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HomeMy WebLinkAboutMinutes - October 28, 2003 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, OCTOBER 28, 2003 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, October 28, 2003, commencing at 7:03 a.m. A. ROLL CALL Present: Council Members — Beckman, Hansen, Howard, Land, and Mayor Hitchcock Absent: Council Members — None Also Present: Deputy City Manager Keeter, City Attorney Hays, and City Clerk Blackston B. CITY COUNCIL CALENDAR UPDATE City Clerk Blackston reviewed the weekly calendar (filed). C. TOPIC(S) C-1 "Tokay High field lighting project" Council Member Beckman disclosed that he previously served as president of the Friends of Tokay Foundation. Although he has not been associated with them for the past one and a half years, he was the president when the Tokay High field lighting project was first being considered. Mamie Starr, Assistant Superintendent of Facilities and Planning with Lodi Unified School District (LUSD), reported that on November 21, 2000, the LUSD Board gave authorization for the Tokay High field lighting project to proceed; however, they stipulated that all costs related to the capital improvements were to be borne by the Friends of Tokay. On April 2, 2001 the Board authorized that the abvelopment and preparation of the Environmental Impact Report (EIR) proceed. A public hearing took place on September 3, 2002. The State Clearing House process has been completed with the exception of the Final Notice of Determination. The Board has agreed that the cost of using the lights would be borne by the District for all school -related or District -sponsored functions. Ms. Starr stated that use of the track and stadium area would fall under the joint use agreement provisions. Friends of Tokay have acknowledged the need for additional seating and are willing to accept that as a second generation project. Council Member Land asked that the EIR be forwarded to Council, preferably via e-mail. In response to Council Member Land, Ms. Starr stated that community meetings were advertised through the Friends of Tokay and Tokay High School. Residents of the immediate neighborhood were contacted and hearings were conducted as part of the EIR process. A number of concerns were addressed at the meetings; however, Ms. Starr stated she was not aware of any organized opposition. PUBLIC COMMENTS: 0o Gary Arnold, President of Friends of Tokay High School, reported that there was virtually no opposition expressed during public meetings. He stated that there were no plans to discontinue the varsity and junior varsity football teams from playing at the Grape Bowl. The lighting at Tokay High School would allow for other activities, e.g. band practice, track and soccer teams, community nighttime events, etc. He estimated the cost of the lights at $150,000. Friends of Tokay are continuing to raise funds toward the lighting project and looking for community support. Continued October 28, 2003 In reply to questions posed by Mayor Pro Tempore Howard, Mr. Arnold reported that Friends of Tokay have $30,000. The lights will be filtered and focused so that they direct the light on the field. He believed the lighting surrounding the area would be less than what a full moon illuminates. The most frequent concern raised by residents was regarding potential noise from the announcer and crowds. He stated that high school freshman football games end at 8:30 p.m. and the varsity team games conclude by 9:30 p.m. Mr. Arnold stated that it is hoped to have the graduation ceremony held at Tokay High School, once increased seating is available. In answer to Council Member Hansen, Mr. Arnold reported that each year there are one or two football games at which the Grape Bowl is overbooked, and in these instances, they would play at Tokay High School on Friday nights. He stated that there are only three or four homes at the north end of the field that border the campus. Rob Lechner, Manager of Customer Programs, stated that Electric Utility would investigate providing funds from the street lighting budget, a.k.a. Lighting and Public Places, rather than using funds from Public Benefits. He noted, however, that Public Benefits funds may be donated toward the lighting product as part of an energy efficiency assessment. He reported that there are four, 70 -foot poles with 10 luminares per pole using 1,500 watt metal halides. The lights have a 30% degradation over the first few years and should be replaced on a three- to four-year cycle. In reply to Mayor Hitchcock, Mr. Vallow explained that Electric Utility has done a lot of lighting in public places in conjunction with the Parks and Recreation Department because of the positive impact it has on the community. He believed this project was a natural extension, in terms of community benefit, because it would provide a venue for supervised activities in the evening for youth. At the request of Mayor Hitchcock, Parks and Recreation Director Goehring reported that his department participates with LUSD under a joint use facilities agreement. He believed that having another lighted facility in the community would be of benefit to his department as well. Tokay High School currently hosts four to five games a year at the Grape Bowl. The revenue generated from those games is approximately $5,200 a year and it is applied to the $20,000 threshold that was set in the joint use agreement. Staff estimates that it costs $2,500 a year to maintain the Grape Bowl field. He noted that there are other schools in the City that have a need for lighted fields. In reply to Mayor Pro Tempore Howard, Mr. Lechner stated that according to the EIR and consultant working the project, ten lights on each pole are sufficient and are not an overabundance of light. Mayor Pro Tempore Howard asked whether $120,000 will be used from the street lighting budget for this project, being that the Friends of Tokay have only $30,000. Mr. Vallow replied that he estimates the cost to the City would be $75,000 in equipment and $25,000 in engineering, site preparation, and installation. In response to Mayor Pro Tempore Howard, Ms. Starr noted that LUSD also had budget constraints in 2000 when this project was authorized. Its operation policy is that capital improvements to school sites that are beyond the basics, which have been provided with the facility, are usually undertaken with outside funding from parent clubs, special grants, programs, etc. In answer to Mayor Hitchcock, Ms. Starr explained that the EIR indicated there would be usage based on the school schedule and at that time they assumed it would include varsity football. It also took into account secondary uses; however, it was not possible to do a direct quantification because these uses were not clearly identified. The mitigation measures included ending events by 10:00 p.m. W Continued October 28, 2003 Mayor Hitchcock asked that the City be provided with one copy of the EIR, which can then be circulated among Council Members. In reply to Council Member Hansen, Ms. Starr suggested that there be an agreement between LUSD and Electric Utility relative to the grant funding and the work that the Utility will be providing. In addition, the joint use agreement should be amended, or a separate agreement created, between the District and the City relative to the actual operations and how joint use would be allowed. Other considerations muld be a fee component and whether there would be other entities that would fall under the City's umbrella. Mayor Pro Tempore Howard stated that it would be beneficial for Council to review the proposed joint use agreement at the same time it considers the request for this project. Deputy City Manager Keeter noted that a 2x2 meeting with LUSD is scheduled for November 4 and suggested that the amendment to the joint use agreement be discussed at that time. Mr. Vallow anticipated returning to Council for authorization regarding this project within the next six weeks. D. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. E. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at 7:50 a.m. ATTEST: Susan J. Blackston City Clerk i Mayor's & Council Member's Weekly Calendar WEEK OF O C TO BER 28, 2003 Tuesday, October28, 2003 7:00 a.m. Shirtsleeve Session. 1. Tokay High field lighting project (EUD) 5:45 p.m. Sister City Special Meeting, Annual Wine and Cheese Evening, 11877 North Highway 99, Lodi. Wednesday, October29, 2003 Reminder 2003 CRA CAL-ALHFA Housing Conference, Oakland Marriott City Center, October29-30, 2003. Thursday, October 30, 2003 11:00-1:30 p.m. United Way Luncheon, behind City Hall. Friday, October 31, 2003 Happy Halloween Saturday, November 1, 2003 Sunday, November2, 2003 Monday, November3, 2003 Disclaimer: This calendar contains only information that was provided to the City Clerk's Office CADocuments and SettingsJperrin\Local Settings\Temporary Internet Fi1es\0LKC4\Mca1ndrl0.doc