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HomeMy WebLinkAbout1997-10-07 City Council (6)City of Palo Alto City Manager’s Report TO:HONORABLE CITY COUNCIL ATTENTION: FINANCE COMMITTEE FROM:CITY MANAGER DEPARTMENT: ADMINISTRATIVE SERVICES AGENDA DATE: OCTOBER 7, 1997 CMR:412:97 SUBJECT:IDENTIFICATION OF NEW BUILDING AND FACILITY NEEDS REQUEST: The purpose of this re_port is to respond to the Finance Committee request, during review of Infrastructure Module 2: Traffic and Transportation, for information on new facilities. The Committee requested this information so it could compare potential new projects with existing infrastructure needs. RECOMMENDATIONS: This is an informational report and no Council action is required. POLICY IMPLICATIONS: This report does not propose any changes to existing City policies. EXECUTIVE SUMMARY In initiating a study of infrastructure needs, staff’s mission was to evaluate the City’s existing infrastructure and determine any backlog. The focus was on what the City owned and not on new needs, although new traffic management programs were included in the Trafficand Transportation Report since they were a Council priority and of considerable importance to the community. The three infrastructure reports presented to date identify $95.0 million in existing infrastructure needs over the next ten years for buildings, traffic and transportation, and parks and open space. In addition, $42.7 million in new traffic management work has been identified for the next ten years. It is important to note that the $95.0 million of infrastructure work includes a $30.4 million backlog of transportation and parks and open CMR:412:97 Page 1 of 2 space needs. This points out that there is a significant amount of existing infrastructure work to accomplish while new facilities and programs are considered. During the Finance Committee’s review of the Traffic and Transportation infrastructure report, the Committee requested information on new building and facility needs. It was stated that such information would facilitate a future discussion on priofitizing infrastructure work and allocating resources. Each department has provided a list of new building and facility needs (Attachment A), along with a brief description and justification of the need (Attachment B). This list has not been prioritized. Moreover, projecting budgets for these projects without definitions of scope, consultant studies, and further staff evaluation Would be extremely difficult. It would take months, perhaps several years, to accurately determine costs for a proper comparison with existing infrastructure needs. While this information is valuable for decision making, gathering it would significantly impact the timeline for implementing existing infrastructure improvements. FISCAL IMPACT This is an informational-report with no fiscal impact resulting. identified for construction, estimates of costs will be provided. As new facilities are ENVIRONMENTAL ASSESSMENT: There is no environmental assessment required for this report. ATTACHMENTS: A. List of New Buildings/Facilities Identified by Department. B. Descriptions and Justifications of New Buildings/Facilities PREPARED BY: Joe Saccio, Senior Financial Analyst DEPARTMENT HEAD APPROVAL: CITY MANAGER APPROVAL: CC:N/A Melis~a Cavallo Acting Director, :ne Fleminff "{/ " 7 lty Manager ~ CMR:412:97 Page 2 of 2 ATTACHMENT A New and Expanded Building/Facilities Needs Community Services 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. Police Library Master Plan Building and Facility improvements Lucie Stern Community Theatre air conditioning Cubberley Community Center T-wing remodel/expansion Lucie Stern Community Center Office Expansion PAUSD school site irrigation and athletic field turf improvements Park lighting improvements Lucie Stern Community Center lighting Cubberley Community Center exterior lighting Teen Center Cubberley Community Center locker room expansion Cubberley Community Center athletic field restroom and concession facility Byxbee Park Cubberley Community Center Theater lobby Cubberley Community Center multi-purpose room/kitchen remodel Lucie Stern Community Theatre - remodel and renovate Children’s Theatre - remodel and renovate Towle Camp Ground expansion City Hall Plaza Greer Park Maiter Plan completion Cogswell Park - renewal Mitchell Park Community Center Reconfiguration Public Safety Building Animal Services facilities needs Public Works 1. MSC facility expansion and upgrade Citywide 1.Space Needs ATTACHMENT B New and Expanded Building/Facilities Needs Community Services 1.Building/Facility.: Library Master Plan Improvements Description: Expansion and remodel of the Main, Mitchell and Children’s Libraries. Enhanced internal lighting for the Children’s, Downtown, Main and Mitchell Libraries also is needed. Justification: Additional space is of considerable concern, given significantly increased usage at the Main, Mitchell and Children’~s Libraries. There is in.adequate space for shelving, equipment space needs, new technology requirements, and patron use. Usage at Mitchell Park has, for example, increased by 48 percent over the last 10 years. Lighting within the libraries needs to be enhanced, particularly in shelving and patron use areas. 2.Building/Facility: Lucie Stern Community Theatre Air Conditioning Description: Installation of air conditioning at the Theatre. Justification: The lack of air conditioning at the Lucie Stern Community Theatre has consistently been identified as a significant deficiency by theatre goers, contract users, and staff. Because of the desire of the three contract users (West Bay Opera, the Palo Alto Players, and Theatre Works) to address this urgent need as soon as possible, they have prepared and submitted a grant request in the amount of $150,000 to the David and Lucille Packard Foundation. Staff expects to hear from the Packard Foundation in September 1997. 3.Building/Facility: Cubberley Community Center T-Wing Remodel/Expansion Description: Remodel existing administrative office space to house 12 additional employees from the Recreation Division. Relocate the public reception desk to the front entrance, replacing the existing lobby and conference room. Create a secure work station for cashiering, as well as for hourly staff located adjacent to the reception desk. Create a conference room and more efficient work space. Reduce the size of the kitchen to accommodate office machines. Justification: Remodeling will allow for consolidating Recreation Section staff .at one facility and more efficient use of space. 4.Building/Facility: Lucie Stem Community Center Office Expansion Description: Extensive remodel of the basement area under the main administrative wing to create functional working areas for five employees. Remodel includes installation of heating and air conditioning, reconfiguration of walls to organize storage space, installation of sump pump to protect against flooding, installation of a service elevator, and installation of data and electrical receptacles. Justification: Built in 1933, the Lucie Stem Community Center basement has been used as a game room, meeting room, storage facility and offices. The area is now used by five temporary employees, but lacks necessary safety features to prevent flooding. Flooding occurs three times a year. The configuration of office space and storage is inefficient. It is difficult to move elaborate decorations, sports equipment, and sound and lighting equipment through the offices and up narrow stairs. o Building/Facility: Improvements PAUSD School Site Irrigation and Athletic Field Turf Description: These improvements consist of developing plans and specifications and completing renovations of irrigation and turf on PAUSD athletic field sites not currently part of the joint agreement (as many as 20 additional acres, representing an additional 11 school sites). Turf improvements, including renovations, filling of holes and depressions, and maintenance of adequate fertility levels is necessary. Justification: This work will improve the quality of turf used for athletic fields and reduce potential safety hazards. Operating efficiencies will be enhanced through replacement of labor-intensive, dilapidated irrigation systems. 6.Building/Facility: Park Lighting Improvements Description: Work includes an assessment and re-evaluation of the condition of existing lights at all City-owned parks, as well a recommendation for lighting where there are no lights. A consultant will be used to determine proper lighting levels to ensure safety in park areas. JustifiCation: Enhanced lighting levels ensure safety for park users and visibility for public safety and enforcement officials. Inadequate lighting levels is due to old inefficient fixtures, maturing trees, and landscape materials. Building/Facility: Lucie Stern Community Center Lighting Description: Augment existing pathway lights with lighting throughout the parking lots and areas around the Children’s Library, Girl Scout building and Community Theater. Justification: Much of the present 4-acre parking lot is dimly lit by one street light fixture. Numerous complaints have been received from customers who feel their safety is compromised getting to and from their cars. Building/Facility: Cubberley Community Center Exterior Lighting Description: Increased and enhanced lighting. Install additional poles and lights throughout the parking lots, corridors, and along Middlefield Road at the front of Cubberley. Justification: Safety concerns exist at night for many facility users, including the parents of small children. A concern has been expressed by the administration of Foothill Community College, Cubbefley’s primary tenant. The increased and enhanced lighting will serve as a deterrent to vandalism and other crime. Building/Facility: Teen Center 10. Description: Meeting and activity center for teenagers (annual attendance: 10,000). Activities include classes, drop-in use of pool tables and conversation areas, dances and special events~ The 3,000-square-foot building is to replace the current facility and will consist of two classrooms (300 sq. ft. each), kitchen, public restrooms, and offices to accommodate employees. Justification: The present building at 425 Bryant Street is slated for demolition in 2000 to make way for a new City parking structure. Building/Facility: Cubberley Community Center Locker Room Expansion. Description: Remodel the locker rooms at Cubberley to create additional storage, program or office space. 11. Justification: During much of the year, Cubberley does not have desirable spaces for rent. These new spaces will create additional rental spaces and revenue. Building/Facility: Cubberley Athletic Field Restroom and Concession Facility Description: This facility would be located at the south end of the athletic field for use by resident and non-profit youth sports groups. The building would also house men’s and women’s public restrooms with exterior entrances. 12. Justification: Currently, there are no public restrooms at these heavily used athletic fields. Lack ofrestrooms has created a sanitation and public nuisance problem in the area. A concession stand will serve the thousands of athletes and spectators who use the fields, while allowing community groups to generate funds from operation of the stand. Building/Facility: Byxbee Park: Phase 2 Expansion Description: To select an artist to work in collaboration with a landscape architect to design Phase 2 of the Byxbee Park landfill closure. 13. Justification: The Public Art Commission has adopted Phase 2 of the landfill closure as a long-range objective. When landfill closure occurs, it is expected that the acreage will continue to be developed in accordance with the Baylands Master Plan. This requires conversion of the landfill to passive parkland. Building/Facility: Cubberley Community Center Theater Lobby Description: The 325-seat theater has a small lobby (240 square feet) and no attached public restrooms. Proposed changes include enlarging the lobby by expanding it to the west to the adjacent raised terrace area, thus providing an additional 1,375 square feet. In addition, new public restrooms would be constructed on the south side of the theater, and could be accessed from the lobby. Justification: This is a Cubberley Master Plan recommendation. These changes could attract additional rentals and generate additional revenue. Higher profile clients will be attracted to rent the facility, creating increased public visibility for theater events. 4 14.Building/Facility.: Cubberley Community Center Multi-Purpose Room/Kitchen Remodel 15. Description: The kitchen facility in the Multi-Purpose Room needs renovation and conversion into a catering kitchen. The rerrlaining kitchen space, together with the existing areas on the east side of the building and the existing outdoor patio on the west side, would be renovated to provide meeting and seminar rooms. Justification: This is a Cubberley Master Plan recommendation. Partitioning of the existing space is inefficient for both food preparation and classes. Renovated spaces will allow us to better serve corporate clients for meetings and seminars. Building/Facility: Remodel and Renovation of the Lucie Stem Community Theatre Description: The Lucie Stem Community Theatre, constructed in 1932, needs remodeling so the facility can meet current requirements such as Americans with Disabilities Act (ADA) guidelines and to address building deficiencies that interfere with today’s program uses. Building needs include: space for broadcasting visual descriptions for the visually impaired, orchestra pit expansion, seat refurbishment, and improved exterior lighting. 16. Justification: ADA guidelines require audio descriptive information for the visually impaired. Current attempts to provide this service are unwieldy and cause distraction to other patrons. The orchestra pit is inadequate to accommodate the number and needs of musicians who must squeeze into very limited space. Auditorium seats have not been completely refurbished since their original installation in 1932. The seats are uncomfortable compared to more modem theatre seats. Exterior lighting at Lucie Stern is not adequate, particularly in the patio and parking lot areas. Enhanced lighting is needed for the safety of patrons. Building/Facility: Remodel and Renovate the Children’s Theatre Description: The Children’s Theatre, constructed in 1935, is in need of remodeling to bring the facility up to date with current requirements such as ADA guidelines and to address the building deficiencies that interfere with today’s program uses. Remodeling improvements include: boys and girls dressing rooms; a boys bathroom; the Costume Room; the kitchen; and lighting, sound, and communication systems Project Justification: Redesigning the dressing rooms, which are crowded, will allow for more efficient use of space. The boy’s bathroom in the Children’s Theatre lobby is the primary public bathroom for boys and men. Recent ADA modifications changed the bathroom from a multi-person bathroom to a one-person bathroom, causing long lines at intermission. The Costume Room is too small a space for needed program work and storage space. The kitchen is very small and cramped. It needs to be reconfigured and expanded to provide efficient use of space for program .requirements and uses. Lighting, sound and communication systems are 15 years old, outdated and need updating to reflect changes in theatre technology. 17.Building/Facility: Towle Camp Ground Expansion Description: Expansion of the Towle Campground at Foothill Park and creation of a shower/restroom facility for campers. Increase the number of campsites from 6 to 25. Justification: This popular campsite area fills to capacity every weekend from April through September. Public requests for additional camping area necessitates expansion. Although most campers stay only one night, they prefer to have access to a shower facility after a day of hiking. 18.Building/Facility: City Hall Plaza Description: Complete review and redesign of the appearance and use of the City Hall Plaza (exterior only), including the crosswalk to Centennial Plaza. Justification: The Palo Alto Public Art Commission has identified the redesign of the Plaza as one of its long-term goals. The Public Art Commission views the Plaza as a space that represents the City and should be a natural and prime location for public art. !t’s the place where the City should show itself off at its best. The crosswalk to Centennial Plaza would represent another small increment to the "civic axis" as envisioned in the Downtown Urban Design Guide. 19.Building/Facility: Completion of Greer Park Master Plan Description: Work includes a re-assessment of user and facility needs and completion of development of the southeast comer of the Park. The area remains an undeveloped parcel of land. The current Master Plan includes construction of additional tennis courts and related amenities. Suggestions from the community have included additional parking, picnic areas, turf and trees, and replacement of the narrow dog run currently located at the Park. 20. 21. Justification:. Greer Park remains one of the last areas usable as park space. This vacant land is a valuable asset that can be used for the community’s enjoyment. Building/Facili _ty: Renewal of Cogswell Park Description: The Public Art Commission has adopted, as a long-range goal, a new design for Cogswell Park, to be created by a major artist in collaboration with a landscape .architect. The redesigned park would continue to be a multi-use space, but a park which is exceptional in design and which would be unique to Palo Alto. Justification: Cogswell Park is Palo Alto’s only true "urban" park. It rests close to the hub of University Avenue on Lytton, a street which is becoming increasingly active in its own right with new developments. Various communities would benefit from a beautifully-designed, "signature" park at such a location. Building/Facility: Mitchell Park Community Center Reconfiguration Description: Mitchell Park Community Center presently houses work space for eight employees in two offices. The facility also includes three public meeting rooms/classrooms, a large assembly area, private patio, kitchen, recreation room and lobby. The City Council has given staff direction to find room at Mitchell Park to accommodate a Family Resource Center (FRC). Although the FRC is still in the conceptual phase, staff has determined the Center will require reconfignration of the Center and possible connection with the Mitchell Park Library. The project may be affected by the Mitchell Park Library expansion, as determined by the final Library Master Plan. Police Justification: City Council direction. The present offices are utilized completely, and there is no space for a private counseling room or library. Building!Facility: Public Safety Building Description: The City Council has directed staff to formally initiate the process for site selection and construction of a public safety building. This building will house Police Department operations, and the Fire Department administrative functions. 7 Justification: A needs analysis determined that the current space at City Hall allocated to the public safety functions at the Civic Center has not kept pace with the changing public safety environment. Specifically, the facility no longer provides an efficient or legally compliant environment. A new public safety building will not change the level of services provided by the Police and Fire Departments. Rather, it will enhance existing operations, reduce potential liabilities, and increase efficiency and productivity of personnel. Building/Facility: Animal Services Center Description: Several areas within the Animal Center are in need of improvement. These include: retiling, resurfacing .and painting the kennels; reflooring several rooms; purchasing air heaters; building additional kennels for protective custody and quarantining animals; resurfacing the parking lot; and remodeling to create more efficient use of space. Justification: The kennel area is quite old and in need of updating. The floor area is cracked and water pools create an environment in which viruses thrive. Ambient air heaters are needed to create a warmer environment. Additional kennels are needed to quarantine animals exhibiting aggressive behavior. With the regional agreement with surrounding cities for animal services, the Animal Center has seen an increase in the number of police holds and quarantines. The parking lot is cracking and buckling and is in need of repair. In addition, a room near the surgery area needs remodeling to create more space. Public Works Building/Facility: MSC Facility Expansion and Upgrade Description: Anticipated improvements include: a reassessment of user needs and site circulation patterns; construction of a new building for Parks and Utilities office space and storage; construction of covered parking for UV-sensitive vehicles; remodeling of vacated space in Building C for occupancy and use; remodeling of office space in Buildings A and B; enlarging and refiguring employee parking lots; and repairing and resurfacing paved areas. Justification: The MSC facility has not expanded to meet growing operating needs over the past years. Space is not well utilized within buildings and the yard area. Conversion of operating space for office needs over the years has resulted in inadequate ventilation for offices, lack of storage facilities, and inefficient and potentially unsafe work areas. Citywide 1.Building/Facility: Space Needs Project Description: Throughout City buildings, there is a growing need for additional space. New facility requests in this report consistently identify space needs as a major concern. The Civic Center is also experiencing a need for additional space. Departments such as Planning, Administrative Services, and the City Attorney’s Office have inadequate space to accommodate personnel, documents and equipment. Justification: Crowded working conditions are not optimal for efficient and productive work. Work space has been maximized through prior remodelings, but has not kept pace with the need to store current documents, equipment, new technology and personnel. 9