CC SR 20180605 M - CCAC UpdateRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 06/05/2018
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to receive an update on the Civic Center Advisory
Committee’s activities and authorize the preparation of Requests for Proposals (RFPs)
for a Phase 2 Environmental Site Assessment and a civic center programming
document
RECOMMENDED COUNCIL ACTION:
(1) Receive and file an update on the activities of the Civic Center Advisory
Committee (CCAC): and,
(2) Authorize Staff and CCAC to proceed with the preparation of RFPs for a Phase 2
Environmental Site Assessment and a civic center programming document.
FISCAL IMPACT: The City Council originally allocated $250,000 for the Civic Center
Master Plan project in FY16-17. Of this, a balance of $227,300 remains and is
proposed for continuing appropriation in the FY18-19 budget. No additional
appropriation is requested at this time.
Amount Budgeted: $227,300
Additional Appropriation: N/A
Account Number(s): 330-400-8503-8099
ORIGINATED BY: Matt Waters, Senior Administrative Analyst
Kit Fox, AICP, Senior Administrative Analyst
REVIEWED BY: Gabriella Yap, Deputy City Manager
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Proposed Civic Center Master Plan Project Area (page A-1)
BACKGROUND AND DISCUSSION:
Activities of the Committee
The Civic Center Advisory Committee (CCAC) has met seven (7) times since
September 2017. Major activities of the Committee during this period have included the
following:
• Creation of a Committee work plan, which was approved by the City Council on
December 19, 2017.
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• Participation in Staff-led Civic Center site orientation tours
• Review of the Civic Center Master Plan Survey results
• Review historical documents and studies from the City’s previous master
planning efforts
• Review and prioritization of existing conditions and additional needs for the Civic
Center site
• Review of civic center project plans for similar cities in Southern California
• Receive tutorial on the use of programming as a master planning tool
• Receive regular updates on the status of the City’s land use negotiations with the
National Park Service and U.S. Coast Guard
• Refine “wants” and “needs” for the Civic Center site based upon community
survey results
• Begin formulation of outreach plan to neighborhoods surrounding the Civic
Center site
• Assessment of current usage levels of all City park facilities
• Discuss RFP process for additional environmental assessment and project
programming services
Phase 2 Environmental Site Assessment
The most-recent Phase 1 Environmental Site Assessment for the Civic Center site was
completed in 2010. A Phase 1 study basically consists of the review of documents
(e.g., plans, permits, aerial photos, maps, etc.) to determine the likelihood of the
presence of Recognize Environment Conditions (RECs) on the property, accompanied
by a cursory review of the site’s surface and existing improvements. The 2010 Phase 1
identified no RECs within the study area. However, another 2010 study identified the
likelihood of asbestos-containing materials (ACMs) and lead paint inside site buildings.
In 2015, the City completed asbestos removal and lead stabilization in the underground
missile silos.
A Phase 2 Environmental Site Assessment typically consists of coring and sampling at
a defined site. This can include one or all of the following: Soil sampling, groundwater
sampling, and soil vapor sampling. Typically samples are collected just below ground
surface (for surface soil concerns), and then every 5'. Typically a direct push auger rig is
used to extract the samples.
Samples are collected and then taken to a lab. The samples are analyzed for the
suspected chemicals of concern. After the lab has the results (typically take 2-4 weeks),
a report is produced and signed by a State-registered geologist. The cost of the sample
in and report preparation will vary depending upon the number and density of the
sample sites and the type(s) of testing conducted. Staff expects the likely range of cost
for a Phase 2 study for the Civic Center site to be between $25,000 and $75,000.
The Committee believes that a Phase 2 study of the entire flat (non-Preserve) portion of
the Civic Center site would provide useful information in determining what elements are
appropriate (or inappropriate) throughout the Civic Center site. This is even more
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essential given that the issues of the site’s land-use restrictions for the deed-restricted
portions of the property remain unresolved. Therefore, the Committee asks the City
Council to direct Staff to prepare an RFP for a Phase 2 study of the Civic Center site.
Civic Center Programming Document
At its meeting in January 2018, Chair Gerstner presented a case study of a master plan
programming document to the Committee. As Chair Gerstner explained, a
programming document is a means of numerically, statistically, and graphically
depicting the size, relationships, connections, and barriers between and among the
various uses, functions and activities within a site or building. It is created to have a
specific and measurable plan for the project against which to measure the multiple
phases of design and to determine compliance with these original specific goals.
Although it may bear a superficial resemblance to a floor plan, it depicts the
relationships between the functional areas within a site or building, rather than a specific
arrangement of rooms, corridors, buildings, and open areas. It also establishes the
same criteria and relationships for all outdoor spaces on a site.
During a previous master planning effort in 2010, the City retained the services of a
consultant to begin preparing a programming document. The Committee has reviewed
the portions of this draft document that were completed, which identified the space
needs for a facility to accommodate up to 71 full-time employees. This previous
programming effort was to include a permanent council chamber, but it did not include
the possible public safety elements that could be part of a future civic center (e.g.,
Sheriff’s substation, fire station, improved emergency helipad, etc.).
The Committee believes that it will be very useful to build upon the work done in 2010
and complete a programming document for the Civic Center Master Plan. The
programming document would help to inform future decisions about the location and
configuration of buildings and activities on the site. Although the programming
documents would not provide a project cost, it could provide the basic information
necessary to make an educated estimate of the likely cost of the project. The costs of
the programming document itself is expected to be about $25,000. Therefore, the
Committee asks the City Council to direct Staff to prepare an RFP for a programming
document for the Civic Center Master Plan.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative actions are available
for the City Council’s consideration:
1. Provide other direction to Staff and the Committee, as appropriate.
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01/16/18
City of Rancho Palos Verdes: Proposed Boundaries
0.045 Miles
¯Existing Civ ic Center Boundary = 7.79 AC
Proposed Civ ic Center Boundary = 19.03 AC Δ = 11.24 AC
Proposed Civ ic Center Boundary = 19.03 AC
Exisiting Civ ic Center Boundary = 7.79 AC
A-1