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11-18-1974 - Regular Meeting - Minutes• • MINUTES OF ADJOURNED REGULAR MEETING OF THE CITY COUNCIL AND JOINT MEETING RECREATION AND PARKS COMMISSION NOVEMBER 18, 1974. The adjourned meeting of the City Council in joint session with the Recreation and Parks Commission called to order at 7:31 P.M. by Mayor Chester Shearer in the City Manager's Conference Room at City Hall. ROLL CALL CITY COUNCIL Present: Absent: RECREATION & PKS. COMM. Present: Mayor Shearer; Councilmen: Browne, Chappell, Young Lloyd Chairman Dun; Commissioners: Alfaro, Plesko, Calnan Others Present: George Aiassa, City Manager Norm Stevens, Dir. Rec. & Pks. Dept., Ray Thurston, Ass't. Dir., Rec. & Pks. Dept. George Zimmerman, Public Service Dir., Leonard Eliot, Controller Janet Williams, Administrative Analyst Bob Sutton, Staff Reporter - Sefitnel Lela Preston, City Clerk Herb Tice, Councilman Elect Gary Miller Jim Schoonover JOINT MEETING ITEMS BOND ISSUE Mayor Shearer asked Mr. Zimmerman to briefly ALTERNATE FUNDING summarize the presentation he made previously to some members of Council. Using a display chart,Mr. Zimmerman briefly explained the various decisions required in order to arrive at a viable acquisition and development of the Sunset School site or some other location as a facility for a multi -purpose building. The type of uses: Stages provided for drama purposes; gymnasium for league and open play; senior citizens lounge and social area; lighted softball and base- ball diamonds already exist at Sunset School; picnic area; play- ground area; community meeting rooms; class rooms for fee and charge activities: Map of the general city area shown, pointed out possible locations for a multi -purpose building: Community parksite,i.in Woodside Village area; Cortez Park; Sunset School and neighborhood parks,such as: Palm View, Cameron and Walmerado. Staff recommendation was Sunset School. Explained further if the School District sells Sunset School to • someone other than the City a new location for the three ball diamonds would have to be found. No acquisition costs would be incurred in the case of using one of the neighborhood parksites but all new buildings would have to be built. Sunset School now has three existing ball diamonds which can be continued to be used and there is room for a fourth to be added. In using the existing school the City can take advantage of the lower cost of the existing build- ings. There is ample parking and considerable ground covering. - 1 - CITY COUNCIL and Page Two REC. & PKS. COMM. JOINT MEETING 11/18/74 There might be a slightly higher maintenance cost involved but the existing buildings are considered to be in good condition by the Building and Fire Departments. It is restricted by, State Law to be used for recreation and park use only. Sunset School includes • thirteen classrooms, kitchen, and a small auditorium. Some remodel- ing and renovating would be required. Street circulation to all portions of the City is good. State Law requires the City to notify the School District within 60 days if it intends to purchase the site and City Council has done this by resolution as of a week ago tomorrow night subject to: 1 - the satisfactory negotiation of price; and 2 - once price is settled, deciding on method for coming up with the money. Approximate costs broken down into three categories: Capital Costs, Operating Costs and Program Costs. New improvement costs estimated at $40 to.$50 per square foot; total Capital Costs estimated at one and a half to two million dollars. Mayor Shearer pointed out if the school is utilized as it now exists for the present then that cost figure would be considerably less. Operating Costs: Maintenance and upkeep perhaps somewhat greater at Sunset School because of not being a new facility. Utilities are included in the estimated cost of about $401000 per year. Programs would be self-supporting. Financing Methods which have been considered: Bond Issue which requires 2/3rds vote of the electors. Another is a non-profit corporation under SB90 and could be a City activity or under a Joint Powers Agreement. There was an offer by the School District whereby the Gity could purchase under a 20 year payment plan • and the City Attorney has indicated the City cannot buy under that plan; however a non-profit corporation could be set up under which the City could buy it on a 20 year basis. Recommendation is if there is an election that it be held the last Tuesday in May because other elections would be out of the way. Other possible decisions by Council would include the Housing and Redevelopment Act of 1974; Revenue Sharing, although there is some question as to whether sufficient funds would be available due to the other needs of the City using portions of revenue sharing funds; the 20 year payment plan under a non-profit corporation; a Redevelopment Agency could possibly be funded under the Health and Safety Code Section 3345. Mayor Shearer; Mr. Aiassa, before opening to general questions and discussion can you brief us on the status of the appraisals? Mr. Aiassa: We have talked to the'School District and it was indicated their appraisal should be completed by December 15. I have been in contact with Mr. Cox and we are trying to establish a time schedule and he does have some other prior commitments. I will have an answer for Council on the 25th along with cost figures. Initially, Mr. Cox • has advised me they will make an appraisal of the triangle that is facing this property (to the Wash) which the Queen of the Valley also wants to possibly sell to the City if we are interested in the school site. It is a very small triangle. Mayor Shearer further explained Council would be briefed by the end of the week regarding the Community Development Act which appears might be a source of funding; there are possibilities of financing - 2 - • • • CITY COUNCIL and REC. & PKS. COMM. JOINT MEETING Page Three 11/18/74 that might not require going to the voters with regard to a bond issue. Councilman Browne mentioned that at the meeting with the School Board there was an indication that.a decision on the Sunset School might not be made until after their School Board election in March,in regard to price. Mayor Shearer stated their concern was if the present School Board reached a price could a new School Board,(which is a potential because there are three seats up for consideration in .March,) Over turn a previous decision; generally agreed if the present School Board signed a contract it would be binding; however, they were going to the County Counsellor to get a decision. Councilman Browne said he would be interested in knowing what the Commission thinks in relation to the purchase of Sunset School versus a bond issue for a multi -purpose building in another location. Chairman Dun stated the Commission recommended to City Council a Bond Issue and the acquisition of the Sunset School. Chairman Dun: Mr. Mayor - one of the things the Commission has been plaqued with is our inability to understand the financing programs in the City. Especially myself. I have to admit my ignorance on the methods of financing and have asked several times what methods of financing there are. As far as a Bond Issue - my personal opinion is we need the Bond Issue in order to obtain the things this City needs. I have been kind of moved about the national problem in relation to the passing of Bond Issues, not only municipal but federal. I would like to know what is the availability of revenue sharing funds? It was explained that Revenue Sharing is one possibility; the disposal of those funds are at the discretion of the City Council and they are obviously pushed and pulled by a lot of different forces in advanced commitments; so the answer would depend on what amount is being considered. If it is a small amount, revenue sharing could be considered, but if it is close to two million as mentioned by Mr..Zimmerman, then revenue sharing isn't sufficient. -Mr. Eliot asked by the Mayor what the present uncommitted portion of revenue sharing funds is at the present time - stated a possible $600,000 uncommitted at this time. Mayor Shearer: The City is kind of caught in the middle right now; we are depending on the completion of the shopping center in the next couple of years to bring in sufficient added revenue to make up the gap that has presently been filled in the last couple of years by revenue sharing funds. So I would be hesitant to commit revenue sharing money and then find out the gap is not going to be closed. We are also in a bind that we cannot raise property tax beyond a limit that is based on increased population offset by increased evaluation in the community. I believe the recommendation of the Commission was that we impose a 10(,' park tax and this cannot be done without a vote of the people unless we in turn reduce the present property tax. We are at the maximum rate that we can charge at present. So any additional money for whatever purpose, whether it is for general purposes or parksites or whatever, in addition to what we are presently charging has to be done under the provisions of SB 90 - by a vote of the people. Chairman Dun: Mayor Shearer: Mr. Mayor, one of our major questions is the financing - whether the City can afford to buy this property? I will answer that by saying with our present income we cannot afford to buy it. - 3 - CITY COUNCIL, and REC. & PKS. COMM. JOINT MEETING Page Four 11/18/74 If we get a raise, either through a tax override or a bond issue, which would carry with it the ability to raise the taxes to pay off the bond issue then we could afford it. With our present financial situation we could not afford it unless some new programs, such as • the Community Development Act could be utilized. Chairman Dun: Can we discuss the Community Development Act a bit? The information we received was that we would be receiving a certain amount of dollars in the first three years - approximately $192,000 the first year, $400,000 the second year and $5001000 the third year. The impression I got was that this particular money could be used for this type of facility - I may be wrong. Mayor Shearer: Yes, it could be, but maybe it would not be approved. As I understand it, it appears to be dependent on the specified used, if it falls within certain guidelines. I asked this question this afternoon and there seemed to be a reservation on the part of staff to adopt one project utilizing all the money that the City might be given or a major portion of the money, exclusive- of all the other eligible uses that the federal government has provided for in the legislation. The stages we have to go through are: 1 - we have to make a proposal and it has to be approved by HUD; 2 - a Citizen's Committee has to be formed to assist in the city's pre- paring its short range as well as its long range proposal for the utilization of this money. Approximately we have three and a half million over 6 years available to West Covina. You would tie up the first three or four years of our allocation in this and it is thought that may not be looked on too favorably - to put all our eggs in one package. • Councilman Young: Mr. Mayor - suppose you had a tax override or a bond issue and then supposing a wind- fall like this occurred, could that be used to pay off in lieu of the contract that is made by virtue of the overridge election? Mayor Shearer: I believe, Mr. Eliot, advised us there was a provision in the law that said this money could not be utilized to pay off previously agreed to obligations. It had to be new things, new programs, new ideas. Commissioner Plesko: Mr. Mayor - I think this was one of our main concerns - in going to bat, working very hard for a bond issue and then seeing it go down to defeat and then in the meantime you got monies coming in from other potential areas. It seems to me that we are putting the cart before the horse and maybe we are here a little too early tonight to discuss this as far as the bond issue is concerned. (Council agreed as far as the bond issue it is too early, but there were other things that might be discussed at this time.) • Mayor Shearer: I am of the opinion that we should explore all other avenues of financing of this item and use as a last resort the bond issue. (Commissioners and Councilmen agreed.) Councilman Young: I agree on the matter of exploring alternatives. The only real regret we probably all have is we are discussing - 4 - CITY COUNCIL, and Page Five REC. & PKS. COMM. JOINT MEETING 11/18/74 this in kind of a vacumm because we don't know what we are really talking about yet. Councilman Chappell: I think we should give the Commissioners the reassurance, if it is there, that we • want to move ahead on Sunset School, so they can move ahead in formulating their plans irregardless of whether we have to go via a bond issue or whatever method. I think they should go ahead with plans as to how it would be used, what it would cost to make use of the property to its maximum and how we could start eliminating it down in order to reach the amount that we can put into it. One of the things that killed the RTD was there was no plan on the table. So we should know what that site would cost with a multi -purpose building on, what the additional baseball diamond would cost, lights cost, etc. We should have a complete layout and costs. Commissioner Alfaro: Mr. Mayor, based on your conversation here tonight, I assume each member of Council is 100/ in agreement that a multi -purpose building is favored by all. I am talking about the concept of the idea. Councilman Browne: I can give you my viewpoint. As I look at it we are in a two phase proposition here. Number 1, the acquisition of Sunset School which I feel can be utilized to the betterment of the community as it now exists, and I think we have indicated that we would be willing to go ahead and purchase the school site if the price is right. Commissioner Alfaro: Is each member of the Council in agreement • that the City of West Covina needs a multi- purpose building such as we have been talk- ing about for a long time? Mayor Shearer: If you are talking about a multi -purpose building ala Palm View Park as we talked about a few months ago in addition to Sunset School then my answer is "no", but if you are talking about a multi -purpose building as it relates to the existing buildings at Sunset School I say "yes". I am 100% in favor of the acquisition of Sunset School even if the only utilization that we can make is as it now stands, and then add on from there. (Council members agreed. Mr. Tice, Councilman elect, also stated he was in favor of a multi- purpose building two and a half years ago and fully supports it.) Chairman Dun: Since we have been talking about this effort - and I hate to guess how long - but I know we have been discussing a multi -purpose building since I have been on the Commission, and as Councilman Chappell said.we need to have a decision on where we are going and what we are going to do, we need to have some t*me if we have to go to the last resort - a bond issue - and the election is going to be in Mayoof next year that doesn't give us much time. .I have gone through some of our previous bond issue efforts in the • City of West Covina and I have come to the conclusion we need time to educate the public on what we are trying to do. As stated by Councilman Young, they are still throwing stones on us because of this building. So if we go out for another bind issue this building is going to come up and I don't want that to happen. My feeling is we need time. We have to have a decision made as to which way we are going to go and we have to have time to educate the people. - 5 - CITY COUNCIL, and Page Six REC. & PKS. COMM. JOINT MEETING 11/18/74 Mayor Shearer: Let's don't get locked into May or any other time. We can't make a decision now, we don't know what the School District wants. We won't know until after the middle of December. If at that point we look at the calendar and decide there are not enough days left it may • be that it would have to be postponed to the next election date. Chairman Dun: Mr. Mayor, really what I don't understand, back .in September of this year we met with the School District people and went to the school property and at that time we had a pretty fair idea that was the facility for West Covina for a multi -purpose building and I was under the impression at that time that we were going out for an appraisal. Now I don't understand why it takes so long to get an appraisal. All this period of time we have been concerning ourselves with a possible bond issue and how much money we might need. Mayor Shearer: But the fact remains the School District says we don't know what We are going to charge you until we get out appraisal. They own the property. Until that time we have nothing to go on. Two appraisals are needed and it may be necessary to have three if we don't agree. It is a matter of law for each to have their own appraiser. Mr. Aiassa: Mr. Mayor, one thing that should be made part of the record is that both the School District and the City are mandated by the government code and we are actually proceeding in accord with the code. Mayor Shearer: It appears to me that we are in agreement, both the Commission and the Council. In summing up I think it can be said that we are in complete agreement that Sunset School is the way to go, even if, we can do no more than utilize the classrooms, meeting rooms, etc., as it now stands. (Council and Commission agreed.) And that we are pursuing investigation of possible funding alternates. One of which is a bond issue, which is very low on the priority list because of needing two-thirds of the voters permission. It seems to me that is about as far as we can go, unless the Commission, and I don't think you need instructions from the Council, should be formulating through staff the information that will be needed if we do get CDA funds. We have to show what the facility would be utilized for and how it would be developed, etc. So I believe it is quite timely that the Commission and staff work on possible programs that could be utilized as the building now stands and then adding on from there. Councilman Young: Mr. Mayor, a question. Things will start jelling here hopefully pretty quick - do we have any kind of a projection as to how much we need in the way of time and money to put goether a Master Plan of Development for that facility if we were to get it? . We have talked about the use of the facility as it stands and things that can be done to it. How long will it take us to have our own blue print for it if we see a possibility of getting it after that possibility matures around December 15th? Mayor Shearer: It seems to me the appropriate action here is to authorize Frank Sata and Associates to work on plans. He was previously authorized to work on plans for a multi -purpose building and told to - 6 - CITY COUNCIL, and Page Seven REC. & PKS. COMM. JOINT MEETING 11/18/74 stop when the Sunset School property came into the picture. Now it seems pretty certain that we are going towards Sunset School, so perhaps we should authorize Mr. Sata to start work on various alternates for the Sunset School property. • Motion by Councilman Chappell to authorize Frank Sata and Associates to continue with plans using the Sunset School property in conjunction withtheir development of the projects they were originally hired to do in relation to a possible multi -purpose building; and further that the Recreation and Parks Commission act as coordinator; seconded by Councilman Browne and carried on roll call vote as follows: AYES: Browne, Chappell, Young, Shearer NOES: None ABSENT: Lloyd VACANCY ON COMMISSION Mayor Shearer: Not on our agenda is the item concerning a vacancy on the Recreation and Parks Commission. Chairman Dun called me and asked that the matter of an appointment at least be discussed with the Commissioners, that we get some of their thoughts as to what they feel we should look for in an appointment. We have received I believe fourteen applications. Two are present tonight, Mr. Miller and Mr. Schoonover. That item is now open for discussion. Chairman Dun: Mr. Mayor, I think when I called you I was concerned about the forthcoming year, especially with the acquisition of Sunset School coming up and the amount of work involved. I feel we have a tremendous need for a very energetic individual, one that is involved in this type of acquisition. We need somebody familiar with the City who can work with people and willing to work. I feel a tremendous need for help on this Commission. So I ask you to consider our request and think about your appointment before you make it. We need somebody that is really going to help the City of West Covina. Commissioner Plesko: May I hadd a comment, Mr..Mayor? I think certainly the person whom you will appoint should be one that is willing to attend more than one meeting a month and have some time to do so. We are all busy people but I think if they are interested in the first place then they should be willing to donate the required extra time to get the job done. And if we are going to acquire this property we are going to need the strongest person we can get. Councilman Chappell:. Mr. Mayor, I think by the first meeting in December we should have interviewed those people that we are not familiar with and make our decision in early December. Mayor Shearer: I was going to suggest that we set an interview schedule starting as soon after next Monday as wecan. We will have to devote several hours to interviewing with fourteen people to interview. So with the concurrence of Council we can direct staff to .set up an interview schedule at 20 minute intervals. Council discussed and. agreed to start interviewing on Tuesday, November 26 at 4 P.M. with a dinner break from 6 P.M. to 7 P.M., not at City expense, and then come back at 7 P.M. and continue to 9 P.M. If there is a carry over it will be completed on Monday, December 2, again starting at 4 P.M. Mr. Aiassa asked to have staff set up the schedule and notify Council. - 7 - CITY COUNCIL, and Page Eight REC. & PKS. COMM. JOINT MEETING 11/18/74 Chairman Dun: Mr. Mayor, going back to the motion relating to Mr. Sata performing the work - do you want the Commission to work with Mr. Sata and are we going to control Mr. Sata and his expenditures • as well? Mayor Shearer: Yes, you are to act as coordinators and you will control the expenditures only up to the -amount set by Council previously. I believe some $6,000 was set, some of which has already been expended. Now if you reach the point where the money has been spent and some additional work has to be done, a recommendation to Council by the Commission would be considered by Council. I would say that I think additional money will be required. Chairman Dun: Thank you. My concern was strictly on the motion as stated. .Mayor Shearer: You are the coordinators on the effort, but Council still holds the purse strings. And staff will work with you. We have to have a good finished product presented to us. (Mayor Shearer advised the Commissioners that the balance of the meeting would be devoted to Council matters if they wished to adjourn at this time.) Motion by Commissioner Plesko, seconded by Commissioner Alfaro and carried, to adjourn at 8:48 P.M. • CONTINUANCE OF COUNCIL MEETING AMENDMENT TO PERSONNEL Mr. Aiassa advised that he discussed this RESOLUTION NO. 1277 matter with the City Attorney and the following resolution is suggested to Council for adoption. This relates' to the item discussed with Council at their regular meeting in the Lxecutive Session. RESOLUTION NO. 4969 The City Manager presented: ADOPTED "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, AMENDING RESOLUTION 1277 RELATING TO DEPARTMENT HEADS AND FLAT RATE POSITIONS AND SALARIES." Motion by Councilman Young, seconded by Councilman Browne and carried, to waive full reading of said Resolution. .Motion by Councilman Chappell, seconded by Councilman Browne, to adopt said resolution and carried on roll call vote as follows: AYES: Browne, Chappell, Young, Shearer NOES: None ABSENT: Lloyd . CDA REQUIREMENTS Mayor Shearer: One further item. `Briefly, Councilman Chappell and I attend&d<a briefing this afternoon, (I believe the other Councilmen will be briefed this week) one of the things we have to do as a City in order to be eligible for the Community Development Act monies is to appoint a Citizens Committee. There are no requirements as to number but the make up is generally M-30 CITY COUNCIL Page Nine 11/18/ 74 advised to cover all spectrum of society, young and old. (Passed out copies of a map to the Councilmen indicating the areas set up under the General Plan and asked that Council between now and Monday nights' meeting be considering people who live in these various areas who would be willing to meet possibly one night a • week for the next month and a half and then perhaps on a less frequent basis. Keeping in mind the spread in age.) We will not have time to advertise in the papers and this Committee has to be appointed Monday night. Staff has suggested that we consider a Committee of at least ten and that the Chairman of the Planning Commission, Youth Advisory Commission and Recreation and Parks Commission ex-officio members. So the Committee may end up with about fifteen. Please submit your names on Monday night. ADJOURNMENT ATTEST: • CITY CLERK • Motion by Councilman Young, seconded by Councilman Browne and carried, to adjourn meeting at 9:05 P.M. APPROVED: MAYOR