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HomeMy WebLinkAbout2020/05/20 - Agenda Packet - Community Services SubcommitteeMAY 20, 2020 - 4:00 P.M. COMMUNITY SERVICES SUBCOMMITTEE AGENDA SPECIAL MEETING Pursuant to Governor Newsom's Executive Order N-25-20, members of the Community Services Subcommittee or staff will be participating in this meeting via a teleconference. In the interest of maintaining appropriate social distancing, members of the public will participate in the meeting remotely, either telephonically or electronically. Members of the public can observe and offer comment at this meeting remotely by dialing (669) 900-6833, meeting code 843-1193-5054, or electronically via https://zoom.us/m/84311935054. If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act ("ADA"), please contact Valerie Smith at Valerie.Smith(aD-CityofRC.US or (909) 774-2103, at least 48 -hours prior to the meetinq for assistance. A. Call to Order Pledge of Allegiance Roll Call: Council Member Scott Council Member Spagnolo This is the time and place for the general public to address the Subcommittee on any item listed on the agenda. State law prohibits the Subcommittee from addressing any issue not previously included on the Agenda. The Subcommittee may receive testimony and set the matter for a subsequent meeting. C1. Approve and File Minutes of: May 13, 2019 (Joint Meeting) and September 18, 2019 (Special Meeting) C2. Update on the Heritage Park Bridges. CERTIFICATION I, Linda A. Troyan, MMC, City Clerk Services Director of the City of Rancho Cucamonga, or my designee, hereby certify under penalty of perjury that a true, accurate copy of the foregoing agenda was posted on May 14, 2020, at least twenty-four hours (24) prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive, Rancho Cucamonga, California and on the City's website. t-kfddA. Troyan City Clerk Services Director City of Rancho Cucamonga May 13, 2019 CITY OF RANCHO CUCAMONGA COMMUNITY SERVICES SUBCOMMITTEE AND LIBRARY SUBCOMMITTEE JOINT SPECIAL MEETING MINUTES The City of Rancho Cucamonga Community Services Subcommittee and Library Subcommittee held a joint special meeting on Monday, May 13, 2019, in Chaffey Conference Room located at 10500 Civic Center Drive, Rancho Cucamonga, California. Mayor Pro Tem Kennedy called the meeting to order at 3:00 p.m. Present were Council Members Sam Spagnolo, Kristine Scott, and Mayor Pro Tem Lynne Kennedy. None. C1. Discussion of Transition involving the Rancho Cucamonga Community & Arts Foundation and the Library Foundation Board. Library Director Julie Sowles introduced the item. She provided a brief history of the Library Foundation Board's relationship with the City. Community Services Director Jennifer Hunt Gracia provided an overview of the history between the Community & Arts Foundation and the City. Both shared the value in the transition from a Foundation that is led by City staff to one that is led by the Board Members of the respective Foundations. City Manager John Gillison stated that the Animal Care Foundation is functioning independently with the Animal Center Director serving as an ex -officio board member. A Memorandum of Understanding (MOU) will set forth the mutual understandings and commitments between the City and the Foundations. The MOU and the staff report requesting approval from City Council to transition towards independent Foundations will be presented in June to ensure that the financials are completed prior to the beginning of the next fiscal year. The Subcommittee members agreed that the transition towards independent Foundations will allow for each Foundation to pursue new initiatives and appoint board members that best suit the needs of the Foundations. No further discussion was held. Mayor Pro Tem Kennedy adjourned the meeting at 3:31 p.m. Respectfully submitted, Valerie Smith Executive Assistant Community Services Department Approved: XXXX, 2019 - Regular Meeting May 13, 2019 1 Community Services/Library Subcommittee Joint Special Meeting Minutes City of Rancho Cucamonga I Page 1 of 1 September 18, 2019 CITY OF RANCHO CUCAMONGA COMMUNITY SERVICES SUBCOMMITTEE SPECIAL MEETING MINUTES The City of Rancho Cucamonga Community Services Subcommittee held a special meeting on Wednesday, September 18, 2019, in Chaffey Conference Room located at 10500 Civic Center Drive, Rancho Cucamonga, California. Council Member Spagnolo called the meeting to order at 3:59 p.m. Present were Council Members Kristine Scott and Sam Spagnolo. None. C1. Approve and File Minutes of: May 13, 2019 (Joint Special Meeting). No action taken. C2. Update of Proposed Community Services Department Fees. (Verbal Update) Community Services Director Jennifer Hunt Gracia presented an overview of the proposal to increase fees. She indicated that fees had not been increased since Central Park and Victoria Gardens Cultural Center were built. She noted that without Redevelopment funds, much of the Department is subsidized by the General Fund. She highlighted that increases are only being applied to facilities at this time and not parks. Management Analyst II Darci Vogel provided a detailed analysis of how the fees were overhauled to make it more comprehensive. She outlined how the fee changes came about and how each facility is categorized. Analyst Vogel indicated that a User Group 5 was added to better capture outside organizations utilizing City facilities. She noted that other cities have also been increasing their fees and Rancho Cucamonga's fees are still lower than surrounding cities' fees. Implementation of the new fees is scheduled for January 1, 2020 once Council approves. The Subcommittee members agreed that there is a need to increase fees to better support programming offered to the community. No further discussion was held. Council Member Spagnolo adjourned the meeting at 4:30 p.m. Respectfully submitted, Valerie Smith Executive Assistant Community Services Department Approved: XXXX, 2019 - Regular Meeting September 18, 2019 1 Community Services Subcommittee Special Meeting Minutes City of Rancho Cucamonga I Page 1 of 1 STAFF REPORT DATE: May 20, 2020 TO: Community Services Subcommittee FROM: Jason C. Welday, Director of Engineering Services/City Engineer INITIATED BY: Gianfranco Laurie, Senior Civil Engineer SUBJECT: Update on the Heritage Park Bridges RECOMMENDATION: Staff recommends that the Community Services Subcommittee recommend replacement of three parallel bridges to the equestrian center with a single bridge structure with physically separated pedestrian/equestrian/and vehicle uses, while leaving the two westerly bridges in place with regular monitoring and forward that recommendation to the City Council. BACKGROUND: An initial bridge evaluation of seven bridges in and around Heritage Park (Bridges A through G) was completed in March 2011. The initial bridge evaluation recommended replacement of the bridges though it also identified minor repairs for each bridge to extend their useful life. In 2019, an updated bridge report reassessed the five bridges at Heritage Park (Bridges C through G). The report analyzed various bridge alternatives which included new concrete bridges, combining the existing three parallel bridges into one bridge (while separating the pedestrian, equestrian, and vehicle traffic), and replacing bridges with an in-kind construction material. An estimate to replace all five bridges was prepared and costs were estimated to be as high as $1,840,000 for design and construction. The report concluded by recommending future restorations or replacement measures for each bridge. On October 30, 2019, staff shared the report with the Public Works Subcommittee. An option recommended was replacing the three parallel bridges (Bridges E, F & G) with a single bridge with a barrier separating vehicles from pedestrians and equestrians. This option estimated at $1.2 million. One advantage of a single underlying bridge structure is that it leverages an option not otherwise available to allow Fire District reserves to assist with funding up to 50% of the structure, given that this is the only emergency vehicle access point to the facility which is utilized as a fire staging area to help protect the surrounding community during wildfires in the adjacent mountains. The remaining 50% would then be potentially funded with Park Development District No. 85 (PD - 85) reserves. The committee recommended the City Council consider allocating funding in the Fiscal Year 2020/21 CIP Budget for the single bridge with separated uses. Following the Public Works Subcommittee, staff re-engaged the consultant to conduct a more detailed structural evaluation of each bridge. A supplemental engineering study was prepared that documented exploratory investigations, structural calculations, and load demands. Significant Page 1 of 8 exterior deterioration, noted delamination, fractures, and insect activity was identified at the two westerly bridges (Bridges C and D) and main vehicular bridge (Bridge F). The load demands determined for the two westerly (Bridges C and D) independently indicated they could carry a combined weight of a 16 -hand horse, tack, and rider estimated up to 2,000 pounds. Further, the load demand determined for Bridge F indicated it could hold a single rear axle fire engine ranging between 24,000 to 35,000 pounds. Additionally, preliminary cost estimates were included in the study using various materials such as concrete, steel, and timber. The purpose of this study was to provide better structural information for decision-making as well as to discuss future bridge restorations or replacements with the City's advisory groups. On February 12, 2020, staff presented all the findings received to date to the Trails Advisory Committee. A letter furnished by the Alta Loma Riding Club (ALRC) was submitted that opposed the removal of any bridge as well as installation of one combined bridge. ALRC's feedback was that replacing all five bridges at one time is essential to maintain public access, recreational opportunities, and public safety, regardless of cost. Staff explained that based on the findings received the best option now is to replace the three parallel bridges (Bridges E, F & G) with a combined bridge, while separating the pedestrian/equestrian/vehicle uses, as the Fire District could potentially fund 50% of the anticipated costs. Moreover, the two westerly bridges (Bridge C & D) would remain open for the immediate future with regular monitoring until they reached end of life. The Trails Advisory Committee meeting concluded with a unanimous recommendation to allocate the $1.2 Million and replace the three parallel bridges with a single bridge with separated uses, while leaving the two westerly bridges in place with regular monitoring. Also, the Trails Advisory Committee agreed with staff to proceed with temporary improvements such as installing new signs and striping for Bridge C, Bridge, and Bridge F as a result from the supplemental engineering study. Subsequently, staff shared the same findings and the Trail Advisory Committee's recommendation with the Planning Commission on March 11, 2020, the Public Works Subcommittee on March 18, 2020, and the Community Park & Landscape Citizen Oversight on April 14, 2020. Each advisory group above concluded with a unanimous recommendation to allocate the $1.2 Million and replace the three parallel bridges with a single bridge with separated uses, while leaving the two westerly bridges in place with regular monitoring. ANALYSIS: As mentioned previously, significant exterior deterioration has occurred to three bridges. The two westerly bridges (Bridges C & D) that serve pedestrian and equestrian traffic to access park amenities such as the adjacent wilderness area, a short-cut access to the main park, and an additional access point to the equestrian center. The third bridge with significant deterioration, the vehicle bridge (Bridge F), is one of three parallel main bridges that provide access into the equestrian center as well as serves as access for the Fire District's staging area. Pictures on the subsequent pages depict insect activity, decayed wood planks, discolored wood planks, longitudinal cracks and fractures in the beam supports. Page 2of8 I k■ S ■■ f L Y 7 Bridges C & D Close Up Bridge C Page 3 of 8 t � �errrerrrr�r errrrrm��� rrrr IN# +�rmnrr� rrrrrnr�� �rrr��r�l Vr�ilfl fz�111i Al ki t � �errrerrrr�r errrrrm��� rrrr IN# +�rmnrr� rrrrrnr�� �rrr��r�l Vr�ilfl fz�111i Al Independent Bridges E, F & G Staff recommends combining the three parallel bridges (Bridge E, F & G) into one bridge that provides separation for vehicle, pedestrian, and equestrian uses. Presently all three parallel wood structures are independent with open voids in between bridges spanning longitudinally 80 feet along the Demens Creek Channel. The proposed combined bridge structure would remove the open voids with constructing one concrete superstructure spanning a total length of 50 feet across the Demens Creek Channel. This concrete bridge structure would include dedicated pathways for vehicles, pedestrians and equestrians that would keep the uses separated. A rough broom finish will be applied throughout the bridge surface to provide better traction for horses. Furthermore, constructing a concrete bridge structure will significantly reduce maintenance, extends the lifespan, and ensure uniformity with current city standards. An architectural rendering of what the proposed structure might look like is illustrated below. w Z Combined Bridge (Uses separated) Given the current condition of the bridges, staff has developed a tentative schedule that identifies all major milestones and target dates to construct a single bridge with separated uses. The overall process from City Council approval to design and then construction will take approximately two Page 6 of 8 (2) years to complete. The next steps are review and consideration by the City Council. A brief outline of the tentative schedule is shown on the subsequent page. Milestone Target City Council May/June 2020 Conceptual Design October 2020 (3 months) Design Drawings (PS&E) March 2021 (8 months) Permits May 2021 (10 months) Bid and Award June 2021 (3 months) Construction March 2022 (8 months) Tentative Schedule Staff recommends that the Community Services Subcommittee recommend replacement of the three parallel bridges with a single bridge with physically separated uses, while leaving the two westerly bridges in place with regular monitoring, and forward that recommendation to the City Council. FISCAL IMPACT: Combining the three parallel bridges (Bridge E, F & G) into a single bridge with separated uses will result in a total estimated cost of $1.2 million. As noted earlier, funding for the combined concrete bridge structure would be split 50% between the Fire District and the other 50% from PD -85 reserves. An estimated cost breakdown is provided below. Bridge Type Fire District PD -85 Combined Reserves Reserves Funding Single Bridge with Separate Uses (Vehicle, Pedestrian, & $420,000 $420,000 $840,000 Equestrian) Includes Prelim Eng., PS&E, $189,000 $189,000 $378,000 Inspection, & Permits Total $609,000 $609,000 $1,218,000 Estimated Costs Given the other deferred maintenance needs and aging infrastructure at both Red Hill and Heritage Parks, as well as cash flow needs, PD -85 does not presently have sufficient reserves to fund all five bridge replacements which is estimated at a cost equal to or greater than $1.8 million. Further, because PD -85 is using 30 year old assessment rates to fund current day costs, and the residents of the district have to date rejected any revenue increases, it is unlikely that PD -85 will be able to save up additional funds on its own, or repay a loan from the General Fund. Page 7of8 Consistent with existing City Council policy, all landscape and park districts city wide (east and west, north and south) are intended to be self-sustaining and receive an equitable level of support from the General Fund without disproportionately favoring any one district. The only potentially fiscally viable alternative which is within existing City Council approved policy is to leave the two western bridges (Bridge C & D) open but continuously monitored for safety and concurrently combine the eastern three parallel bridges (Bridge E, F & G) into a single, use separated bridge which would then be eligible for partial funding by the Fire District. ATTACHMENTS: None. Page 8 of 8 City of Rancho Cucamonga HERITAGE COMMUNITY PARK BRIDGE UPDATE Gianfranco Laurie, Senior Civil Engineer Engineering Services Department May 20, 2020 �r rr� �_ tjL - ILLSIDE ROAD s HILLSIDE TRAIL ` -PARK _ yam* 4 SYRIAN - - BRIDGE G _ l TINT r / BRIDGE F BRIDGED .00 m HERITAGE COMMUNITY y �4 PARK _ BRIDGE C 1 3 CITY OF RANCHO CUCAMONGA Evaluations • Initial Bridge Evaluation - 2011 • Determined minor bridge repairs or bridge replacement. • Updated Bridge Evaluation - 2019 • Examined design alternatives for future replacement. • Structural Capacity Assessment — Late 2019 • Revealed exterior deterioration and load demand capacities. Exploratory Investigations Bridge F- Figure 2- Looking upstream- Girderl and overhanging deck planks Bridge C- Figure S - Looking South - Girder Y and Beam 1 - Decay on the underside of deck deck -girder interface N' Bridge D - Figure S Girder 2 and overhanging deck planks Bridge C- Figure 1 -Looking upstream - Underside afbridge deck Bridge a - Figure 9 - Frass above corbel atsauth abutment Bridge F - Frgure 5 - Underside of bridge - Observation of fractures of deck plonks 0 ILLSIDE ROAD _- �" FIILLSIDE TRAIL . �. - ,� -._ ` rp STRIAN BRIDGE G _ s �¢ r BRIDGE F BRIDGED • BRIDGE E `�� m $G� w� HERITAGE 19 COMMUNITY OD r" y PARK BRIDGE C As r f CITY OF RANCHO CUCAMONGA r ic L Bridge C Load Capacity 0 LEGEND - CONDITION OF PLANKS -SEE PLAN OF THE WOOD PLANKS THAT ARE SEVERELY DECAYED .PORTIONS AND DETERIDRATED OF THE WOOD PLANKS THAT EXHIBIT MODERATE AMOUNT OF .PORTIONS DECAY AND DETERIORATION I 1--------------H ._ �_,TTINO LENGTHWISE r --h �. LEGEND - CC)NDITION OF GIRDERS - SEE SECTION A -A I 1 I HAVE COMPROMISED STRENGTH I Fal I I .GIRDERS T�HIAT ARE MODERATELY DETERIORATED wInTH = g' arPrnx. Load Capacity SAY" TIMBER PLAKIK5 Bridge C is approx. 2,200 lbs in-between beam . AC -=A'rEM E+JT supports for equestrians/pedestrians 0 E --------------a r-- I I I I I 14--------------4 I I I I 0 7t E H - Ti APPROX. L TI A:141AIs] LENO BRIDGE D LEGEND - CONDITION OF PLANKS -SEE PLAN OF THE WOOD PLANKS THAT ARE SEVERELY DECAYED .PORTIONS AND DETERIDRATED OF THE WOOD PLANKS THAT EXHIBIT MODERATE AMOUNT OF .PORTIONS DECAY AND DETERIORATION I� PORTIONS OF THE WOOD PLANKS THAT ExHIRTT MODERATE AMDUNT OF ._ �_,TTINO LENGTHWISE PLkN LEGEND - CC)NDITION OF GIRDERS - SEE SECTION A -A GIRDERS THAT ARE HEAVILY DETERIORATED HAVE COMPROMISED STRENGTH .GIRDERS T�HIAT ARE MODERATELY DETERIORATED wInTH = g' arPrnx. Load Capacity SAY" TIMBER PLAKIK5 Bridge C is approx. 2,200 lbs in-between beam . AC -=A'rEM E+JT supports for equestrians/pedestrians 7t E H - Ti APPROX. L TI A:141AIs] LENO BRIDGE D ILLSIDE ROAD HILLS= TRAIL - ,� -PA ` rp SYRIAN / BRIDGE G _ s BRIDGE F 1. 00 .00 .. � � BRIDGED _ / �:� •� BRlDGE E � +r � `�� ' . 6 HERITAGE COMMUNITY } PARK BRIDGE C 7 f CITY OF RANCHO CUCAMONGA r Bridge D Load Capacity L L ---I I I--- 1 I 1 1 I I I I 1 1 I I I I 1 1 I I I I 1 1 I I I I 1 #---,I �--------------I r-- --1 1 I r -- BRIDGE 'MATH - 1V AFPROK. CLEAR WDTH - 8' APPROX. SAV&-IMP,ER FLANKS TAC PAVEMENT tf Ti AFFROX SECTION A -A BRIDGE D LEGEND - CONDITION OF PLANKS - SEE PLAN .PORTIONS OF THE WOOD PLANKS THAT ARE SEVERELY DECAYED AND DETERIORATED .PORTIONS OF THE WOOD PLANKS THAT EXHIBIT MODERATE AMOUNT OF DECAY AND DETERIORATION ❑PORTIONS OF THE WOOD PLANKS THAT EXHIRFT MODERATE AMOUNT OF SPLITTING LENGTHWISE LEGEND - CONDITION OF GIRDERS - SEE SECTION A -A GIRDERS THAT ARE HEAVILY DETERIORATED - HAVE COMPROMISED STRENGTH . GIRDE P3 THAT ARE MODERATELY DETERIORATED Load Capacity Bridge D is approx. 1,850 lbs in-between beam supports for equestrians/pedestrians Ti Bridge Ir&DE ROAD AIL -PARK' SYRIAN Y/ / BRIDGE G _ l TINT r / BRIDGE F BRIDGED • BRIDGE E00 m HERITAGE COMMUNITY y PARK _ BRIDGE C 1 3 CITY OF RANCHO CUCAMONGA Bridge F Load Capacity L L L L ... L L L L L I E '.I TH - ..I IH = - TI' E L- .I - -.EE.T I I I I I I VI I I 1 EH- L_ L- L_ L_ .L ...,..i- L_ L- .Ti. LEGEND - CONDITION OF PLANKS -SEE PLAN .PORTIONS OF THE WOOD PLANKS THAT ARE SEVERELY DECAYED AND DETERIORATED .PORTIONS OF THE WOOD PLANKS THAT EXHIBIT MODERATE AMOUNT OF DECAY AND DETERIORATION ❑PORTIONS OF THE WOOD PLANKS THAT EXHIRTT MODERATE AMOUNT OF SPLITTING LFNG7HV4YSE LEGEND - CONDITION OF GIRDERS - SEE SEGTIDN A -A GIRDERS THAT ARE HEAVILY DETERIORATED HAVE COMPROMISED STRENGTH . GIRDERS THAT ARE MODERATELY DETERIORATED Load Capacity Bridge F is approx. 4,300 lbs in-between beam supports for vehicles. (Note, individual beam support can carry 41,000 lbs.) I I I I I I I I I I I I I I I I I I I I1c;-y1 I u I I ® I I I I I I I 11 I I 13 I I 15 I I I � 18 ^�T �----� d r----1�-- I !TYP- 1B I A r----1 I I I I i I I I I I I I I I I I pI I I I 2 I I I I 74 I I I I I I I I I I p 1 1 I I I I I I I I I I I I I I I I I I I 1 1 1 I I I I I I I I I I I I I I 1 L-- 0 o (D a a a 0 Q I E '.I TH - ..I IH = - TI' E L- .I - -.EE.T I I I I I I VI I I 1 EH- L_ L- L_ L_ .L ...,..i- L_ L- .Ti. LEGEND - CONDITION OF PLANKS -SEE PLAN .PORTIONS OF THE WOOD PLANKS THAT ARE SEVERELY DECAYED AND DETERIORATED .PORTIONS OF THE WOOD PLANKS THAT EXHIBIT MODERATE AMOUNT OF DECAY AND DETERIORATION ❑PORTIONS OF THE WOOD PLANKS THAT EXHIRTT MODERATE AMOUNT OF SPLITTING LFNG7HV4YSE LEGEND - CONDITION OF GIRDERS - SEE SEGTIDN A -A GIRDERS THAT ARE HEAVILY DETERIORATED HAVE COMPROMISED STRENGTH . GIRDERS THAT ARE MODERATELY DETERIORATED Load Capacity Bridge F is approx. 4,300 lbs in-between beam supports for vehicles. (Note, individual beam support can carry 41,000 lbs.) orr ti '..._ CITY OF RANCHO CUCAMONGA Combined Bridge lql-. - V� 0 CITY OF RANCHO CUCAMONGA Tentative Schedule Milestone City Council Conceptual Design Design Drawings (PS&E) Permits Bid and Award Construction 11F Ta rget ,A May/June 2020 October 2020 (3 months) March 2021 (8 months) May 2021 (10 months) June 2021 (3 Months) March 2022 (8 Months) Estimated Cost Combining Three Main Bridges into One Structure Single Bridge with Separate Uses (Vehicle, Pedestrian, &Equestrian) $420,000 $420,000 $840,000 Includes Prelim Eng., PS&E, I $189,000 $189,000 $378,000 Inspection, &Permits (45%) Total $609,000 $609,000 $1,218,000 Recommendation • Staff recommends that the Community Services Subcommittee recommend replacement of the three parallel bridges to the Equestrian Center with a single bridge structure with physically separated pedestrian/equestrian/and vehicle uses, while leaving the two westerly bridges in place with regular monitoring, and forward that recommendation to the City Council. Questions?