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HomeMy WebLinkAboutCC Minutes 2000-12-18SRCC Minutes (Regular) 12/18/2000 Page 1 IN THE COUNCIL CHAMBER OF THE CITY OF SAN RAFAEL, MONDAY, DECEMBER 18, 2000 AT 8:00 P.M. Regular Meeting: San Rafael City Council Also Present: Rod Gould, City Manager Jeanne M. Leoncini, City Clerk OPEN SESSION - COUNCIL CHAMBER - 6:30 PM: Mayor Boro announced Closed Session item. CLOSED SESSION - CONFERENCE ROOM 201 - 6:30 PM: Conference with Legal Counsel — Existing Litigation Pursuant to Government Code Section 54956.9(a) Present: Albert J. Boro, Mayor Barbara Heller, Vice -Mayor Paul M. Cohen, Councilmember Cyr N. Miller, Councilmember Gary 0. Phillips, Councilmember Absent: None Case Name: MHC Financing et al. v. City of San Rafael U.S. District Court, Northern Dist. of CA., No. C003785VRW Mayor Boro announced that no reportable action was taken. ORAL COMMUNICATIONS OF AN URGENCY NATURE: 8:00 PM None CONSENT CALENDAR: Councilmember Miller moved and Councilmember Phillips seconded, to approve the Consent Calendar, as follows: ITEM 2. Approval of Minutes of Regular Meeting of Monday, December 4, 2000 (CC) Monthly Investment Report for Month Ending October, 2000 (MS) — File 8-18 x 8-9 6. Resolution Authorizing the Purchase of Two Fire Engines ("Pumpers") from KME Fire Apparatus (in the amount of $564,924.00) (FD) — File 4-2-307 7. Resolution Accepting a Grant in the Amount of $4,000 from the Department of Boating and Waterways for the Development of a Boat Pumpout / Dump Station Facility at 616 Canal Street and Authorizing Public Works Director to Sign an Agreement Accepting the Terms of a Grant (PW) — File — 12-6 x 9-3-40 x 3-3-53 RECOMMENDED ACTION Minutes approved as submitted. Accepted Monthly Investment Report for month ending October, 2000, as presented. RESOLUTION NO. 10749 — RESOLUTION AUTHORIZING THE PURCHASE OF TWO FIRE ENGINES ("PUMPERS") FROM KME FIRE APPARATUS FOR THE TOTAL COST OF $564,924.00 ITEM REMOVED FROM AGENDA AT THE REQUEST OF STAFF, TO BE PLACED ON AGENDA FOR 1/16/2001 MEETING. SRCC Minutes (Regular) 12/18/2000 Page 1 0 0 AYES: NOES: ABSENT: Resolution Authorizing Extension of Time for Completion of Improvements re Northview Subdivision (PW) — File 5-1-335 SRCC Minutes (Regular) 12/18/2000 Page 2 RESOLUTION NO. 10750 — RESOLUTION EXTENDING TIME FOR THE COMPLETION OF IMPROVEMENT WORK — "NORTHVIEW SUBDIVISION" (EXTENDED TO AND INCLUDING DECEMBER 15, 2001) Acceptance of Annual Report and Audit for the Accepted Annual Report and Audit for San Rafael Redevelopment Agency (RA) — San Rafael Redevelopment Agency. File 8-18 x 8-9 x (SRRA) R-62 COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro COUNCILMEMBERS: None COUNCILMEMBERS: None The following items were removed from the Consent Calendar for discussion: 4. ANNUAL UPDATE ON INVESTMENT POLICY (MS) - FILE 8-18 x 8-9 Vice -Mayor Heller stated she enjoyed the report and asked for clarification on maturity revisions made to two investment classes: AB 2220, Bankers Acceptances and Commercial Paper, as outlined in the staff report. Assistant City Manager Nordhoff responded stating, that as background to the bill these had not been changed in 17 and 22 years, and the securities, as offered in today's market, were not offered in the durations, as they had been previously placed into law, so the amendments were made to reflect how these products are seen in the market place today. Vice -Mayor Heller remarked that this was more paperwork and Mr. Nordhoff responded that it was merely compliance and better reflects the marketplace. Vice -Mayor Heller moved and Councilmember Phillips seconded, to accept the report. AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None SUMMARY OF LEGISLATION AFFECTING SAN RAFAEL (CM) — FILE 9-1 x 109 x 11-6 Councilmember Cohen commented that both of these bills pertain to Sudden Oak Death Syndrome and suggested adding our voice to the County in strongly supporting these bills, to make sure attention was paid to Marin County, adding that Assembly Member Wiggins originally submitted a bill which did not include Marin County in funding to deal with this issue. He noted a letter had been generated for the Mayor's signature and urged strongly stating our position, perhaps writing to the Governor in anticipation of doing an immediate revision. Councilmember Cohen moved and Councilmember Miller seconded, to approve the staff recommendation: SB 31 Oak Mortality Syndrome and Sudden Oak Death Syndrome. Senator Wes Chesbro - SUPPORT. ACR 5 Sudden Oak Death Syndrome. Assembly Member Joe Nation — SUPPORT. City Manager Gould stated he would prepare a letter for the Governor also. AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None SPECIAL PRESENTATIONS: 10. INTRODUCTION OF JANE LANGE, NEWLY -APPOINTED CULTURAL AFFAIRS SUPERVISOR (LIB/CULT.AFFS.) — FILE 9-3-61 x 7-4 x 7-8-1 x 13-14-2 Mayor Boro invited Jane Lange to the podium and Vaughn Stratford, Library Director, reported that Jane is now the permanent Cultural Affairs Supervisor, recently appointed to this position; having served in an acting capacity for the past year. He commented that Falkirk is in good hands with Jane. Responding, Jane Lange stated she was very pleased and thanked the Council. Mayor Boro, on behalf of the City Council, congratulated Jane Lange on her appointment and reiterated the fondness, not only the Council, but the Community as a whole, has for Falkirk, adding he looked to Jane to ensure continuation of this great tradition. SRCC Minutes (Regular) 12/18/2000 Page 2 SRCC Minutes (Regular) 12/18/2000 Page 3 SPECIAL PRESENTATIONS (Cont.): 11. INTRODUCTION OF THE FOLLOWING 9 POLICE OFFICERS, 1 DISPATCHER TRAINEE AND 1 PARKING ENFORCEMENT OFFICER: (PD) — FILE 9-3-30 x 7-8-3 x 7-4 Acting Police Chief Cronin stated that, in the brief period since having the honor to assume the role of Acting Police Chief, his most pleasant duty had been the hiring of a number of young people, whom he introduced to the Councilmembers. Michelle Raggio, Dispatcher Trainee - Michelle grew up in San Rafael and graduated from Terra Linda High School. She holds an AA from Santa Rosa Junior College and has attended the College of Marin and CSU, Sonoma. Her previous work experience has been in early child education and administration. Michelle lives in San Rafael. Roy Leon, Parking Enforcement Officer — Roy was born in Willits, graduating from Willits High School where he played Football, Basketball and Baseball. He was in the United States Marine Corps for four years, serving in Bahrain, Japan and the United States, achieving the rank of Sergeant. Mr. Leon is fluent in Spanish and English, and lives in Rohnert Park with his wife and 8 month old son. Dean Prestia, Police Officer — Dean was in the United States Air Force for four years, serving in Tucson and Saudi Arabia. He attended Saddleburg Junior College, Mission Viejo . He lives in Benica and was president of his class at the Academy, graduating on December 8, 2000. Lisa A. Holton, Police Officer — Lisa comes to San Rafael from the Novato Police Department where she has served for the past three years as Patrol Officer, Field Training Officer and DARE Officer. She previously served for three years as an Officer of the Mill Valley Police Department. Lisa grew up in Cloverdale and earned an Associate Degree from Santa Rosa Junior College Administration of Justice. She now lives in Petaluma with her husband, a Twin Cities Police Officer. Christopher Kaupe, Police Officer — Christopher comes from the Fairfax Police Department where he served for 11 years as a Canine Officer and Field Training Officer. He grew up in Marin and attended Terra Linda High School and also College of Marin, and served in the United States Air Force. Christopher lives in Petaluma with his wife and two sons. Earl R. Titman, Police Officer — Earl comes from the Novato Police Department, having served 14 years with that agency. He has worked as a Patrol Officer and Detective and was a member of the Novato Special Response Team. He grew up in Marin County, graduating from Novato High School, and attended College of Marin and served in the United States Navy. He lives in Novato with his wife and two children. Cindy A. Baxman, Police Officer — Cindy was born in Santa Rosa, raised in Petaluma and graduated from Petaluma High School. She attended Cabrillo College, Aptos, the University of San Diego, and St. Mary's College in Moraga, where she earned a Bachelor's Degree in May, 2000. She has completed internships with the Petaluma and San Francisco Police Departments and coordinated the Citizens' Academy of the Petaluma Police Department. Cindy graduated from the Police Academy on December 8, 2000 and lives in Petaluma. Timothy J. McGinley, Police Officer — Timothy, originally from Pittsburgh, Pennsylvania, studied music at the Conservatory of Music at the University of Cincinnati, going on to a career as a professional musician. He played drums in the orchestra on cruise lines based in Miami, Honolulu and San Francisco, later playing with the Artie Shaw Band. He was a drummer in the National Touring Company of the Ringling Brothers and Barnum & Bailey Circus for 6 years. Timothy has worked for the Korbel winery for the past year, in the company's Security Division. He graduated from the Police Academy on December 8, 2000 and lives in Petaluma with his wife. Jamie M. Moyles, Police Officer — Jamie, born in Novato and raised in Petaluma, graduated from Petaluma High School. She played soccer, basketball and softball and earned an Administration of Justice Certificate from Santa Rosa Junior College in 1999. Jamie graduated from the Police Academy in September 2000 and has worked for Macy's, as a Security Agent, for the past 2-'/2 years, conducting shoplifting and internal investigations. She lives in Petaluma. John S. Pinedo, Police Officer — John was born in Ventura and grew up in Marin County, attending Sir Francis Drake and San Rafael High Schools, before joining the United States Army. He was originally trained as a mechanic and now serves as an EMT in the United States Army Reserves. John has extensive training experience as an automobile service technician and computer technician and is an accomplished musician. He graduated from the Police Academy on December 8, 2000 and lives in SRCC Minutes (Regular) 12/18/2000 Page 3 SRCC Minutes (Regular) 12/18/2000 Page 4 San Pablo. Acting Police Chief Cronin added that John Pinedo's sister and he started at the same time in the Sheriff's Office, some 27 years ago. Hector A. Rivera, Police Officer — Acting Police Chief Cronin stated Officer Rivera was ill this evening and could not attend. Addressing the new Police Department recruits, Mayor Boro, on behalf of the Council, stated he and Vice -Mayor Heller had had the opportunity to attend their swearing-in, which took place on two separate days. On the first occasion there were a number of people from different agencies and the second consisted of a class of 6 brand new Officers to the profession. Mayor Boro reiterated his comments made at the swearing-in, to the effect that San Rafael has the best Police Department in Marin County, which is why these new people preferred to work here. He congratulated them on being the best and welcomed them to San Rafael. COUNCIL CONSIDERATION: OLD BUSINESS: 12. RESOLUTION APPROVING AGREEMENT WITH DANIEL MACDONALD, AIA ARCHITECTS, INC., FOR COURT STREET PLAZA DESIGN (RA) — FILE 4-3-381 x (SRRA) R-423 Katie Korzun, Senior Economic Development Planner, stated she was pleased to announce the Design Review Board made a unanimous recommendation of approval on the Plaza Design and this was accepted by the Planning Commission last week, which means there is now an approved Environmental and Design Review Permit on the Plaza. She continued that in order to leap directly into construction drawings the contract with Daniel Macdonald was before the Council tonight. Ms. Korzun stated there had been two previous contracts with Daniel Macdonald, one to go through concept design and the other design development. This evening's contract would override these two, reported Ms. Korzun, in that the work under the two previous contracts is almost complete but is so integrally tied with the construction drawings that it is difficult to separate them. She evidenced several of the items required for the construction drawings are already under development, while others under design development will not be done until later, hence the one overriding resolution and contract before the Council. Ms. Korzun stated that while the contract shows $172,000, approximately $70,000 of this has already been expended, leaving an additional requirement of approximately $100,000. She recommended approval this evening in order to move forward to begin construction, adding the work to date has been satisfactory. Continuing, Ms. Korzun stated that the Planning Commission's approval had one suggestion and one added condition. The latter related to the replacement of the Bell logo on the medallions with another piece of art. She stated that staff investigated this, being cognizant of the fact that costs needed to be contained, and having spoken with the medallion manufacturer it was ascertained that the increase in cost, from one medallion cast 7 times, to revising the artwork to 7 medallions (7 moulds and 7 casts), would increase the cost by approximately $5,000. She reminded the Council that the medallions are 12" x 12" and would be on the seven posts supporting the trellis, which would be approximately 12 -feet off the ground and back from the surface of the wall about 2 — 3 - feet; therefore, the medallions would not be particularly visible. Ms. Korzun stated a variety of options were laid out for Council to follow and staff would like some clear direction on how to proceed with the medallions. Continuing, she stated the Planning Commission suggested additional contact be made with organizations having experience with running events. Ms. Korzun reported that at the staff level there has been close coordination with Brigitte Moran, the City's Events Coordinator, and discussions took place with the Business Improvement District and the Chamber of Commerce. Therefore, already quite a few event friendly items had been incorporated, including hose outlets, water hookups, additional electrical outlets, flat surface and provision to accommodate a large delivery truck. Ms. Korzun stated, however, that if the Council wished to have further outreach carried out they would be very willing to do so, with guidance on the appropriate organizations to contact. Ms. Korzun concluded by requesting approval of the contract, a decision on the potential medallion change and whether some additional contact is needed with event coordinators. Vice -Mayor Heller requested clarification on the Planning Commission's condition relating to the medallions and Ms. Korzun responded that their comment was "we could get something more inventive than the City logo". SRCC Minutes (Regular) 12/18/2000 Page 4 SRCC Minutes (Regular) 12/18/2000 Page 5 Mayor Boro asked for comment from the audience and there being none brought the item back to Council. Councilmember Cohen stated he had no problem with the staff recommendation but thought it was appropriate to comment on the Planning Commission's recommendations. He stated a discussion was held regarding the Plaza Design which was attended by members of the public and some members of the Cultural Affairs Commission, who took a fairly active role; comment was focused on members of the Council, Planning Commission and Design Review Board, with others present and participating. He, therefore, wondered if the Planning Commission felt there was insufficient outreach or if they expressed concern regarding any item in particular, which might have been overlooked. Ms. Korzun explained there was comment from a member of the public who felt there was insufficient outreach to the Arts Community, in particular, and suggested ways the Arts Community could be further involved. The Planning Commission did then fashion their remarks in response to the public comment, making a distinction between a condition and a mere suggestion. Ms. Korzun stated she sensed it was just a suggestion on something which could improve the Plaza; there was no discussion on the production method of the medallions or their visibility. Councilmember Cohen stated Ms. Korzun had made a distinction between a condition and a suggestion and asked for clarification on whether the Planning Commission did in fact, add a condition that the medallions not use the City logo, and to change this the condition would have to be undone. Ms. Korzun replied in the affirmative. Community Development Director Bob Brown, added there are provisions in the zoning code allowing the Community Development Director some discretion regarding minor changes to projects, therefore, if the Council wanted to go in a different direction this could probably be invoked. Mayor Boro stated Ms. Korzun depicted the medallions as 12" x 12" and inquired as to their height from the ground. Ms. Korzun reported she had attached a picture to the staff report illustrating the medallions as being 12 -feet above the ground level of the Plaza. This is attained by 6 feet of water, then 2 steps, with another rise, bringing them to 12 feet from the ground. They would then be set back further by 2 steps of water, each 6"-9". Mayor Boro equated the proposed medallions with the existing plaques on 4t" Street, which are approximately 12" x 12" and virtually impossible to read, and suggested weighing this against the process of achieving some level of design. Ms. Korzun then stated that the manufacturer of the medallions did caution that the medallions would need to be very schematic in design; the material is ground up stone poured into a mould with epoxy; therefore, fine line details would be impossible, with the depth of the raised portion being only 1/2 inch at maximum. Ms. Korzun stated the manufacturer anticipated the Bell would be easy, being just two depths. Mayor Boro commented on the outreach issue, stating it was normal practice to do everything possible to contact whomever might have been overlooked with respect to input on design and use, and requested staff contact the three groups mentioned, along with anyone else deemed appropriate. Regarding the medallions, Councilmember Phillips stated the bell was symbolic of the city and to have it repeated seemed more appropriate and consistent with the design. He, therefore, suggested forgoing the cost and time involved in attempting to come up with something which would be appealing to everyone and proceeding with the symbol of the City. Vice -Mayor Heller raised the question of the cost of the medallions and whether they could be left out, thereby cutting cost. Ms. Korzun stated they could be omitted and reported the estimated cost would be $400 - $600 to generate the mould and approximately $90 per cast, with an additional cost to affix them, making a total cost of approximately $1,300. She added that using the medallions was a minor addition. Vice -Mayor Heller inquired whether something could be added at a later time and Ms. Korzun responded that it could, but there would be a question on how to affix it to the cast concrete walls once they are set, sensing it would be better to do this as part of the initial construction, or not at all. Councilmember Miller reiterated it would be appropriate to use the symbol of the City for this project in the same way it is used in all of the signage around town. This added consistency, which makes a logo mean something. He stated this project had gone through design review with everyone possible coming forward; therefore, he did not see where more extensive outreach was necessary, adding that somewhere along the line a decision to proceed needed to be made. He noted that this is what separates San Rafael from other cities, where so much process is added, no decisions are reached; therefore, he would move to proceed with the bells. SRCC Minutes (Regular) 12/18/2000 Page 5 SRCC Minutes (Regular) 12/18/2000 Page 6 Councilmember Cohen clarified that the suggestion regarding outreach was to allow people to come up with ideas which would not add any cost to the project. He saw no reason why staff should be precluded from this, stating that if someone had an idea for improving the project which did not add cost it should be considered. He agreed with Councilmember Miller that signing the contract should not be delayed. Councilmember Miller moved and Councilmember Phillips seconded, to adopt the Resolution. RESOLUTION NO. 10751 - RESOLUTION AUTHORIZING EXECUTION OF PROFESSIONAL SERVICES CONTRACT WITH DANIEL MACDONALD AIA ARCHITECTS, INC. FOR COURT STREET PLAZA AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips and Mayor Boro NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None Mayor Boro thanked Ms. Korzun for her hard work. Councilmember Phillips requested clarification on the motion regarding the medallions as to whether this was the Resolution before the Council. Mayor Boro confirmed the Resolution was approving a Professional Services Contract, which included the direction on the bell, as moved by Councilmember Miller. 13. REPORT ON TERRA LINDA COMMUNITY CENTER POOL RENOVATION (CS) — FILE 12-5 x 12-15 x 9-3-65 x 9-3-66 Carlene McCart, Community Services Director, reported the Terra Linda Pool Project had evolved a great deal since its inception approximately 18 months ago, which then focused on repairing the hole. The pool had an aging and failing mechanical system, a major leak that was impossible to locate or repair and it was out of compliance with health and safety codes. At that time in order to fix the problem and return the pool facility to the community, $578,000 was allocated for its basic renovation. However, since then the project seemed to have moved from a point of renovation to remodel and Ms. McCart stated she was seeking direction this evening on the scope and finances of the project in order to proceed. Ms. McCart, in summarizing the background to the project, stated the project began in July 1999; the $578,000 was funded almost equally between the Parkland Dedication Funds, which are available for North San Rafael, and the General Fund. This was the largest Capital Improvements Project (CIP) of that fiscal year. 6 — 7 months were spent analyzing the situation to find a remedy, and at that time we were advised by the Architects, Jones & Madhavan, a very reputable Southern California firm, well respected in pool design, that it would be beneficial at the time of renovation to include a master plan, so that infrastructure for any improvements going forward could be put in place, and not have to cover the same ground, if, in fact, down the road it was decided to add another play feature, water slide, new entry or other features which might improve the facility overall. Permission was sought from the Council in March 2000 to develop the master plan, and this was received with the direction to go forward with the basic renovation, develop the master plan, and include the infrastructures needed to accomplish this plan. Between Spring and Fall construction drawings were developed, the master plan was taken out to the Community numerous times, visiting Homeowners Association Meetings, Via Committee Meetings, and the Park and Recreation Commission, as the plan developed. This was beneficial, reported Ms. McCart, as helpful suggestions received from the public were folded into the final design, which in September came in the form of final construction drawings. At the same time, two urgent requests were received from the community to amend the original renovation plan. Ms. McCart stated that the first proposal was for the reinstatement of a wading pool in the initial construction phase. This had been eliminated on the Architect's advice which alluded to current trends in pool design excluding wading pools due to their health and safety factors and the liability they assume; they are regularly replaced with play features. This, reported Ms McCart, did not meet with public support; therefore, the decision needed to be re- evaluated. Simultaneously, a landscape enhancement plan was presented by a Terra Linda resident, Chris Oaks, a Landscape Architect, member of the ORCA Swim Club and a family visitor to the pool. Having analyzed the landscape plan, it was concluded the enhancements were beneficial to the project. SRCC Minutes (Regular) 12/18/2000 Page 6 SRCC Minutes (Regular) 12/18/2000 Page 7 Continuing, Ms. McCart stated these two items were brought before the City Council on October 2, 2000 at a Study Session. During this study session it was agreed that the reinstatement of a wading pool feature and enhanced landscaping would be beneficial to the project; therefore, it was decided to delay the construction timeline in order to redesign the project to include these two elements. Ms. McCart stated she was requested to produce some information on four major issues: 1. the reinstatement of the wading pool feature; 2. the enhanced landscape plan and its cost; 3. a report back on all of the component costs of the master plan; 4. plans for managing the delay of the project. Ms. McCart added that since October, an additional issue was raised by the Architect to the effect that consideration be given to rebuilding the pool as opposed to renovation, and some time had been spent researching this. Ms. McCart reported on the four issues in question: Wading Pool v. Play Pool — She stated that in October it was decided to abandon the water play feature in a trade-off for a wading pool feature, and at that time she was requested to explore a hybrid facility called a play pool. This was done by visiting Dixon, where a new installation is in place, and carrying out research in other communities, and it was found that a play pool provides for wading, splashing and water play opportunities simultaneously. It is safer to use and more efficient to operate. Ms. McCart confirmed that pictures were included with this evening's material. She pointed out that basically a water play pool is a zero depth entry - walking from deck level into the pool it descends to 18 inches. Water is poured in by means of either a spray mechanism or fountain type mechanism, which fills the deep end to 18 inches. It drains continually, unlike a wading pool, which holds and contains the water for longer periods of time. Therefore, the water is filtrated and treated more frequently, thus avoiding bacteria growth, with water quality assurances higher. Children enter the pool to their own specific level of comfort, not having to enter the deep end until they are ready. It recycles water but unlike a regular swimming pool it can be turned off and on, thereby activating it only when required for use. Presently, the wading pool runs year round to ensure continuous operation of the filter and pumps, whereas the play feature can be turned on and off as patrons dictate, making it more efficient to operate; the estimated cost of operating the wading pool is approximately $18,000 as against approximately $12,000 for the water play pool. Ms. McCart stated that both of these ideas have community acceptance, having been discussed with the Swim Club and the VIA Committee, adding that to include either one would call for redesign fees. 2. Landscape Plan — Regarding the enhanced landscape project, Ms. McCart illustrated the architect's original design and that suggested by the community, pointing out that there was significantly more landscaping in the design donated by Chris Oaks, a member of the community, the latter giving the area a softer, more inviting look and affording the facility more seating and shaded areas, making it a more amiable environment. She continued that it included new landscaping on the interface with Del Ganado, which is non-existent at present, and completes the civic row of buildings from the Fire House to the parking lot of the pool area. The cost of installing the enhanced landscaping would be $28,000, which is in addition to the architect's minimal budget of $20,000, and also calls for redesign fees. 3. Costs — The plan prepared by the architect to renovate the pool which would include demolition, earthwork, deck, fencing, landscaping, equipment room renovation, mechanical, electrical, pump and filtration system replacement would cost $644,000. A wading pool feature would cost $60,000 and a water play feature $120,000. Discussions were held regarding a water slide at a cost of $ 33,000, which received limited support in the community; therefore, at present this is not a consideration. Ms. McCart reported, however, that a new lifeguard station is being considered, which would afford the opportunity to reposition the entry, at a cost of $18,000. The enhanced landscape plan, which utilizes the same facility, contains a more elaborate lifeguard station and is represented in this plan as $32,000. To rebuild the pool the cost would be $700,000. Added to this figure would be redesign fees, presently at an estimated cost of $18,000, with 15% of total for contingencies. 4. Delay — Addressing the delay in the project, Ms. McCart stated that going into any redesign situation would mean losing out on approximately 3 — 4 months of the project timeline. She added her department applied to the San Rafael City Schools, as did the ORCA Swim Club, and permission was granted, to use the Terra Linda High School campus for a modified SRCC Minutes (Regular) 12/18/2000 Page 7 SRCC Minutes (Regular) 12/18/2000 Page 8 summer program for Community Services, and the full swim season for the ORCA Swim Club, which would take care of one year. She estimated that approximately three months would be needed to redesign any additional elements to the basic plan. Therefore, the project would be out to bid in late April, 2001, with construction commencing in July, 2001. The construction project is estimated to take approximately six months and with no delays, be completed in December, 2001. This, stated Ms. McCart, would give a comfortable period of time to ensure an opening date of March, 2002. The other element, which arose during discussions in the last month, had been the debate on whether to renovate or rebuild the pool. Ms. McCart stated that to add on to the pool would necessitate breaking the shell and starting over, emphasizing that it would be impossible to add on because the integrity of the shell would have been violated. She added that the architect's advice was to take this point into consideration, as frequently it is easier to rebuild than to fix and in this case, for the additional $66,000, it would be possible to get a new pool rather than fixing the old one. This would also afford the opportunity to reconfigure and enlarge the pool and incorporate some programs presently not sponsored. Ms. McCart stated the Swim Club supports the opportunity to add two lanes to the pool and create a depth which would be acceptable for water polo, a fast growing sport. Other opportunities would include year round swimming, year round swim team activity, lap swim, masters swim program, aerobics and synchronized swimming. Staff believes that these programs may be well received in the community but expressed caution and concern that the final cost of rebuilding may be higher, depending on the final configuration, and also further delays would move the project into yet another swim season. Ms. McCart reported that today the architect requested that this project needed to be returned to the queue in his office, as approximately five months of redesign time would be needed to rebuild. The plans are ready presently to renovate, but rebuilding would incur extra time. Ms. McCart added that the project still could be out to bid in June or July, with construction beginning in August or September, 2001 and on a very aggressive schedule completion could be attained by March, 2002. However, she added that in her opinion a more realistic opening date would be April or May, 2002. Summarizing, Ms. McCart stated that the staff recommendation was for Option A, which included the basic renovation, enhanced landscape and wading pool option. This, she stated, meets the city and community's highest priorities and the cost is the closest to that discussed in October, 2000, $862,500, requiring additional funding of $344,500. Ms. McCart noted that the Park and Recreation Commission, at their meeting on December 14, 2000, recommended Option B, which includes the basic renovation, enhanced landscaping and the waterplay feature, rather than the wading pool, at a combined cost of $931,500, requiring additional funding of $413,149. The Commission feels this also meets community priorities as well as offering a new attraction for the pool. The community, however, she continued, wanted the pool rebuilt to take advantage of the opportunity for expansion and she estimated that at this time, to include all the enhancements and rebuild, the cost would be $1,032,700, requiring extra funding of $514,700. In conclusion, Ms. McCart assured Council that whatever option was chosen would represent a much improved facility, and she was asking for direction on the scope of the project, noting that members of the Park and Recreation Commission, together with members of the public were present and wished to speak on the issue. Mayor Boro thanked the Community Services Director for her report and asked for questions. Councilmember Cohen commented on the cost estimates on renovation versus rebuild, stating that after a year and a half there is a good sense for the $644, 000 and the elements therein, and requested clarification on how the $700,000 figure was arrived at. Ms. McCart responded that this had come from the architect and takes into account some cost efficiencies achieved by complete demolition and starting over, rather than working around portions which need to be saved as with the renovation option, where the shell of the pool would be saved. The architect, from experience, confirmed that to build a pool generally the same size with some wall reconfiguration, could be accomplished for $66,000 in addition to the $644,000. Councilmember Cohen expressed concern regarding assumptions that the advantages of rebuilding would be the ability to expand the pool, necessitating removal of the existing pool. This, he noted, would entail hauling a large amount of concrete, which is very expensive and it appeared counter -intuitive that this amount of extra work could be completed for $60,000. He inquired regarding the accuracy of this figure and if the architect looked at the proposals for widening the pool by 7 -feet along one of its lengths, as well as lowering it. Ms. McCart responded that the architect suggested converting the present L shape to a SRCC Minutes (Regular) 12/18/2000 Page 8 SRCC Minutes (Regular) 12/18/2000 Page 9 rectangle to increase size. The request for this information was received by the architect in October and he had the figures back in a month; therefore, Ms. McCart assumed that these issues had been taken into account. Councilmember Cohen clarified with the Community Services Director that the figure of $700,000 pertained to the rectangle (or square), not the L shape, and did not include costs for water polo, etc. Mayor Boro asked for clarification on the configuration of the pool at the $1,032,000 amount. Ms. McCart responded that this was the reconfigured pool the architect suggested, which would add additional space and some depth. She added the reason this proposal was not pursued was the fact that the community preferred the L configuration, indicating that it was better for coaching and spectators, and it was easier for water aerobics to be conducted in an L shape. She stated, however, that the architect's design to add square footage to the pool to make it acceptable for water polo, aerobics, synchronized swimming etc. would cost $66,000. She added that the ORCA Swim Club articulated that if the rebuild option were agreed upon, they would like the L shape reinstated, have one wall moved out and give more consistent depth. Councilmember Phillips inquired if the architect had been contacted for reaction as to whether or not there were cost differentials associated with rectangular versus L, and Ms. McCart replied that he had been contacted and the figures were similar. Regarding renovation, Councilmember Phillips inquired if the pool would be renovated to new status or would there be an older shell which could be subject to deterioration over a shorter period of time. Ms. McCart responded that the replacement life span of the new equipment would be 30 years, the pool having already been in existence for 40 years, adding the shell would not substantially deteriorate over the next 20 years. Returning to the $700,000 Rebuild Option, Councilmember Cohen sought clarification on whether this figure also represented the design for a new L shaped pool with increased width and depth, as suggested by the ORCA Swim Club, or merely the new rectangular pool, with all the equipment, etc. Ms. McCart stated it was talked about but a cost breakdown for that particular configuration was not received from the architect; he indicated the lanes could be added, depth increased at a cost within the additional $66,000. However, a specific cost for the ORCA plan was not received. City Manager Gould confirmed with Community Services Director McCart that no detailed cost estimate of the ORCA suggestion was available, simply a rough estimate of approximately $700,000. Councilmember Cohen expressed concern on the cost issue, stating the initial cost of $400,000 was now rapidly approaching $1 -million and instead of a remodel the concept of a brand new pool had been introduced. He reiterated the $700,000 cost range was not a hard estimate; therefore, it could escalate, resulting in a $1.5 -million project by completion; he also had concerns regarding the pool being closed for a couple of years. Mayor Boro invited the audience to address the Council. David Hill, San Rafael resident, complimented Community Services Director McCart on doing a good job representing the project, and pointed out that at the outset, the ORCA Swim Team suggested widening the pool but were informed this was merely a remodel of the pool bottom, deck and filtration system. He stated this was acceptable, would meet ORCA's needs and retain the current program. However, Mr. Hill continued that when they evaluated the new design they concluded that for the present site the square design did not make as much sense, for different reasons. He recommended finding out what the costs are for what the community requires and the ORCA Swim Club and City should work together to find sources to fund the difference when this is established. His concern was that the mistake of getting a smaller pool could be made by not looking at costs or alternative funding sources, thereby, not affording the community the ability to have water polo or other features because of the time crunch to get it accomplished. Mr. Hill concluded that in retrospect it might have been more prudent to step back at the $500,000 stage, to ascertain what could be realized with the facility, and the implementation phases. He added that from conversing with Dave Johnson, Swim Team Coach, they established it made better sense to build the pool to the satisfaction of all now, as once renovated it would not be changed; therefore, those activities which are fundamental to the shape and size would be precluded should the correct size pool not be constructed. He again complimented Community Services Director McCart on her characterization and management of a difficult project. Councilmember Cohen asked Mr. Hill for his thoughts on the possibility of the pool being closed for two seasons. Mr. Hill stated this was discussed with the conclusion that it was better to get a quality job done now. He noted that the present pool was built in 1959, having the same activities SRCC Minutes (Regular) 12/18/2000 Page 9 SRCC Minutes (Regular) 12/18/2000 Page 10 for the past 40 years, and anticipating similar thinking, should the same activity be perpetuated, or in North San Rafael should other types of recreational activities be added. Therefore, if this project entailed a two year hiatus it would still be a better solution with respect to future generations of children coming along to play water polo or other water sports; two years being insignificant over the life of the pool and beyond. Dave Johnson, ORCA Swim Team Head Coach for the past four years and Terra Linda Homeowner, addressing the question of the possible postponement of another swim season, agreed with David Hill's suggestions, stating the ORCA Swim Team was longsighted and missing two seasons at this particular pool would not be an obstacle when compared to having a quality facility, which would last for decades at this site. In discussing some of the hardships created to aquatic programs, Mr. Johnson stated that when he is coaching the pool is taken over solely by the swim team, from 5 — 9:00 p.m.; on several Saturdays in the summer, some of which are extremely hot, it is often closed to the public until 1:30 p.m. and is crowded for open swimming when school is out, June — September. Mr. Johnson commented that the pool was not constructed to accommodate water polo. He stated he was in favor of rebuilding the pool to alter its basic structure; more programs could be added, most significantly water polo, which is the fastest growing sport amongst girls in the United States at present, with 40% more girls playing the sport than boys. Presently the sport is only played at the Indian Valley College pool in Novato, which is inconvenient for San Rafael and Terra Linda residents to access, and its future is tentative. He concluded that an expanded pool was necessary to accommodate more programs. On the point of the ORCA Swim Team using the pool from 5 — 9:00 p.m., Mayor Boro inquired if this would remain the same with an expanded pool, and Mr. Johnson responded that with a new configuration he could possibly need only 3 hours. Mayor Boro wondered what impact adding new programs, including growth sports, would have on usage by the general public. Mr. Johnson stated that if the size of the pool remained the same and programs were added some of the community's time might be impacted, but with a larger pool two substantial programs could be offered simultaneously. Mayor Boro inquired if some of this could take place early in the day and Mr. Johnson responded that morning programs could be accommodated. However, he stressed that an enlarged L shape would afford some options and would allow for concurrent use by special groups as well as the general public. Councilmember Phillips remarked that sports fluctuate and asked Mr. Johnson for his thoughts on what might happen over the next 4 years with regard to utilization of the pool. Responding, Mr. Johnson stated he thought there would be an increase in the number of girls wishing to play water polo prior to entering high school. Presently, he found it difficult to get girls to come to Indian Valley College to take part in that program. He continued that water polo was the growth area of aquatics, adding that the swimmers presently on the ORCA Swim Team would be swimming at the Terra Linda pool in a Masters Program, their children would be swimming or playing water polo, or both, on a year round basis. He emphasized there was nothing to be pessimistic about in aquatics. Councilmember Phillips commented that the points relating to 8 lanes compared to 6, and Saturday meets were well taken. Mike McGuire, Santa Margarita Neighborhood Association and Past President of the ORCA Swim Team and Marin Swim League, stated they worked with Carlene to push forward the landscaping enhancement issue and were very pleased it was supported regardless of which option was chosen. On the wading pool versus the water play pool, Mr. McGuire noted that after 10 years $6,000 per year would be saved on maintenance costs, the latter being less expensive. Regarding Councilmember Cohen's concern about cost escalation, Mr. McGuire stated he was reassured by the architect's, albeit ballpark, figure of $66,000 to rebuild the pool regardless of its configuration, and he hoped this was the eventual option selected. Patrick Webb, Member, Park and Recreation Commission, stated he shared Councilmember Cohen's concerns on the cost because of the consistently changing dimensions. However, even though the Commission voted for the renovation option, it may be that when the architect assesses the hole repair issue the rebuild option would be a better venture. The cost differential of $66,000 was inconsequential to the long-term vision of a significant community asset. Councilmember Miller inquired if Community Services Director McCart was coordinating with the High Schools in the area regarding their efforts to become community resources. Responding, Ms. McCart stated she has been working with both Terra Linda and San Rafael High Schools on maintenance issues, expertise sharing, and both facilities have been used for summer programs. She has not heard of their plans for renovation other than maintenance and repair. SRCC Minutes (Regular) 12/18/2000 Page 10 SRCC Minutes (Regular) 12/18/2000 Page 11 Councilmember Miller inquired if present and future programming of the pool is done in conjunction with the use the community would have with the other pools. Ms. McCart responded affirmatively and confirmed that presently, in addition to the Terra Linda Community Pool, our programs use Terra Linda High School pool, for a fee. Councilmember Miller confirmed that when looking at this pool, consideration has to be given to the uses by the community of Terra Linda High School. Ms. McCart stated San Rafael High School pool should be included in this equation. Councilmember Phillips stated that presuming the figures were representative of the project and the various options, and in view of the fact that the pool was built 40 years ago and uses change, he supported a rebuild. He was cognizant of the obvious escalation in costs and looking at Option B which the Park and Recreation Commission recommended, at a differential of $100,000, Councilmember Phillips referenced some options for funding the incremental difference: The Lifeguard Station at $32,000 could be eliminated or reduced; The possibility of utilizing the $70,000 cited for further enhancements at Freitas Park. Elaborating on the Freitas Park funds, Councilmember Phillips stated staff was to be congratulated on the excellent result, but he questioned if spending another $70,000 on that facility rather than rebuilding the pool was the correct usage of these funds. Therefore, assuming the $700,000 was a representative figure, he considered a newly rebuilt pool a good tradeoff, noting the pool serves the same community. He added he shared Councilmember Cohen's concern on escalating costs. Councilmember Heller stated she received some telephone calls on this over the weekend urging a rebuild of the pool to turn it into an aquatic center to be proud of, and a very wise investment for the future. Recognizing that the project started out at $600,000 and was now significantly higher, and the possibility of transferring $70,000 from the park, she inquired if outside grants had been considered, such as a suggestion to talk to the Marin Community Foundation. She stated that in looking at the entire project it was better, in the long term, to consider the rebuild rather than fixing it up here and there. Ms. McCart stated she was not aware of any grants designed specifically for pool projects, adding staff had been in touch with the California Parks and Recreation Society and evaluated some of the Proposition 12 grant programs which will be coming out, but none were specific to pool facilities. In reply to Councilmember Heller's question on whether grants were available for other pool programs, not specifically pool building, Ms. McCart replied she was not aware of any. City Manager Gould stated that the Public Facilities Initiative announced by the Marin Commuinity Foundation 6 - 8 months ago would not favor this project. Councilmember Miller stated he was curious to know the extent of the void at the center of the pool and should it have to be ripped out, obviously the rebuild would be the best option. However, before getting to the point of the rebuild he would like to know the degree of the void. Councilmember Cohen stated there was merit in the argument that if this is looked at in terms of a 30 or 40 year investment with a guaranteed additional $50,000 expenditure, a compelling argument could be made for something new that would be suited to today's needs but he needed more information before proceeding. He stated he did not want this to be voted on tonight only to find out that the cost was $1 -million instead of $700,000, adding he was willing to ask staff to pause on the project and get a better engineer's estimate of a rebuild along the lines suggested by the ORCA Swim Team. On the question of the $70,000 coming from Freitas Park, Councilmember Cohen stated this needed to be discussed when some residents in the vicinity of Freitas were present, instead of just those interested in the pool. He stated that potentially expanding public access to the pool would increase the pool's utilization by the ORCA Swim Team and afford the opportunity for water polo; therefore, funding should be discussed. He continued, that prior to taking $70,000 from Freitas and seeking other sources of funding for that project, options for funding should be explored with the people interested in pool expansion. Councilmember Cohen concluded that time should be taken to discuss all of this at the risk of delaying the project further, adding that staff should be requested to come back with a solid estimate of the rebuild cost, as he was not comfortable with the present one. Councilmember Phillips stated there is reason to pause with regard to the $700,000 because staff has not had an opportunity to refine this figure, and if we are looking at this kind of a project he would require to know with some degree of assurance that it is approximately $700,000. He SRCC Minutes (Regular) 12/18/2000 Page 11 SRCC Minutes (Regular) 12/18/2000 Page 12 stated he felt comfortable with the approach of moving funds around because the same public is being served and also with exploring it further with the community, should that be necessary. However, this should not impinge upon the project or the decision making. Mayor Boro stated that from a practical point it made sense to rebuild the pool should it be in the $60 - $70,000 range, and returning to Ms. McCart's comment at the outset, stated that eventually a limit had to be reached. A further dimension to be dealt with, stated Mayor Boro, was that each interested group had their own agenda; therefore, it was imperative that all groups concerned convene collectively, as some trade-offs would have to be made by the community. He stated it was important to explain to the group as a whole, the amount of funds already expended in Terra Linda, specifically in the past two years on parks, and when compared to the rest of the City was a considerable sum, but responsibility had to be taken for the entire city's needs. In conclusion, Mayor Boro stated there was agreement on the pool expansion but a definitive figure on the cost was essential. However, the trade-off in dollars and timeline, together with other issues needed to be explored and hopefully the proposal could be brought back to the City Council at the January 16, 2001 meeting or the February 5, 2001 meeting. City Manager Gould stated that in checking with Community Services Director McCart and in view of the fact that the architect is back in town, it should be possible by mid January to get a firmer idea of what the rebuild would cost. The next Council Meeting would be January 16, 2001, at which there would be two major issues for consideration which have a bearing, to some extent, on this decision: the first being the Planning Commission's recommendations on the PPP Process, including reallocating the $70,000 mentioned by Councilmember Phillips, which had been earmarked by the Fairchild Project for Shuttle Services, and secondly, the mid period budget review, which includes 74 capital projects authorized by the Council and are currently in progress. Mr. Gould continued, that as some of these projects are not fully funded, decisions need to be made regarding the reserves; therefore, it would be advantageous to do this in concert with this present decision, because with the amount of money being considered for the Terra Linda Pool renovation, major projects could be funded; therefore, it was important to look at this in totality. Continuing, City Manager Gould made the point that the next time this will be before the Council will be January 16, 2001 when there is already a packed agenda, and he felt confident that should a further meeting be convened with the interested groups the consensus would be to spend a million dollars on the Terra Linda Pool, as well as finish Freitas Park. Mayor Boro stated that the other stakeholders needed to understand what is being discussed. With respect to the City Manager's comment on the amount of money being spent, Mayor Boro stated that on the previous occasion when this was heard, Plan B was committed to, with the addition of $100,000. The additional funding would entail either a dip into unallocated funds or a reallocation of the $70,000 and $30,000 as suggested by Councilmember Phillips. He suggested not backtracking but assuming Community Services Director McCart could verify the figures there would be a shortfall of approximately $100,000, which could possibly be generated through the internal approach. He agreed that to put this project into prospective with other needs it would be advantageous to have it back before the Council at the January 16, 2001 meeting, otherwise it would be continued to the meeting of February 5, 2001. Mayor Boro thanked everyone for being present and expressing their views and stated the project was on a solid track and merely required a firm understanding of the cost of the rebuild. NEW BUSINESS: 14. ELECTION OF VICE -MAYOR OF THE CITY COUNCIL FOR YEAR 2001 (Council) — FILE 9-1 Councilmember Phillips stated he would be delighted to place in nomination the name of Councilmember Miller to serve as Vice -Mayor of the City of San Rafael for the year 2001. Councilmember Cohen seconded the motion, and the Councilmembers voted unanimously to elect Councilmember Miller as Vice -Mayor for the year 2001, Councilmember Miller thanked the Councilmembers for their confidence and pledged his commitment. CITY MANAGER'S REPORT: SRCC Minutes (Regular) 12/18/2000 Page 12 SRCC Minutes (Regular) 12/18/2000 Page 13 15. City Manager Reported —File 9-3-11 (Verbal) a) Re: BRC Proprietary Information System - Assistant City Manager Nordhoff had been leading an inter -departmental study to specify the City's requirements to move away from the BRC Proprietary Information Systems for Finance, Administration, Police and Fire, thanks to the budget allocation of 6 months ago, and would be giving a report by year end, detailing the status of this effort and what has been received in proposals from various vendors. Mr. Gould stated there were numerous considerations which need to be taken into account in choosing software, hardware platforms, network solutions and maintenance options, and Mr. Nordhoff is involving the users, together with the IS people and the various functional groups. b) Re: City/School Dinner — In January the two school districts will be contacted to see if January 30, 2001 is acceptable for City/School Dinner and if so, the Council would be immediately notified. He thanked the Councilmembers for getting back so promptly on this item. c) Re: MERA Appeal — The MERA Appeal will be heard at a Special Public Hearing on January 22, 2001. The Notice has been issued and preparations are underway. d) Re: Special Study Session — Budget — A Special Study Session will be scheduled in February, 2001 to consider a budget for the next two years, and on a suggestion by Councilmember Phillips at the recent retreat, he would ask the Council to look ahead to the next five years instead of two, and discuss goals to move the community forward in the next five years. To this end, a five year report card will be made available which would present a sense of what was called for in 1996, with accomplishments to date and what needed to be accomplished by June 30, 2001. This Study Session would also consider City owned properties for housing or assisted living; what the proceeds would be used for — Library expansion, City Hall expansion, Parking. City Manager Gould stated the information would be amassed in order to make an informed decision. This Study Session would comprise a half to a full day. COUNCILMEMBER REPORTS: 16. a) Re: Police Officer Joel Fay - File 9-3-30 (Verbal) Mayor Boro reported Police Officer Joel Fay would receive the Martin Luther King Award at a dinner at the Embassy Suites on January 10, 2001, and as this coincides with the Citizens Advisory Committee Dinner, he requested the CAC dinner be rescheduled to allow Councilmembers to attend the award dinner. City Manager Gould added it would be a first for a Police Officer to receive the Martin Luther King Award. b) Re: Joint Services Committee — File 9-1 (Verbal) Councilmember Heller stated she had received a report from the Joint Services Committee, of which she has been a member for the past two years. The Committee suggested that a representative, either the Chair, Harry Matthews, Tiburon or the Vice -Chair, Pat Ekland, Novato, attend a future Council Meeting to make a presentation regarding the report. Ms. Heller stated that as an alternative the report could be sent out in the weekly packet for review. City Manager Gould stated he had reviewed the report and thought it appropriate, in the first instance, to circulate it in the weekly packet and thereafter, put it on the Consent Calendar, as he did not feel it necessitated a full presentation. This was agreed unanimously. There being no further business, the City Council meeting was adjourned at 10:00 p.m. JEANNE M. LEONCINI, City Clerk APPROVED THIS DAY OF 12001 MAYOR OF THE CITY OF SAN RAFAEL SRCC Minutes (Regular) 12/18/2000 Page 13