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2018 05 21 CC & PC & CSC Special Joint MinutesSPECIAL MEETING OF THE CITY COUNCIL AND SPECIAL JOINT STUDY SESSION MEETING OF THE CITY COUNCIL, PLANNING COMMISSION, AND COMMUNITY SERVICES COMMISSION MINUTES MONDAY, MAY 2112018 CALL TO ORDER - City Council A special meeting of the La Quinta City Council was called to order at 5:30 p.m. by Mayor Evans. PRESENT: Councilmembers Fitzpatrick, Pena, Radi, Sanchez, Mayor Evans ABSENT: None PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None CONFIRMATION OF AGENDA - City Council - Confirmed Councilmember Pena recused himself from participation on Closed Session Item No. 1 due to potential conflict of interest stemming from the proximity of his residence to the properties under negotiation. CLOSED SESSION - City Council 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED ON AVENIDA MONTEZUMA (APNs 773-072-028 and 773-077-015) AND AVENIDA VILLA (APN 773-076-018) CITY NEGOTIATOR: FRANK J. SPEVACEK, CITY MANAGER NEGOTIATING PARTY: THE DYSON COMPANIES UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT AND/OR DISPOSITION OF THE PROPERTY IDENTIFIED COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 5:32 P.M. MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE SPECIAL CITY COUNCIL MEETING AT 6:00 P.M. WITH ALL MEMBERS PRESENT CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 1 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION REPORT ON ACTION(S) TAKEN IN CLOSED SESSION: Mayor Evans reported: 1) Councilmember Pena recused himself from discussion on Closed Session Item No. 1 due to potential conflict of interest stemming from the proximity of his residence to the properties under negotiation. 2) No actions were taken in Closed Session that required reporting pursuant to Government Code section 54957.1 (Brown Act). A special joint study session meeting of the City Council, Planning Commission, and the Community Services Commission of the City of La Quinta was called to order by Mayor Evans at 6:01 p.m. CALL TO ORDER - Planning Commission PRESENT: Commissioners Caldwell, Currie, McCune, Proctor, and Chairperson Quill ABSENT: Commissioners Bettencourt and Wright CALL TO ORDER - Community Services Commission PRESENT: Commissioners Quill, Wyler, and Chairperson Chiapperini ABSENT: Commissioner Marley VACANCY: One PLEDGE OF ALLEGIANCE - City Council, Planning Commission, and Community Services Commission Planning Commissioner McCune led the audience in the pledge of allegiance. PLANNING COMMISSIONER BETTENCOURT JOINED THE MEETING AT 6:02 P.M. PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None COMMUNITY SERVICES COMMISSIONER MARLEY JOINED THE MEETING AT 6:03 P.M. STUDY SESSION - City Council, Planning Commission, and Community Services Commission N � 11 &140111-1&11 kyj 4 R.118Z4:141TI4ZI W1 a 14 Facilities Director Howlett introduced City Consultant Hermann, President/CEO of Hermann Design Group who presented the staff report, which is on file in the Clerk's Office. Mr. Hermann said the SilverRock Event Site Ad -hoc Committee (Committee) was comprised of Community Services Commissioner Wyler, Planning Commissioner CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 2 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION McCune, Mayor Pro Tem Fitzpatrick, Mr. Gamlin with Silverrock Development Company (SDC), and La Quinta Arts Foundation (LQAF) Executive Director Christi Salamone. Mr. Hermann explained the site preparation and grading included removal of excess soil, installation of underground infrastructure, site electrical, landscaping and irrigation, general public works compliance, and design. He said the project would be funded by development fees paid to the City by SDC as the site was being developed; and the Committee identified a proposed project timeline to accommodate the LQAF's 2020 Arts Festival: • August 7, 2018 - City Council approve project plans • March 2019 - Begin construction • July 2019 - Plant Bermuda Grass • September 2019 - Construction completed in time for the October winter over -seeding • March 2020 - Landscape established and site ready for the Arts Festival Joint discussion followed regarding potential traffic impacts from events attendance; need for an acoustical study to identify the sound impacts; restroom facilities being part of Phase II development; length of the walkways; size of the amphitheater; potential challenges and extra costs associated with constructing the site in two phases, including the additional infrastructure necessary to add a water feature and complete build -out of the amphitheater; type and number of light fixtures slated for Phase II for the event site, walkways, and no planned lighting for the parking lot; existing environmental assessment and the development of a mitigated negative declaration as part of the site development permit approval process; and taking into account that the site is sunken -in which would mitigate the lighting and sound effects. PUBLIC SPEAKER: Mr. Michael Walker, General Manager of PGA Residential Association, Inc. expressed concerns that events held at the proposed site would generate noise nuisances for the surrounding residential developments; thanked Council for the opportunity to participate in the meeting and provide comments; and requested that meetings be set up between staff and community representatives to discuss and address the residents' concerns in more detail with regards to the types of events and programs anticipated to be held at the event site. Joint discussion continued regarding reaching out to the Citrus residential development as well; the entry -way water feature at Silverrock would remain unchanged; challenges associated with utilizing canal water and the ability to circulate it through a water feature; the plans to connect to the CVWD canal line for the three proposed entry lakes, which were connected, and would become the water reservoirs for the site and would also supply water for the event site center feature; best location to place the restrooms on site and the need to have a pump house nearby; sewer line connections; security measures; park fencing; night security guards for the golf course properties; and permitting requirements for events which would include traffic control plans, security, additional temporary restroom facilities, and any other accommodations which would be determined on a case -by -case basis. CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 3 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION Additional joint discussion followed regarding the Committee's original all-inclusive development master plan for the event site which had to be scaled down and then split into phases in order to meet budget constraints; optional enhanced Phase I development which would include restrooms and lighting features, but would exceed the budget. Mayor Evans explained the City received an active transportation grant which will be used for streets, drainage, roundabouts, art alley, pedestrian -connectivity improvements, and enhancements of the Old Town area along Calle Tampico, Avenida Bermudas, Desert Club Drive, and Eisenhower Drive. These improvements are slated to begin following the March 2019 Arts Festival and would interfere with additional parking currently available for this event. The City aimed to complete the Silverrock event site in time for the 2020 Arts Festival in order to provide a comparable venue for the Arts Festival as the Civic Center Campus would no longer be able to accommodate it after March 2019. Staff noted that CVWD scheduled construction of the Silverrock irrigation pipeline this summer, which will be completed around the time the City's "road diet" and pedestrian -connectivity improvements will begin. Joint discussion followed regarding the LQAF initial participation as a member of the Committee tasked with developing the design and construction timeline for the event site; LQAF pulling out of discussions with the Committee and staff; and other potential uses for the event site. Staff explained the original 2003 Silverrock Master Plan included an event site at the corner of Jefferson Street and Avenue 48. Due to developer and project design changes, the event site was moved to its current location at the entrance of Silverrock resort as part of the 2014 site environmental review. Joint discussion followed regarding parking availability at the site, including additional overflow parking available at the adjacent hotel site; Phase II included art in the park program which could be set as a one-time art purchase or a rotating art program; available Art in Public Places funds; strong desire to have site -specific art and an integrated site -art program, which would creatively incorporate art into the event site design; collaboration with the Montage and Pendry brands and ensuring the event site blends in with their image; size and location of the conference and shared services center for the proposed hotels; the importance to include security and parking lot lighting on the site master plan; and the appeal of a central water feature on the premises. General joint discussion continued regarding the ability to build the Silverrock event site to full scale of the proposed master plan design in one phase, inclusive of lighting, water feature, and restrooms; funding options and constraints; extra costs associated CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 4 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION with phasing the project, additional challenges and costs due to inflation and tearing down and rebuilding the infrastructure in each phase; ability to add other structures on site to house back -of -the -house activities and architectural design options; and the importance to maintain the established project completion timeline and ensure the City could accommodate the March 2020 Arts Festival. Mayor Evans commended the Committee for their efforts and commitment. Joint discussion followed regarding the LQAF withdrawal from participation on the Committee; the lack of any comments provided by the LQAF's Board of Directors to the Committee regarding the event site design; LQAF's refusal to partake in any discussions unless the City committed to a specific project completion date by March 2019; the City offered the LQAF the ability to partner with the City and help build their own infrastructure on site, a permanent space to be utilized by the LQAF which would solidify La Quinta as the home of the No. 1 Arts Festival in the nation, and would facilitate its future growth; the event site would allow the LQAF to expand the Arts Festival's date range and size; the Committee took into account the LQAF's initial input and requests, incorporating them into the site design to better serve its needs for the Arts Festival, but has been unable to present them to the Board of Directors. Staff explained the permitting process to build the event site and explained that special studies might be triggered based on the final site design; for example, if it included building an amphitheater, it would trigger the need for a noise study. Joint discussion followed regarding a food and beverage facility on site; whether there would be a need for such facility in the future; costs associated with not only building such facility, but also ongoing maintenance costs; food and beverage facilities would be available at the hotel grounds; the event site design allowed flexibility to add prefabricated structures responsive to the needs of every event; the City's reserve balance and its ability to fund the building of the project in one phase; other art foundations have contacted the City about holding art festivals in La Quinta should the LQAF decide not to hold the Arts Festival at the new event site; potential use of the event site by the adjacent hotels; possible marketing plan; and any event would require a City permit, which would evaluate and mitigate traffic flow and other irritants on a case -by -case basis. MAYOR EVANS CALLED FOR A BRIEF RECESS AT 7:30 P.M. MAYOR EVANS RECONVENED THE SPECIAL JOINT STUDY SESSION MEETING AT 7:39 P.M. WITH ALL MEMBERS PRESENT Council Members and Commissioners asked staff to develop cost comparison scenarios to build the event site in one phase and in multiple phases; and estimated completion timeline for both scenarios. This would allow them an opportunity to objectively evaluate cost and time related benefits and constraints and decide which CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 5 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION scenario would be most beneficial and effective, and whether or not the use of unassigned reserve funds would bejustified. 2. SILVERROCK PROJECT UPDATE City Manager Spevacek provided an update on the SilverRock project development, including its history and design evolution since 2003. Facilities Director Howlett and Mr. Gamlin provided an update on the plans to relocate the temporary golf clubhouse and maintain the Ahmanson house food and beverage operations; and the importance to continue operations and preserve the aesthetical experience for its patrons. Joint discussion followed regarding parking accommodations; relocation of the cart barn; pending discussion with Landmark Golf Management LLP to finalize operations and golf path; there would be no impacts to the golf course, the changes are only operational; ability to provide a paved parking lot; pedestrian traffic safety; placing concession stands at the golf check in area, and having a couple of concession carts on the course; and keeping focus on building the hotels while maintaining operations as these accommodations would only be temporary. Staff provided an update on the SDC financing of the project and planned infrastructure development; and noted that the resort had the highest number of golf rounds played since it was opened, which resulted in generating revenue in 2017/18. Staff said Robert Green, President/CEO of SDC, will be presenting a project update to Council on June 19, 2018. MAYOR'S AND COUNCIL MEMBERS' ITEMS - None ADJOURNMENT - City Council, Planning Commission, and Community Services Commission There being no further business, a motion was made and seconded by Councilmembers Pena/Fitzpatrick to adjourn the special joint meeting at 8:15 p.m. Motion passed unanimously. Respectfully submitted, —fte02�67 MONIKA RADEVA, Acting City Clerk City of La Quinta, California CITY COUNCIL MINUTES - SPECIAL MEETING MAY 21, 2018 SPECIAL JOINT STUDY SESSION MEETING: Page 6 of 6 CITY COUNCIL, PLANNING COMMISSION, & COMMUNITY SERVICES COMMISSION