HomeMy WebLinkAbout0 Agenda packet supplemental - 2022-09-29
CITY OF PALM DESERT
CITY MANAGER’S OFFICE
INTEROFFICE MEMORANDUM
To: Honorable Mayor and Councilmembers
From: Heather Horning, Assistant to the City Manager
Date: September 29, 2022
Subject: City Council Agenda (September 29, 2022)
Below you will find questions received from the Mayor and/or Councilmembers and answers provided
by City staff regarding tonight’s Council meeting agenda.
CONSENT CALENDAR – ITEM 1H: AWARD A CONTRACT TO GREAT WESTERN
INSTALLATIONS, INC., OF LOGAN, UTAH FOR THE PARK PLA YGROUND IMPROVEMENTS
PROJECT FOR AN AMOUNT NOT TO EXCEED $90,000 PER FISCAL YEAR (PROJECT NO. 941-
23)
• Question: What factors will determine the order in which parks will be improved?
o Answer: The California Joint Powers Insurance Authority (JPIA) recently completed a
playground audit of all City playgrounds. In the audit, they provided needed repairs by
high, medium, and low priorities. Staff intends to schedule work based on their
recommendations, staring with the high priorities. Once these items are complete, staff
will develop an on-going maintenance program.
ACTION CALENDAR – ITEM 2A: INTRODUCE AN ORDINANCE AMENDING TITLE 2
(ADMINISTRATION AND PERSONNEL) OF THE PALM DESERT MUNICIPAL CODE ADDING
CHAPTER 2.22 ESTABLISHING THE ARCHITECTURAL REVIEW COMMISSION
• Comment: Section 2.22.020 of the proposed Municipal Code regarding membership
states “and may include three (3) members the following” and should state “and may
include three (3) members from the following”. Staff will address this correction in their
presentation and will make this correction in the language prior to the ordinance
coming back for the second reading.
• Question: Is it the intent that appointment of a non-resident could be made to satisfy
the need for a minimum of 3 architects in Section 2.22.020 of proposed Municipal
Code?
o Answer: Yes, the intent of the non-resident Commissioner is to fill in as one of the (3)
architects or (1) landscape architect professional we will strive to maintain.
Supplemental
Q & A Memo-1
Question & Answer Memo
Page 2 of 3
• Question: Can you provide a copy of the staff report from November 19, 2020,
containing the overview of the subcommittee’s findings on committees and
commissions, including their 22 recommendations and areas identified for further
review?
o Answer: A copy of the staff report is attached as Attachment 1 for reference.
ACTION CALENDAR – ITEM 2B: CONSIDER AMENDMENT TO ORDINANCE NOS. 1374 § 1 AND
1258 § 1, REVISING CHAPTER 24.04.060 (INVASIVE PLANT SPECIES) OF THE PALM DESERT
MUNICIPAL CODE RELATING TO PROHIBITED LANDSCAPE MATERIALS FOR DEVELOPMENT
DESIGN AND INSTALLATION
• Question: Is it the intent to completely prohibit something like North Indian Rosewood
everywhere even though the problem seems to be about planting in specific locations
where it can cause buckling?
o Answer: Yes, the North Indian Rosewood would be banned everywhere, not just
adjacent to pavement. The ban would also apply to private development. The City will
provide consultants and developers information on suitable alternative trees. The intent
of this ordinance amendment is to protect infrastructure and minimize maintenance
costs throughout the City, including private developments. Prohibiting the North Indian
Rosewood for new development will ensure the City is doing its part to protect both
public and private infrastructure
ACTION CALENDAR – ITEM 2D: AWARD CONTRACT TO HERMANN DESIGN GROUP OF
PALM DESERT, CALIFORNIA, FOR DESIGN SERVICES OF GREENS/TEE BOX RENOVATION
AND TURF REDUCTION AT DESERT WILLOW GOLF RESORT IN THE AMOUNT OF $305,100
(PROJECT NO. 854-21)
• Question: Can you confirm that DSRT Surf is planning to remove 1 million square feet
of turf?
o Answer: Yes, DSRT Surf is funding removal of approximately 1 million square feet of
turf, resulting in a decrease of 106 acre-feet of water per year at Desert Willow.
• Question: What is the City’s backup plan for turf removal if DSRT Surf is unable to fund
or finish construction?
o Answer: In order to minimize disruptions to the operations at Desert Willow, staff added
the DSRT Surf turf reduction project to an existing greens/tee box renovation project. If
DSRT Surf is ready to move forward with their project at the time the City is ready to
construct the greens/tee box renovation, the turf reduction improvements will be
included. If DSRT Surf is not ready to move forward with their project, the turf reduction
improvements would be delayed until the project moves forward and funding is made
available or the City allocates funding for the improvements.
Supplemental
Q & A Memo-2
Question & Answer Memo
Page 3 of 3
• Question: Can the City remove the turf and replace it with drought tolerant and native
plants without DSRT Surf? If so, how much is currently or could be allocated to achieve
this? How much turf could the City remove without DSRT Surf?
o Answer: Yes, the City can utilize the turf reduction design developed under this
contract to remove turf on its own. In working with DSRT Surf, the City has negotiated
that DSRT Surf fund the turf removal to off-set the water demand of their project. The
developer estimates turf reduction improvements will cost approximately $2,500,000. If
no developer funding is available, the City would need to appropriate monies to fund
the turf removal.
• Question: Where will trees be relocated? Can they be used in our parks or other green
space?
o Answer: Hermann Design Group would determine trees required to be removed during
the design process. The City can coordinate a relocation plan with the designer, if it is
economically and logistically feasible to do so.
• Question: The staff report mentions that Bermuda grass is encroaching on the greens.
What is being done to limit this?
o Answer: The designer has been informed of existing issues that need to be addressed
during design, including the encroachment of Bermuda Grass onto the greens, and will
make sure these are considered in the design process.
PUBLIC HEARING – ITEM 3A: APPROVE AN AMENDMENT TO GENERAL PLAN AMENDMENT
21-0002 (GPA 21-0002) FOR READOPTION OF THE CITY’S 6TH CYCLE HOUSING ELEMENT
(2021-2029) IN ACCORDANCE WITH THE CALIFORNIA DEPARTMENT OF HOUSING AND
COMMUNITY DEVELOPMENT (HCD) GUIDELINES
• Question: the slide on page 3A-141 says the median housing value is $335,400. Where
did this value come from? Page 3A-267 lists the Median single-family purchase price as
$485,000 in 2021. Can you provide clarification on these numbers?
o Answer: The Housing Element was written in early 2021. The source of the information
for the slide on page 3A-141 was the American Community Survey 2014-2018 (this is
an extension of the Census that is updated annually). The information is also provided
in the Housing Element, page 3A-51 and 52, which also describes the time period
when the information was collected. The Table on page 3A-267 (also provided on page
3A-111 of the current updated Element) was based on Board of Realtors’ estimates at
the time, and includes all for-sale product (including single family homes, condos and
townhouses, mobile homes, etc.). Because the data was collected at the end of 2020
and beginning of 2021, it is lower than current conditions.
Attachments:
1. Staff Report – City Committees and Commissions
Supplemental
Q & A Memo-3
STAFF REPORT
CITY OF PALM DESERT
CITY MANAGER'S OFFICE
MEETING DATE: November 19, 2020
PREPARED BY: Christopher Gerry, Management Analyst
REQUEST: Approve in concept the recommendations to the City's commissions
and committees.
Recommendation
By minute motion, approve in concept the 22 recommendations to the City's commissions
and committees as identified below.
Appointment Term:
1. Revise the commissioner and committee member appointment terms based upon the
fiscal year and extend the existing terms accordingly.
I
Volume:
2. Eliminate the Library Promotion Committee and integrate any associated discussion
items into the Parks and Recreation Commission in the future.
3. Eliminate the Hotel and Signature Events Committee and integrate any associated
discussion items into the Marketing Committee in the future.
4. Eliminate the Youth Committee and complement the Family YMCA of the Desert's
Youth and Government Program in the future.
Membershia:
5. Adopt a City Council appointment policy that limits applicants with real or perceived
conflict of interests from consideration on commissions and committees.
6. Reduce the membership of the Citizens' Sustainability Committee from thirteen (13)
to nine (9) members.
Name:
7. Revise the name of the Citizens' Sustainability Committee to the Resource
Preservation and Enhancement Committee.
Freauencv:
8. Revise the Citizens' Sustainability Committee's schedule to monthly meetings.
Supplemental
Q & A Memo-4
November 19, 2020 - Staff Report
Commissions and Committees
Page 2 of 10
9. Revise the Finance Committee's schedule to monthly meetings.
Scope:
10. Revise the scope of the Citizens' Sustainability Committee to include active
transportation-related items.
Application Process:
11. Create an online application for residents interested in applying for a commission or
committee position.
12. Revise the content of the application and include the City's diversity statement.
13. Create an electronic performance / skill survey that serves as a reference check.
Interview Process:
14. Adopt a policy that commissioners and committee members shall interview with the
City Council for reappointment every four-year term.
15. Create a limited review process (short form) for continuing reappointments.
Onboardina Process:
16. Provide newly appointed commissioners and committee members an orientation to
understand the policies and procedures of commissions or committees.
17. Adopt a policy that all newly appointed or reappointed commissioners and committee
members must complete ethics training as part of the onboarding process.
Aaenda and Minutes:
18. Make the agenda format reasonably consistent across commissions and committees.
19. Include commissioner and committee member fiscal year attendance on each agenda.
20. Adopt the use of action minutes for all commissions and committees.
Website:
21. Revise the City's website content for commissions and committees.
Policies and Procedures:
22. Create a policies and procedures manual for commissions and committees.
Supplemental
Q & A Memo-5
November 19, 2020 - Staff Report
Commissions and Committees
Page 3 of 10
Backaround
For numerous years, the City Council has presented various questions and comments
regarding its commissions and committees. As a result, the City Council requested a study
session to begin conducting a comprehensive review of its commissions and committees.
On January 23, 2020, the City Council held a study session and appointed a Subcommittee
to conduct an in-depth evaluation and develop recommendations. The Subcommittee has
subsequently met on several occasions. To begin, the Subcommittee developed the following
goals that include, but are not limited to:
Continually engaging commissioners and committee members by ensuring consistent
meetings with meaningful discussion items;
Viewing commissioners and committee members as City ambassadors since they
frequently share meeting information with other community members;
Identifying opportunities to increase the effectiveness of commissions and
committees,- but finding efficiencies to manage the workload of City staff, especially
during times of economic uncertainty; and
Utilizing technology and revising public-facing documents and webpages associated
with commissions and committees.
Please note that many of these recommendations require further City Council action,
including revisions to various ordinances, bylaws and other activities. Notwithstanding, the
Subcommittee desires to receive City Council's consideration of the recommendations in
concept before taking additional steps to prepare and present such items for further review.
Recommendations requiring further action will be continuously presented for consideration
over various meetings in the immediate future.
Appointment Term:
1. Revise the commissioner and committee member appointment terms based upon the
fiscal vear and extend the existina terms accordinalv.
The City Council conducts commission and committee interviews in late December or
early January of any given year. Appointments are based upon the calendar year. The
interviews tend to be difficult to schedule because they conflict with the holiday season
for all stakeholders, including the City Council, City staff and applicants. Appointments
tend to occur in February or March, and are retroactive to January of that respective
year. The Subcommittee recommends having the appointment terms based upon the
fiscal year. If approved, the interviews would occur in March or April with appointments
occurring in May or June annually. Approval would also extend the existing terms of
commissioners and committee members until June 30, 2020.
Supplemental
Q & A Memo-6
November 19, 2020 - Staff Report
Commissions,and Committees
Page 4 of 10 .
Volume:
2. Eliminate the Library Promotion Committee and intearate anv associated items into
the Parks and Recreation Commission in the future.
The Library Fromotion Committee rec
the usefulness of the public library fc
Committee has cancelled over 80% c
recommends eliminating the Library
associated discussion items under
Commission in the future. -
mmends programs and policies that enhance
r our residents. Over the last five years, the
f its scheduled meetings. The Subcommittee
Promotion Committee and integrating any
the purview of the Parks and Recreation
3. Eliminate the Hotel and Siqnature Events Committee and intearate anv associated
discussion items into the Marketina Committee in the future.
The Hotel and Signature Events Committee advises the City Council on tourism,
hospitality trends and/or programs related to the economic development, and the
stability of tourism and hospitality in Palm Desert. The Committee has some overlap
in terms of scope and rriembership with the Marketing Committee. Over 60% of the bi-
monthly meetings were cancelled over the last three years as well. The Subcommittee
recommends eliminating the Hotel and Signature Events Committee and integrating
any associated discussion items under the purview of the Marketing Committee.
4. Eliminate the Youth Committee and complement the Familv YMCA of the Desert's
Youth and Government Proaram in the future.
The Youth Committee advises the City Council on programs and activities aimed to
serve young people in the community. While the City has a strong commitment to
serving youth, the Committee's engagement and popularity have diminished over
time. There are currently only nine (9) of fifteen (15) committee members appointed,
even though the City continually conducts outreach to youth through our local schools.
It is our understanding that other youth committee programs seem to have similar
membership and engagement challenges as well. Concurrently, the Family YMCA of
the Desert (YMCA) manages a successful Youth and Government Program. This
program offers a hands-on experience for students to learn abou# how they can
advocate for change at the federal, state and local levels. Annually, approximately 45
to 55 youth participate in this program with 50% residing and/or attending school in
Palm Desert. The Subcommittee recommends eliminating the Youth Committee and
partnering with the.YMCA to enhance its Youth and Government Program. The YCMA
welcomes and looks forward to this potential partnership as well.
Membershia:
5. Adopt a Citv Council appointment policv that limits applicants with real or pereeived
conflict of interests from consideration on commissions and committees.
According to the California Fair Political Practices Commission (FPPC); a public
official has a disqualifying conflict of interest in a governmental decision if it is
Supplemental
Q & A Memo-7
November 19, 2020 - Staff Report
Commissions and Committees
Page 5 of 10
foreseeable that the decision will have a financial impact on his or her personal
finances or other financial interests. In such cases, there is a risk of biased
decision-making that could sacrifice the public's interest in favor of the official's
private financial interests. To avoid actual bias or the appearance of possible
improprieties, the public official is prohibited from participating in the decision. To
uphold the highest ethical standards while mitigating the appearance possible
improprieties, the Subcommittee recommends adopting a City Council
appointment policy that limits applicants with real or perceived conflict of interests
from consideration on commissions and committees. While the FPPC is
responsible for providing guidance on conflicts of interest, this recommendation
reinforces the City's commitment to fostering the public's trust and confidence in
government.
6. Reduce the membership of the Citizens' Sustainabilitv Committee from thirteen (13)
to nine (9) members.
As a benchmark, City staff evaluated all 25 California jurisdictions with populations
between 50,000 and 60,000 residents, which incorporates a total of 139 commissions
and committees. Of these commissions and committees, only 9% have more than nine
members. The Subcommittee recommends reducing the committee membership from
thirteen (13) to nine (9) members. The committee currently has nine (9) members.
Name:
7. Revise the name of the Citizens' Sustainabilitv Committee to the Resource
Preservation and Enhancement Committee.
The Citizens' Sustainability Committee is responsible for advising City Council on the
programs and targets in achieving identified actions in the Palm Desert Environmental
Sustainability Plan and Greenhouse Gas Inventory (Sustainability Plan). However, the
committee does not currently refer to the Sustainability Plan since the City has
previously achieved numerous plan goals. In addition, "sustainability" generally refers
to maintaining something at a certain rate or level. The committee's name and scope
appears undistinguished and unreflective of its activities. The Subcommittee
recommends revising the name to the Resource Preservation and Enhancement'
Committee. The revised name addresses the importance of not only preserving our
resources, but making them better as well.
Freauencv:
8. Revise the Citizens' Sustainabilitv Committee's schedule to monthlv meetinas.
As previously described, a Subcommittee goal includes continually engaging
commissioners and committee members by ensuring consistent meetings with
meaningful discussion items. Approximately 70% (96 of 138) of the evaluated
commissions and committees hold monthly meetings as well. The Subcommittee
recommends revising the Citizens' Sustainability Committee meetings from bi-monthly
to monthly. -
Supplemental
Q & A Memo-8
November 19, 2020 - Staff Report
Commissions and Committees
Page 6 of 10
9. Revise the Finance Committee's schedule to monthlv meetinas.
For the same reasons stated above, the Subcommittee recommends revising the
Finance Committee meetings from bi-monthly to monthly.
Scope:
10. Revise the scope of the Citizens' Sustainabilitv Committee to include active
transportation-related items. ,
As previously mentioned, the responsibility of the Citizens' Sustainability Committee
is mostly advising City Council on efforts related to the Sustainability Plan. Based upon
comments during the initial study session and reviewing best practices, there is a trend
toward incorporating citizenry review of active transportation programs and activities
into commissions and committees. Furthermore, the California Department of
Transportation (Caltrans) administers the Active Transportation Program (ATP), which
makes funding available statewide for bicycle and pedestrian improvements. For
example, last cycle there was $440 million in ATP funds available statewide. Project
applications r.equire a substantial amount of community outreach and support to be
competitive as well. Active transportation activities also promotes greenhouse gas
reduction and provides other environmental benefits; therefore, this committee
appears as the most appropriate placement for discussion items. The Subcommittee
recommends revising the scope of the committee to include active transportation-
related items. City staff presented this concept to the committee, and they were
supportive of changing the scope as well.
Apqlication Process:
11. Create an online application for residents interested in applvinq for a commission or
committee position. '
The current application to apply for commissions and committees is in paper form. The
application is not form-fillable as well. Consequently, the application requires residents
to handwrite information; City staff to scan and catalog such applications; and
ultimately City Council to review applications, even though it may be difficult to read
due to the handwriting and copying such documents. The Subcommittee recommends
creating an online application for residents interested in applying for commission or
committee positions.
12. Revise the content of the aaplication and include the Citv's diversitv statement.
While developing a draft electronic application for City Council consideration, the
Subcommittee has utilized this opportunity to review the content of the existing
application. The Subcommittee discussed the application at length, including best
practices and prior experiences as well. The intent of most questions have remained
the same, but presented in a more clear and concise format; the largest revision
includes eliminating the optional applicant questionnaire.
Supplemental
Q & A Memo-9
November 19, 2020 - Staff Report
Commissions and Committees
Page 7 of 10
13. Create an electronic performance / skill survev that serves as`a reference check.
As part of the existing application, applicants are required to provide two references
who are not associated with the City of Palm Desert. References many times lack
validity since the individuals providing references tend to be overly biased toward
respective applicants. Rather than a general reference check, the Subcommittee
reCommends creating an electronic pertormance / skill survey. The survey serves as
a reference check by asking questions pertinent to the knowledge, skills and abilities
of applicants to serve on commissions and committees.
Interview Process:
14. Adopt a policv that commissioners and committee members shall interview with the
Citv Council for reappointment every four-vear term. '
The City Council appoints commissioners and committee members to four-year terms.
As longstanding and exemplary residents in our community, many commissioners and
committee members have received continual reappointments. There has been some
discussion regarding if interviews should be required for those seeking reappointment.
The Subcommittee recommends that each commissioner and committee member
seeking reappointment shall interview with the City Council every four years.
15. Create a limited review process (short forml for continuina reaaqointments.
While the Subcommittee recommends interviewing potential reappointments, there
was mutual consideration for streamlining the process as well. The Subcommittee
recommends creating a limited review process (short form) for reappointments. A
limited review process creates efficiencies for City Council, City staff and residents.
Onboardinq Process:
16. Provide newlv 'aqpointed commissioners and committee members an orientation to
understand the policies and procedures of commissions and committees.
Upon City Council appointment, commissioners and committee members receive
limited information about municipal operations. In fact, they only receive
correspondence identifying appointment terms, request submission of a Statement of
Economic Interest (Form 700), and the next respective meeting information.
Notwithstanding, each department may informally provide information and orient
newly appointed commissioners and committee members: The Subcommittee
recommends identifying an onboarding process (orientation) for newly appointed
commissioners and committee members. While an orientation will help commissioners
and committee members understand municipal operations, it will also assist the City
Clerk's Office in obtaining all the necessary conflict of interest forms and other
documents; thus, creating administrative efficiencies as well.
Supplemental
Q & A Memo-10
November 19, 2020 - Staff Report
Commissions and Committees
Page 8 of 10
17. Adopt a policv that all newlv aqaointed or reappointed commissioners and committee
members must complete ethics trainina as part of the onboardina process.
California State Government Code Section 53235 requires that specified local agency
officials receive at least two hours training in ethics every two years. While the City's
commissioners and committee members are encouraged to attend ethics training,
they are not required since they do not receive compensation or reimbursement for
expenses to perform such duties. To promote the highest ethical standards, the
Subcommittee recommends that all newly appointed or reappointed commissioners
and committee members complete ethics training as part of the onboarding process.
Aaenda and Minutes:
18. Make the aaenda format reasonablv consistent across commissions and committees.
While recognizing commissions and committees have unique purposes and review
different subject matters, each agenda format was reviewed for a certain degree of
consistency. As a result, the agenda formats were found to be inconsistent. The
Subcommittee recommends making the agenda format reasonably consistent across
commissions and committees.
19. Include commissioner and committee member fiscal vear attendance on each aaenda.
The Palm Desert Municipal Code 2.34.010 identifies an attendance policy for
commissioners and committee members. The attendance policy outlines the amount
of acceptable unexcused absences before constituting an automatic resignation of a
commissioner or committee member. While departments track attendance informally,
there is not a transparent platform identifying such information. The Subcommittee
recommends including commissioner and committee member fiscal year attendance
on each respective agenda.
20. Adopt the use of action minutes for all commissions and committees.
On August 27, 2020, the City Council adopted the use of action minutes for City
Council meetings. As mentioned in the previous staff report, the Subcommittee would
consider the production of action minutes for commissions and committees. For the
same reasons previously identified, the Subcommittee recommends adopting the use
of action minutes.
Website:
21. Revise the website content for commissions and committees.
As p.reviously mentioned, a Subcommittee goal includes revising public-facing
documents and website content associated with commissions and committees. The
Subcommittee recommends revising the website content, including by clearly outlining
responsibilities, member names, staff contact information, meeting days and times,
agendas and minutes.
Supplemental
Q & A Memo-11
November 19, 2020 - Staff Report
Commissions and Committees
Page 9 of 10
Policies and Procedures:
22. Adopt a policies and procedures manual for commissions and committees.
This comprehensive review of commissions and committees has given the
Subcommittee and City staff an opportunity to conduct an in-depth evaluation of this
subject matter. In order to capture the knowledge and wisdom gained throughout this
review process, the Subcommittee recommends adopting a policies and procedures
manual that incorporates newly approved recommendations and current practices.
Additional Input and Reauests
Due to the City Council's ongoing attention and discussions regarding commissions and
committees, the Subcommittee recognizes that each Councilmember may have additional
items desired for further review. Therefore, the Subcommittee invites additional City Council
input and research requests for additional consideration. City staff will research any additional
items-and present such information to the Subcommittee for review and recommendation.
Any recommendations will then be presented for C,ity Council's consideration in the future.
Next Steps
The Subcommittee recognizes this comprehensive review as an ongoing and collaborative
process between the City Council, City staff and community stakeholders. The chorological
and/or concurrent steps to continue this review process includes:
Complete activities associated with any approved recommendations this evening.
Conduct additional research requests identified by City Council that may not have
been previously identified by the Subcommittee.
Present to the City Council any completed activities (deliverables) associated with the
approved recommendations and Subcommittee recommendations resulting from any
additional research requests.
Conduct a thorough review of each commission and committee's bylaws and develop
additional recommendations accordingly.
The Subcommittee also recognizes this is an iterative process and, as a result, may develop
further recommendations following the implementation of any revisions and identifying new
and worthwhile policy considerations. Finally, City staff would like to thank the Subcommittee
for its time and effort on conducting this comprehensive review.
Research Information
The Subcommittee requested and reviewed various types of information to develop these
recommendations. City staff developed a web-based application to provide the requested
information in a digestible format. The information is printable and reviewable from desktops
and mobile devices. The information can be found at https://arca.is/Hv5fL.
Supplemental
Q & A Memo-12
November 19, 2020 - Staff Report
Commissions and Committees
Page 10 of 10
Fiscal Analvsis
There is no fiscal impact associated with this request.
LEGAL REVIEW
2}f
Robert W. Hargreaves
City Attorney
DEPT. REVIEW
N/A
Randy Bynder
Interim City Manager
FINANCIAL REVIEW
cm.P."??. '!'j?on2
Janet Moore
Director of Finance
Interim City Manager Randy Bynder: A tc ti
CI'i'Y COUNCILACTION
API'ROVED DENTED
12CC IVED OTHER
Tr c . T .. / /—/ -.D _ .
ev s• -
No s: P
A 3SCNT: /(1YlQ
A}3STAiN: lfm
dClaI+IED I3Y• .
Original on File with City 1 k's Ofiice
By Minute Motion, moved to approve the
concept and recommendations as listed in
the staff report with further exploration
and consideration of items2, 3, 4, 5,14, and
15, including looking into expanding the Art
In Public Places Committee role to include
children's art, sidewalk art, etc. Also,
ensure current Committee and Commission
members are notified that their term will be
extended to June 30, 2021. 5-0
ASSISTANT CITY MANAGER
ndy ,'irestine
Andy Firestine
Assistant City Manager
Supplemental
Q & A Memo-13
LUPINE PLAZA
PLANNING & DESIGN SERVICES
CONTRACT
September 29, 2022
Supplemental
Item 2C-1
AGENDA
•History
•Consultant Procurement
•Consultant Recommendation
•Timeline
•Direction Requested for Alternative Analysis
•Fee Proposal Options
2 Supplemental
Item 2C-2
During the COVID-19 shutdown, the City installed a temporary
plaza on Lupine Lane north of El Paseo
The temporary plaza remained in place through December 2021
The plaza included tables, chair, & umbrellas & was used for
outdoor dining & small events
After issuing an RFP, the City contracted with MIG, Inc. to create a
design for a new permanent plaza
Stakeholder subcommittee and community input to vet options
On April 14, 2022, the City Council approved a conceptual
design for a permanent Lupine Plaza
On June 23, 2022, the City Council approved releasing an RFP
for planning & design services
HISTORY
3 Supplemental
Item 2C-3
CONSULTANT PROCUREMENT
Study up to 3 Alternatives
CEQA Analysis
Traffic Study
Preliminary Engineering
Community Engagement
PHASE I
4
Final Engineering
Construction Support
Bidding Support
Community Engagement
PHASE II
Release RFP:August 05, 2022
Pre-Proposal Meeting: August 18, 2022
Submission Deadline:August 29, 2022
Proposer Interviews:September 02, 2022
Negotiations:September 6 & 8, 2022
Supplemental
Item 2C-4
•Location:Perris, CA
•Cost:$601,291
Interwest Consulting Group, Inc.
5
CONSULTANT PROCUREMENT
•Location: San Diego, CA
•Cost: $687,497
MIG, Inc.
Supplemental
Item 2C-5
RECOMMENDED
CONSULTANT
Interwest Consulting Group
6
Most responsive to identified needs
Professional, attentive & serviceable
In-depth & knowledgeable team (in-house)
Experience working with similar communities
Enthusiasm & experience with community outreach
Third-party review
Best value / lowest cost Supplemental
Item 2C-6
TIMELINE
14-Month Design Schedule
Phase I
•Completion QTR 1 2023
Phase II
•Completion QTR 4 2023
7 Supplemental
Item 2C-7
ALTERNATIVE ANALYSIS
Full Closure (Preferred)“Slow Street” (Alt . 1)One-way Access (Alt . 2)
8 Supplemental
Item 2C-8
FEE PROPOSAL OPTIONS
9
Scope of Work Design Contract (Unit Cost)Total Design Contract Balance for Construction
Approved Design Concept
(Full Closure)$ 562,135 $ 562,135 $ 3,437,865
One Alternative Design Concept Analysis
(“Slow Street”)$ 16,880 $ 579,015 $ 3,420,985
Two Alternative Design Concept Analysis
(One-way Access)$ 33,760 $ 595,895 $ 3,404,105
Supplemental
Item 2C-9
RECOMMENDED ACTION & REQUEST FOR DIRECTION
•Staff recommends and requests the following:
•Award the contract to Interwest with a base contract amount of $562,135
•Provide direction on the number of alternatives to study ($16,880 per alternative)
•State in the motion the total contract amount corresponding to the number of alternatives
to be studied:
1.No alternatives: $562,135
2.One alternative:$579,015
3.Two alternatives:$595,895
10 Supplemental
Item 2C-10
1
Niamh M. Ortega
From:Anthony Mejia
Sent:Monday, September 26, 2022 11:00 AM
To:Niamh M. Ortega
Subject:FW: Lupine Plaza
Agenda correspondence
Anthony Mejia
City Clerk
Ph: 760.346.0611 Direct: 760.776.6304
amejia@cityofpalmdesert.org
From: Gayle Moore <rosebowl1424@aol.com>
Sent: Sunday, September 25, 2022 8:12 AM
To: Information Mail <info@cityofpalmdesert.org>
Subject: Lupine Plaza
I'm writing this email to the City of Palm Desert to express my support of the Lupine Plaza project.
The area is at a midpoint on El Paseo, and is a perfect location to designate as a meeting place for family and friends. It
will offer seating and shade, a place to enjoy a snack, and would be a respite for weary shoppers.
The area is highly visible, and can be easily policed and maintained.
I see nothing but positive outcomes from this project!
Gayle Moore
24 Calle Lantana
Palm Desert, CA 92260
760-773-2740
Supplemental
Item 2C-11
1
Niamh M. Ortega
From:Information Mail
Sent:Wednesday, September 28, 2022 8:41 AM
To:Niamh M. Ortega
Cc:Eric Ceja; Randy Bowman; Erika Castellano
Subject:FW: Lupine Plaza
Good morning,
We have received the following comment via Info Mail regarding Lupine Plaza.
Barbara Blythe
Management Analyst
Ph: 760.568.1441 Direct: 760.837.1662
bblythe@cityofpalmdesert.org
‐‐‐‐‐Original Message‐‐‐‐‐
From: Paul Murphy <deswel3539@icloud.com>
Sent: Wednesday, September 28, 2022 7:43 AM
To: Information Mail <info@cityofpalmdesert.org>
Subject: Lupine Plaza
I’d like to take this opportunity to comment on the proposed Lupine Plaza which is under consideration by the City
Council. In my opinion the Plaza will be a well received new attraction for the El Paseo shopping district. Not only will it
be beneficial to the stores on El Paseo, but it will be a shot in the arm for some of the local restaurants.
The design as presented is aesthetically very attractive and should appeal to many shoppers and tourists as well as local
residents.
I strongly encourage the City Council to move forward with this innovative new project.
Paul Murphy
73064 Skyward Way
Palm Desert
Supplemental
Item 2C-12
1
Niamh M. Ortega
From:Eric Ceja
Sent:Wednesday, September 28, 2022 5:16 PM
To:Niamh M. Ortega
Subject:FW: Agenda 2002-09-29 2C__Design_Contract_-_Lupine_Plaza_-_Interwest (002).pdf
Attachments:We sent you safe versions of your files; Agenda 2002-09-29
2C__Design_Contract_-_Lupine_Plaza_-_Interwest (002).pdf
Eric Ceja
Director of Economic Development
Ph: 760.346.0611 Direct: 760.776.6384
eceja@cityofpalmdesert.org
From: Sharon Carmichael <scarmichael@lee‐associates.com>
Sent: Wednesday, September 28, 2022 4:55 PM
To: Eric Ceja <eceja@cityofpalmdesert.org>
Subject: Agenda 2002‐09‐29 2C__Design_Contract_‐_Lupine_Plaza_‐_Interwest (002).pdf
Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files.
Eric, hope you are well. Wanted to reach out to tell you that I personally experienced two incidents
with homeless men coming out of that temporary eating and sitting encampment you guys put up on
Lupine last time around. My husband and I are both very much against this project , not that we don’t
need improvements to El Paseo – we do , but closing off that street and putting $4,000,000 of our
Cities tax money into that is not a good idea in our opinions. As you may remember from meeting me
I work in Retail Leasing for 39 years and I was out at a couple different buildings right off that seating
area trying to show spaces to “retailers” on two separate times that I am trying to bring here from
outside the area that we need to bring into Palm Desert- at both showings I had homeless people that
were sleeping in that area come over and enter or lay in front of the spaces I was showing and tap
me on the shoulder in one instance, I almost jumped out of my skin and was screaming. How
embarrassing this is in front of business professionals we are trying to attract to lease spaces around
El Paseo. The second time I was showing space I made sure to shut the door behind me while inside
the space at around 5 pm. When myself and the prospective tenant tried to push the door back open
to exit we hit a “live homeless person that was laying outside the door of the retail space on the
cement with his back pack” who finally moved and when we asked him where he came from he told
us he stayed in that Lupine park area during the day and came over to one of the corners to sleep at
night. We all know that the homeless problem is a big one and not easy to solve, but putting this area
in when all of us residents like to go to the eateries and drinkeries and hang out on their patios – I do
not see the need for this investment and that road gets a lot of use of people going to Mastros and all
the eateries in those 2 blocks going west or grabbing a pizza at Blaze Pizza-it’s a popular access
street Eric. I wanted to make sure I got some comments over to you as I am local living at Ironwood
County Club and very active in retail leasing. No eatery I have worked with in this area has had any
interest that I know of in this area but all would like more seating area out on El Paseo which is where
I think we need to spend that money to make an impact.
Thank you,
Supplemental
Item 2C-13
2
Sharon and Bruce Carmichael – local residents nearby to El Paseo
Supplemental
Item 2C-14
1
Niamh M. Ortega
From:Salima Nurani <snurani08@gmail.com>
Sent:Wednesday, September 28, 2022 7:34 PM
To:CouncilMeeting Comments
Subject:Lupine Plaza
As a fellow local restaurateur, I’d like to express my personal objection to the proposed Lupine Plaza plans. I understand
that there are few options available to bring this outdoor dining/recreation area to fruition but, any plan that would
create a disadvantage to local businesses would seem to be unreasonable and unsupportive. Palm Desert has always
promoted a vibrant and progressive business community, however the Plaza plans seem to have ignored the damaging
effect it would have on both retail and restaurant establishments located in the adjacent plaza.
I would however, be in favor of an option that would still allow customers to enter the plaza to support the businesses in
the El Paseo One Plaza. But blocking access to these businesses seems unnecessary and unfair.
Thank you for your consideration of my concerns.
Best,
Salima Nurani
949‐232‐2101
Sent from my iPhone
Supplemental
Item 2C-15
From:Klein, Patrick
To:CouncilMeeting Comments
Subject:Lupine Plaza
Date:Thursday, September 29, 2022 8:07:59 AM
The Gardens on El Paseo appreciates the intentions the City has for this project in creating an attractive
public plaza on El Paseo, however we also recognize and share the same concerns of other stakeholders on
how this project will affect vehicular accessibility to nearby businesses as well as the potential for an
increase in crime and transient activity in the area. In the spirit of compromise, we would advocate for
design concept 1 that provides for a slow street flexible plaza but still allows for 2-way vehicular access.
Thank you for your consideration.
Patrick Klein
General Manager
Taubman
The Gardens on El Paseo / El Paseo Village
73-545 El Paseo Ste. 2500
Palm Desert, CA 92260
P: 760-862-1990
E: pklein@taubman.com
This email and any attachments are intended only for the use of the addressee, and may
contain information that is privileged or confidential. References herein to "Taubman" mean
The Taubman Company LLC, Taubman Realty Group LLC., or one or more of their separate
affiliates. The information contained in this email does not constitute a commitment or
agreement by Taubman. No such commitment or agreement shall be binding on Taubman,
unless such terms are expressly set forth in a separate document executed by an authorized
representative of Taubman.
Supplemental
Item 2C-16
From:City of Palm Desert
To:Deborah Glickman
Subject:New idea added on Share Your Ideas For Lupine Plaza
Date:Wednesday, September 28, 2022 4:34:39 PM
Hi dglickman
You have received a new contribution on the Ideas tool, Share Your Ideas For Lupine Plaza
on project Lupine Plaza Reimagined on your site,
I believe it is a bad idea to put that plaza with seating there and closing off that road-all we had
was homeless last time-not good idea!
-
Best idea is to improve the road and add more plantings down both sides. People like to eat &
drink at the restaurant patios-which grew during covid and are great-this was needed!! It is a
waste of money to build this for homeless to sleep there and commit crimes at adjacent
businesses. My husband and I are completely against this project. Better to spend money on El
Paseo to make bigger restaurant patios for everyone to hang out please and remove the dumb
speedbumps.
-
Added by PD resident
Click here to view the idea
This is an auto-generated email sent when a contribution is added to your site on
EngagementHQ. If you do not wish to receive this email in the future, you can configure your
tool to not send emails.
Supplemental
Item 2C-17
From:City of Palm Desert
To:Deborah Glickman
Subject:New comment on Let"s spend that money fixing the messes on Parkview, San Pablo, and El Paseo. All three
projects are unkept, unsightly, and unsafe
Date:Wednesday, September 28, 2022 2:40:19 PM
Hi
The following Idea received new comment Let's spend that money fixing the messes on
Parkview, San Pablo, and El Paseo. All three projects are unkept, unsightly, and unsafe
on your site,
-
Agreed!
-
Added by LegalMamma
Click here to view the comment
Supplemental
Item 2C-18
From:City of Palm Desert
To:Deborah Glickman
Subject:New idea added on Share Your Ideas For Lupine Plaza
Date:Wednesday, September 28, 2022 10:41:04 AM
Hi dglickman
You have received a new contribution on the Ideas tool, Share Your Ideas For Lupine Plaza
on project Lupine Plaza Reimagined on your site,
Stop the Lupine project.
-
It is terrible for the businesses adjacent and their customers. The temporary closure was a
disaster. Also our business is adjacent and nobody from the city ever asked our opinion. We
are the ones effected by it.
-
Added by Josi
Click here to view the idea
This is an auto-generated email sent when a contribution is added to your site on
EngagementHQ. If you do not wish to receive this email in the future, you can configure your
tool to not send emails.
Supplemental
Item 2C-19
From:City of Palm Desert
To:Deborah Glickman
Subject:New idea added on Share Your Ideas For Lupine Plaza
Date:Wednesday, September 28, 2022 10:43:38 AM
Hi dglickman
You have received a new contribution on the Ideas tool, Share Your Ideas For Lupine Plaza
on project Lupine Plaza Reimagined on your site,
STOP THIS PROJECT. IT IS TERRIBLE FOR THE BUSINESSES AND THEIR
CUSTOMERS
-
-
Added by Josi
Click here to view the idea
This is an auto-generated email sent when a contribution is added to your site on
EngagementHQ. If you do not wish to receive this email in the future, you can configure your
tool to not send emails.
Supplemental
Item 2C-20
From:Ryland Penta
To:Deborah Glickman
Subject:Fw: A new question has been added to Do You Have Any General Questions or Comments For The City?
Date:Wednesday, September 28, 2022 4:56:57 PM
Below is the comment about Lupine Plaza sent via Engage PD's Ask the City page.
Best,
Ryland
Ryland Penta
Digital Strategies Coordinator
Ph: 760.346.0611 Direct: 760.776.6318
rpenta@cityofpalmdesert.org
From: City of Palm Desert <notifications@engagementhq.com>
Sent: Wednesday, September 28, 2022 10:35
To: Ryland Penta <rpenta@cityofpalmdesert.org>
Subject: A new question has been added to Do You Have Any General Questions or Comments For
The City?
Hi there,
Just a quick heads up to let you know that a new question has been asked at Ask City Hall by
Josi.
The question that was asked is:
Please cancel Lupine project. It is terrible for the businesses and their customers. We are
73750 El Paseo and nobody from the city asked ever our opinion
Please DO NOT reply to this email. If you want to provide an answer to this question, sign
into your site and respond to the question from within the Q & A tool.
Regards
Bang The Table Team
Supplemental
Item 2C-21
From:Information Mail
To:Niamh M. Ortega
Cc:Randy Bowman; Eric Ceja; Erika Castellano
Subject:FW: I support Lupine Plaza
Date:Thursday, September 29, 2022 10:59:33 AM
Hello,
We have received the following comment via Info Mail related to Lupine Plaza.
Barbara Blythe
Communications Analyst II
Ph: 760.568.1441 Direct: 760.837.1662
bblythe@cityofpalmdesert.org
From: Gayle Moore <rosebowl1424@aol.com>
Sent: Thursday, September 29, 2022 10:21 AM
To: Information Mail <info@cityofpalmdesert.org>
Subject: I support Lupine Plaza
Please let all my Council Members know that I support the Lupine Plaza Project.
The plaza offers a convenient meeting place, a shady spot to grab a snack, and seating for shoppers
wanting to take a break. I can't identify any downsides to the project.
Gayle Moore
24 Calle Lantana
Palm Desert, CA 92260
760-773-2740
Supplemental
Item 2C-22
Supplemental
Item 2D-1
Supplemental - YMCA Presentation-1
Supplemental - YMCA Presentation-2
Supplemental - YMCA Presentation-3
Supplemental - YMCA Presentation-4
Pre-Design
YMCA I 5
Conceptual
Design
Schematic
Design
Cost
Modeling
YMCA PRE-FUNDING PROCESS
TYPICAL SEQUENCE OF PHASES
Supplemental - YMCA Presentation-5
Site Context
Proposed Location 0 Existing Location
Supplemental - YMCA Presentation-6
Market Area
Proposed Location 0 Existing Location
Supplemental - YMCA Presentation-7
YMCA I 8 PROPOSED SITE
Supplemental - YMCA Presentation-8
YMCA I 9 ACCESS AND VISIB 'IL:ITY
Supplemental - YMCA Presentation-9
YMCA I 10
.. -·
View Towards East View Towards North
View Towards South View Towards West
VISIBILITY AND CONTEXT
Supplemental - YMCA Presentation-10
YMCA I 11
7
I
I
I --..: --....
, •. the.
SITE CONCEPT 1
Supplemental - YMCA Presentation-11
YMCA I 12
1
I
I
\ \
\
SITE CONCEPT 2
Supplemental - YMCA Presentation-12
YMCA I 13 SITE CONCEPT 2
Supplemental - YMCA Presentation-13
YMCA I 14
OUTDOOR
CONNECTION
......... . . . . ..GYM
WASH
SWIM
-COMMONS
•••
TEEN COMMUNITY ADMI : YOUTH • • •••
•YMCA
ENTRY
CONCEPT DIAGRAM
OPTION 2
Supplemental - YMCA Presentation-14
Contemporary
YMCA Imagery
Supplemental - YMCA Presentation-15
Contemporary YMCA Imagery FACILITY EXTERIORS
Supplemental - YMCA Presentation-16
Contemporary YMCA Imagery LOBBY & COMMONS
Supplemental - YMCA Presentation-17
Contemporary YMCA Imagery YOUTH & FAMILY
Supplemental - YMCA Presentation-18
PALMER'S TEACHING KITCHEN
Contemporary YMCA Imagery COMMUNITY & MULTI-PURPOSE
Supplemental - YMCA Presentation-19
Contemporary YMCA Imagery GYM/ TIRACK / AQUATICS
Supplemental - YMCA Presentation-20
Contemporary YMCA Imagery WELLNESS & 'GROUP EXERCISE
Supplemental - YMCA Presentation-21
Contemporary YMCA Imagery OUTDOOR AIMENITIES
Supplemental - YMCA Presentation-22