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HomeMy WebLinkAbout07-25-1995 Adopted CC Minutes DUSD SpMtgSPECIAL MEETING ~ July 25, 1995 A special meeting of the City Council of the City of Dublin was held on Tuesday, July 25, 1995, in the Council Chambers of the Dublin Civic Center. The meeting was a joint meeting with the Dublin Unified School District Board of Trustees. The meeting was called to order at 6:01 p.m., by Mayor Houston. ROLL CALL PRESENT REPRESENTING CITY: Councilmembers Barnes, Burton, Howard, Moffatt and Mayor Houston. REPRESENTING DUBLIN UNIFIED SCHOOL DISTRICT: Board Trustees Cobb-Adams, Kohnen, Ledahl and Patterson. Board Trustee Kamau arrived at the meeting at 6:10 p.m. ABSENT: Board Trustee Meyer. PLEDGE OF ALLEGIANCE Mayor Houston led the Council~ Staff and those present in the pledge of allegiance to the flag. PROPOSED VALLEY HIGH SCHOOL COMMUNITY GYMNASIUM 8.1 (280-30) Mayor Houston explained that the purpose of this joint special meeting was for both legislative bodies to discuss a proposal developed by the City/School District Liaison Committee for a community gymnasium at Valley High School. Parks & Community Services Director Lowart explained that as a result of past requests from the community and the need to make revisions to the Agreement between the City and the District regarding use of facilities, the City Council approved formation of a Community Facilities Task Force (CFI'F) in February of 19~5. The purpose of the Task Force was to study, report and make recommendations on community facility needs in Dublin for both school and community use. Following a series of meetings, recommendations were presented to the City Council/School Board Liaison Committee. Ms. Lowart advised that the top priority of the Community Facilities Task Force was construction of a community gymnasium to meet the growing needs of organized sports leagues sponsored by the City as well as local community groups. Currently City and community groups compete for gym space with school sponsored programs. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 384 Ms. Ix>wart stated the CFTF considered possible locations for an additional gym and determined that the proposed multi-purpose room identified in the preliminary masterplan for Valley High School could be enlarged to meet the needs of the community. Since Valley High School seldom needs to utilize the gym after school, at night or on weekends, the gym could be available for community use during the peak use periods. To meet the needs of the community, the size of the proposed multi-purpose room/gymnasium would be increased from 6,000 square feet to approximately 10,000 square feet, and would include bleacher seating for up to 400 and storage areas for both school and City use. Also, it is proposed that the kitchen would be modified in order to accommodate a concession area and that the restrooms would be enlarged to provide a changing area. Ms. Ix)wart stated the estimated capital cost for construction of the proposed gym and related facilities is $2,080,000. The estimated annual cost for maintenance, utilities and supervision of the gym and related facilities is $71,558. A detailed breakdown was included in the Staff Report. The City Council/School Board Liaison Committee has given conceptual approval for the proposed community gym at Valley High School and has discussed potential terms for an agreement between the City and the District. District Responsibilities 1) District would fund 100% of capital construction costs 2) District would maintain building including interior and exterior surfaces, electrical and mechanical systems, roof, plumbing, etc., at no cost to City $) District would guarantee City/community use Monday-Friday from $:00 p.m. to 10:00 p.m. and Saturday/Sunday from 9:00 a.m. to 10:00 p.m. District could reserve facility for District related functions 6 times per year to be scheduled at the beginning of each school year. City Responsibilities 1) City would reimburse District for 100% of the annual operating costs 2) City would reimburse District for expenses related to the repair and maintenance of gym furnishings and would reimburse District for any damages to the interior of the facility incurred during the times of City/community use $) City would schedule City/community use and provide qualified supervision during times of City/community use at no cost to District 4) City would make facility available for District related functions 6 times per year 5) City would levy, collect and retain all facility use fees for City/community use of the proposed community gymnasium (all fee schedules would be approved by District) CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 385 As discussed by the Liaison Committee, the terms of the proposed agreement would be for a period of 10 years with an option to renew'the agreement for additional 5 year increments. For the first 3 years of the agreement, an annual review would be undertaken; after 3 years, a biennial review would be undertaken for the remainder of the agreement. In addition, the Liaison Committee discussed and recommended that the City make the Dublin Swim Center available to the District from February through May of each year for the purpose of conducting swim team programs, swimming instruction and other appropriate aquatic programs at no cost to the District. The current Agreement provides that the District will reimburse the City for 1/3 of the actual operating cost of the Swim Center and 100% of the cost of supervision. Over the past 5 years, this has amounted to approximately $6,250 per year. It should be noted that if DHS was not utilizing the Swim Center during the spring months, the City would not need to open the facility until Memorial Day weekend. Consequently, the actual cost to the City to open the Swim Center for use by DHS during the months of February through May is approximately $20,000. Ms. Ix>wart distributed a CFTF roster and also a document "Timeline and Actions Related to the Proposed Community Gymnasium at Valley High School". In summary, Ms. Lowart stated the proposed community gym at Valley High School has received the support of the Community Facilities Task Force, the City's Parks & Community Services Commission and the City/District Liaison Committee. Like the CFTF, the Parks & Community Services Commission also views the Valley High School Community Gymnasium as its top priority. The proposed project and resulting agreement represent another example of the cooperation between the City and the School District which ultimately benefits the residents of Dublin. As the final development gets further in the process, neighborhood meetings would be held to gather input. Mayor Houston felt that part of the impetus for this was when the gym at Camp Parks burned down last year. This created a bad situation. He spoke with Bob Cowan about rebuilding and they are looking at building a gym that will accommodate 2 basketball courts near the Chapel on H Street. They will work with the community to use the gym at some times, but they will have expanded use on their base. They will probably begin expansion in the spring and they emphasized that it will be primarily for Army use. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 386 District Architect Roy Miller with the firm Deems Lewis McKinley discussed the design of the proposed facility. Visuals were shown and Mr. Miller indicated the proposed placement on the site. Cm. Burton asked about parking. Mr. Miller stated there is an existing area of parking in front of Valley High and a new area would be developed to the west of the Montessori building with about 32 additional spaces. The total number of spaces will be about 75 for a 400 seat facility. He indicated they had discussed this and stated people felt this was adequate. Cm. Burton asked about getting some additional parking spaces. Mr. Miller showed an area on the site where a track area will displace the existing tot lot. The tot lot will be relocated. He felt this was an area open for discussion. Cm. Burton asked how difficult it would be to have a stage of some sort and if this had been discussed during the process. Mr. Miller stated they talked about this somewhat with Valley High School more than with Parks & Recreation. A building that is built as a gym does not lend itself beautifully as a theatre. It is not ideal. Valley High is more likely to use the family/community room as a theatrical space. There are also acoustical conflicts. Ms. Ix>wart stated the P&CS discussed this and the recommendation was that the greatest need at this time is scheduling sports facilities. The recommendation was that this facility should be geared for sports facilities. Other facilities in the community can pick up other needs for dances, concerts, etc. Very few requests come in for use of the gym that is not of a sports nature. Mayor Houston asked about the seating in the theatre at Wells. Mr. Miller stated it would be somewhere in the 500 range. Wells has a current lot and they will develop additional parking, so parking will be sOmewhere between 1 O0 and 110 spaces. Board Member Cobb-Adams questioned the comment about the Dublin Unified School District paying 1 / 3 of the cost for use of the swim center. Ms. Lowart clarified that they pay 1/3 of the cost for the days they use it. Board Member Kohnen commented on the need for additional facilities, but expressed concern about the $2 million it will take to do it. When they received budget costs, the CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 387 amount listed for Valley was only about $1 million. Over a 10 year period, the City would be giving back money, but at least initially the Dublin Unified School District needs to put out the money. She was concerned about what they won't be able to do if they spend this extra $1 million. The school board hasn't really talked much about this. Jeanne Howland, Assistant Superintendent - Business, commented that the $1 million budget was for a multi-purpose facility and there is also an amount of money allocated, about $ 3/4 million, for administration. They allocated $1/2 million for allocation space remodel. It is not all gym, but the costs were increased because they will tear down existing administrative space and build new. At the time this was done, the district's portion of the cost was estimated to be $1.3 million. There is adequate money in contingencies to cover this but the board would need to discuss it. Board Member Kohnen clarified under City responsibilities that the City will contribute the $71,000 per year. Ms. Ix>wart explained that the costs that the Dublin Unified School District has control over, the City will reimburse. The City would hire their own building attendant so it would not be a situation of the City giving the school district $35,000, but rather, the City would pay for that staff person. The indirect costs would be included. Board Member Kohnen asked if there is any impact on the Dublin Unified School District's insurance. Ms. Howland explained that legal counsel would review the agreement. There has been no problems in the past. The City provides them as additional insured. Board Member Kohnen stated she was going to question whether the Camp Parks gym had been taken into consideration, but Mayor Houston had addressed this. Ms. Lowart discussed the fact that typically a gym facility is taken out of service for a 1 month period every year. Board Member Ledahl recapped some of the information which had been presented. If they approve the concept they are committing to a $2 million gym at Valley High. He noted questions on insurance and the impact on the Montessori School. The ultimate question is why this wasn't agendized by the Dublin Unified School District before they got to this point of voting on the concept. The school board has not discussed this in an open meeting. Ms. Ix>wart stated the Liaison committee directed Staff to schedule this joint meeting. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 388 Board Member Cobb~Adams stated the concept is to agree to something and then take it to the public. The public will then know what to address. Mayor Houston felt it was important to meet jointly at this stage in order to avoid going back and forth over details. By meeting together they can give joint direction. Everyone is going along on the same page. Board Member Ledahl felt they've missed a page by not having the school board discuss this before this stage. By voting tonight, they are committed to it. He's had less than a week to make a decision and did not feel capable to vote on it at this time. Board Member Kohnen stated she also would have liked to have seen it on an agenda. On May 19 they received a summary from the task force but it did not have any dollar amounts attached. Board Member Cobb-Adams stated this all came out of the last liaison committee meeting. Questions should have been addressed earlier. Board Member Kohnen said she didn't have an opportunity to ask the questions. The school district is, after all, the one putting up the $2 million. Board Member Patterson felt expediency should be kept in mind. They can gain by tying this in with the renovations at Wells and be able to save money. This will have to go to the State Department of Architecture and this will cause a delay. We're most likely looking at 2 years before the gym can actually be used. Both sites could be done at the same time. At the last liaison meeting they decided that the best thing to do would be to have a joint meeting and move forward as quickly as possible. After every liaison meeting, there has been verbal reports to the complete board. Mayor Houston felt that they must first decide if they want to do this. The Dublin Unified School District cannot do this alone; the City cannot do it alone. By pooling resources, we can save constituents a lot of money and give the people something they want. Do we want to serve the people or do we want to have meeting after meeting? Cm. Moffatt suggested that what they are doing tonight is looking at the concept. A draft agreement will be prepared and this is when a decision is made. He saw this meeting as discussing an agreement and to go forward or not go forward and talk about it. Mayor Houston felt this is a way to get going sooner than later and to speed it up and still have questions addressed and give the public, input. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 389 Cm. Burton pointed out that only 10 minutes remained before the scheduled City Council meeting. Mayor Houston advised that the joint meeting would continue as long as necessary. Betsy Chapman, 11579 Circle Way stated she is an incoming freshman at DHS. She felt this facility needed to be approved tonight. Many groups fight for space. Dublin sports teams are not nearly as competitive as they could be if they had regulation size facilities. This facility is desperately needed. Jeff Chapman, 11579 Circle Way read a letter from J. Vanloon asking are we tired of seeing kids doing all sorts of non productive types of things. Are we serious about attacking these problems. This facility will serve as a positive influence for years to come. Not only should we build it, we need to wear it out from use. Mr. Chapman stated he felt the P&CS Commission has worn this topic out. Only 3 numbers are really relative anymore: 2, 2,000 and $700,000. Two is the number of gyms we have in the community now. This means as many as 2,000 in our community fight for space at odd times. For a difference of approximately $700,000 you can take a facility that was already proposed, and build a larger more needed facility. Bob Miller, 8133 Via Zapata stated he was a member of the C}-TF and coaches CYO basketball. There's no question we need more space. He is a firm supporter of sports. We have a lot of excellent athletes in Dublin and we see them playing on other city teams. Kevin Gillmore, 11815 Bloomington Way with St. Raymond's CYO basketball stated they felt they reach out even though they are a private group. With the space they have, they just can't do it. They compete with schools and they are just looking for some time. Quite often schools have some last minute things that come up. If they get a community gym it would spread out to other organizations as well as basketball. Steven Jones, 77¢2 Tamarack Drive stated he had been involved since about 1987 with CYO. His son graduated last year. Basketball has suffered for years in this town due to lack of gym space. Volleyball teams for both girls and boys are growing. Between the two sports, they all need gym space. There is also a big need for adult space and for youth to have a place to go and this is an ideal situation. CYO opens their arms to anyone who wants to play basketball. Dennis Parrish, 6841 Hyde Court has been involved with youth sports for about 8 years since his son was 5 years old. This is just the tip of the iceberg. More and more children are coming up and he would like to see his son be able to continue to participate in sports here in Dublin. Little league just finished and practice space was an absolute prime CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 390 concern for all the coaches. Too crowded fields create potentially dangerous situations. He urged the City to think positively about this. They should ask the Police Department about sports participation being a solution to youth problems. Chris Lamb, 7882 Crossridge Road has been involved with CYO basketball and baseball for several years, also with clinics. This City does not have the space. Many kids try to share a gym to try to improve their skills. He did not feel this facility should be multi- purpose. We should take advantage of facilities that we have for other events such as dancing. He still plays in an adult league. Kids come to the clinics and they're not particularly good, but they enjoy going through the drills. He is 100% behind this. It's terrible to go a couple of blocks across the freeway and see their immaculate facilities. John Westerlund, 731 ¢ Cronin Circle felt we need a gym. When he plays at CYO they practice at Wells and their courts are too small. They weren't very good and many teams don't practice enough. He and his friend decided to paint curbs to earn money to contribute to this gym. He thanked CTV30 and the Tri~Valley Herald for giving them exposure and Cm. Burton for getting the Rotary Club to sponsor them. He hopes they get this gym because they really need it. Mmgie Wong-Gilmore, 11815 applauded youth in the community for being so forthcoming with their endorsement of this facility. She was involved, in the CFTF as a participant because this was something that is important to her. We have very tired facilities for sports in this community. We need to make some renovations and to take advantage of opportunities like this as they come up. The P&CS Commission discussed if this would be the vehicle for expansion. We definitely need to expand some of our programs. We can reach more youth by combining these facilities that mean so much to youth sports. She attended a school board meeting about a month ago where there were a lot of parents who have kids involved in athletics. She recalled someone who spoke and said he remembered in growing up, the sports programs he was involved with more so than even the teachers. She urged the City Council and the Dublin Unified School District Board to go forward and not wait for a long period of time on this. They have an opportunity to make a difference. Bob Fasulkey, 7776 Topaz a member of the CFrF stated they put a great deal of effort putting this effort together. He is generally not an advocate of sports programs and usually sees academic needs first. One thing that struck him, however, was that this plan was very well thought out. Due diligence has been shown and it is now appropriate to go forward with the concept. Dick Stein, 11524 Marwick Drive was on the CFTF and they will be discussing many of the other projects in the future. Obviously a lot of people are interested in this project and recognize the needs. The timing fits together because of what is happening at Wells. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 391 He encouraged both groups to approve the project at least in concept. Details, even though significant, can be worked out. This project is critical time wise. If this is halted, it could be a serious detriment to this project. At least get the building built. All the other things can be worked out. It is vital for our community. George Cramer, 7700 San Sabana Court felt almost everything he wanted to say had been said. He is president of Dublin United Soccer League which has about 900 kids. is also on the P&CS Commission. He urged the City Council and the school board to move forward with the project. He Mayor Houston closed the public input portion so that the 2 bodies could deliberate. Board Member Cobb-Adams stated when this was discussed at the liaison meeting, she and Board Member Patterson thought the change related to the swim center would start next year instead of at the time the gym is compete and available for use by the community. She requested consideration for the new arrangement to at least start not next year, but the following year. Mayor Houston explained the fiscal year situation of budgets running July through June. The soonest this would occur would be for construction to start next summer. The City Council did not feel they would be picking this up until the building is completed and this would be 2 years. It might be reasonable to pick it up when the building is under construction. He felt this could be a compromise for FY 199¢~07. Board Member Cobb-Adams felt this was a reasonable compromise. Cm. Barnes felt it was reasonable. In looking at the map, the Wells site would be adequate for parking. This has been a long time coming and tonight would be to approve conceptual terms. It's a wonderful thought to know they are one for the benefit of the community. Cm. Moffatt concurred with the swimming pool discussion. Mayor Houston stated he respected Board Member Kohnen's comments about the costs. Staff will be reviewing this and will report back. Cm. Burton complimented the task force and stated it was impressive to see all who have been involved in this. CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 392 On motion of Cm. Burton, seconded by Mayor Houston, and by unanimous vote, the City Council approved the conceptual terms for the joint development of the Valley High School Community Gymnasium and directed City and District Staff to prepare a draft agreement for consideration by each agency's legislative body. On motion of Board Member Patterson, seconded by Board Member Ledahl, and by unanimous vote (Board Member Meyer absent), the Dublin Unified School District Board approved the conceptual terms for the joint development of the Valley High School Community Gymnasium and directed City and District Staff to prepare a draft agreement for consideration by each agency's legislative body. Board Member Ledahl stated he wished to add a comment that all board members be a part of the future process. ADJOURNMENT 11.1 There being no further business to come before the Council, the meeting was adjourned at 7:21 p.m. Mayor CITY COUNCIL MINUTES VOLUME 14 SPECIAL MEETING July 25, 1995 PAGE 393