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Minutes 2004-08-30 241 MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD August30,2004 The adjourned regular meeting of the Cypress City Council was called to order at 5:02 p.m. by Mayor Keenan in the Board Room, West Wing of City Hall, 5275 Orange Avenue, Cypress, California. PRESENT: Council Members McCoy, McGill, Mayor Pro Tem Piercy, Mayor Keenan ABSENT: Council Member Sondhi Also present were City Manager, Assistant City Manager, Director of Finance and Administrative Services, Acting Public Works Director, Recreation and Community Services Director, Police Captain, Assistant Community Development Director, Administrative Services Manager, Public Works Superintendent, Recreation Superintendent, and City Clerk. ORAL COMMUNICATIONS: None. STATUS OF CIVIC CENTER EXPANSION PROJECT: The Assistant City Manager stated that the primary purpose of the discussion is the Civic Center expansion project and status of other public projects including City Hall and the Community Center. He discussed the components of the expansion project and the processes staff has completed to date. He stated that staff was aware the state budget crisis, that began in 2002, would have an impact on the City and therefore, plans for the Community Center and City Hall were revised and approved by the City Council. The project was placed into phases with Phase 1 being the Council Chamber remodel, Phase 2 being the Civic Center expansion, Phase 3 being the modest addition to City Hall to provide Personnel offices and conference space, and Phase 4 being the Community Center expansion and renovation. He stated that Phase 1 is nearly complete, Phase 2, pending City Council direction, is ready to be awarded a contract, Phase 3 construction plans are now complete and ready for bid pending City Council direction, and Phase 4 has a contract services agreement ready to award but staff has asked the architect to provide more detailed cost estimates. The Assistant City Manager stated that the Civic CenIer expansion has $1.8 million allocated, City Hall has $700,000, and there is $3.4 miUioQ for the Community Center expansion and enhancement. The Director of Finance and Administrative Services stated that $5 million of the funding is from redevelopment and the remainder is funding that has been set aside. The Assistant City Manager stated that the Civic Center iSxpansion project has been bid twice with the first being in April 2004. The bid include,d all of the components of the project except the skate plaza with the base bid bein~l $2.2 to $2.6 million. Additive alternatives totaled another $500,000 to $600,000, putting the project over budget. Staff went back out to bid, upon City Council authorization, and separated the Civic Center into additional phases. The current bid was for flat work only (parking lot, tennis courts) with the lowest bid at $1.9 million, which was still over thH budget of $1.8 million. 242 CITY COUNCIL MINUTES AUGUST 30, 2004 He stated that the City Hall project was prioritized with the parking lot expansion being high priority and the tennis courts being second highest in priority. The restrooms were a priority for the special events at the Civic Center. The skate plaza was listed as a lower priority due to changing assumptions since the p~aza was included in the project. He stated that the average size of skate plazas in Southern California are 13,440 square feet. The proposed skate park at the Civic Center is 6,000 square feet, which is twice under size and may not be viable or utilized. The Assistant City Manager stated that options available for the Civic Center component include delaying or abandoning the project, further value engineer the project to try to lower the cost, keep the existing parking lot and reconstruct tennis courts east, or look at a phased approach and potentially delay the City Hall component of the enhancement, which staff recommends. He stated that instead of the skate plaza, a sixth tennis court could be built. The cost of the additional tennis court is less than the cost of the skate plaza. The Director of Finance and Administrative Services stated that Park Development Fees can be used for improving facilities or adding a park and the City has approximately $1.2 million in this fund, of which $800,000 is available for use. Redevelopment funding, which cannot be used for City Hall but can be used for recreational and parking related to that, will also be used for the improvements. The City Council meeting was recessed at 5:30 p.m. The City Council meeting was reconvened at 5:38 p.m. The Assistant City Manager stated that the phased approach allows the Civic Center project to begin and gets the priority components underway. It does not touch the $3.5 million appropriated for the Community Center and the only new funding is from the Park Development Fees. The Director of Finance and Administrative Services stated that each year the City sets aside $250,000 for public facility improvements. Mayor Pro Tem Piercy asked the basis for determining the cost of building the restroom facility. The Assistant City Manager stated that staff discussed the project with the contractor who is currently performing the Council Chamber remodel and received perfunctory costs. Mayor Keenan asked if there is a demand for more tennis courts. The Recreation and Community Services Director stated that there is a demand especially from the schools who also have a shortage of tennis courts. She suggested the possibility of a multi-use with the ability to install lighted basketball courts. Council Member McGill stated that at this point, an additional tennis court would have higher utilization than a small sized skate park. Council Member McCoy stated he would like some other amenity besides an additional tennis court to serve the public, such as a half size baskHtball court. The City Manager stated that the bid could be amended to add a tennis court and/or basketball cou rt. It was the consensus of the City Council to move the project forward with the funding plan currently in place. 2 CITY COUNCIL MINUTES 243 AUGUST 30, 2004 ADJOURNMENT: Mayor Keenan adjourned the meoting at 6:00 p.m., to Monday, September 13, 2004, beginning at 5:30 p.m. in the Executive Board Room, 5275 Orange Avenue, Cypress, california~ MAYOR OF THE CITY OF CYPRESS ATTEST: Y CLERK OF THE CITY OF CYPRESS 3