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HomeMy WebLinkAbout1997-02-11; City Council; 14051; Boys & Girls Club requestY p. :: * E i- I ,/ 0 9 1 CIUY OF CARLSBAD -AGENDA BILL BOYS AND GIRLS CLUB REQUEST RECOMMENDED ACTION: To discuss the written request submitted by the Boys and Girls Club for changes in ’ Community Development Block Grant (CDBG) Funds and other requirements for renovatr Village Branch to retain existing swimming pool, and to provide direction as to how to proce ITEM EXPLANATION: Last year, the Boys and Girls Club submitted a redevelopment permit application to rer expand their existing Village Branch facility. Under the proposed project, the existing swimmin to be removed and the pool enclosure area was to be converted into a teen center. The Club to remove the swimming pool was based on an assessment of their organizational needs considering the best use of their existing site and building. Due to community concern, ho Club decided to give additional consideration to its proposal. The Club considered its option decided that unless some assistance can be provided by the City of Carlsbad, they will nee forward with their original proposal which will result in elimination of the pool. The assistance I retain the swimming pool is as follows, with issues identified by City Staff: CDBG funds previously allocated for the renovation/expansion project. Issue: None. The City Council has the authority to approve a minute motion to eliminate the funds requirement and any other restrictions which are not set forth by the federal government. 2. Use sf $160,000 in previously allocated CDBG funds for pool and locker room rei $140,000 in CDBG funds for remodeling and renovation of other program areas within the issue: The Boys and Girls Club will be required to provide and maintain separate docume Council may approve a minute motion or simply indicate approval of the proposed expenditures 3. A waiver of any parking requirements related to the future expansion of the Villag facility to accommodate a new teen center. Issue: All issues related to development standards for a redevelopment project are addresse the processing of a land use permit. In the past, staff has recommended and the City Council, the Housing and Redevelopment Commission, has approved innovative options for meetir parking requirements. For example, projects have been allowed to meet their parking requir leasing public parking spaces. In the future, some projects may be eligible to pay a parking in-I waiver of parking requirements has not generally been supported by the Commission. To grant the Housing and Redevelopment Commission will be required to make findings (see attac report) which support the standards waiver or modification. The required findings will involve a ‘ call” as to the adequacy of the justification to waive the standard. Action on a standards waiv not be made until a project application has been submitted and completed the public hearing pr 0 0 AB # IFoSf PAGE 2 Attached as Exhibif 4 is the Boys and Girls Club letter dated January 7, 1997. It has been fc the City Council at this time for consideration and direction as to how the Club should , supplemental staff report has been attached as Exhibit 2 to provide additional information on and actions for consideration by the City Council as related to the Boys and Girls Club request At the request of the Boys and Girls Club, the current redevelopment permit application i: pending a decision by the Council regarding the Club’s request for assistance. It is important t the original application, which includes removal of the pool and construction of some on-site p not yet been submitted to the Design Review Board for a recommendation or a public hearing. is to be retained, the Club will be required to prepare a new application with a revised set of p it is determined which application the Boys and Girls Club chooses to submit for action, the be scheduled for a public hearing before the Design Review Board. After receiving a recom from the Design Review Board, the project will be submitted to the Housing and Rede Commission for final action. FISCAL IMPACT: Since program year 1992-93, the City Council has allocated approximately $350,000 in CDB( renovation of the Village Branch of the Boys and Girls Club. To date, approximately $50,00! allocated funds have been expended by the Club. The remainder of funds are available for e: by the Boys and Girls Club once the renovation project has been specifically defined and ap the City of Carlsbad. The Boys and Girls Club has requested an additional $150,000 in CC from the City as part of the 1997-98 CDBG Program Year, which will be considered by the CI within the next couple of months. EXHIBITS: 1. Correspondence from Luke Matteson, President of the Boys and Girls Club, dated January 2. Staff Report outlining issues and options for considering request from Boys and Girls C January 23, 1997. @ EXHIBIT 1 REFEFE; ;mN~;~~~t~ Bate: a L cq -a 7 - 3 January 7,1997 Mr. Claude A. "Bud" Lewis, Mayor 1200 Carlsbad Village Drive Carlsbad, California 92008 BOYS & GIRL City of Carlsbad OF CARLSE Administrative Offic Post Office Box 91 3 Carlsbad, CA 92018 (61 9) 729-0207 FAX (61 9) 729-2279 Dear Mayor Lewis: Please be advised that the Boys & Girls Club of Carlsbad has elected not to consolidate, merge or combine with the Carlsbad Girls Club. As a result. as a follow-up to your letter dated December 20, 1996, we should immediately re-visit your interest m having the Boys & Girls Club of Carlsbad retain the swimming pool at the Village Branch. As articulated in my letter dated December 12, 1996, for us to retain the SWhIming La Costa Branch Carisbad, CA 92009 ~~\~~~-~~+~o,50 milage Branch Carlsbad, ~~92008 7805 Centella Street 31 15 Roosevelt Streei pool, the following will be necessary: (61 9) 729-0956 Board of Directors Officers t Elimination of all restrictions (e.g. matching requirements, allocated CDBG funding of $300,000 for the expansion and Use of previously allocated CDBG funds will be authorized as establishment of trust funds, etc. ) to accessing preViOUSlY Luke Matteson Presrdent Ann J Kulchin Vice-President Bob Grimes Vice-Presldent Richard Macgurn Vice-President Steven K. Krogh, CFP secretary & CbiefFrnancra' Officer renovation of the Village Branch. t follows: 1.) 2.) $160,000 for pool and pool locker room related repairs. $140.000 for the re-modeling and renovation of other program areas and offices. Members Bruce Bandemer Tom Betz OfeliaEscobedo Bob Grimes John Haedrich Tim Jochem Bruce Jordan, D.D.S.' t Waivers of any parking requirements related to the future expansion of the Village Branch site. If the above conditions are not possibie, please advise me at your earliest convenience, so we can proceed with our plans to establish a teen center in the space currently devoted to the swimming pool. We are anxious Steven K, Krogh, cFp Ann J. Kulchin Rett LeMoult Richard Macgurn to proceed with that project given the critical needs of the teenagers in Luke Matteson* Greg Nelson" David Oas A. Sandy Parsons, Ph.C Conrad B Pawelski 'Past President Executive Director Carman Cedola President LDM.tjm cc: Council Members @ A United Way Age The mission of the Boys & Girls Club of Carlsbad is to provide activities and experiences that enrich the lives of gJ young people in our community. 0 0 EXHIBIT January 23 , 1997 TO! CITY MANAGER FROM: HOUSING AND REDEVELOPMENT DTRECTOR BOYS AND GIRLS CLUB REQUEST FOR CHANGES TO USE OF CDBG FUNDS ANI: WAIVER OF PARKING FOR FUTURE EXPANSION The following report provides comments and information related to the Boys and Girls Club request tc redefine their renovation and expansion project. Funding Allocations and Uses The Boys and Girls Club of Carlsbad has a total of approximately $300,000 currently available in CDBC funding to use for improvements to their Village Branch facility. The City’s HUD-approved Final Statement and Annual Consolidated Funding Plan Strategy states that the CDBG funds can be used by the Boys and Girls Club for any activities that fall within the general scope of renovations and expansion of the Village Branch facility. Therefore, the proposed renovation: to the pool and the adjoining locker rooms would be consistent with the project description approved bq HUD; this means that the City Council would need to take no further action for funding allocation purposes. The Council will, however, need to approve an agreement with the Boys and Girls Club before any of the remaining funds may be disbursed. Prior to approving an agreement, an environmental review of the project must be completed which requires the Boys and Girls Club to “define the project”. Once the Club has decided which activities they intend to finance with the CDBG monies, the environmental review documentation can be completed, the agreement can be approved by the Council, and the Club can then request reimbursement from the City for approved costs. City Council Conditions on CDBG-Funded Proiects or Programs The City Council has the authority to place special conditions on any CDBG-funded project or program which they deem appropriate to protect the interests and needs of the low and moderate income population of Carlsbad. The Council used this authority when they approved a matching funds requirement for the Boys and Girls Club for a significant portion of the funds (approximately $1 70,000) in program year 1994-95. At the time the action was taken , the Council wanted the CDBG funds to be used by the Boys and Girls Club as leverage to obtain other funding. Also, the Council indicated that they wanted to ensure that adequate funds were being set aside by the Club to operate the facility. For each $1 the Club raised privately, the City would provide $1 of CDBG funds up to a maximum of $169,847 with the additional stipulation that $.50 of the matching dollar be used for the renovations and the other $.50 be used for operations. Per previous Council action, the Boys and Girls Club cannot receive reimbursement from the CDBG program until appropriate documentation has been submitted to the City which demonstrates that the matching funds requirement has been met and a trust was established for the administrative funds. The City Council, however, has sole discretion to eliminate or amend this matching funds requirement at any time. HUD regulations for the CDBG program do not require a “match” from the subrecipient. 0 0 Boys and Girls Club Report January 23,1997 Page 2 Basic Federal Regulations For the CDBG Program The Federal Regulations related to the CDBG Program set forth a variety of complex rules related tc allocation of funds and general administration. However, the “bottom line” for the CDBG Program i: fairly simple. Every project or activity which is CDBG funded must demonstrate compliance with thc national objectives for the program. Specifically, every project must benefit low and moderate income households. The Boys and Girls Club, as well as every other subrecipient of CDBG funds, is required tc maintain adequate documentation demonstrating that a minimum of 5 1 percent of the approved activio participants are of low and moderate income. For the CDBG Program, low income is defined as 50% 01 the county median income and moderate income is 80% of the median. With the great emphasis recently placed on the fact that the existing pool and locker room facilities do not serve the Boys and Girls Club, it will be necessary for the City to place a requirement on future use of CDBG funds which states that the Club will be required to submit separate reports for the pool and locker room areas. Documentation will need to be initially provided and then maintained which demonstrates that the primary beneficiaries of the pool continue to be low and moderate income persons/households. As long as it can be demonstrated that the pool and locker rooms meet the national objective, the proposed uses of funding are eligible under the CDBG program. The Boys and Girls Club may spend their CDBG funds on any eligible CDBG expenditure. Therefore, the Club’s proposal to spend $160,000 for pool and pool locker room repairs and $140,000 for the remodeling and renovation of other program areas and offices for the Club is acceptable with the understanding that the facilities will primarily benefit low and moderate income households. Development Standards for the Expansion Proiect The ‘j/outh fadip use” represented by the Boys and Girls Club is a “provisional” use within the new Village Master Plan and Design Manual. Without the approval of a Redevelopment Permit, the use remains in a “non-conforming” status which means that the Club cannot expand its facility until further formal action is taken by the Redevelopment Agency. In order to be able to approve a redevelopment permit to allow for expansion of the existing facility, a determination must be made that the project is consistent with existing development standards set forth within the Village Master Plan and Design Manual. If the project is not consistent with the current development standards, variances (or exemptions/waivers) are required in order to grant approval to the continuing provisional use. The Boys and Girls Club submitted an application for a Major Redevelopment Permit in 1996 to allow the addition of approximately 5,000 square feet to their existing building. The Boys and Girls Club had intended to demolish a portion of the existing building and reconstruct the building to create a two story facility which also provided for 7 parking spaces and a “drop off’ area on site. The facility would be increased from approximately 14, 000 to over 19,000 square feet of space for youth programs. Under this proposal, the pool was to be removed and the pool enclosure area was to be renovated into a teen center. a 0 Boys and Girls Club Report January 23,1997 Page 3 The Boys and Girls Club has indicated to City Staff and the Council that if they keep the pool, they wil need to expand their existing facility (by approximately 3000 square feet) for the desired teen center The project currently proposed under the redevelopment permit application would not be constructed The Club would simply expand to the rear of their existing building. To keep the pool facility an( provide for a teen center, the Club will not be able to provide any on-site parking or their propose( “child drop off’ area. Therefore, the Boys and Girls Club will need a waiver of the parking requiremen for their project. Staff anticipates that the Club will also require variances from the new setback and open space standards as well in order to expand the existing facility. To receive a variance/ exemption/waiver, the following findings must be made: 1. The application of certain provisions of the Chapter will result in practical difficulties or unnecessary hardships which would make development inconsistent with the general purpose and intent of the Carlsbad Village Area Redevelopment Plan. 2. There are exceptional circumstances or conditions unique to the property or the proposed development which do not generally apply to other properties or developments which have the same standards, restrictions and controls. 3. The granting of a variance will not be injurious or materially detrimental to the public welfare, other properties or improvements in the project area. 4. The granting of the variance will not contradict the standards established in the Village Master Plan and Design Manual. Under the current project submitted for a Major Redevelopment Permit, the Boys and Girls Club programs are to be provided for youths and teenagers only. Therefore, the parking requirement for the project was set at 1 space for each full time employee and 2 guests, for a total parking requirement of 4 spaces. The Boys and Girls Club was going to provide a total of 7 spaces and a drop off area on site. Staff was prepared to recommend approval of the parking plan for the proposed project. Staff had not anticipated the need to grant a parking variance or waiver for the project. Consequently, no consideration has been given to the above findings for parking purposes. Current development standards, including parking requirements, were applied to the Boys and Girls Club original project. The parking requirement, as noted above, was set at 4 spaces, with the assumption that the entire facility, including the pool, was used primarily by children. If the pool facility is primarily benefiting adults, the pool portion of the project should probably be parked at the swim club parking ratio of 1 space for each 35 square feet of pool area. This would result in an additional parking requirement of approximately 68 spaces under normal circumstances. * e .’ Boys and Girls Club Report January 23,1997 Page 4 If the Boys and Girls Club simply renovated the interior of the existing building and did not expand they would not be required to address the parking issue. If they expand (or intensify), they must addres: the parking requirement because a redevelopment permit is required for the provisional “youth facility’ land use. To address the parking, the Boys and Girls Club must 1) meet the requirement on site; or 2 provide the required parking on property located within 300 feet of the existing facility; or 3) pay an in lieu fee for 50% of the parking requirement and construct the remainder of parking on or off site; or 4 obtain a standards waiverhariance from the Housing and Redevelopment Commission/City Council. If the Boys and Girls Club can’t provide the parking on or off site, they will need a standards waiver, 01 variance, from the Housing and Redevelopment Commission. The findings noted within this report will need to be made by the Commission. With assistance from the Boys and Girls Club, staff may be able tc develop responses to the findings which would provide adequate justification to grant the waiver However, to make the findings, a “judgment call” must be made as to the adequacy of the justification This is sometimes a difficult decision. Summarv In summary, the following points are reiterated: 0 The Boys and Girls Club can use the existing CDBG funds for the desired renovations to the pool and locker rooms as well as the other desired remodeling of their Club facility. The City Council has the authority to eliminate the matching funds requirement on the use of the CDBG funds by the Boys and Girls Club at any time by minute motion. The Boys and Girls Club will be required to maintain separate documentation on the users of the pool to verify that at least 51% of the users are from low or moderate income households, to satisfy requirements for the CDBG program. The parking issue will need to be resolved through the permit process. If the Boys and Girls Club is unable to meet the parking requirements through one of the options noted, then the Housing and Redevelopment Commission will be required to grant a parking standards waiver in order to approve the construction of any additional space for the teen center. The Commission may be able to make the required findings to grant the waiver from the 4 required parking spaces. The Boys and Girls Club should submit a new application which reflects the revised project, if the pool is to be retained and the building is to be expanded to the rear. This application will then be reviewed for conformance to existing standards and then presented to the Design Review Board and Housing and Redevelopment Commission for approval or denial. 0 0 0