will see is going to be very • beautiful. Mayor. Krieger- .On the freeway side this provides sort of a land- scaped skyline.... .Mr.: Sharfmano Yes and there are two vistas. Mayor Krieger. Has consideration been given to the possibility if not the probability that ultimately the City will deck that parking area ? Mr. Sharfmano Yes. It was part of the initial criteria and the figuration of these two islands represents the plan as designed by the City. If this were not to be double decked -I think further consideration would have been given to the actual ground forms here and maybe a larger allocation .to plants but since someday it is going to be double decked, it seemed unwise to put an investment .in there at this time. All of this has to be ultimately at one level. As a matter of fact provision has been made here - we modified the entrance positions to accommodate the future ramps and you see the .mound which was formerly out here has been.moved back to accommodate the additional on -grade access and in that same light this . line you see to the point of coloring is not your present curve. Again to conserve money this represents that land which will remain after the freeway because we could not justify the expenditure for the short number of months, possibly a year, before the..State takes it. Mayor,Krieger° Speaking as a landscape architect and going beyond the narrow confines of this particular project, .what is your personal opinion as to this type of treatment along the freeway so far as the.City of West Covina is concerned. This mound effect. Mr..Sharfman. I could not in good conscience have proceeded with the plans if -I didn't agree with it. We would have had a confrontation a long time ago with the architects and the staff. I think it is very fine.. I am very harmonious to everything we have done. Mayor Krieger: Again I am not confining it to our,..Civic Center but..I mean this type of treatment projected along our freeways in other areas? Mr. Sharfmane -It would be a very exciting method of identifying this City. -I don't think you would want to drive • through a canyon, in other words take all your freeway frontage and put the use of this mound treatment but the use of this intermitently in groups would be a very interesting way to achieve identify for your City. 'I don't think it necessarily would have to beonly for this area but there is something lost when you gain the pattern of this in other area - you lose the .singular quality of this one. ,Mayor Krieger: Any further questions or comments or discussion on;Mr. Sharfman's and his associates presenta- tion? - 14 - • • 0 ADJ. C..C. 12-18-67 Page Fifteen CIVIC CENTER DEVELOPMENT CONTRACT Continued Councilman Gleckman- When is the target date on the landscaping as far as completion is concerned? Mr. Sharfman- There is a certain amount of concurrency that can occur based on the completion of certain portions of your facilities before the landscape contractor can come in, . so you can't expect the day you move in is the day the .contractor waters the plants and your maintenance people take over. I think there will be a good deal of overlapping. Mr. Dean. Are you talking about the time the contract is let to the time of completion? Councilman Gleckmano Right. Mr. Dean- Well we have discussed it and we estimate about 4 to 6 months. There will be a completion date in the contract. When these things begin to dovetail together we will be able to project this better. Mayor .Krieger. Are you basically reconciled in your scheduling as of this date with the construction phase? Mr. Fast, Public Service Director- I believe these gentlemen have not really had a chance to get involved to this point because until the schematics were approved they really didn°t know to what extent their program was to go ahead, however the. City has worked up a general plan schedule that we have been talking about for the last year or.so. In addition to what Councilman Gleckman indicated about landscaping there is in addition, a serious problem in regards to the installation of parking lots themselves and this involves a very intricate scheduling program that the County is insisting upon because of the extreme shortage of parking they have, so we integrated parking lots A - B - C and D, two of which will be in the site development contract, one of which is completed and the other .in the building con- tract. So generally speaking we are targeting for the start d construction we hope somewhere in September. .Of course this has to be reviewed by Armstrong -. S harfman, they have never seen this nor Zave I even wanted to show it to them until such time we get perhaps preliminary approval which is the next stage in. their contract. We anticipate sometime in September the site development contract would start which would be parking lot A which is the first parking lot the Court must have to relieve the pressure it has. We have already completed parking lot C which is a temporary, lot and which will require some additional work on it. Also in the meantime we will be concurrently finishing phase one of our own large parking lot D which will be the western wing of the major parking lot and about that -same time Aetron will then come in and excavate for the plaza and it destroys the existing parking lot between the two buildings, which is why parking lot A has to be completed first. Then they will complete parking lot B for the.County and finally we will complete the second portion after move in because this is the area where the City Hall now stands and we have to wait until we move. We have been somewhat conservative•.We set 5 months beyond completion of construction and if they can make it four we will be very happy. The other two packages which you have not yet seen and will be brought to you later is communications and furnishings. Councilman Gleckman- How about lighting in the parks, etc. ? • ADJ. C. C. 12-18-67 Page. Sixteen 49IVIC CENTER -DEVELOPMENT CONTRACT Continued Mr. Fast, Public Service -Director- In the site development contract there is lighting. Other than this major parking, lot that lighting is already in the contract that has been awarded. Councilman Gleckman. I was thinking of the park area. Mr. Sharfman- I believe this being in the existing contract and being as large as it was we felt we should take our cue from this and this same typical lighting treatment will be given,inthe other lots - but due to the budget we had to reduce the amount of this light to that which is a minimum for safety. There will be a few areas where we will utilize highlighting of trees to create a special effect and also double as functional lighting. Basically it is functional lighting and will be a very minimum amount -.of lighting in the park except that which reflects off the mounds. Councilman Gleckmans Do you have any, samples of the lighting standards ? (Mr. Sharfman produced a picture and passed it to the Council.) Mayor Krieger: Is that comparable to what they have at the Music Center? Mr. Dean- Somewhat. This is manufactured by the same company. Their glass is clear and we would love to use the clear but in discussing with staff it is felt that there might be a lot of vandalism if clear were used. We would be happy to see the clear go in, it is a fresher look but there is nothing quite so . enticing to youngsters. Mayor.Krieger- But with our police facility in such close proximity you would think it would have a built-in insurance to some extent.. Mr. Ai.assa, City Manager- Also the lighting pattern will be such that after certain key hours of activity the intensity of the lighting will be geared so we will have safety lighting and not be dark but will not be of the intensity of higher use. This is a very valuable dollars and cents savings. Mr. Sharfman: The building of course has its own built-in lighting and it will stand architecturally more dominant than these others, which do not. Mayor Krieger- Further discussion or questions? I am. sure Mr. Sharfman, .Mr. Smith and Mr. Dean, we have appreciated your presence this evening. .This is a matter which smacks both of the highly technical as well as the architectural, which is rather difficult for the Council as a body to digest, but I am sure we get the import of your message this evening. Mr. Sharfman- I certainly hope so and we will be happy to answer any questions at anytime. .(Mr. Sharfman left large booklets with the, Council, advising them of the contents of same - all pertaining to the. Civic Center., layout, costs, etc.) - 16 - 11 .ADJ..C..C. 12-18-67 Page Seventeen CIVIC CENTER DEVELOPMENT CONTRACT --Continued Mayor Krieger: We have the staff report of December 15th with a recommendation contained therein on Page 2 - if Council desires to make a motion on this matter. Motion by Councilman Gleckman, seconded by Councilman Nichols, and carried, that City Council approve the schematics for the site development of the Civic- Center which includes the plot plan, outline specifications, and cost estimate, as presented by the firm of Armstrong & Sharfman. DEPARTMENT HEAD SALARIES Motion by Councilman Gleckman, seconded by Mayor Krieger, and carried, that this item be held over to December, 26th meeting as requested by .staff. COUNCIL CO NM ITTEE REPORTS Councilman Gillum: Mr. Mayor, I have a communication from the Upper San Gabriel Valley Water Association informing ,us that the annual payment for dues in the amount of $100..is due as of January 1, 1968. Mayor Krieger; That should be turned over to staff for inclusion in the warrants on the agenda for December 26th meeting. Councilman Nichols: I have just one item. Last Friday morning a lady school teacher at Coronado School fell and struck her head on the concrete sidewalk. and was knocked unconscious and very severely injured. The school personnel in the office called the -Police Depart- ment and within just a few minutes of the time of the call, ;Rescue Unit, :Engine Company Unit and, Police Cars were :on., the scene and the administrator in charge of the school was effusive in his praise at the rapidity the call was answered by the West Covina facilities and was very pleased with the quality of the service that was rendered. I would like the minutes to show that the two major units involved•in this operation from West Covina were the: Fire Department Rescue Unit in charge of Fireman Badgley, and the Engine Company truck headed by Captain Rodriguez. If these men are no more than typical of the quality and caliber of men that man the emergency equipment in West Covina they certainly did a good job last Friday and I hope the City Manager will convey to them my personal appreciation on hearing such wonderful reports of the type of service they rendered. Councilman Gleckman: -I attended a newly formed committee for the -League of California Cities this past week which should prove very interesting to our City and has to do with the _U,rban .Cbalition and review of activities and recommendations as well as suggestions that have to do with SCAG. and several other interesting subjects that this Committee is going to look into. Our next meeting will be in February when we will get into the meat of these things and I hope to report back at that .time, if possible, some of the results . - 17 - 1 ADJ. C—C. 12-18-67 Page Eighteen COUNCIL COMMITTEE REPORTS - Continued I also would like to make a motion that the City • Council direct the City Attorney to prepare a resolution commending Jerry Nichols for his service to the West Covina community as Clerk, o:E'the. Citr11st'.'M.uftic1pal,... Court, and also include in that motion that a plaque be authorized to be presented to Mr. Nichols at maybe the first meeting in January. Motion seconded by Councilman Nichols, and carried. Mayor Krieger: -Mr. Aiassa, we will have this matter of the considera- tion of Mr. Wakefield's appointment on the agenda next week., I assume? Mr. Aiassa, City.Manager: Yes, on the 26th. Mayor Krieger: Will you prepare a letter over my signature for Mr. DeGroff in accordance with the memo from the Recreation "and ,,-P.ark.Director? The Committee appointmentis for the 4 month term end at the end of this month: Planning Commission; Recreation & Park Commission; Personnel Board; Human Relations Commission; .Chamber of Commerce; and West Covina School Board. If any of you gentlemen have particular requests for any a-ssignment will you please contact me before next Monday night? Mayor Krieger: Mr. Aiassa - on this matter of the color of our Fire Trucks will you carry forward on .that by an invitation to the young gentleman to review it? I asked for a report based on the fact that the timing of the 'letting of bids and the signature of contracts concerned me a little bit as they passed over my desk. There seemed to be an inordinate period of time and there is a report submitted over Mr. Louis Winters signature through .Mr. Zimmerman having to do with this scheduling. Councilman Nichols: . What scheduling are you referring to? Mayor Krieger: The submission of the formalized contract to the .Mayor for signature after the Council passed on the awarding of bids to the successful bidder. As a matter of general procedure it seemed to me that quite a bit of time elapsed. The report I received dated December 5, 1967, satisfies me in that regard that the staff is pursuing this within the normal scheduled limitations but there is a recommendation contained in this report by Mr. Winters having to do with the starting date for construction as to the responsibility to be fixed and I will hand this report to the City Manager and ask him if he will submit to the Council a recommendation on this matter. I don't see it havingbeen routed. through your office Mr. Aiassa.. I understand from this report from the Planning Department to the City.Council that the Chairman of the Planning Commission will be present on December 26th for the presentation of an oral report - is that correct? Mr. Aiassa, City Manager: John Adams will be here on the 26th. - 18 - ADJ..C. C. 12-18-67 Page Nineteen COUNCIL COMMITTEE REPORTS Continued Mayor Krieger: 'We received an announcement that the Glengarry • Highland Bag Pipe Band is to appear on a nationwide television show next Sunday evening at 9 to 10, and with the permission of the Council I would like to send a letter to them over my signature expressing our congratulations and appreciation for their efforts. (There were no objections.) Mrs. Preston will you take care of this? . Anything further to come before the Council? By Ordinance, the meeting of the 25th will be on the 26th. Motion by Councilman Gleckman, seconded by Councilman Nichols, and carried, to adjourn at 8s 50 p.m. to December 26th at 7:.30 p.m. n LJ ATTEST City Clerk J APPROVED yi / g Z? U MAYOR - 19 -