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Minutes 2004-03-15 128 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD March 15, 2004 The adjourned regular meeting of the Cypress City Council was called to order at 5:03 p.m. by Mayor Keenan in the Board Room, West Wing of City Hall, 5275 Orange Avenue, Cypress, California. PRESENT: Council/Agency Board Members McCoy, McGill, Sondhi, Mayor Pro Tem/Agency Vice Chair Piercy, Mayor/Agency Chair Keenan ABSENT: None Also present were City Manager, Assistant City Manager, Director of Finance and Administrative Services, Chief of Police, Public Works Director, Recreation and Community Services Director, Administrative Services Manager, Finance Manager, Assistant City Engineer, Contracts/Environmental Affairs Manager, Recreation Services Manager, Recreation Superintendent, and City Clerk. ORAL COMMUNICATIONS: None. WORKSHOP SESSION: Review of Fiscal Year 2004-2005 Non-Profit Contribution Grant Requests The Recreation and Community Services Director stated that the Non-Profit Organizations Contribution Policy provides an opportunity for the local non-profit organizations to receive direct and indirect funding support from the City without it being considered a gift of public funds. Direct funding is defined as cash grants for services and indirect funding is those services provided through in-kind benefits such as staffing, facility fee waivers, and printing. She stated that 28 groups had submitted requests for City Council consideration. The direct funding being requested totals over $31,000 and indirect support totals over $350,000. The Recreation and Community Services Director stated that the current facility rental policy governing the Community Center and Senior Center allows local non-profit organizations to use these centers at no cost during non prime time hours. With the anticipated renovation of the Community Center, there is a concern that the facility will not be available for programs, classes, Cypress residents, and new organizations not currently being served. She stated that staff is recommending that the City Council consider limiting each group's use to a total of 15 times per fiscal year. The groups that requested more than 15 uses per year were contacted by staff, with the majority agreeing to the reduction. Council Member McCoy stated his concern about the facilities not being available for rental when being used at no cost by a non-profit organization. The Recreation and Community Services Director stated that staff would recommend monitoring facility use for a year and report back to the Council. She suggested not allowing the groups reserve a room quite as far in advance, which would allow for more rentals, and uses by classes and programs. The Recreation Services Manager stated that the following groups submitted requests without any changes or additions: A YSO, Cypress Chamber of Commerce, Cypress Children's Advocacy Council, Cypress High School Scholarship Fund, Cypress Kiwanis CITY COUNCIL MINUTES 129 MARCH 15, 2004 Club, Cypress Little League, Cypress Pops Orchestra, Cypress Rotary Club, Friends of Cypress Recreation and Parks, Futbol, Hotline of Southern California, Kids Corner Booster Club, Cypress Pony/Colt, St. Irenaeus Church, Veterans of Foreign Wars, and the Woman's Club of Cypress. The Recreation Services Manager stated that the largest change request is from Cypress Girls Softball. This year they have requested meeting space and fee waiver for 35 meetings, fee waivers for use permits and light føes, and permission to display sponsor banners. She stated current policy only allows the banners to be displayed during games. The Recreation Services Manager stated that Pop Warner has requested 37 meetings, additional field space, portable lighting, and chalking of the fields. At the time the report was written, they did not meet the 50% residency rate but have since submitted their rosters and it was determined they have a 52% residency rate. She stated that the majority of the indirect funding requested was for field use and field maintenance. The Recreation and Community Services Director stated that all of the youth sports organizations pay a $3.00 per member fee that provides for property improvements. It was the consensus of the City Council that staff inform Pop Warner in writing of the reduced number of meeting uses and that their use of City facilities would end in two years. The Recreation and Community Services Director stated that the senior citizens clubs have asked for a waiver of deposit fees for the use of City facilities due to the hardship it causes. Mayor Keenan asked if the groups would be willing to si~Jn a release in lieu of a deposit. The Recreation and Community Services Director stated that she would have the groups sign a release. The Recreation Services Manager stated that new requests were received from the American Cancer Society/Relay for Life for their event scheduled on June 24 and 25, 2004 and from Lexington Junior High for the school's "Fit-A-Thon" fundraiseI'. She stated that the Relay for Life event does not meet the 50% plus residency requirement. It was the consensus of the City Council to deny the mquest for the use of the show mobile for the American Cancer Society/Relay for Life and to allow use of City barricades if the organization picks them up and returns them to the City. It was the consensus of the City Council to deny the request of Lexington Junior High to waive fees for indirect costs associated with their fundraiseI'. The Recreation Services Manager stated that the Cyprøss Art League was requesting an additional $500 in direct funding to support an art show. Mayor Pro Tem Piercy asked about the publishing of thelir newsletter by the City. The Recreation Services Manager stated that the Cypress Art League designs their newsletter and the City provides printing for six newsletters. It was the consensus of the City Council to no longer provide printing services for the Cypress Art League newsletter and deny the request for additional funding. The Recreation Services Manager stated that Friends of Cypress Cultural Arts (FOCCA) had requested an additional $1,000 for the summer concerts. It was the consensus of the City Council to deny the request for additional funding. Mayor Pro Tem Piercy asked about the lease value for the Veterans of Foreign Wars. 2 130 CITY COUNCIL MINUTES MARCH 15, 2004 The Administrative Services Manager stated that staff would need to meet with a realtor to get the value of the property. She stated that the VFW owns the modular building that is on the site. It was the consensus of the City Council to continue the lease agreement and to also prepare a property maintenance agreement for the VFW for the site. The meeting was recessed at 6: 15 p.m. The meeting was reconvened at 6:22 p.m. Review of the Preliminary 2004-2011 Capital Improvement Proqram The Public Works Director stated that each year, portions of the City, Recreation and Park District, and Redevelopment Agency budgets are devoted to projects that maintain and improve the City's infrastructure. He stated that these projects, that the City will undertake during the next seven years as funding is available, make up the Capital Improvement Program. He stated that staff and Council Members provided recommendations for the inclusion of programs, and determined if it fell under the definition of a capital program, which generally means it adds significant asset value to the City. The projects are then prioritized based on funding availability and ranked as mandatory, necessary, desirable, or supplemental. Based on these criteria and previously Council adopted policy, staff created the preliminary seven year Capital Improvement Program. He stated that when reviewing the projects for consideration, staff continued with the Council's previous direction of establishing the CIP fund transfer in the City's general fund in the amount of $1.7 million, which is the same amount as last year. The funding is dedicated at follows: $800,000 for residential street resurfacing project $250,000 for sidewalk repair program $400,000 for Warland Avenue payments $250,000 for public facility construction program The Public Works Director reviewed the Preliminary Project Priority List for Fiscal Year 2004-05. The Public Works Director stated that the Capital Improvement Program also includes projects that have been delayed or advanced for construction. These are the Denni Street Extension project and the construction of the Holder Street Bridge. An evaluation by the City's traffic engineering consultant was recently finalized, which updated traffic counts. These traffic counts show only a modest increase in traffic at two of the intersections and recent modifications to the signals at Orangewood and Valley View have improved the operations of this intersection. The Public Works Director stated that it was staff's recommendation to indefinitely defer the proposed intersection improvements to Valley View and Katella Avenue of an additional eastbound through lane and move the Holder Bridge back to fiscal year 2009-2010 in the Capital Improvement Program. The Public Works Director stated that projects proposed for Fiscal Year 2004-2005 include the renovation of the ball fields at Arnold/Cypress and Oak Knoll Parks, Maple Grove Park rail fence replacement, Senior Center carpet replacement, Pinewood Park basketball court renovation, skate elements, youth league facilities renovations, and Art in Public Places. He stated that the CIP also includes funding for the upcoming Community Center expansion/remodel. He stated that at the April 12, 2004 City Council meeting, a workshop and public hearing will be held to solicit public input. Based upon the input received, the final 3 CITY COUNCIL MINUTES 131 MARCH 15, 2004 document will be prepared and presented to the City Council for adoption on April 26, 2004. Council Member McGill left the meeting at 7:00 p.m. ORAL COMMUNICATIONS: None. ITEMS FROM CITY COUNCIL MEMBERS: None. ITEMS FROM CITY MANAGER: The City Manager stated that he, City Attorney Wynder, and Mayor Pro Tem Piercy would be meeting with Supervisor Silva this week regarding Cypress Library issues. He stated that staff would be meeting with the City of Los Alamitos this week regarding Lexington. ADJOURNMENT: Mayor Keenan adjourned the meeting at 7:03 p.m., to Monday, March 22, 2004, beginning at 5:00 p.m. in the Executiive Board Room, 5275 Orange Avenue, Cypress, California. ~~ MAYOR OF THE CITY OF CYPRESS ATTEST: CI Y LERK OF THE CITY OF CYPRESS 4