SPECIAL COUNCIL MEETING AGENDA
Eastvale City Hall Council Chambers
12363 Limonite Avenue, Suite 900, Eastvale, CA 91752
Councilmember Yow will be Participating at the Following Location:
1252 Kamaile Street, Honolulu, HI 96814
Wednesday, November 30, 2022
Special Council Meeting:
6:00 PM
City Councilmembers
Clint Lorimore, Mayor
Todd Rigby, Mayor Pro Tem
Christian Dinco, Councilmember
Brandon Plott, Councilmember
Jocelyn Yow, Councilmember
Mark Orme, City Manager
Erica Vega, City Attorney
Marc Donohue, City Clerk/Communications Director
This Agenda contains a brief general descrip'on of each item to be considered. Except as otherwise provided by law, no ac'on or direc'on shall be taken on any item not appearing on the following Agenda. Unless legally privileged, all suppor'ng documents, including staff reports, and any wri'ngs or documents provided to a majority of the City Council a.er the pos'ng of this agenda are available for review at Eastvale City Hall, 12363 Limonite Avenue, Eastvale, CA 91752 or you may contact the City Clerk’s Office, at (951) 361-0900 Monday through Thursday from 7:30 a.m. to 5:30 p.m. and available online at www.eastvaleca.gov
.
Members of the public can observe the mee'ng by viewing the live-stream at www.eastvaleca.gov
and may provide public
comment by sending comments to the City Clerk's Office by email at [email protected]
. Staff will monitor emails to the
extent possible during the mee'ng and provide comments as possible. All comments will be made part of the record. Comments will then be read into the record, with a maximum allowance of 3 minutes per individual comment, subject to the Mayor’s discre'on to reduce 'me on public comment. All comments should be a maximum of 500 words, which corresponds to approximately 3 minutes of speaking 'me. If a comment is received before the agenda item is heard but before the close of the mee'ng, the comment will all be included as a part of the record of the meeting but will not be read into the record.
In compliance with the Americans with Disabili'es Act, if you need special assistance to par'cipate in this mee'ng, you should contact the City Clerk’s Office at (951) 361-0900.
Regular mee'ngs are recorded and made available on the City’s website at www.eastvaleca.gov
. Mee'ng recordings are uploaded
to the City’s website within 24 hours (unless otherwise noted) after the completion of the meeting. 1 1.
CALL TO ORDER
2. ROLL CALL
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENT
Any member of the public may address the Council on items within the Council’s subject maer jurisdicon, but which are not listed on this agenda during PUBLIC COMMENTS. However, no acon may be taken on maers that are not part of the posted agenda. We request comments made on the agenda be made at the me the item is considered and that comments be limited to three minutes per person with a maximum of six minutes (me may be donated by one person). Please address your comments to the Council and do not engaged in dialogue with individual Council Members, City staff, or members of the audience. Blue speaker forms are available at the front table to the entrance of Council Chambers.
5. WORKSHOP
5.1. Civic Center Public Infrastructure Project Workshop
Submitted by: Gina Gibson-Williams, Community Development/Public Works Director and Amanda Wells, Finance Director/City Treasurer
RECOMMENDED ACTION(S):
Staff recommends that the City Council:
1 .
Conduct a Civic Center Public Infrastructure Project Workshop; and 2 .
Receive Civic Center Project Planning Update from Griffin Structures, Gensler Architects, and Staff; and
3 .
Confirm the City Hall, Library, Fire Station and Police Station programming and square footages; and
4 .
Receive Civic Center Project Financial Planning Update; and 5 .
Confirm Civic Center Facility Construction Phasing within the Civic Center Campus.
6. ADJOURNMENT
The next regular mee'ng of the Eastvale City Council is scheduled for Wednesday, December 14, 2022, at 6:30 p.m. at Eastvale City Hall Council Chambers, 12363 Limonite Avenue, Suite 900, Eastvale, CA 91752.
AFFIDAVIT OF POSTING
I hereby certify under penalty of perjury under the laws of the State of California, that the foregoing Agenda was posted at the following locations: City Hall, 12363 Limonite Avenue, Suite 910 and website of the City of Eastvale (
www.eastvaleca.gov
,) not less than 72 hours prior to the meeting.
2 ______________________________________________________ Marc A. Donohue, MMC
City Clerk
3 AGENDA STAFF REPORT
City Council Meeting
WORKSHOP
Agenda Item No. 5.1
November 30, 2022
Civic Center Public Infrastructure Project Workshop
Prepared By:
Gina Gibson-Williams, Community Development/Public Works Director and Amanda Wells, Finance Director/City Treasurer
Recommended Action(s)
Staff recommends that the City Council:
1 .
Conduct a Civic Center Public Infrastructure Project Workshop; and 2 .
Receive Civic Center Project Planning Update from Griffin Structures, Gensler Architects, and Staff; and
3 .
Confirm the City Hall, Library, Fire Sta1on and Police Sta1on programming and square footages; and
4 .
Receive Civic Center Project Financial Planning Update; and 5 .
Confirm Civic Center Facility Construction Phasing within the Civic Center Campus.
Summary
Preliminary Work for the Civic Center Public Infrastructure Project The City Council iden1fied the Civic Center as a Priority Level 1 Infrastructure project in the 2021 Eastvale Strategic Plan. Preliminary work for the project includes:
1) Formation of a Civic Center Ad Hoc Committee;
2) Formation of a Real Property Ad Hoc Committee;
3) Formation of a Safety Ad-Hoc Committee
4) Touring several public facilities throughout southern California; 5) Approved a construction management contract with Griffin Structures 6) Contracted with KTGY Architecture Firm to prepare a conceptual design and massing study for the civic center and Downtown Core; 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
4 7) Prepared a comprehensive needs assessment of the current Civic Center leased space; and 8) Iden1fied future spa1al needs that comply with the Eastvale Strategic Plan, the California Building Code and the American's with Disabilities Act.
Civic Center Site Designation
The City Council designated the Downtown as the future civic center when the contract for Griffin Structures was approved in November of 2021. However, the loca1on, lot size and lot configura1on for the Civic Center parcel were not solidified un1l the Tenta1ve Tract Map (TTM) was approved by the City Council on May 11, 2022. Moreover, even though the TTM was approved on May 11, 2022, the land for the civic center parcel was not secured un1l the New Home Company closed escrow on Downtown Eastvale (the former Leal Dairy site) in August of this year. Downtown Eastvale is comprised of 158.6 acres.
Civic Center Parcels and Phasing
The Civic Center parcel and Fire Sta1on Parcel were nego1ated as a part of a Development Agreement. The Civic Center site (Lot 5) will be delivered to the City as a blue top lot in Phase I of the project. The Civic Center campus includes a City Hall, Police Sta1on, Library, a park/open space.
The Civic Center, Library and Police sta1on will be located on a 4.5-acre parcel of land (Lot 5 of Tenta1ve Tract Map 38920). The Fire Sta1on is located on a non-con1guous 1.2 acre parcel (Lot 14 of Tenta1ve Tract Map 38920) at the northwest corner of the project site at Scholar Way and 58th Street. Although the Fire Station is a part of the Civic Center Infrastructure Project, it is not included as a deliverable pad in Phase I of the project because of it's loca1on. All lots for the Downtown Master Plan are shown on AFachment A. Lastly,
the Development Agreement requires payment to
the City in the amount of $250,000 for architectural concepts.
The
City approved a contract for
architectural concepts with Gensler on November of last year and modified the contract on October
12th of this year.
Civic Center Programming
The Community Development Department ini1ated a needs assessment based on the leased space at the Gateway shopping center in September of 2019 (AFachment B). The Citrus property was not yet in use as overflow office space when the assessment was completed. The en1tlement applica1on to develop the Leal site was filed in July of 2021. Four months later in November of 2021, the City Council approved a contract with Griffin Structures for construc1on management. It should be noted that when the contract was approved, the Civic Center loca1on within Downtown Eastvale was undetermined. The Civic Center specifica1ons included in the Request for Proposals were:
City Hall: 35,000-40,000 square feet
Public Library/Downtown Community Center: 20,000-25,000 square feet Police Station: 8,000-11,000 square feet
Downtown 3rd Fire Sta1on/Eastvale Emergency Management Center/Community Rooms (size unspecified).
Ad Hoc Committees
Based on input from the Civic Center Ad hoc CommiFee the recommended size of the library is 25,000 square feet. Likewise, the Civic Center Ad Hoc CommiFee recommended a minimum square footage of 50,000 square feet for the Civic Center with direc1on to ensure that the size is adequate for both present and future needs. The Real Property CommiFee discussed the size alloca1on for 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
5 each building and directed staff to ensure that both present and future needs were considered in the size alloca1ons. The Safety Ad-hoc CommiFee toured Lake Forest Civic Center and Police Substa1on, Norco Police Sta1on, Lake Elsinore Civic Center and Police Sta1on and Menifee Civic Center and Police Sta1on. A determina1on on building size will be discussed at the workshop based on interviews of safety officials and the tours.
The Civic Center campus includes four public buildings (city hall, library, police sta1on and fire sta1on), a mul1-level parking structure, at grade surface parking lot, and other public infrastructure improvements.
The project is now at a cri1cal point where space programming and square footages of the facili1es must be determined. Without these determina1ons, staff cannot move forward with project, construc1on, and financial planning in coordina1on with Griffin Structures, Gensler Architects, and the city's financial advisor.
Workshop Purpose
The intent of this workshop is to engage the City Council and confirm programming and square footages for the City Hall, Library, Fire Sta1on, and Police Sta1on facili1es. In addi1on, the City Council will be presented with a financial planning update for the project. Finally, the City Council will be presented with phasing op1ons for construc1on of the facili1es as it pertains to the city's ability to fund the project.
Background
FACILITY PROGRAMMING:
Confirm the City Hall, Library, Fire Station and Police Station Programming and Square Footages
Griffin has four decades of experience working alongside its client to plan, execute and deliver new facili1es. Griffin assisted with the ini1al planning of the Civic Center buildings, assessing future space requirements, analyzing the cost of new construction and providing delivery method consultation.
The table below indicates the building, the size of the lot and the building alloca1on at the 1me the RFP was issued and the proposed allocation derived from multi-point factors:
Building
Lot Size
RFP Building Allocation
Derived Building
Allocation
City Hall
4.5 acre
35,000-40,000
50,000 (25,000
footprint)
Library and Innovation Center
"
20,000 -25,000
25,000
Police Station
"
8,000 - 11,000
15,000
Fire Station
1.2 acres
Unspecified
12,000
A number of factors were used to determine the derived building alloca1on shown in the chart above: the Strategic Plan, Real Property Ad-hoc recommenda1ons, Civic Center Ad-Hoc recommenda1ons, Safety Ad hoc CommiFee recommenda1ons, Preliminary Needs Assessment, Riverside County library staff recommenda1ons, site tours, state and federal laws regarding building construc1on and design. In addi1on to these factors, a compara1ve analysis of the proposed building sizes based on square footage per capita, popula1on and employee count was also 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
6 prepared.
For reference, it should be noted that a 12,000 square foot building would require approximately 1- acre of land to accommodate the building and approximately 120 surface parking spaces. The footprint for each building on the civic center campus including loading areas, landscaping, pedestrian pathways and parking need to "fit" on a 4.5-acre parcel. Likewise the fire sta1on and off- site improvements must "fit" on the 1.2 acre parcel. The open space and parkland which is also a part of the civic center campus will be located on a 2 acre parcel (Lot J of TTM 38920). Staff seeks a recommenda1on from the City Council regarding the appropriate size of each building in the Civic center campus.
FINANCIAL PLANNING:
Receive Financial Planning Update
The delivery of the Civic Center project is not only con1ngent upon the successful comple1on of the construc1on project, but also dependent upon prudent and successful financial planning. Staff issued a financial advisory services request for proposal in October 2022. Staff is currently reviewing proposals and expects to have a contract ready for Council approval in December 2022. The financial advisor will provide guidance during the financial planning process in addi1on to leading, if necessary, the debt issuance process. In order for staff and the city’s financial advisor to build a comprehensive financial plan, project specifics such as programming, square footages, projected expenditures and project 1meframes must be established. Once these are established, finance staff can ini1ate work with the financial advisor to build financial planning scenarios. Financial planning will likely consist of three phases, with phase one culmina1ng in a subsequent City Council workshop regarding financing and funding options.
Although we are discussing the four buildings at this workshop, the Civic Center project also includes, mul1-level parking structures, a flat parking lots, open space, park space, and other public infrastructure improvements that are targeted for construc1on on the city’s parcel within the Leal development. As of June 30, 2023, staff projects the city will have roughly $90.0 million in cash reserves for the construc1on of the Civic Center project. Staff has es1mated ini1al project costs, however it is important to note that these figures will likely change as 1me progresses and the project scope becomes clearer. As of the publish date of this report, total project costs are likely in excess of $180.0 million. As a result, the city requires at least an addi1onal $90.0 million in cash to fund the project. To facilitate the delta in funding needs, the city has several op1ons for debt financing or construc1on phasing. The Gann Appropria1ons Limit con1nues to be a challenge to the city’s ability to raise and u1lize tax revenues for opera1onal purposes, make debt service payments, and operate the new facili1es. The Civic Center will also require opera1onal funding needs for regular maintenance and opera1ons of the facili1es and public infrastructure and similar to construc1on costs, opera1onal costs will also change as the project scope is finalized. Staff es1mates the annual maintenance for the Civic Center project will require at least $2.5 to $3.0 million in annual operating budget.
Finance has completed one financial planning scenario, in which all the facili1es and other public improvements are constructed at the same 1me. This model is unsustainable, but provides a good star1ng point for financial decision making. Essen1ally, the city will need to phase the project in order to sustain essen1al opera1onal services provided by the General Fund and conserve cash reserves. Should the city aFempt to construct the project in one phase, the city will need to finance the full $90.0 million delta. As a result, the city will experience a budget deficit and will need to 12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752 951.361.0900 |
eastvaleca.gov
7 source an addi1onal $10.2 in annual funding to pay annual debt service and opera1onal costs.
Addi1onally, the deficit increases over 1me as the completed facili1es become opera1onal and require maintenance budget. Within the one-phase construc1on financial scenario, future revenues are included for the Leal development build out, however these revenues will not increase at a pace fast enough to offset opera1onal costs once the facili1es are open. As a result, staff recommends phasing the project so that construction coincides with annual revenue increases.
No Phasing:
General Fund
Fiscal Year
2023-24
Fiscal Year
2024-25
Fiscal Year
2025-26
Fiscal Year
2026-27
Fiscal Year
2027-28
Revenues
29,772,384
30,456,023
30,983,863
31,803,966
32,577,077
Expenditures
30,604,382
40,680,636
42,761,320
44,634,224
46,086,835
Surplus (Deficit)
(831,997)
(10,224,613)
(11,777,457)
(12,830,258)
(13,509,759)
The scenario above does not include a projected fund balance deficit at fiscal year 2025-26 for the Fire Fund. The Fire Fund will operate at a deficit as of the 2025-26 fiscal year and will require approximately $2.2 million from the General Fund starting in fiscal year 2026-27.
Fire Fund
Fiscal Year
2023-24
Fiscal Year
2024-25
Fiscal Year
2025-26
Fiscal Year
2026-27
Fiscal Year
2027-28
Revenues
8,253,830
8,755,271
9,132,319
9,434,608
9,692,888
Expenditures
8,341,923
8,752,539
9,399,159
11,667,100
12,252,260
Surplus (Deficit)
(88,093)
2,732
(266,840)
(2,232,492)
(2,559,372)
CONSTRUCTION PHASING:
Confirm Civic Center Facility Construction Phasing
As the city will not have sufficient and available cash to fund the project and financing the delta is unsustainable, a good op1on for funding the project is phased construc1on in conjunc1on with smaller debt financing amounts. Building financial model scenarios is 1me consuming and tedious.
In order to efficiently build financial model
scenarios, staff recommends the following construc1on
priori1za1on of the Civic Center facili1es within the Civic Center Campus that will be located within the first land dedication from New Home.
Recommended Civic Center Campus Facility Priorities:
1 .
City Hall
2 .
Police Station
3 .
Library
Staff recommends lowering the priority for the Library facility because staff is s1ll working to locate other funding sources for the library in addi1on to money contributed by the County and the endowment from Randall Lewis.
The financial model scenarios will include all public infrastructure at the campus, such as parking structures and open space, however those facili1es will be driven by the construc1on schedule for the three civic facili1es listed above. Once construc1on priori1za1on is defined for the three major facili1es, staff will be able to create financial planning scenarios for the Civic Center campus as a whole.
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
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8 The Fire Sta1on land dedica1on will occur in the second phase of New Home's planned development as a result, staff es1mates the land will be dedicated in late 2024. The Fire Sta1on will be located at the corner of Scholar Way and 58th street and will not be located within the Civic Center Campus. As a result, this facility is not on the priority list, but staff will con1nue to include the facility in financial planning activities.
Environmental
Addendum to the Previously Certified Program Environmental Impact Report (PEIR) An Addendum to the Cer1fied PEIR for the Leal Master Plan (State Clearinghouse No. 2015031028) for up to 2,500 residen1al units and 595,000 square feet of commercial space including a hotel, a civic center (City Hall, Library, Police Sta1on) and Fire Sta1on, (the “Project”) was approved by the City Council on May 11, 2022. The Addendum analyzed any poten1al differences between impacts iden1fied in the cer1fied Final PEIR and poten1al impacts that may be associated with the proposed Project. Sec1ons 21166 and 15162 of the California Environmental Quality Act (CEQA) iden1fy the condi1ons for prepara1on of an addi1onal environmental document when the Lead Agency has previously cer1fied an EIR. The Addendum to the PEIR consists of an environmental analysis and eleven technical studies: Air Quality/GHG/Energy Impact Study; Biological Assessment; Cultural and Paleontological Resources Assessment; Preliminary Geotechnical Evalua1on; Environmental Site Assessment (Phase I and Limited Phase II); Preliminary Hydrology Analysis; Preliminary Water Quality Management Plan; Noise Impact Study; Traffic Study; Sewer System Development Analysis; and a Water Supply Assessment. The Addendum and technical studies were reviewed by the Community Development Director. A peer review of the technical studies and the Addendum was performed by the City's planning consultant, Michael Baker Interna1onal. The traffic analysis peer review was performed by the City Engineer and the City's traffic consultant, Fehr and Peers.
The Addendum to a previously cer1fied EIR was prepared in accordance with the requirements of the California Environmental Quality Act (CEQA) and no further environmental review is required.
Strategic Plan Action - Priority Level: 1
| Target #: 5
| Goal #: N/A
Construc1on of the Civic Center (City Hall, Library, Police Sta1on and Fire Sta1on) was iden1fied as a Priority Level 1 infrastructure goal of the 2021 Strategic Plan.
Fiscal Impact
Conduc1ng a Civic Center Planning workshop will not have a direct fiscal impact. Some direc1on and decisions made by the City Council at the workshop may have future impacts to the total cost of the project. However, direc1on and decisions by the City Council at the workshop will not contractually oblige the City to any financial commitments.
Prior City Council/Commission Action
The City Council Council approved a contract with Griffin Structures for construc1on management services in November of 2021. On October 12, 2022, the City Council approved a contract with Gensler for architectural services and amended the contract with Griffin Structures. The civic center loca1on was approved as a part of the en1tlement for the Leal Master Plan Amendment (Downtown Eastvale) at the May 11, 2022 City Council meeting. No other prior Council action for this project has occurred.
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
9 Attachment(s)
Attachment 1 - TTM Final
Attachment 2 - Eastvale Civic Center Needs Assessment
12363 Limonite Avenue | Suite 910 | Eastvale, CA 91752
951.361.0900 |
eastvaleca.gov
10 City of EastvaleSHEETTENTATIVE TRACT NO.38290
CUTFILL
TENTATIVE TRACT MAP NO. 38290
COVER SHEET
NUMBERED LOTSLot #S.F.Acres1315,892.107.2522550,731.8512.6433426,869.179.8004279,624.416.4195198,540.254.5586244,324.995.6097613,599.8214.0868171,451.453.9369191,384.234.39410195,395.184.48611724,736.5116.63812754,749.4717.32713574,268.6113.1831453,083.071.219Total5,294,651.11121.548 LETTERED LOTSLot #S.F.AcresA139,937.693.213B147,811.513.393C84,478.501.939D38,267.770.879E246,244.325.653F44,673.741.026G113,590.682.608H115,905.652.661I67,321.011.545J89,220.272.048K68,998.581.584L153,611.433.526M44,835.281.029N31,408.460.721O32,546.770.747P84,078.571.930Q46,663.191.071R42,155.070.968S21,801.210.500Total1,613,549.7037.042 11 City of EastvaleSHEETTENTATIVE TRACT NO.38290
TENTATIVE TRACT MAP NO. 38290
ROUGH GRADING & SECTIONS
12 City of EastvaleSHEETTENTATIVE TRACT NO.38290
TENTATIVE TRACT MAP NO. 38290
UTILITIES LAYOUT
13 14
15 16
17 18
19 20
21 22
23 24
25 26
27 28
29