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Home My WebLink About14 - Public Outreach Efforts for City Hall- Fire Station- Parking Lot ProjectCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 14 April 12, 2005 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Homer Bludau, City Manager 644 -3000, hbludau @city.newport - beach.ca.us Marilee Jackson, Public Information Officer 644 -3031, mvjackson @city.newport- beach.ca.us Jessica Etezady, Admin Manager, Public Works Dept 644 -3335, jetezady @city.newport - beach.ca.us SUBJECT: Public Outreach Efforts for the City Hall, Fire Station, and Parking Lot Project ISSUE: What was the outreach associated with the City Hall Project's public workshops? RECOMMENDATION: Receive and file. DISCUSSION: On February 8, 2005, the City Council approved a Professional Services Agreement with Griffin Structures, Incorporated (Griffin) for project administration and management; and Architectural and Engineering (A/E) design services to work on a replacement or remodel of City Hall, the replacement of the City Hall Fire Station, and the addition of a multi -story parking lot. At that time, the City Council directed staff to schedule a series of community workshops to receive public input regarding the planning and design of the project. Three community meetings were then scheduled to solicit input from the public: 1. Saturday, March 5th — Visual Assessment 2. Saturday, March 19th — Present Findings and Alternatives 3. Saturday, April 2nd — Conclusions and Recommendations Due to a low turnout at the March 5th public workshop, the March 19th session was cancelled and rescheduled for April 2 "d. We also set a third meeting for April 23`d to allow more time for public outreach efforts. Then, we added a fourth workshop (in the evening) — now set for Monday, April 25th at 6:30 p.m. Public Outreach for the City Hall, Fire Station, and Parking Lot Project April 12, 2005 Page 2 We have made the following public outreach efforts for these workshops: 1) Letter from City Manager Homer Bludau mailed citywide March 28, 2005 to 29,078 residents and businesses listed on city utility bill accounts. The mailing included the Newport Coast and Santa Ana Heights. 2) We issued e-mail notices also on March 28, 2005 as follows: ♦ 5,215 contacts through business and utility account databases ♦ 425 interested parties contacted through the Public Information Office's "Info by E- mail" contact list. 3) We prepared Four Quarter -Page Advertisements in Daily Pilot, which ran or will run: ♦ Sunday, March 27, 2004 ♦ Thursday, March 31, 2004 ♦ Sunday, April 17, 2004 ♦ Thursday, April 21, 2004 4) We issued Notices and News Releases to: ♦ LA Times and Daily Pilot ♦ OC Register and The Current ♦ Various Weekly Publications ♦ Newport Beach and Corona del Mar Chambers of Commerce ♦ OC Metro Mail ♦ Balboa Beacon ♦ Adelphia /Cox Bulletin Boards 5) We posted 4' by 12' banners at the following locations: ♦ City Hall Front Lawn ♦ Corner of Superior Avenue and Pacific Coast Highway ♦ Corner of Jamboree Road and Pacific Coast Highway ♦ Central Library Entrance ♦ Bonita Canyon Sports Park at corner of MacArthur Boulevard and Ford Road 6) We prepared and distributed fliers as follows: ♦ Tri -fold flyer mailed to 152 Homeowner Associations ♦ 290 flyers mailed via West Newport Beach Association list (at their expense) ♦ Available at counters at City Hall 7) We prepared, printed, and distributed posters as follows: ♦ 11" x 17" posters Posted at City Hall Cashier's Office, Lobby, Building Department, all four library branches, and Recreation and Senior Services Facilities ♦ 24" x 36" posters Posted at the Pavillions Supermarket in Lido Village 8) We updated the City's web site as follows: ♦ Link to flyer with meeting information posted on front page for instant access ♦ Links to constultant- prepared documents on the City Hall Project page Public Outreach for the City Hall, Fire Station, and Parking Lot Project April 12, 2005 Page 3 9) We prepared community programming as follows: ♦ "City Scenes" program running on cable TV with coverage of the March 5th community workshop presentation by Griffin and with a crawl message promoting the April 2nd and 23rd workshops. Program was edited and airing prior to the addition of the Monday date. Run times include Wednesdays, Thursdays and Sundays at 8 p.m. on Adelphia 3 and Cox 30 until after April 25th. ♦ "From The Mayor's Comer"City Hall Tour— Part I and II with workshop dates mentioned throughout and tagged at end. There is a crawl message with April 2nd and 23'd & 25th workshop dates. Run times include Mondays, Fridays and Saturdays also at 8 p.m. on Adelphia 3 and Cox 30 will start airing on Friday, April 1st . 10) Mayor Steve Bromberg appeared on Pat Michael's "Around the Town" Cable TV program running on Adelphia prior to Council meetings in March. 11) We assisted with a three -page Feature Article in The Current (which ran on Friday, March 18th) covering the needs of the facilities. 12) Mayor Bromberg made special announcements at City Council Meetings. 13) We posted Workshop dates and times on the City Clerk's Calendar. 14) We placed notices on the Adelphia and Cox community bulletin boards that run continuously; and 15) In an effort to promote continued participation in the outreach process, the City will: ♦ Continue press releases to Daily Pilot & OC Register ♦ Send updated fliers to HOAs ♦ Update the banners with new workshop information 16) Daily Pilot feature with City Manager on background of City Hall project, which ran on April 3rd, containing outreach meeting dates and times. We think our outreach has been seen by many, as there were 91 citizens who attended the April 2nd session. Submitted by: Homer I Blu¢au, City Manager Prepared by: Marilee Jackson, Publicynformation Ofcr J Prepared by: J&dca Ete d , Adrr ini trative Manager CITY OF NEWPORT BEACH OFFICE OF THE CITY MANAGER Homer L. Bludau, City Manager March 28, 2005 Dear Resident: I wanted to let you know about some important issues that the City Council is currently discussing. These are: 1. Fire Station - Parking Lot -City Hall Project. The City Council recently approved an agreement with Griffin Structures Inc. to seek your input about whether to fully replace or simply renovate City Hall on the Balboa Peninsula. We'll also look at replacing the Lido Fire Station and adding a parking structure. We have scheduled three more opportunities for you to let us know what you think. The three remaining meetings are set for: Saturday, April 2nd at 10:00 a.m. Saturday, April 23rd at 10:00 a.m. Monday, April 25th at 6:30 p.m. All meetings will be held at the City Council Chambers 3300 Newport Boulevard, Newport Beach The Council is moving forward with this civic center project after completing a detailed Space Needs Assessment. This Assessment, done in August 2002, showed the current City Hall needs another 17,000 square feet of room to meet existing service needs, including public spaces like the permit desks and cashiers. The Assessment concluded that a City Hall of around 62,000 sf would accommodate the public services and personnel to serve you for the next 40-50 years. The study also noted extremely limited public parking, space inefficiencies, seismic structural deficiencies (especially at the Lido Fire Station) and the existing buildings' lack of compliance with building codes. A new complex at the same Peninsula location that would include a parking structure and a replacement fire station is under consideration. Please consider commenting on these concepts and any others that you might want to suggest. The City Council is expected to hear a presentation from Griffin Structures Inc. on the results of the public outreach meetings and the site layout concepts at its regular meeting on May 10th If you are unable to attend the meetings and would like to send comments, the e -mail address is nbcityhal�yahoo.com. 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach, California 92658 -8915 Telephone: (949) 644 -3000 • Fax: (949) 644 -3020 • wuvd.city.newport- beach.ca.us Page 2 2. Issues about the Land Surrounding Newport Beach — our "Sphere" Issues. Your City Council has had a "Sphere Issues Committee" since December, 2003. The Committee's goal has been to work with County government to look at places where both levels of government — City and County — might benefit from change. As such, we've met with members of the Orange County Board of Supervisors several times over the past year. The issues being discussed are: a. 777e Santa Ana Heights Redevelopment Agency (SAHRA) — The City and County have discussed the concept that, in light of the recent annexation of East Santa Ana Heights and the proposed annexation of West Santa Ana Heights, the City may be in a better position to administer the SAHRA and Redevelopment Plan. The City has already taken the lead in buying land for a fire station in Santa Ana Heights (and in designing the station). We are also working on the design of a redevelopment- funded community center (open to all) at the University Avenue YMCA and managing a special Utility Undergrounding Project on the County's behalf in Santa Ana Heights. b. Coyote Canyon Landfill — The Coyote Canyon Landfill (off Newport Coast Drive, north of San Joaquin Hills Road and Newport Ridge Park) was operated by the County from 1963 to 1990 on land leased from The Irvine Company. The County would like the City to assume some of the County's responsibilities in monitoring the now - closed facility. We are completing our "due diligence" in this regard, since we see some benefits to a public re -use of the landfill space, provided that we fully understand and know the technical issues associated with assuming new responsibilities there. c. Upper Newport Bay— The City and County have discussed ways that we could assist the County in improving habitat and managing recreational opportunities at the Upper Bay. As you do, we see the Upper Bay as a wonderful (but under - funded) environmental resource for our community and the region. d. John Wayne Airport — The City and County have discussed the concept of a Joint Powers Agreement (IPA) that would require both the City and County to consent to changes in land use plans and policies in and around the Santa Ana Heights area. We also seek a provision in the JPA that would require the consent of both the City and the County to expand the physical size of JWA. We are in the preliminary stages of evaluating relevant land use plans and policies, as well as the most appropriate legal vehicle for implementing any agreement. You will be hearing much more on these issues in the near future. In addition, I will be providing you with additional status reports. Please do not hesitate to call or e -mail me (hbludau city.newport- beach.ca.us or 949 - 644 -3000) if you have questions, thoughts, or concerns. Sincerely, Homer L. Bludau City Manager ITEM #2 — E -mai/ NOTICES SENT 3/28/05 From: City of Newport Beach [ noreply @city.newport- beach.ca.us] Sent: Monday, March 28, 2005 4:53 PM To: Jackson, Marilee V Subject: City Hall: Remodel or Replace? Please join us this Saturday morning April 2nd at 10:00 am in City Council Chambers to give us your input on how to proceed with remodeling or replacing buildings and parking issues at 3300 Newport Boulevard. Please click on the link below for future meetings if you can not make it this Saturday! Hope to see you there! http: / /www.city.newport- beach .ca.us /eit_vhailremodel.htmi If you are unable to attend the meetings and would like to send comments, the e -mail address is: nbeitvhall(a yahoo.com *This is a one time message from the City of Newport Beach California. You do not need to unsubscribe to stop receiving future messages. Please do not respond to this message. Thank you. 1� tr--' A AT, �xf NLWPLJRT SEA CH ALL. --QLTY Ai .1 WWI X4 P 4 n r\: • � -� R ,: ., • =.t<ti� ` {a ?d. 'a.'� spy` •. �..��ry 1.," Ili.. ll Y• FOR IMMEDIATE RELEASE Contact: Marilee Jackson Public Information Officer 949 - 644 -3031 FIRST OF THREE PUBLIC INPUT WORKSHOPS ON POTENTIALLY REPLACING CITY HALL, FIRE STATION #2 & ADDING A PARKING STRUCTURE TAKES PLACE MARCH 5, 2005 IN COUNCIL CHAMBERS NEWPORT BEACH, CA — February 25, 2005 — The Newport Beach City Council has approved a professional services contract with Griffin Structures Incorporated to proceed with conducting a series of three public workshops to receive community input regarding the potential replacement of City Hall, replacement of adjoining Fire Station #2 and building an adjoining parking lot structure to relieve antiquated parking allocation at City Hall, 3300 Newport Boulevard, Newport Beach, CA. Griffin Structures, Inc. will hold its first workshop at 10:00 a.m. on March 5, 2005 in City Council Chambers and the public is encouraged to attend and express its ideas concerning constructing potential replacement and /or remodeled City Hall facilities with emphasis on improving customer service, parking, building efficiencies, and working conditions. The current City Hall was originally built in August, 1948 with various additions and remodeling over the last 57 years. Council approved moving forward with gathering public opinion during its meeting on February 8, 2005 at which time the decision also was made to retain the current site on Balboa Peninsula as the permanent location for City Hall and related facilities. Future workshops are scheduled for March 19, 2005 and April 2, 2005. For more information on the workshops, contact Public Works at 949 - 644 -3311 or Griffin Structures Incorporated President Roger Torriero at 949 - 497 -9000 for questions regarding the proposed City Hall Facilities Schematic Design. 5 FOR IMMEDIATE RELEASE Contact: Marilee Jackson Public Information Officer 949 -644 -3031 SECOND OF THREE PUBLIC INPUT WORKSHOPS ON POTENTIALLY REPLACING CITY HALL, FIRE STATION #2 & ADDING A PARKING STRUCTURE TAKES PLACE APRIL 2, 2005 IN COUNCIL CHAMBERS NEWPORT BEACH, CA —March 10, 2005 — The Newport Beach City Council has approved a professional services contract with Griffin Structures Incorporated to proceed with conducting a series of three public workshops to receive community input regarding the potential replacement of City Hall, replacement of adjoining Fire Station #2 and building an adjoining parking lot structure to relieve antiquated parking allocation at City Hall, 3300 Newport Boulevard, Newport Beach, CA. Griffin Structures, Inc. will hold its second workshop at 10:00 a.m. on April 2, 2005 in City Council Chambers and the public is encouraged to attend and express its ideas concerning constructing potential replacement and /or remodeled City Hall facilities with emphasis on improving customer service, parking, building efficiencies, and working conditions. The current City Hall was originally built in August, 1948 with various additions and remodeling over the last 57 years. Council approved moving forward with gathering public opinion during its meeting on February 8, 2005 at which time the decision also was made to retain the current site on Balboa Peninsula as the permanent location for City Hall and related facilities. The final workshop is scheduled for April 23, 2005. For more information on the workshops, contact Public Works at 949 - 644 -3311 or Griffin Structures Incorporated President Roger Torriero at 949- 497 -9000 for questions regarding the proposed City Hall Facilities Schematic Design. 0 ITEM #5 --BANNERS POSTED IN FIVE LOCH TIONS /( City Hall: Remodel or Replace? Saturday April 2, 2005 ;. I 0 a. m. City Council Chambers 3300 Newport Boulevard M Your input is invited at this public meeting More public input workshops Saturday, April 23, 2005 at 10 a.m. Monday, April 25, 2005 at 6:30 p.m. For information call Public Works Department 949 -644 -3311 i7-