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CC SR 20161115 06 - Civic Center SurveyRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 11/15/2016 AGENDA REPORT AGENDA HEADING: Regular Business AGENDA DESCRIPTION: Consideration and possible action to approve a Point Vicente Park/Civic Center Master Plan resident mail survey and public outreach process. RECOMMENDED COUNCIL ACTION: (1) Approve Point Vicente Park/Civic Center Master Plan resident mail survey and public outreach process FISCAL IMPACT: The FY16-17 budget included the allocation of $250,000 for the Civic Center Master Plan Project. Amount Budgeted: $12,000 Additional Appropriation: None Account Number(s): 330-3036-461-73-00 ORIGINATED BY: Matt Waters, Recreation & Parks Senior Administrative Analyst REVIEWED BY: Gabriella Yap, Deputy City Manager,4 FOR APPROVED BY: Doug Willmore, City Manager`/' ATTACHED SUPPORTING DOCUMENTS: A. Draft Point Vicente Park/Civic Center Master Plan Survey (page A-1) B. City Council Policy No. 2 (page B-1) BACKGROUND AND DISCUSSION: On October 6, 2015, the City Council adopted a Parks Master Plan Update. The City's previous Parks Master Plan was adopted in 1989 and had not been updated since that time. The 2015 Master Plan Update contains an extensive list of policies, goals and recommendations regarding the park and recreational needs of the community, as well as factual information and recommended improvements for each park site in the City. One of the approved recommendations was to conduct a Master Plan Design and Public Outreach Process for Point Vicente Park/Civic Center (Civic Center). The number of undeveloped acres at the Civic Center, combined with its tremendous ocean views and prime location, has made it a focal point for potential development plans and site improvements to serve City residents. This site has long been viewed as an underutilized resource that could potentially accommodate a number of civic, recreation, cultural and community needs for the City. The current buildings are in great need of 1 renovation to meet organizational needs, comply with safety and code requirements, and comply with all Americans with Disabilities Act (ADA) guidelines. The Parks Master Plan identified the following components that should be considered during a Master Plan Process for the Civic Center: • City Hall • Community Center • Skate Park/Plaza • Outdoor Swimming Pool • Shade Structures • Children's Playground • Walking paths w/fitness stations • Enhanced amenities (picnic tables, benches, trash/recycling cans/BBQs) • Improved Village Green • Tennis courts • Permanent dog park • Wall of honor • Children's Playground • Shade Structures It is important to note that inclusion on this list only means that these components are to be considered during the Master Plan process; it is not a guarantee of being part of the eventual Civic Center Master Plan proposal that will be presented to the City Council at a later date. It is also not a comprehensive or final list. Other components may arise for consideration during this process or have come to light since the Parks Master Plan was approved. The central focus of the Master Plan process will always be on developing elements for Rancho Palos Verdes residents' use only, and not on any elements that have or act as a regional draw. This survey is an initial step in a lengthy process that will likely include multiple public workshops, City Council meetings and extensive public outreach and discussion. The Parks Master Plan also made the following Civic Center recommendations: Direct Staff to continue to work with the National Park Service (NPS) to move a 6.6 -acre area designated for active recreational use from its current location along the northerly boundary of the lower portion of Point Vicente to the upper portion of the park adjacent to the existing City Hall facilities. Incorporate results of Public Works Corporation Storage Yard Relocation process to study the possibility of spreading out the storage yard to strategic locations throughout the City with a smaller central office at City Hall, thereby increasing the efficiency of Public Works operations and allow for the potential development of all or part of the existing maintenance yard. 2 Staff is currently working on both of these recommendations as a part of the Civic Center Master Plan process. Funding in the amount of $250,000 for the Civic Center Master Plan is included in the FY16-17 budget and the current 5 -Year Capital Improvement Plan (CIP). The CIP describes the Civic Center project as "[developing] a master plan for the Civic Center property including a City Hall, public safety facilities and corporation yard. Planning work will include establishing a property footprint to adjust the property lines at the park." Staff is pursuing the possibility of including an on-site public safety/first responder component at the Civic Center that could include the Sheriff's Department, County Fire, and ambulance services. A question about this public safety component is included in the draft survey. Public Outreach Process Staff is proposing a multi -tiered, outreach process to ensure that City residents have a wide range of opportunities to both become informed and educated about this process, while also having a chance to actively participate if they so choose. Below is a list of the public outreach components: • Direct Mail Survey sent to all City of Rancho Palos Verdes residents. • Multiple public workshops throughout Master Plan process • Listsery messages • Weekly Administrative Report updates • Banners posted at designated City locations • Press releases and news coverage • Updates on dedicated Civic Center Master Plan webpage • HOA notifications • Notification of residents adjacent to Civic Center • Notification on selected social media sites such as Nextdoor • City Newsletter articles • Distribution of flyers throughout community • Mayoral announcements • School backpack flyer program • RPVty • Emails and phone calls received from public Staff has prepared a draft of the direct mail survey, which is designed to elicit feedback from a wide range of community members, particularly from residents who are unable to attend public workshops. City surveys and questionnaires, as per City Council Policy No. 2, require prior City Council approval (Attachment B). The proposed survey questions are closely modeled on questions that were prepared in 2003 by Fairbank, Maslin, Maullin & Associates, a professional public survey firm, as part of an outreach effort by the Open Space Planning and Recreation & Parks Task Force. The 2003 survey was lengthy and broad in scope, soliciting responses on a 9 wide range of recreation topics. Similar questions were asked as part of an online survey during the Parks Master Plan update in 2014-15. This proposed survey is much narrower in scope, focusing on levels of support from residents regarding various potential components for a Civic Center complex. Respondents can also write down additional comments, suggestions or opinions they have regarding the current or future use and development of the Civic Center. They can also identify additional Civic Center components that were not included in the survey. Pending City Council approval, the survey would be mailed out in early December 2016 to all City residents. A self-addressed stamped envelope would be included with each survey to increase its return rate. The City would only be billed by the Post Office for surveys that are mailed back. Surveys need to be postmarked by January 13, 2017, to be counted, a timeline that gives residents over a month to respond. Results of the survey and other outreach efforts will be posted on the City's website and presented to City Council at a future City Council meeting. Surveys will be individually numbered to ensure that responses are limited to one per residence. The estimated cost of such a survey is $12,000. The survey will be heavily marketed to City residents via social media, listsery messages, Mayoral announcements, banners and other means in order to maximize the input. Following the survey, Staff plans to host several public workshops to receive additional feedback. ALTERNATIVES: In addition to the Staff recommendation, the following alternative actions are available for the City Council's consideration: 1. Do not approve the proposed Civic Center Master Plan direct mail survey and public outreach process. 2. Provide direction to Staff regarding survey and public outreach effort for the Civic Center Master Plan Project. El Civic Center Master Plan Survey Dear Rancho Palos Verdes Resident: Thank you for taking the time to complete this important community survey. The City of Rancho Palos Verdes completed an update of its Parks Master Plan in 2015. Among the recommendations approved by the City Council was to develop a site-specific Master Plan for Point Vicente Park/Civic Center at 30940 Hawthorne Blvd., where Rancho Palos Verdes City Hall is located. In addition, a 2013 engineering report concluded that current City Hall structures are in generally poor condition and would require a significant overhaul to bring them up to code. The City is seeking community input regarding the types of elements residents would like to see considered in a redeveloped Civic Center site. Some elements in the survey below may already exist at the Civic Center site, and are included to gauge whether these elements or uses are still desired. The focus will always be on developing elements for RPV residents' use. This survey is an early step in a process, which will likely include multiple public workshops, City Council meetings, and significant public outreach and discussion. We appreciate your contribution and input at this early stage regarding what you feel would best serve the community. For more information about the Civic Center Master Plan project, please visit http://www.rpvca.gov/218/Civic-Center-Master-Plan or call 310-377-0360. This web page will continue to be updated throughout the process. A self-addressed, stamped envelope has been included for your convenience. Please return your completed survey to the City, postmarked no later than January 13, 2017. Developing a civic, recreational and cultural center at Point Vicente Park/Civic Center has been a lingering community issue for many years. In general, would you say that you favor or oppose redeveloping the civic center site, located at 30940 Hawthorne Blvd.? Please circle your answer. Strongly oppose 1 Somewhat oppose 2 Somewhat favor 3 Strongly favor 4 Decline to State/No Opinion 0 A-1 2. A number of ideas have been brought up over the years regarding possible uses at Point Vicente Park/Civic Center. Please circle your level of support for each possible use on a scale of 1-5, with 1 being lowest level of support and 5 being highest level of support. You can also circle 0 for "no opinion." a. Including an on-site first responder/public safety presence, including fire, police, ambulance, and an emergency operations center. Lowest Support Highest Support No Opinion 1 2 3 4 5 0 b. Building a multiple sport gymnasium with basketball and volleyball courts Lowest Support Highest Support No Opinion 1 2 3 4 5 0 c. Building an outdoor swimming pool Lowest Support Highest Support No Opinion 1 2 3 4 5 0 d. Building an indoor swimming pool Lowest Support Highest Support No Opinion 1 2 3 4 5 0 e. Building a band shell or amphitheater with lawn seating Lowest Support Highest Support No Opinion 1 2 3 4 5 0 f. Building a multi-purpose playing field for soccer, lacrosse, etc. Lowest Support Highest Support No Opinion 1 2 3 4 5 0 g. Building a baseball diamond Lowest Support Highest Support No Opinion 1 2 3 4 5 0 h. Building tennis court(s) Lowest Support Highest Support No Opinion 1 2 3 4 5 0 L Building a sand volleyball court Lowest Support Highest Support No Opinion 1 2 3 4 5 0 j. Building an outdoor basketball court Lowest Support Highest Support No Opinion 1 2 3 4 5 0 A-2 k. Creating a village green with gardens and walkways Lowest Support Highest Support No Opinion 1 2 3 4 5 0 I. Providing a permanent dog park Lowest Support Highest Support No Opinion 1 2 3 4 5 0 m. Building a children's playground Lowest Support Highest Support No Opinion 1 2 3 4 5 0 n. Building a public community center Lowest Support Highest Support No Opinion 1 2 3 4 5 0 o. Improving existing amenities such as picnic tables, benches & trash/recycling containers Lowest Support Highest Support No Opinion 1 2 3 4 5 0 p. Installing shade structures Lowest Support Highest Support No Opinion 1 2 3 4 5 0 q. Building a skate park Lowest Support Highest Support No Opinion 1 2 3 4 5 0 r. Building a multi -table picnic pavilion available for residents' families or group gatherings Lowest Support Highest Support No Opinion 1 2 3 4 5 0 s. Building a public plaza for city and community gatherings. Lowest Support Highest Support No Opinion 1 2 3 4 5 0 t. Establishing more formal trailheads (with parking) to allow for access to the Preserve and to remove pressure on Del Cerro Lowest Support Highest Support No Opinion 1 2 3 4 5 0 A-3 u. Including a heliport for public safety helicopter access Lowest Support Highest Support No Opinion 1 2 3 4 5 0 3. Please write down any additional ideas or uses that you support for the Point Vicente Park/Civic Center site in the space provided below. 4. Please write down any additional comments you have regarding the current or future use and development of Point Vicente Park/Civic Center in the space provided below. i 5. Please write down any ways the City could better service the residents of Rancho Palos Verdes. The following section is for statistical purposes only. (Optional) Gender of person completing survey: Check the appropriate box Male------------------------------- ❑ Female ----------------------------❑ Decline to State ----------------- El A-5 Age range of household members: Check the number of household members in your residence within the age categories below.. Under 18 18-29 30-39 40-49 50-69 60-69 70-79 80 and Above Decline to State Address: RPV Street Address: Zip Code: 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2. ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ 1 ❑ 2 ❑ 3 ❑ Four or More ❑ About how long have you lived in City of Rancho Palos Verdes? Check the appropriate answer. Less than two years ❑ More than two but less than six years ❑ More than six but less than ten years ❑ More than ten years ❑ Don't know/decline to answer 0 Thank you again for your help and civic involvement. Please return this survey in the enclosed self-addressed stamped envelope or mail to: City of Rancho Palos Verdes 30940 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 Attn: Civic Center Survey Surveys must be postmarked by January 13, 2017 WO Translations of the survey are available in the following languages: o Chinese o Hindi o Korean o Japanese o Spanish Contact the City at 310-377-0360 or email mattw(@-rPvca.gov for assistance. A-7 CITY COUNCIL POLICY NUMBER: 2 DATE ADOPTED/AMENDED: 02/04/92 SUBJECT: Questionnaires sent to the public by City Council, Committee/ Commission(s) and Staff POLICY: It shall be the policy of the City Council that all questionnaires and/or surveys to be sent by the city to the general public or special groups, whether generated by Staff, City Council or Committee/Commission(s), be authorized by the full City Council at a public meeting. The City Manager shall be authorized, however, to approve any questionnaires and/or surveys for information to be sent to other public agencies. BACKGROUND: The City Council recognized the need to establish a policy to control questionnaires and surveys for information that are sent or delivered to the general public and special interest groups. MAPolicy Issues\City Council Policy Manual\COUNCIL POLICY 02—Questionnaires sent to the Public (19920204).docx B-1