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HomeMy WebLinkAbout09/27/2007 Town of Los Altos Hills City Council Special Meeting Minutes Thursday, September 27, 2007 Council Chambers, 26379 Fremont Road CALL TO ORDER, ROLL CALL,AND PLEDGE OF ALLEGIANCE Mayor Jones called the City Council Special Meeting to order at 6:30 p.m. in the Council Chambers at Town Hall. Present: Mayor Craig A.T. Jones, Vice Mayor Jean Mordo, Councilmember Breene Kerr, Councilmember Mike O'Malley, and Councilmember Dean Warshawsky Absent: None Staff: City Manager Carl Cahill; Interim City Engineer Cyrus Kianpour, Finance Director Nick Pegueros, Planning Director Debbie Pedro, Parks and Recreation Supervisor Eric Christensen, and City Clerk Karen Jost CONSENT CALENDAR 1. Approval of Agreement between the County of Santa Clara and Town of • Los Altos Hills for Pavement Improvements for the West Loyola Annexation Council had before them an agreement between the County of Santa Clara and the Town of Los Altos Hills for Pavement Improvements for the West Loyola Annexation. On September 13, 2007, the City Council approved the W. Loyola Annexation subject to the completion of a Road Repair Agreement with the County. Subsequently, the County has agreed to pay the Town a fixed sum of $469,000 for costs related to pavement improvements on the streets within the annexation area. MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by O'Malley and passed unanimously to approve the Road Repair Agreement. MOTION SECONDED AND CARRIED: Moved by Warshawsky, seconded by Mordo and passed unanimously to limit comments from the floor to two minutes. Mayor Jones provided an overview of the meeting logistics. He advised that the Special Meeting was a planning session and Council would not be making any final decisions on projects. To facilitate the session, public comment would be limited to Presentations from the Floor. Council would be hearing recommendations and project reports from the consultants, experts and staff. The public would be afforded an opportunity to speak at a future public hearing on recreation project prioritization and budget. Council at the • conclusion of the evening's planning session would set the public hearing meeting date and discuss the notification process. 1 City Council Special Meeting Minutes September 27,2007 PRESENTATIONS FROM THE FLOOR I� • Amy Weissman, Black Mountain Road, stated that she had requested a copy of the Friends of Westwind Barn membership roster and boarding roster from both the Friends and the Town but had been unsuccessful. She referenced the current Operating Agreement between the Town and Friends that called for the rosters to be provided quarterly to the Town. Jim Abraham, Viscaino Road, spoke to the substantial Town funds that were spent on equestrian activities including Westwind Barn and the Town riding ring. He suggested that the Council consider prioritizing their recreational goals by looking at the interests of the community as a whole and not the minority interests of equestrians. Jitze Couperus, Old Page Mill Road, commented on the contract for architectural services for Westwind Barn. He suggested that the architect had been hired without proper process. Rebecca Hickman, Parks and Recreation Committee, encouraged the Council to reference the findings of the Town-wide recreation survey when they set the priorities for funding the various projects. The Parks and Recreation Committee had endorsed the survey results and was recommending that the Council consider the following recreation opportunities for funding: improvements at the Little League fields that would include accessibility for additional sports; improvements at the Bullis campus upper terrace • including a park; funding for pathways and including new connectors; use of a pool; and, Westwind Barn. Kathy Evans, resident, commented that the Barn was an ideal location for many Town events. She believed the Council should consider, at a minimum, basic infrastructure improvements to the structure, including updating the existing restroom and possibly adding new restrooms and fixing the electrical system. Evans stated that these improvements would benefit the community at large not just those that board their horses at the barn. Toni Casey, Ravensbury Avenue, commented that the new Town Hall facility served as a community meeting place and was designed for public events. Carol Gottlieb, resident, commented that she had read recently in the Town Crier that paths that were not being properly maintained would be left off of the Town's walking map. She believed it should be a top priority of the Council to maintain current paths and to keep them open. Nancy Couperus, Old Page Mill Road, concurred that the Little League fields and pathways were important recreation assets and both needed improvement. However, she also wanted Council to consider the issue of the staff quarters at Westwind Barn. She provided a brief history of the site and the loss of the original manager's cottage when the property was subdivided. Couperus suggested that it was important to have a manager's • 2 City Council Special Meeting Minutes September 27,2007 residence on site not only for safety reasons but also to be able to retain a qualified barn manager. • John Harpootlian, resident, suggested that during discussions of the Westwind Barn restoration project, the Council ask "why" restore vs. repair. He noted that the Town survey had shown residents had little interest in Westwind Barn and the boarders have not been interested in spending funds in the past for restoration. Harpootlian encouraged the Council to limit the funds to only repairs that were needed to ensure continuation of the Parks and Recreation programs. Shari Emling, Westwind Barn Committee, commented that the Barn should be used for the benefit of the general public but that the Friends of Westwind have kept it a private club. CITY COUNCIL GOAL SETTING SESSION 2. Mayor's Overview of Progress to Date Mayor Jones- general comments. Jones offered that recent changes in Los Altos Hills had resulted in more resources being available for the Town than any other time in history. Property appreciation, residential turn over and recent legislation that guaranteed the Town an equitable share of property taxes had increased the Town's capital. Roads and sewers were two critical issues that required funding. Additionally, Jones had set a goal of including Parks and Recreation in budget discussions to ensure that these important services to the community were also considered. Currently the Town was in the community building aspect of the process and investigating the different opportunities to develop recreation facilities. It was important to ensure that resources were allocated to benefit the greatest number of residents. Jones spoke to the recent sale of the Town's Story Hill Lane property for approximately $1.4 million dollars. The proceeds from the sale were considered a "down payment" on Parks and Recreation facilities investments. The monies realized from the sale would be circulated back into the community via parks and recreation. . Jones reviewed the four part process to identifying and prioritizing the recreation opportunities. They included: 1) a Town-wide survey that had provided important data on the resident's recreation interests; 2) per the recommendation of the Standing Parks and Recreation Committee, the formation of the Ad Hoc Committee on Recreation and Field Investments. They were performing the due diligence on recreation options; 3) the evening's strategic goal setting session for Council that would afford them an opportunity to hear from consultants, garner feedback and determine the overall budget and identify the recreation priorities; and, 4) the scheduling of the future public hearing to gather public comment and Town wide notification of same as the final step in the process. Vice Mayor Mordo suggested that for Council to set a multi-year budget for recreation, it was important to have an understanding of the "budget" envelope. He had asked Finance • Director Nick Pegueros to make a brief presentation to Council. 3 City Council Special Meeting Minutes September 27,2007 Jones noted that as recommended by the Ad Hoc Committee, it was important to include future pathway CIP projects in any Parks and Recreation funding discussions. Pegueros proceeded with a PowerPoint Presentation titled: "Surplus Before Discretionary Spending—FY 2004 to 2011". The presentation included the following information: the projected funds for the period; the historical discretionary spending and projected spending for years 2009, 2010 and 2011 on General CIP, street programs, pathway programs, drainage programs and Parks and Recreation programs; comparison of surplus and discretionary spending (FY 2004-2011); General Fund reserves as of June, 2008 of $5,556,329 with $1,600,000 designated for emergencies and contingencies; and, the projected FY 2011 General Fund Balance $12,089,434 with tcumulative deficits of $3,120,966 (2009-2011). Council Consensus: Approximately $6 million in surplus funds was expected over the next three years (2009-2010) and $3 million could be allocated to a Parks and Recreation omnibus budget for projects without affecting the current reserves. The funding would not impact the emergency reserves and an appropriate level of funding would be maintained. 3. Identification of Recreation Priorities and Overall Capital Expenditure Budget Little League Fields Mayor Jones spoke to the value of the Town's Little League fields to the Los Altos Hills community. The fields and programs serve approximately 125 Town children annually with little funding from the Town's budget. Jones added that it was an important existing recreational asset that warranted Council consideration of improvements to the site during the recreation discussion. Eric Christensen, Parks and Recreation Supervisor, offered that following direction from the City Council at the August 7, 2007 meeting, Reed Dilligham, Park Planner and Landscape Architect had been engaged to develop a design and feasibility study for improvements to the Purissima Little League Fields and the Bullis School site. Dillingham proceeded with a PowerPoint Presentation. Following discussions with Town staff and representatives from the Little League, the current existing deficiencies at the site had been identified. They included: orientation of field #4: drainage issues, inadequate parking and vehicle circulation at the site, lack of safety barriers between parking and Purissima Road, the aging and inefficient irrigation system, and the current restrooms and concession stand building required upgrading to current code standards. Additionally, the Town was deficient in park facilities and Dillingham suggested that the site could be made more useable for Town residents. He proposed that a small basketball area be incorporated into the area by relocating the batting cages and more passive recreation areas be created with the addition of park furniture and landscaping. • 4 City Council Special Meeting Minutes September 27,2007 i Dillingham reviewed several schematics of the proposed improvements and their associated costs. Improvements were divided into two phases. The first included the top • priorities identified as parking improvements, irrigation and planting, storm drainage, site furniture and a half-court basketball area. Costs of the improvements were estimated at $750,000. The second phase, with an estimated cost of$2 million, included re-grading of the existing fields the addition of pedestrian amenities restroom and concession building upgrades, the re-orientation of Field#4, and additional planting and irrigation. Dillingham spoke to the importance of identifying the priorities for the project and setting a budget. This would provide an opportunity to look at alternatives. Councilmember Kerr suggested that a water well on the property could potentially reduce the consumption of water at the facility and would be beneficial during a drought. Dillingham agreed to investigate the suggestion and review the cost benefit of a well. Councilmember Mordo requested that a Little League representative be available at the future Council meeting where the Parks and Recreation budget would be considered to speak to the programs utilization of the fields. Council Consensus: Restroom improvements and additional planting should be included in the list of first priorities as outlined by the architect with a proposed overall budget of $1 million for improvements. Bullis Purissima Site Mayor Jones noted that previously proposed projects for the school site had included a large full scale soccer field. Following input from the neighbors and the findings from the Town wide recreation survey that identified a neighborhood park as the top priority of residents, the Town had redirected its focus to the upper field and the installation of a park. Jones added that soccer groups were continuing their conversations with the school district and were currently interested in developing the lower field into a facility for younger players. Reed Dillingham, park consultant, proceeded with a presentation of proposed improvements to the upper field at the Bullis School campus. He reviewed the current conditions of the upper and lower terrace at the site. His two schematics of the proposed improvements for the upper field included: a "tot" play area, group and individual picnic areas, lawn area, trees and landscaping, paved asphalt service path and a paved path around the park area. The park site was developed for passive use. Dillingham noted that Scheme #2 included trees in the turf area that would make it more difficult for structured games. The estimated budget for the project proposal for the upper terrace was approximately $600,000. The estimate did not include additional paths that might be necessary pursuant to ADA requirements or restrooms. A small restroom could cost between $50,000 and $200,000 depending on the type of facility. Mayor Jones reviewed the proposed improvements for the park setting at Bullis. The • paved circular path would be an ideal and safe area for kids to learn to ride their bikes and 5 City Council Special Meeting Minutes September 27,2007 the shaded picnic areas and tot lot were responsive to residents' interest for a neighborhood park. The proposed improvements and the concept of shared use had been discussed with the Los Altos School District. Their initial response had been positive. A fence would segregate the park from the school and the upper area could be used for supervised play during school hours. Council Consensus: To include restrooms in the park proposal. Staff was directed to provide plans to the District and advise them that a decision for funding the proposal would be made by the end of this year(2007). Council Recess 8:30 p.m. Council Reconvened Meeting: 8:35 p.m. Westwind Barn Vice Mayor Mordo provided an overview of the Westwind Community Barn project. He noted that there were several outstanding issues that needed to be resolved each with a different set of priorities. Mordo suggested that if Council chose to continue to operate the facility as a "working" barn, they should consider housing arrangements for the Barn Manger. Additionally, Council discussion should include a determination if the improvements at the Barn would be performed at the level of an architectural restoration or general maintenance and repairs. Council had before them proposed schematics/plans for the facility that had been provided by Carter Warr, CJW Architecture. The first floor improvements included additional toilet rooms and a one bedroom apartment, studio apartment, and meeting room were shown in the loft level plan. Warr had also included a project proposal outline and estimated costs. Councilmember Kerr reviewed the proposal and estimated budget noting that before Council was not a finalized plan but a series of options and a first draft. He concurred with Mordo that Council needed to provide direction regarding the issue of housing quarters at the facility. Kerr offered that the estimated $675,000 for the first phase of work would address the staff quarters, add the much needed restrooms for public events at the Barn and a meeting room. These improvements would benefit residents and non equestrians. Council discussion ensued. Mayor Jones noted that he appreciated the Barn was an architectural asset but he would prefer a more comprehensive proposal that would address costs for general repairs and maintenance. Staff was directed to provide associated costs for exterior repairs and general maintenance (paint, windows, dry rot repairs, etc.); bathroom improvements; electrical repairs and new wiring; and, an update on the governance issue for the future discussion of the Parks and Recreation priorities and budget. Additionally, Council wanted to review public uses of the facility and options to illuminate the 24-hour staff requirement. • 6 City Council Special Meeting Minutes September 27,2007 Vice Mayor Mordo proposed an alternative option for housing staff onsite and meeting room space at Westwind Barn. Council had before them a"Conceptual Sketch of an Idea to Add a Community Room to Westwind Barn" that had been prepared by Mordo. Mordo proposed that an additional building on site might be a cost effective solution to the housing issue and would eliminate the need for retrofitting the Barn. He offered that the only concern with the proposal was the increase to the current building footprint and the alteration might affect the architectural integrity of the Barn. Mordo reiterated his support for the Town providing appropriate accommodations for the 24-hour staff requirement and added that improvements to the facility could also be an incentive to increased revenue for the stall rentals. Council consensus: To direct the Standing Westwind Community Barn Committee to return to Council with budgets for the following: 1) improvements to the public infrastructure of the barn that includes the public restrooms, sewer hook-up, electrical repairs and upgrades, exterior maintenance and necessary maintenance; and, 2) cost estimates of the alternative proposal from Vice Mayor Mordo. Additionally, Council " requested a progress report on the governance issue at Westwind Community Barn. Council concurred that there was no interest to support the "Cadillac" version of improvements for the facility identified in Warr's project proposal. Staff was directed to investigate how other equestrian facilities in the area accommodate the 24-hour security issue. Pathways Ginger Summit, Pathways Chair, addressed Council. She reviewed the status of several ongoing projects currently being finalized by the Committee. They included: the walking map of Town paths, identification of final segments for the Master Plan Map, and comments on the General Plan Circulation Element. Additionally, Summit proposed that the Pathways Committee work closely with the Parks and Recreation Committee to integrate the Town's paths into recreation programs. She suggested treasurer hunts, guided walks and a map with"favorite path loops" as venture options. Council thanked Summit for her presentation. They suggested the Pathways Committee identify their top three path projects for discussion at the October 25, 2007 scheduled study session with Council. Staff was directed to develop a budget of associated costs for the proposals. • El Monte Road/Moody Road Bicycle-Pedestrian Path Project(Segment 3) Councilmember Kerr introduced the item to Council. He advised that the project (Segment 3/El Monte Road/Moody Road Pathway Improvements) had been funded by Council in the 2007-2008 Fiscal Year CIP budget. Kerr reviewed slides of the pathway (pedestrian, equestrian and bicycle) improvements that were included in Segment 1 and Segment 2 projects and an overview of Segment 3. Kerr advised Council that as the 7 City Council Special Meeting Minutes September 27,2007 pathway improvements have been completed, it had become apparent that landscaping for Segment 2 would be required. Kerr reviewed the suggested design modifications to Segment 3 that would be compatible with the Pathways Committee's top priority for a path (El Monte to Magdalena) and stay within the budget envelope. The modifications would allow Segment 3 to become a "connecting" link and potentially connect approximately 12 miles of pathway. Staff was currently working on value engineering of the project that would accommodate the revisions and leave room in the approved budget for landscaping upgrades to Segment 2. Kerr reviewed the proposed budget for the revised Segment 3 of $733,000.00 that included $288,000.00 for landscaping of Segment 2. Kerr offered that the Valley Transportation Authority (VTA) representatives had visited the site and been responsive to the new proposal. Council Consensus: To direct staff to move forward with the modifications to Segment 3 as proposed and with a budget that included landscaping for Segment 2. Hidden Villa Council Consensus: to table discussion of any proposal regarding Hidden Villa to a future date when more information is available. Los Altos Community Pool Mayor Jones provided an historical overview of the swimming pool project formerly known as SPLASH. He noted that supporters of the project had made several presentations before the City Council and Ad Hoc Parks and Recreation Committee seeking monetary support and endorsement of the community park and pool. Jones deferred to Parks and Recreation Supervisor Eric Christensen for additional comments on the project. Christensen reviewed the draft "Principles of Understandin -Guidin Principles" for the p g g p project dated September 2007. Key points included: 1) in consideration for equal pro-rata contributions by Los Altos Hills to both the design and construction capital and participation in any pool operations deficit, Los Altos would provide the same treatment and availability to residents of the Town as offered to residents of the Los Altos; and, 2) because the population of Los Altos was approximately three times the population of Los Altos Hills, the capital and deficit for the pool would be divided 75% to Los Altos and 25% to the Town. The Principles of Understanding identified the estimated pro-rata contribution from the Town at $1.3 million for the capital project based on the valuation of an estimated contribution of Los Altos of$4.2 million. Included in the City of Los Altos contribution total was a valuation of$2 million for the land. Christensen's presentation included several schematics and conceptual drawings of the proposed pool and park's features. The preliminary design had been unanimously approved by the Los Altos City Council on March 27, 2007. 8 City Council Special Meeting Minutes September 27,2007 Council discussion ensued. They questioned the calculation for the pro-rata assignment to the Town and wondered if there would be a realized benefit to Town residents given the location of the facility and the opportunity for residents to use the public facility when the operation was open to the public. City Manger Cahill commented that there was concern that the proposal for the Town's participation would include a share in the operating expenses and deficit on the pro-rata basis without management control of the facility. Mayor Jones explained that one of the primary reasons the Los Altos Community Pool Foundation was seeking the Town's financial participation and endorsement was to be able to approach and secure donations from Los Altos Hills' donors. Vice Mayor Mordo suggested several options for the Town's monetary participation including matching dollars with private Los Altos Hills' donors. Mayor O'Malley suggested that the Town be charged on a user basis with a year end tally of resident users as the Town's obligation. Council Consensus: To authorize Mayor Jones and City Manager Cahill to enter into discussions with the Los Altos Community Pool representatives to renegotiate the pro- rata equation. 4. Discussion of"Next Steps" • Consideration of additional funding for preliminary project feasibility studies and plans—response for requests from City Council for additional information Council Consensus: No additional funding was required at this time. • Consideration of date for Town meeting and approval of Town-wide mailing for meeting notification for approval of Capital Expenditure Budget for Park and Recreation Facilities—consider first City Council meeting in December or alternate date Council Consensus: Schedule Council review of recreational priorities and the associated budget at the December 13, 2007 regular City Council meeting. Staff was directed to send a Town wide notice (post card) to residents advising them of the public hearing and inviting public comment. Council would revisit the conceptual project proposals at the hearing. Councilmember Warshawsky requested Council consideration of a community garden as a possible additional recreation program. Council consensus was to revisit the issue at a future meeting and to investigate the feasibility of establishing a volunteer committee to pursue the concept of a community garden. 9 City Council Special Meeting Minutes September 27,2007 ADJOURNMENT There being no further business,the meeting was adjourned at 10:15 p.m. by consensus of the City Council. Respectfully submitted, Karen Jos City Clerk The minutes of the September 27, 2007 Special City Council meeting were approved as presented at the October 25, 2007 City Council meeting. 10 City Council Special Meeting Minutes September 27,2007