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Minutes 2000-11-14 MINUTES REGULAR MEETING OF THE CITY COUNCIUREDEVELOPMENT AGENCY TUESDAY, NOVEMBER 14, 2000 COUNCIL CHAMBERS, 215 EAST BRANCH STREET ARROYO GRANDE, CALIFORNIA 1, CALL TO ORDER Mayor Lady called the Regular City Council meeting to order at 7:00 p,m, 2, ROLL CALL City Council: Redevelopment Agency: X Mayor Lady X Chair Lady X Mayor Pro Tem Ferrara X Vice Chair Ferrara X Council Member Runels X Board Member Runels X Council Member Tolley X Board Member Tolley . X Council Member Dickens X Board Member Dickens Staff Present: .LCity Manager .LChief of Police .LCity Attorney .LDirector of Administrative Services _Director of Building and Fire .LDirector of Community Development _Director of Economic Development -LDirector of Public Works .LDirector of Parks, Recreation, and Facilities -LDirector of Financial Services 3, FLAG SALUTE Members of Cub Scout, Den 1, Pack 13 led the flag salute. 4. INVOCATION Pastor George Lepper, Peace Lutheran Church, Arroyo Grande, delivered the invocation. 5, SPECIAL PRESENTATIONS None. 6, AGENDA REVIEW CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 6,a. RESOLUTIONS AND ORDINANCES READ IN TITLE ONL Y Council Member Runels moved, Council Member Dickens seconded, and the motion passed unanimously that all resolutions and ordinances presented at the meeting shall be read in title only and all further reading be waived, 7, PUBLIC HEARINGS: None. 8. CITIZENS' INPUT. COMMENTS. AND SUGGESTIONS None. 9. CONSENT AGENDA Council Member Tolley requested that Item 9,d, be pulled from the Consent Agenda for a separate roll call vote, Council Member Runels requested that Item 9,e., Appointment to the Citizens' Transportation Advisory Committee (CT AC), be pulled for discussion, Council Member Runels asked if there were a term limit for serving on CT AC, Mayor Lady responded that it was typically a two-year appointment, Council Member Runels moved to approve Consent Agenda Items 9,a, through 9.i., with the exception of Items 9,d, and 9,e" with the recommended courses of action. Council Member Tolley seconded the motion, a. Cash Disbursement Ratification, Approved, b. Statement of Investment Deposits. Approved. c. Rejection of Claim Against City - M, Pacheco, Rejected Claim. f, Authorization to Solicit Bids for the Fair Oaks AvenueNalley Road Traffic Signal, Project No, PW-2000-7, Approved. g. Award of Contract for the Scenic Creekside Walk Through the Historic Village of Arroyo Grande - Phase II, Project No, PW-2000-3, Approved. h. Award of Contract for the City Hall Re-Roofing Project. Approved. i. Traffic Way Bridge Barrier Rail Replacement Project, Approved. - Voice Vote LRolI Call Vote Ave Lady Aye Ferrara Aye Runels Aye Tolley Aye Dickens There being 5 A YES, and 0 NOES, the motion is hereby declared to be passed, 2 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 9,d. Adoption of Ordinance Amending Title 9 of the Arroyo Grande Municipal Code Regarding Second Residential Dwelling Units, Council Member Runels moved to approve Consent Agenda Item 9,d" with the recommended course of action. Council Member Dickens seconded the motion, City Attorney Carmel read the title of the Ordinance for the record, - Voice Vote LRolI Call Vote Aye Lady Aye Ferrara Aye Runels No Tolley Aye Dickens There being 4 A YES and 1 NO, the motion is hereby declared to be passed, 9,e, Appointment to the Citizens' Transportation Advisory Committee, Council Member Dickens moved to approve the appointment of Kirk Scott to the Citizens' Transportation Advisory Committee, Mayor Pro Tem Ferrara seconded the motion, - Voice Vote LRolI Call Vote Ave Lady Aye Ferrara Aye Runels Ave Tolley Aye Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. 10. CONTINUED BUSINESS 10,a, APPROVAL OF CONSULTANT SERVICES AGREEMENT WITH ROB STRONG FOR THE GENERAL PLAN UPDATE Community Development Director McCants highlighted the staff report, Staff recommended the Council approve a Consultant Services Agreement with Rob Strong for the completion of the General Plan Update. Council Member Tolley referred to Mr, Strong's proposal, Tasks #5 and #7, relating to the coordination of work with Higgins & Associates, and asked if this would require paying Higgins & Associates more money. 3 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Director McCants responded that this work was already included in the contract between the City and Higgins & Associates. He stated that the funds have been appropriated for the Higgins & Associates contract; however, the work has not yet been completed and they have not yet been paid, Council Member Runels asked if there would be sufficient funding to complete the work within the parameters of the original budget. Director McCants responded yes. Mayor Pro Tem Ferrara referred to the staff report and asked questions regarding the funding for the General Plan Update and the Higgins & Associates contract to prepare an update of the Circulation Element and Traffic Model. He commented there would be an estimated savings of about $37,000, He asked what was involved in Mr. Strong's proposed estimate of $20,000 to allow for contingencies, Director McCants responded that Mr. Strong conservatively estimated $20,000 if the process required a more elaborate public input and hearing process or if there was a need for specialized consulting during the preparation of the Environmental Impact Report. Mayor Pro Tem Ferrara asked if the cost for the Environmental Impact Report was going to be completed by Mr. Strong's firm, Director McCants replied that the contract of $67,500 includes the completion of the Environmental Impact Report, Mayor Lady opened up the discussion for public comment, Fielding Sten-Larsen, 4315 Huasna Road, stated he was a Boy Scout and he was working on his Communications Merit Badge and Eagle Scout status, He asked questions regarding the General Plan Update process, Rob Strong, Strong Planning Services, stated he was looking forward to being of service to the City. He stated he had discussed the work plan and proposal with the City Manager and Community Development Director, He said he had reviewed the work products of the previous consultant and stated that his proposed schedule for completion of the project is realistic. He stated his recommendation to staff for contingencies were related to technical studies that may come out of the scoping of the integrated Environmental Impact Report; to notify all adjacent and responsible agencies; and for any additional studies that may be needed, Council Member Dickens asked Mr, Strong about his relevant background experience. Mr. Strong gave a brief overview of his planning experience and background, 4 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Mayor Pro Tern Ferrara asked Mr, Strong for his impressions on work that has been done to date on the General Plan, Mr. Strong replied that he has not fully evaluated the work products to date; however, he has met with the Traffic Consultant and has reviewed the draft land Use Element and maps. He stated the City Council has given excellent direction for the completion of the General Plan, Mayor Pro Tern Ferrara asked if Mr, Strong had the opportunity to review the results of the community survey, Mr. Strong responded that he had, Hearing no further public comments, Mayor lady brought the issue back to the Council for consideration. Council Member Tolley moved to approve a Consultant Services Agreement with Rob Strong to complete the General Plan Update, Council Member Runels seconded the motion, Mayor Pro Tem Ferrara requested that Mr, Strong or staff provide copies of progress memorandums and budget updates to the Council as part of the work plan. - Voice Vote LRolI Call Vote Ave lady Ave Ferrara Ave Runels Aye Tolley Aye Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed. 10,b, EAST GRAND AVENUE CORRIDOR DESIGN OVERLAYS Community Development Director McCants highlighted the staff report. He explained that a design overlay for East Grand Avenue was being proposed. He reviewed the recommended separate overlays for three distinct segments of East Grand Avenue to be referred to as "The Gateway", "The Midway", and "The Highway" and suggested that processing and timing priorities be assigned to each segment, Staff recommended the highest priority be given to the segment between Elm Street and Oak Park Boulevard ("The Gateway"). Director McCants stated that the services of an urban design consultant were also recommended to provide graphics and input regarding design concepts. He estimated the cost of a consultant would be approximately $10,000 which could be accommodated from the savings anticipated from completing the General Plan Update in-house. 5 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Staff recommended the Council consider and approve the process for developing design overlays for East Grand Avenue. Council Member Tolley referred to the statement in the staff report that the reallocation of staff resources to this activity might cause a delay in the completion of other projects, He asked what other projects would experience a delay, Director McCants replied that due to the small Community Development Department staff, it was possible that routine projects could be deferred in order to work on the design overlay project. There was extensive discussion regarding the definition of "higher end retail use"; the challenge in making portions of East Grand Avenue pedestrian friendly; potential modifications to the roadway, such as the use of pavers as a means for pedestrian crossing and to slow traffic; and the benefits of delaying Phase III of the Grand Avenue reconstruction project in order to coordinate the street improvements with the overlay project. Director McCants clarified that the design overlay process would include an initial phase which would focus on the entire length of East Grand Avenue. Council discussion focused on the importance of obtaining public input from both business and property owners; concerns about the need for and cost of an urban design consultant; and a suggestion that initial design concepts be researched. Director McCants commented he believed the public and the Council would benefit from and the design overlay process enhanced by conceptual graphic representations that City staff would not be able to provide, City Manager Adams clarified that most of the work would be done in-house; however, the graphics would be necessary to present the concepts to see what Grand Avenue might look like and to have someone with a high level of expertise in designing downtown area to share ideas. Mayor Pro Tem Ferrara asked if the funding for the Grand Avenue Phase III improvement project would have to be reallocated to other projects identified by the Council and spent this year, Director Spagnolo responded that the funds set aside for the Grand Avenue Phase III project are from several sources, including Federal funds, He said the funds are not in jeopardy if the project is delayed a year, There was further discussion about how to attract and retain retail businesses in the area; consideration of mixed-use zoning; seeking input from business and property owners before spending money on conceptual designs; and concerns 6 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 about existing businesses becoming non-conforming due to the adoption of an overlay district. Mayor Lady opened up the discussion for public comment, Fielding Sten-Larsen, 4315 Huasna Road, stated that he frequently runs on Grand Avenue and he feels it is safe for pedestrians, He spoke of the unsafe condition of Branch Mill Road and suggested that money be spent in other areas of the City that need improvements, Nan Fowler, 630 Cerro Vista Circle, encouraged the Council to solicit input from the business owners on East Grand Avenue in a workshop format. Heather Jensen, Arroyo Grande Chamber of Commerce Executive Director, spoke of the importance of having informal discussions with and seeking input from business owners. She commented on the retail industry and suggested that the Council keep in mind the median income in this area when focusing on types of retail uses, Tom Murray, Arroyo Grande resident, agreed that the business community must be involved in the process. He said there are a lot of smaller lots that need to be used efficiently, He encouraged looking at standards in other cities specifically regarding public parking concepts. He encouraged the expansion of mixed use zoning, and looking pedestrian friendly and safe sidewalks, Howard Mankins, 200 Hillcrest Drive, encouraged the City's partnership with business owners, He supported the suggestion of meeting with the owners as a starting point in order to get their support, Roger Moss, Pacific Bridge Commercial Real Estate, 170 Grand Avenue, stated for the record that one of his clients is Investec Real Estate which operates most of the shopping centers in San Luis Obispo County. He supported the idea that the City should be a steward in analyzing and planning for the future of the Grand Avenue corridor. He suggested that money should be spent now to begin an analysis to determine what the Grand Avenue corridor should be rather than what it will look like, He spoke of his experience leasing retail space in the community, He stated that for this effort to work, it needed to be done in conjunction with the neighboring cities. He spoke of the success of the current stores in the Five Cities Center and yet commented on how difficult it was to finish leasing the Center, Hearing no further comments, Mayor Lady brought the discussion back to Council. Council Member Dickens remarked that this concept was initiated primarily based on comments from the citizen surveys, He stated the survey results showed support for development of a common architectural theme, more pedestrian 7 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 oriented development and improvements for more attractive shopping. He stated that some of the recent proposals coming before the City were not meeting the vision or expectations of the community, He said the design overlay proposed by staff was a potential solution which could be used as a tool to assist in orderly citizen supported development. He indicated that the need to obtain and consider public input was critical to the success of the proposed overlay district. Council Member Runels stated the City needed to take the proposal forward slowly and be very thorough so that the City does not put people out of business, Council Member Tolley stated the Planning Commission and City Council need some guidelines for Grand Avenue; however, he was concerned about putting too many restrictions on property owners, He suggested taking the process slow and conducting workshops first before spending money on conceptual designs, Mayor Pro Tem Ferrara spoke about the creation and adoption of the Economic Development Strategy and how projects have come forth that have challenged the objective of the Strategy. He supported the need to look at the regional influence and supported conducting workshops, researching similar projects in other communities, and pursuing options that are less costly, Mayor Lady spoke of the Berry Gardens project, now in its initial stages of development, that will affect the vision of Grand Avenue and the good timing of this process to create an overlay of development standards for Grand Avenue, He strongly supported the participation of business owners in the process, Council Member Tolley suggested that the Chamber of Commerce conduct an initial forum to start the process to get feedback from the public, before spending money on creating conceptual designs and standards for Grand Avenue, Mayor Lady asked Heather Jensen if she would be favorable to this idea, Heather Jensen replied that she would agree to coordinate the initial effort with assistance from staff, Mayor Pro Tem Ferrara emphasized the importance of beginning the public input process by reviewing the results of the previous citizen survey which reflected a strong support for development of a common architectural theme, more pedestrian oriented development, and improvements for attractive shopping, He suggested including as discussion points what these survey results mean and what it will look like on Grand Avenue; and also look at what businesses are and are not successful in the City and why, There was further discussion about how to initiate the process, and how to prioritize the identified segments of Grand Avenue, Council agreed that "The Gateway" portion had the most potential for change and should be the first priority, Council directed staff to work with the Chamber of Commerce to develop 8 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 plans for an initial workshop to obtain public input before proceeding with design concepts. Based on the input received, initial concepts will be finalized and staff would come back at a later date to the Council with a more detailed funding request on any work proposed to be contracted. Staff was further directed to ensure that a series of workshops were conducted in order to obtain public input from business owners, property owners, and the community at-large. 10.c. APPROVAL OF THE BRISCO ROAD-HALCYON ROAD/ROUTE 101 PROJECT STUDY REPORT (PSR) Director of Public Works Spagnolo highlighted the staff report. He explained that the PSR incorporates all the input received from the Council, the public, and the project development team, He stated six alternatives were investigated which includes a new alternative to connect West Branch Street to the northbound on- ramp at Grand Avenue. He said information in the report includes the scope of the proposed alternatives, the estimated project costs, the projected traffic volumes, and the roadway geometrics for each configuration. Mayor Pro Tern Ferrara asked if Caltrans had accelerated their timeline, as they were scheduled to consider the PSR for final approval tomorrow, He asked if Caltrans would accept additional input at this time, which might modify the scope of the PSR in terms of its regional influence. Director Spagnolo responded that the City was trying to meet Caltrans' timelines in order to make the funding cycle. Wendy Tkacheff, Dokken Engineering, stated that information could be added; however, there would be another opportunity during the Project Report and environmental document stage to refine or add alternatives, or to select a preferred alternative. She explained the main purpose of the PSR is to set the basic scope, schedule, and budget for the project. Mayor Lady opened up the discussion for public comment. Howard Mankins, 200 Hillcrest, commented on the PSR, including concerns about the closing of any freeway ramps; favoring street overcrossings; opposing the placement of a wall around the cemetery; suggestion of extending and connecting Montego to EI Camino Real; and the feasibility of a third lane from Halcyon to Grand Avenue, Joe Rye, SLOCOG representative, spoke about the funding cycle; commended work of City staff to meet the CTC deadline; and reviewed the stages of the approval process for the project, Hearing no further comments, Mayor Lady brought the discussion back to the Council. 9 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Council Member Dickens stated there is no mention of what the County is doing with their PSR in conjunction with Halcyon/Route 1, He said that project is connected with what the City is doing and spoke about growth in the surrounding County areas which will affect the City's circulation, He suggested minor modifications to the wording in the PSR that more clearly identifies the regional need for the improvements resulting from development in the County, as follows: 1) On page 1, paragraph 2, ending the first sentence with II ...and to better facilitate projected regional circulation. "; 2) On page 5, Need & Purpose, ending the first sentence with "within and adiacent to the City of Arroyo Grande. "; 3) On page 2, adding a paragraph which states II San Luis Obispo County is conducting a connecting project study report for proposed roadway improvements within the Halcyon Road/State Route 1 corridor. These road segment improvements are warranted due to significant area development and regional circulation needs. Evaluation will be made regarding the most feasible route to upgrade and the various alternatives for improving either Halcyon Road or State Route 1, The project development team consists of the Consultant (Dokken Engineering), staff from the County of San Luis Obispo, City of Arroyo Grande, SLOCOG, and Caltrans. To date, the South County Development Impact Fees has anticipated the need for improvements in this corridor and has scheduled over one million dollars in capital improvements. II Council concurred with incorporating Council Member Dickens' comments into the document and encouragement that public meetings be held later on to explain the alternatives in the PSR, Council Member Tolley moved to approve the Brisco Road-Halcyon Road/Route 101 Project Study Report (PSR) as modified, Council Member Runels seconded the motion, - Voice Vote LRolI Call Vote Ave Lady Aye Ferrara Ave Runels Ave Tolley Aye Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed, 11. NEW BUSINESS 11,a. PROPOSED ORDINANCE AMENDING CHAPTER 3. TITLE 10 OF THE ARROYO GRANDE MUNICIPAL CODE - COMMUNITY TREE PROGRAM Director of Parks, Recreation, and Facilities Hernandez highlighted the staff report. He stated the Parks and Recreation Commission reviewed the Community 10 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Tree Program Ordinance and recommended minor changes to Sections 10-3,06 and 10-3.09 of the Ordinance, Council Member Runels asked if the modification requiring an arborist for tree pruning pertained to private property. Director Hernandez responded it addressed requiring an arborist for tree pruning on public property only, Mayor Pro Tern Ferrara asked what the intent was in deleting inspection of landmark trees on an annual basis. Director Hernandez stated that due to staff limitations, inspections have been conducted on an as-needed basis, Mayor Pro Tern Ferrara asked if the City ever does an inventory of the landmark trees. Director Hernandez replied that an inventory has not been done in about five or six years, Mayor Pro Tern Ferrara stated there should be a system in place to check on landmark trees, Council Member Tolley asked whether the City could get a volunteer to perform the inspections. Director Hernandez stated this would be an option and there was also a member of his staff currently in the process of obtaining an arborist certificate, Mayor Pro Tern Ferrara suggested creating a template of tree inspection guidelines and considering the use of a Cal Poly intern to perform the work, Director Hernandez agreed he would check into it. Mayor Pro Tern Ferrara suggested a modification of Section 10-3,06(g) to require inspections of landmark trees every two years, Council concurred with incorporating the suggested modification, Mayor Pro Tern Ferrara moved to introduce an Ordinance by title only amending Section 10-3.06 and Section 10-3,09 of Title 10 of the Municipal Code regarding the Community Tree Program, with a modification to Section 10-3.06(g) to read "The Director shall cause the physical inspection and.inventory of all Landmark trees every two years, to determine their condition and presence, and he/she shall report his/her findings publicly to the City Council, the Parks and Recreation Commission, and the Planning Commission, via the City Manager." Council Member Dickens seconded the motion, 11 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 - Voice Vote LRolI Call Vote Aye Lady Aye Ferrara Aye Runels Aye Tolley Ave Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed, 11,b, FISCAL YEAR 2000-01 FIRST QUARTER BUDGET STATUS REPORT Financial Services Director Snodgrass highlighted the staff report, Mayor Pro Tem Ferrara referred to page 14 and asked questions regarding the $231,500 reduction to the Fund Balance due to City infrastructure improvements coming from the fund balance of the General Fund, Director Snodgrass explained that over the last three years, the City has been using Fund Balance, or surplus revenues, to fund infrastructure improvements, She explained the capital improvement transfers that were completed last year were a carry over of a series of capital projects involving street repairs that began almost three years ago, Mayor Pro Tem Ferrara referred to page 17 and asked questions about the Redevelopment Agency, He asked when the City was coming forth with a strategy for redevelopment. City Manager Adams responded that staff would be presenting a strategy concerning redevelopment early next year and would be tied into the mid-year budget report. Mayor Lady referred to page 7 and asked questions regarding sales and use tax, Director Snodgrass explained the comparison of sales and use tax between the current fiscal year and prior fiscal year and explained the shift of revenues based on an accounting adjustment recommended by the City's auditors, There was further discussion regarding redevelopment and the receipt of future tax increments, 12 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14, 2000 Council/Board Member Runels moved to 1) Approve Carryover Appropriations as detailed in Schedule B' 2) Approve detailed budget adjustments and , recommendations as shown in Schedule B; and 3) Approve Schedules A through F included in the First Quarter Status Report. Council/Board Member Tolley seconded the motion, - Voice Vote L Roll Call Vote City Council Aye Lady Aye Ferrara Aye Runels Aye Tolley Ave Dickens There being'S AYES and 0 NOES, the motion is hereby declared to be passed, Redevelopment Agency Aye Chair Lady Aye Vice-Chair Ferrara Ave Board Member Runels Ave Board Member Tolley Ave Board Member Dickens There being 5 A YES and 0 NOES, the motion is hereby declared to be passed, 12. COUNCIL COMMUNICATIONS Council Member Tolley recommended the City Council appoint a new representative to the SLOCOG/SLORT A Board of Directors on December 4, 2000 when the new Council takes office, as there is a SLOCOG meeting scheduled for December 5th. Mayor Pro Tern Ferrara asked about the status of the proposed ordinance regulating minimum square footage for commercial buildings, City Attorney Carmel responded that a draft ordinance has been prepared and will be forthcoming to the City Council within the next month, 13, STAFF COMMUNICATIONS None, 14, ADJOURNMENT Council Member Dickens moved, Council Member Runels seconded, and the motion passed unanimously to adjourn the meeting. 13 CITY COUNCIUREDEVELOPMENT AGENCY MINUTES NOVEMBER 14,2000 Time: 10:00 p,m, MIC::L A;tilt:i: ATTEST: . lJ1Ji 0'uo~ E, ADMINISTRATIVE SERVICES DIRECTOR! DEPUTY CITY CLERK 14