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HomeMy WebLinkAbout11 - City Hall Site Review Committee & Facilities Finance Review CommitteeCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 11 February 14, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Office of the City Manager Homer L. Bludau, City Manager 949 - 644 -3000, hbludauC_city .newport - beach.ca.us SUBJECT: RESOLUTIONS ESTABLISHING TWO COMMITTEES — A CITY HALL SITE REVIEW COMMITTEE AND A FACILITIES FINANCING REVIEW COMMITTEE — TO ASSIST THE CITY COUNCIL IN DEALING WITH CITY HALL PROJECT ISSUES ISSUE: Do the two resolutions establishing the City Hall Site Review Committee and the Facilities Financing Review Committee contain the parameters and process the Council wants the committees to operate within? Does the City Council want the resolutions to state each committee can have anywhere from 7 -11 members? RECOMMENDATIONS: 1. Make any changes needed in order for the committees to operate within the operational frameworks desired by the City Council; 2. Adopt Resolution No. 2006 -_ establishing a City Hall Site Review Committee; and 3. Adopt Resolution No. 2006 establishing a Facilities Finance Review Committee. BACKGROUND: At its December 13, 2005 meeting the City Council decided to establish these two committees as a way of utilizing the professional expertise of local residents regarding two issues that had grown contentious during the civic center project planning — the best site for a city hall, whether the civic center project was being financed appropriately and whether there would be money over the next 20 years to replace /develop other needed Resolutions Establishing Two Committees February 14, 2006 Page 2 City structures, such as fire stations, libraries, the OASIS Center, the Police station, Marina Park, and Sunset West Park. The application process was opened for the two committees, and on January 24th, the City Council appointed 11 members to each committee. The resolutions establishing the committees were not previously brought to the City Council in case the Council wanted to make changes to the operational framework the City Council had previously discussed. Now that the appointments have been made and the committees will soon begin their work, the City Manager is bringing the resolutions to the City Council for final approval. DISCUSSION: The resolutions contain the parameters and process previously discussed by the City Council during its December 13th discussion. The only change since then was made by the City Manager to reflect that Council could appoint from 7 -11 members to each committee, as opposed to each committee containing 11 members. The Council did in fact appoint 11 members to each committee at its January 24th meeting. Now that Keith Curry has assumed his City Council appointment and Don Dalis has declined his appointment due to a newly required business commitment, the City Council might like the flexibility for the committees to contain less than 11 members. If not, those changes need to be made to the resolutions. The committees will use these parameters to develop processes for doing the work desired by the City Council. Submitted by: c Homer L. Bluda6 City Manager Attachments: Resolution Establishing the City Hall Site Review Committee Resolution Establishing the Facilities Finance Review Committee RESOLUTION NO. 2006- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA ESTABLISHING A CITY HALL SITE REVIEW COMMITTEE WHEREAS, the City Council has had under consideration the construction of a new civic center project (city hall, parking garage, fire station) at the current site, and WHEREAS, public input into the civic center process has resulted in a wide range of opinions as to the best location for the city hall; and WHEREAS, there is a great deal of professional talent in the community that could help in identifying locations which would be appropriate for city hall locations. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Newport Beach as follows: Section 1. The City Hall Site Review Committee is hereby established. Section 2. The Committee shall consist of seven to eleven (7 -11) residents, appointed by the City Council and three (3) Ad- Hoc City Council Members, appointed by the Mayor. Section 3. The Mission Statement of the Committee includes identifying and assessing all reasonable potential sites within the boundaries of Newport Beach for a city hall facility and providing a written and oral assessment report to the City Council, along with Committee recommendations as to the best location(s) for further City Council consideration, no later than May 15, 2006. Section 4. PROCESS: A. All Committee meeting are to be open to the public. Public comments and questions are allowed to be heard during each meeting, at the discretion of the Committee's Chair, as long as they do not hinder the Committee in making effective use of its time. B. City staff will be provided to take minutes of each meeting. Meeting minutes will be available no later than the beginning of each meeting. C. Any questions the Committee has necessary to further its work, will be addressed to the City Council ad hoc members or City staff. It unanswerable, the questions should be posed to the City Council in writing. D. The Committee should first review the space needs assessment document, which the City Council believes is valid in determining the space needs for city hall operations. E. While no budget is being provided for the committee to do its work, Committee requests which involve costs should be conveyed to the City Manager for his determination, after having receiving input from the three City Council members. F. If needed, the City will provide the Committee with a real estate professional to obtain pertinent information on potential city hall sites for the Committee to use for site assessment purposes. This professional will be selected by the Council Building Committee. G. The Committee will disband after the Committee's oral presentation has been made, unless its life is extended by action of the City Council. Section 5. CITY HALL NEEDS: A. The site or structure needs to be able to accommodate a city hall of approximately 72,000 sq. ft. while providing for adjacencies which will foster close cooperation among the Planning, Building and Public Works departments. B. The site needs to have parking or parking potential for approximately 230 City employees' vehicles and 70 public parking spaces. C. Sites recommended by the Committee should be surrounded by compatible land uses. D. Sites recommended need to be available to being construction or move -in (in case of occupying an existing structure) no later than July 1, 2007. Section 6. CITY HALL CONSIDERATIONS: A. Cost considerations are an important factor in site assessments. B. The ease by which the public can travel to city hall is an important factor in site assessments. C. The Committee should plan for a city hall site which accommodates all current city hall staff members. D. Retain all current city hall departments at the same site. E. The Committee should not consider sites which would require the condemnation of private property. F. The Committee is to include in its consideration of sites existing structures which can be retrofitted to accommodate city hall requirements. G. City Hall operational functions are considerations outside of the Committee's scope of focus. H. The Committee should assess the opportunities and challenges associated with selling the current city hall site and relocating elsewhere. That assessment should include the highest and best use of the property, agency permits required, EIR requirements, time involved to sell the site, Greenlight voting considerations, potential value of the site and any other issues the Committee believes could influence the decision to sell the site. Section 7. WRITTEN AND ORAL REPORTS: A. The Committee's written report should thoroughly define the strengths and functional /operational constraints of each site given serious consideration. The written assessment of each site should include the following issues: cost considerations, ease of travel for the public, central location, timeliness in obtaining control over the site, current General Plan zoning of site and zoning /uses of surrounding properties, design constraints, adequacy of parking, site dewatering issues, unique construction issues, space sufficient to provide for adequate site landscaping, current site ownership, site size in square footage, and whether the site would require a Greenlight vote. B. The Committee's written report should be submitted to the City Council no later than May 15, 2006. The Committee is requested to complete its work in a thorough and complete manner, as soon as possible, and earlier than May 15t�', if feasible. <, C. The Committee is asked to select a Committee member to provide an oral presentation to the City Council covering the written report's considerations, finding and recommendations, after the written report is completed. ADOPTED this 14`h day of February 2006. Don Webb Mayor ATTEST: Lavonne Harkless City Clerk RESOLUTION NO. 2006- A RESOLUTION OF THE CITY COUNCIL OF NEWPORT BEACH, CALIFORNIA ESTABLISHING A FACILITIES FINANCE REVIEW COMMITTEE WHEREAS, the City Council has had under consideration the construction of a civic center project, consisting of a new city hall, a replacement fire station and a parking garage; and WHEREAS, the City staff was working with a financial team for the issuance of Certificates of Participation (COP's) as the project's financing instrument; and WHEREAS, concerns have been expressed in the community as to whether COP's are the proper financing mechanism for this project and whether the City can afford this type of debt financing. NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Newport Beach as follows: Section 1. The Facilities Finance Review Committee is hereby established. Section 2. The Commission shall consist of seven to eleven (7 -11) residents, appointed by the City Council and three (3) Ad- Hoc City Council Members, appointed by the Mayor. Section 3. The Mission Statement of the committee states: "after reviewing the 20 year facility needs of the City and the City's financial capacity to meet those needs, make recommendations to the City Council on financing, budgeting and revenue methods which will allow those needs to best be addressed for the continuation of high quality City services to meet the community's needs." Section 4. PROCESS: A. All Committee meetings are to be open to the public. Public comments and questions are allowed to be heard during each meeting, at the discretion of the Committee's Chair, as long as they do not hinder the Committee in making effective use of its time. B. City staff will be provided to take minutes of each meeting. Meeting minutes will be available no later than the beginning of each meeting. C. Any questions the Committee has necessary to proceeding with its work will be addressed to the City Council ad -hoc members or City staff. If unanswerable, the questions should be posed to the City Council in writing. D. The Committee should review the 20 year facility needs list and cost estimates prepared by staff for the Committee's consideration. E. Review the methods used by the City in the past for financing its facilities. F. The Committee should review the current and long term future financial status of the City, giving particular attention to the assumptions on which the long term financial projections are based. G. The Committee should review a complete listing and hear a thorough explanation of financing alternatives available to public agencies to finance public facilities. H. The Committee will disband after the Committee's oral presentation has been made, unless its life is extended by action of the City Council. Section 5. FACILITY FINANCE CONSIDERATIONS: A. Take into consideration the potential rise and fall of interest rates and the effect those changes might have on short and long term cost of facility financing. B. Take into consideration the short and long term costs of labor, construction materials, and other cost factors which have the potential to impact the City's ability to afford its facility needs. C. Consider revenue enhancement alternatives which are available to the City for financing its facility needs. D. Consider how the proposed Initiative to require a public vote for the City to enter into certain kinds of debt would affect the ability of the City to meet its long term facility needs and what the cost to the City might be under the Initiative's requirements. E. Consider how the timing of facility replacements or refurbishments over the next 20 years can best be staggered in terms of affordability. F. Use today's dollars in estimating future financing needs and costs. Section 6. WRITTEN AND ORAL REPORTS: A. The Committee's written report should list the facility needs and costs that it reviewed, make an assessment on the short and long term financial ability of the City to replace /refurbish its needed facilities, identify the assumptions that are key to making that financial assessment, assess the implications of the potential Initiative which would require a public vote for the City's issuance of certain debt, and make recommendations as to how the City should position itself to meet the community's public facility needs. B. The Committee's written report should be submitted to the City Council no later than May 15, 2006. The Committee is requested to complete its work in a thorough and complete manner, as soon as possible, and earlier than the May 15`h date, if feasible. C. The Committee is asked to select a committee member to provide an oral presentation to the City Council covering the written report's considerations, findings and recommendations, after the written report is completed. ADOPTED this 14th day of February 2006. Don Webb Mayor ATTEST: Lavonne Harkless City Clerk ' -t