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HomeMy WebLinkAbout19 - Mariners Joint Use Steering CommitteeJanuary 28, 2003 Agenda Item No. 19 RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF NEWPORT BEACH ESTABLISHING THE MARINERS JOINT USE LIBRARY AD HOC STEERING COMMITTEE TO OVERSEE PROJECT PLANNING WHEREAS, in 2000 the voters of California approved the Library Board Act of 2000; and WHEREAS, in response to the Board Act of 2000, on December 11, 2001 City Council authorized a professional service agreement with Thirtieth Street Architects, Inc. for $104,000 to provide a Mariners Joint Use Library conceptual plan design; and WHEREAS, on June 14, 2002, the City submitted its Mariner Joint Use Library project grant application for funding; and WHEREAS, on December 2, 2002, the City received notification that its application was approved for funding by the State. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF NEWPORT BEACH, that a Mariners Joint Use Library Ad Hoc Steering Committee is established, to be comprised of the following members: Two (2) City Council Members, appointed by the Mayor Two (2) Newport Mesa Unified School District Trustees, appointed by the Board Chair, plus the Board Chair Two (2) Newport Beach Library Trustees, appointed by the Mayor Two (2) Mariners neighborhood residents, appointed by the Steering Committee The Newport Mesa Unified School District Superintendent The Newport Beach City Manager BE IT FURTHER RESOLVED that the term of the Steering Committee shall expire on June 30, 2004 unless extended by action of the City Council. BE IT FURTHER RESOLVED that the Steering Committee will appoint members to serve on two support subcommittees: 1) A Site Planning Subcommittee, to deal with park site configuration issues, and 1 2) A Library Planning Subcommittee, to deal with joint use operational planning issues. Both subcommittees are to regularly report back to the Steering Committee on the status of their progress. BE IT FURTHER RESOLVED that the Mariners Joint Use Ad Hoc Steering Committee have as its charge the following oversight responsibilities; 1) To work with the Thirtieth Street Architects on the identification and resolution of planning issues, 2) To provide budgetary oversight on project planning costs, 3) To regularly report back to the City Council on the library project's planning process, 4) To ensure that all user and neighborhood interests have opportunities to provide input into the planning process, 5) To develop a proposed schedule for certain needed project planning decisions to take place, 6) To make a recommendation to the City Council on final project design, floor plan, and park changes. ADOPTED on this 28"' day of January 2003. ATTEST: Mayor Steven Bromberg LaVonne Harkless, City Clerk 0 CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 19 January 28, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office, Homer L. Bludau, City Manager, 949 - 644 -3000 hbl udau @ city. newport- beach.ca. us SUBJECT: City Council Formation of a Mariners Joint Use Steering Committee ISSUE: What is the best procedural mechanism to use in moving the joint use Mariners Library to the construction drawing plan phase? RECOMMENDATION: 1. Adopt Resolution No. 2003 - creating a Mariners Joint Use Library Ad Hoc Steering Committee to work with Thirtieth Street Architects, Inc. in site and facility planning for the new Donna and John Crean Mariners Branch Library. 2. Confirm Mayor's appointments of two (2) Council Members, two (2) Library Trustees and two (2) Mariners neighborhood residents to the Committee BACKGROUND: On November 27, 2001, a proposal was presented to the City Council regarding joint use of a new library located at Mariners Elementary School. The proposal detailed a new Mariners Branch Library, which would be designed to serve both as the Mariners Branch Library and the school library for the Mariners Elementary School of the Newport-Mesa Unified School District (NMUSD),'providing enhanced services for both the community and the school. On December 11, 2001, Council authorized a Professional Services Agreement in the amount of $104,000 with Thirtieth Street Architects, Inc., to provide a Mariners Library joint use conceptual plan design. Formation of a Mariners Joint Use Steering Committee January 28, 2003 Page 2 On June 11, 2002, Council approved a Cooperative Agreement for the Joint Mariners Library Project with the Newport-Mesa Unified School District, approved an Exchange of Real Property Agreement and Joint Escrow Instructions with the Newport-Mesa Unified School District for the Mariners Library, and certified the project budget, local funding commitment, supplemental funds, and public library operation of the Joint Mariners Library Project between the City of Newport Beach and the Newport-Mesa Unified School District. The grant application package was submitted to the State Library Board on June 14, 2002 and the City was officially notified on December 2, 2002, a grant in the amount of $3,180,739 had been awarded to the City of Newport Beach. On January 14, 2003, City Council approved a proposal from Thirtieth Street Architects, Inc., for the next phase of the project including architectural and engineering services based on the grant application and site development plans for the relocation of tennis courts, baseball diamond, batting cages, and storage units. DISCUSSION: In light of the aggressive schedule proposed in the City's successful grant application, an effective outreach program is needed to ensure coordination and representation from the various stakeholders within our community. Therefore the City Manager is recommending the formation of the Mariners Joint Use Library Steering Committee to provide an open forum for the distribution of information and discussion regarding the final design process for the Library Building and the relocated park facilities. The City Manager recommends the Ad Hoc Steering Committee be composed of the following members: two (2) City Council Members appointed by the Mayor, two (2) Library Trustees appointed by the Mayor, two (2) Newport-Mesa Unified School District Trustees selected by the School Board, two (2) public members from the neighborhood appointed by the Mayor, the School Superintendent, and the City Manager. Staff support for the Ad Hoc Committee would come from the Public Works Director, Library Director, Recreation and Senior Services Director, the Mariners School Principal and the School District Finance Director. In addition, staff sees the need for two subcommittees to operate under the direction of the Steering Committee: 1) a Site Planning Subcommittee to deal with the reconfiguration of the tennis courts, ball fields and other site changes; and 2).a Library Planning Subcommittee, whose purpose would be to work out operational and safety planning issues. These two subcommittees would be constituted by the Steering Committee and be composed of NMUSD staff, City staff, Library staff, Mariners Park youth sports representation, and neighborhood representation. Involvement from these Formation of a Mariners Joint Use Steering Committee January 28, 2003 Page 3 interest groups is necessary in order to move the project from the conceptual design phase to the working drawing phase. Submitted by: Homer L. Bluda , City Manager Attachments: Resolution No. 2003- RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF NEWPORT BEACH ESTABLISHING THE MARINERS JOINT USE LIBRARY AD HOC STEERING COMMITTEE TO OVERSEE PROJECT PLANNING WHEREAS, in 2000 the voters of California approved the Library Board Act of 2000; and WHEREAS, in response to the Board Act of 2000, on December 11, 2001 City Council authorized a professional service agreement with Thirtieth Street Architects, Inc. for $104,000 to provide a Mariners Joint Use Library conceptual plan design; and WHEREAS, on June 14, 2002, the City submitted its Mariner Joint Use Library project grant application for funding; and WHEREAS, on December 2, 2002, the City received notification that its application was approved for funding by the State. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF NEWPORT BEACH, that a Mariners Joint Use Library Ad Hoc Steering Committee is established, to be comprised of the following members: Two (2) City Council Members, appointed by the Mayor Two (2) Newport Mesa Unified School District Trustees, appointed by the Board Chair Two (2) Newport Beach Library Trustees, appointed by the Mayor Two (2) Mariners neighborhood residents, appointed by the Mayor The Newport Mesa Unified School District Superintendent The Newport Beach City Manager BE IT FURTHER RESOLVED that the term of the Steering Committee shall expire on June 30, 2004 unless extended by action of the City Council. BE IT FURTHER RESOLVED that the Steering. Committee will appoint members to serve on two support subcommittees: 1) A Site Planning Subcommittee, to deal with park site configuration issues, and 2) A Library Planning Subcommittee, to deal with joint use operational planning issues. 1 Both subcommittees are to regularly report back to the Steering Committee on the status of their progress. BE IT FURTHER RESOLVED that the Mariners Joint Use Ad Hoc Steering Committee have as its charge the following oversight responsibilities; 1) To work with the Thirtieth Street Architects on the identification and resolution of planning issues, 2) To provide budgetary oversight on project planning costs, 3) To regularly report back to the City Council on the library project's planning process, 4) To ensure that all user and neighborhood interests have opportunities to provide input into the planning process, 5) To develop a proposed schedule for certain needed project planning decisions to take place, 6) To make a recommendation to the City Council on final project design, floor plan, and park changes. ADOPTED on this 28"' day of January 2003. ATTEST: Mayor Steven Bromberg LaVonne Harkless, City Clerk 2