TO:
VIA:
FROM:
DATE:
Placentia City Council
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF COMMUNITY SERVICES
SEPTEMBER 19, 2023
AGENDA REPORT
SUBJECT: STUDY SESSION: COMMUNITY/SENIOR CENTER UPDATE AND CONSIDERATION OF ADDITIONAL 65% DESIGN
FISCAL
IMPACT: NONE
SUMMARY:
The City created a working group of City Council Members, the City Administrator, and Staff from the Community Services Department, the Public Works Department, and the Police Department to review and prioritize park and Center improvement projects and prepare the City's Parks Initiative Plan ("Parks Initiative"). The Parks Initiative was approved by the City Council in May 2021. As a part of the Parks Initiative, it was determined that the City's aging Senior Center no longer adequately accommodates the community's needs, and the construction of a new center should be explored. In this effort, a Blue -Ribbon Committee was established with the special purpose of identifying the needs and design components of a proposed Community/Senior Center ("Center") to be constructed at Tri -City Park.
Additionally, the City Council directed Staff to procure the services of an architectural firm to prepare the design plans for the new proposed Center to the 35% complete level. The Blue -Ribbon Committee along with Staff identified potential locations and came to the conclusion that Tri -City Park was the most favorable location for the proposed Center. On October 18, 2022, the City Council approved a ninety-nine (99) year lease with the County of Orange for the use of Tri -City Park for the construction of a proposed Center at no cost to the City on 2.25 acres of land, valued at several million dollars.
On September 20, 2022, the City entered into a Professional Services Agreement (PSA) with Group 4 Architecture, Research + Planning Inc. ("Group 4") for 35% complete architectural and engineering design services for the proposed Center. Currently, Staff and the Blue -Ribbon Committee have been working with Group 4 to review and discuss the proposed 35% design.
Throughout the design process, there have been several meetings and working groups providing feedback on the proposed design.
This action shall provide Staff and the Blue -Ribbon Committee with feedback on the proposed 35% design and if approved, directs Staff to prepare Amendment No. 1 to the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design services for the proposed Center at Tri -City Park.
3.a.
Sept. 19, 2023
City Council Agenda
September 19, 2023
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Receive and file the Community/Senior Center Project presentation and Business Plan and provide Staff and the Blue -Ribbon Committee with feedback; and
2. If approved, direct Staff and the Blue -Ribbon Committee to proceed with 100% complete architectural and engineering design documents for the proposed Community/Senior Center; and
3. If approved, direct Staff to prepare Amendment No. 1 to the Professional Services Agreement with Group 4 Architecture, Research + Planning Inc. to be brought back at the October 3, 2023 City Council Meeting; and
4. If approved, direct Staff to proceed with retaining a fundraising consultant to establish a donor program as outlined in the proposed Business Plan.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Plan Goal to Implement Public Infrastructure to Meet Community Needs and construct a Community/Senior Center, under Objective #5.1.
DISCUSSION:
As a part of the Placentia Parks Initiative ("PPI") a working group of Councilmembers and City Staff evaluated the City's current Senior Center located at the historic Powell Building in Old Town along with the programming, operations, and Center infrastructure. It was determined that the building does not adequately accommodate the needs of the City's growing senior population. In addition, it was determined that the City's existing community centers do not adequately serve the City's existing population. Subsequently, the City Council conducted a study session to discuss the feasibility of constructing a new Community/Senior Center ("Center").
According to the Southern California Association of Governments ("SCAG") Local Profile of the City of Placentia Report, between the years 2000 to 2018, the 65 plus age group represented the City's largest increase, growing from 9.1% to 13.8%. The 100 -year-old building currently housing the Senior Center, is 4,732 square feet and does not adequately serve residents and seniors.
Parking at the location is extremely limited and offers only six (6) standard parking stalls and one (1) Americans with Disability Act ("ADA") accessible stall. In comparison, the City of Yorba Linda's Community/Senior Center is 28,000 square feet with 315 parking spaces.
In order to examine the potential for a new Center, the City Council authorized the formation of the Blue -Ribbon Committee on July 20, 2021. Subsequently, the City Council adopted Resolution R-2021-54 formally establishing the Blue -Ribbon Committee ("Committee") for the purposes of identifying the needs and design components of the proposed Community/Senior Center. The
City Council Agenda
September 19, 2023
Committee was officially formed on September 7, 2021. Committee members were appointed by each City Council Member in representation of their respective Council Districts with the special purpose of identifying the needs and design components of a proposed Center to be constructed within the City. The goals of the Committee were the following:
• Construct a state-of-the-art facility where seniors can have congregate meals, fitness programs, social programs, dances, lectures, special events, etc. Currently, the majority of our Senior population are either traveling to other City facilities or are homebound • Construct and program a state-of-the-art facility where residents can participate in recreational programs such as youth classes, fitness programs, educational seminars, that benefit community and regional residents
• Build the facility in a location which has enough open space and is ideally located to serve residents within all council districts
• To the extent practical, ensure programs/services provided are revenue neutral In addition, Tri -City Park was identified as an ideal location, given the availability of land, and surrounding recreational amenities such as the lake and parking accessibility. On October 18, 2022, the City Council approved a ninety-nine (99) year lease with the County of Orange for the use of Tri -City Park for the construction of a proposed Center at no cost to the City on 2.25 acres of land, valued at several million dollars.
In their research efforts, the members of the Committee, conducted site visits to similar municipal Centers to gain insight and information on the design and program components of these facilities.
Site visits included:
• City of Aliso Viejo
• City of Brea
• City of Buena Park
• City of Burlingame
• City of Cerritos
• City of Downey
• City of Fullerton
• City of Palo Alto
• City of Yorba Linda
In conjunction with the Committee efforts, the City Council directed Staff to procure the services of an architectural firm to prepare the design plans for the new proposed Center to the 35% complete level and directed Staff and the Committee to conduct monthly project meetings with the selected consultant to collaborate on the design and programming components.
On September 20, 2022, the City entered into a Professional Services Agreement (PSA) with Group 4 Architecture, Research + Planning Inc. ("Group 4") for 35% complete architectural and
City Council Agenda
September 19, 2023
engineering design services for the proposed Center. The scope of work for Group 4 included the preparation of a detailed needs assessment report as determined by the Committee and community input, along with concept options and a schematic design. Staff and the Committee have worked diligently on the design process with Group 4 and discussed the various needs of the community and the most beneficial and efficient uses for the proposed Center. These discussions have also included identifying the range of furnishings, fixtures, and equipment to be used in the building, based upon the schematic design consisting of refined floor plans, exterior building elevations, and specific use of spaces.
As part of the project deliverables, an online survey focusing on project goals and community needs was created and available to the public from February 16, 2023 — April 30, 2023. The online survey provided Staff and the Committee with valuable input from the public regarding design, sustainability, community activities, and community spaces. Over 500 community members participated in the community survey.
Additionally, six (6) community meetings were held throughout the City from March 2023 — April 2023. These locations included the Placentia Senior Center, Aguirre Building, Whitten Community Center, the Easter Eggcitement event, Golden Elementary School, and Backs Community Building. Both the surveys and community meetings demonstrated the greatest priorities for the community were fitness, community hall/rental space, arts and crafts, and senior spaces.
Utilizing the information gathered from the online survey and community meetings, Staff, the Committee, and Group 4 began preparing the design components for the proposed Center. The proposed design will include a two-story large, modern Center with natural facade elements and a glass double -height central lobby providing views of the water from the street as well as from inside the lobby itself, creating a strong connection between the building and its natural setting within the park.
The proposed Center will support a multitude of activities, such as fitness classes, art classes, life-long learning, arts and crafts, music, games, health screenings, exercise classes, nutrition classes, technology classes, meals, and social and support groups for all ages. The proposed Center will serve as a destination for the entire Placentia community, providing program space, celebration and event space, commercial kitchens, classrooms, fitness and exercise rooms.
Additionally, a large community hall accommodating 300+ guests for rentals and reservations of community events and private gatherings, with a catering kitchen and outdoor patio/reception areas, is also proposed in the design. Finally, the proposed Center will also include conference/training rooms for Staff, and offices to allow for the relocation of existing Community Services personnel and a third -party vendor space for the operation of a proposed cafe open to all Center and park patrons.
At this juncture, Staff and the Committee recommend that the City Council evaluate and consider the design options in the attached presentation, review the attached Business Plan for the proposed Center and provide Staff and the Committee with policy direction on whether to proceed with finalizing the architectural and engineering design of the Center to the 100% complete level.
City Council Agenda
September 19, 2023
This action shall provide Staff and the Committee with feedback on the proposed 35% complete design and the proposed Business Plan. If approved, this action shall also direct Staff to prepare Amendment No. 1 to the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design services for the proposed Center at Tri -City Park.
FISCAL IMPACT:
There is no fiscal impact at this time associated with the review of the 35% conceptual design and proposed Business Plan of the Center. Should the City Council proceed with the recommended actions, Staff will prepare Amendment No. 1 of the Professional Services Agreement with Group 4 to provide Phase II, 100% complete architectural and engineering design level for the proposed Center for a not -to -exceed amount of $1,395,000. Amendment No. 1 will be provided for approval to the City Council at the October 3, 2023, meeting. Funding to be utilized for Phase II of the project shall include a $500,000 grant from 4th District Supervisor Doug Chaffee's Office, a $600,000 donation from Toll Bros., and $295,000 from the Fiscal Year 2023-2024 General Fund Capital Improvement Projects Fund. Collectively, the donation and grant funds represent approximately 80% of the funding needed to complete the 100% design. Therefore, sufficient funds exist for the recommended actions.
Prepared by:
Veronica Ortiz
Deputy Director of omm
Reviewed and approved:
Vii✓/. V
Jennifer Lampman
Director of Finance
Attachments:
1. Presentatiorts
2. Business Plan
Reviewed by:
ROA A LAs,_
Karen Crocker
ices Director of Community Services
Reviewed and approved_
Damien -R- Arrula
City Administrator