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HomeMy WebLinkAboutItem 3a: Minutes of June 7, 2011 53:0106 CITY COUNCIL /REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, JUNE 7, 2011 CALL TO ORDER - Mayor Kovacic called the Closed Session to order at 5:30 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Harbicht, Segal and Kovacic ABSENT: None CLOSED SESSION PUBLIC COMMENTS — No one appeared. CLOSED SESSION a. Pursuant to Government Code Section 54957.6 to confer with labor negotiators. City Negotiators: Administrative Services Director Hue Quach, Human Resources Administrator Michael Casalou and Attorney William Floyd of Best Best & Krieger, LLP. Employee Organizations: Arcadia Public Works Employees Association, Arcadia City Employees Association, Arcadia Police Civilian Employees Association, Arcadia Police Officers' Association, Arcadia Firefighters' Association and unrepresented employees: Department Heads, Division Managers, Supervisors, and Part-time employees. b. Pursuant to Government Code Section 54956.8 conference with real property negotiators: Property: 35 West Huntington Drive, 21 Morlan Place, 101 -111 North Santa Anita Avenue, 121 -159 North Santa Anita Avenue and Assessor Parcel No. 5775 -025- 025 (South side of Santa Clara Street, West of Santa Anita Avenue) Agency Negotiators: City Manager /Agency Executive Director Don Penman, Assistant City Manager /Deputy Executive Director Jason Kruckeberg and Economic Development Manager Jerry Schwartz Negotiating Parties: Arcadia Redevelopment Agency and Rusnak/Arcadia (Paul Rusnak) Under Negotiation: Price and Terms of Payment THE CITY COUNCIL /REDEVELOPMENT AGENCY ADJOURNED TO OPEN SESSION Mayor /Agency Chair Kovacic called the regular meeting to order at 7:00 p.m. INVOCATION — Council Member Peter Amundson PLEDGE OF ALLEGIANCE — Pete Siberell, Santa Anita Race Track 06 -07 -11 53:0107 ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council /Agency Member Amundson, Chandler, Harbicht, Segal and Kovacic ABSENT: None REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION ITEMS City Attorney Stephen Deitsch announced that prior to the regular meeting, the City Council and Redevelopment Agency Board met in Closed Session to discuss and consider Items a and b listed on the posted agenda, no reportable action was taken. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS - Mr. Penman reported that City Council minutes were redistributed because only even number pages were originally distributed; and a copy of the Agreement between the City and the Arcadia Historical Society regarding the operation of the Ruth and Charles Gilb Historical Museum was distributed and will be discussed in open session under City Manager Item 3b. MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council /Agency Member Chandler, seconded by Council /Agency Member Segal to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Proclamation presented to Mr. John Shear for protecting a five year old girl from a runaway horse at Santa Anita Race Track. 1. PUBLIC HEARING REDEVELOPMENT AGENCY ITEM: a. Resolution No. ARA -245 adopting a budget for Fiscal Year 2011 -2012 and appropriating the amounts specified therein as expenditures from the funds indicated. Recommended Action: Adopt Jason Kruckeberg, Assistant City Manager /Development Services Director provided an overview of the proposed Redevelopment Agency budget for fiscal year 2011 -12; he reported that a proposed budget was distributed to the Agency on April 27, 2011 and Study Sessions were held on May 2 and May 17, 2011; that in fiscal year 2011 -12 the Redevelopment Agency will continue with the parking study it started in fiscal year 2010 -11 for the Downtown and to continue and assess the needs of the Downtown Business Group; that the Agency is in process of finalizing a Disposition and Development Agreement with Rusnak Arcadia Mercedes Benz for an expansion of the dealership; that the Agency committed $5 million for capital improvement projects inside the Redevelopment Project Area and currently has two affordable housing projects (1) a 43 -unit Campus Commons senior affordable rental project currently under construction; and (2) a 9 -unit low income family rental project at 15 & 19 Lucile Street; he provided a brief summary of the planning and administrative activities for the production, improvement and preservation of low and moderate income housing. 06 -07 -11 53:0108 Agency Chair Kovacic opened the public hearing. No one appeared. A motion to close the public hearing was made by Agency Member Harbicht, seconded by Agency Member Amundson. It was moved by Agency Member Segal, seconded by Agency Member Chandler and carried on roll call vote to adopt Resolution No. ARA -245 adopting a budget for Fiscal Year 2011 -2012 and appropriating the amounts specified therein as expenditures from the funds indicated. AYES: Agency Member Segal, Chandler, Amundson, Harbicht and Kovacic NOES: None ABSENT: None CITY COUNCIL ITEMS: b. Adoption of the following resolutions relating to the adoption of the Budget for Fiscal Year 2011 -2012 and a Capital Improvement and Equipment Plan for Fiscal Year 2011 -2012 through 2015 -2016: Resolution No. 6776 adopting a Budget for Fiscal Year 2011 -2012 and appropriating the amounts specified therein as expenditures from the funds. Recommended Action: Adopt Resolution No. 6777 adopting a Capital Improvement and Equipment Plan for Fiscal Year 2011 -2012 through 2015 -2016. Recommended Action: Adopt City Manager Don Penman provided a brief overview of the 2011 -12 preliminary budget; he reported that all operating funds total about $90.0 million; and of those funds the General Fund portion is $47,999,907 and $7.8 million is proposed capital improvement projects; that the preliminary General Fund budget projected a shortfall of expenditures to revenues of $1,574,816; that a major contributor to the deficit was due to higher pension contribution rates that are charged to the City from PERS; and that negative investment returns by PERS caused by the recession and future pension liabilities for the City have increased significantly. He advised that on May 2, 2011 the City Council directed "rolling over" the projected surplus of $1,125,625 from fiscal year 2010 -11 and instructed the City Manager to recommend additional cuts which would not impact existing programs to the community; that additional refinements to the budget were made which reduced the budget shortfall from $1,574,816 to $1,041,483; he discussed one time expenditure savings and one time revenues used to balance the budget including the elimination of the life insurance fund which existed to account for a $10,000 death benefit to a limited number of retired employees hired before a certain date, including the transfer of $500,000 in Gas Tax money and $300,000 from the Solid Waste Fund. He noted other changes which came to the attention of staff that were considered but not discussed such as changing the organizational chart with no fiscal impact to the budget and a proposed fee increase of business license and building permit related fees; that previously frozen positions be eliminated from the City's organizational chart i.e. four (4) Police Officers, one (1) Lieutenant, one (1) Library Technician, one (1) Maintenance Worker and a part-time Legal Assistant and that all other positions would stay on the list but would remain unfunded and frozen; he further noted that the Police Lieutenant position had been frozen for the past six months and that since funds for that position were not taken out of the budget, even though the position is eliminated, represents another $193,000 from the expenditure side bringing the use of reserves to 06 -07 -11 53:0109 approximately $848,483 instead of $1,041,483; and indicated that the City is still in negotiations with employee bargaining groups which is not reflected in the budget. Mayor Kovacic opened the public hearing. No one appeared. A motion to close the public hearing was made my Council Member Segal, seconded by Council Member Harbicht. It was moved by Council Member Harbicht, seconded by Council Member Segal and carried on roll call vote to adopt Resolution No. 6776 adopting a budget for Fiscal Year 2011 -2012 and appropriating the amounts specified therein as expenditures from the funds indicated. AYES: Council /Agency Member Harbicht, Segal, Amundson, Chandler and Kovacic NOES: None ABSENT: None It was moved by Council Member Segal, seconded by Council Member Harbicht and carried on roll call vote to adopt Resolution No. 6777 adopting a Capital Improvement and Equipment Plan for Fiscal Year 2011 -2012 through 2015 -2016 and finds that the Capital Improvement Program adoption is exempt from the requirements of the California Environmental Quality Act (as specified in Title 14, Section 15273 of the California Administrative Code). AYES: Council /Agency Member Segal, Harbicht, Amundson, Chandler, and Kovacic NOES: None ABSENT: None a. Adopt Resolution No. 6774 setting the service rates for the collection of Residential Refuse and Recyclables for Fiscal Years 2011/12, 2012/13, 2013/14, 2014/15 and 2015 /16.pursuant to Section 5120.7 of the Arcadia Municipal Code. Recommended Action: Adopt Vanessa Hevener, Environmental Services Officer reported that on February 14, 2011, the City received a request from Waste Management for the service rate adjustment allowed under their Residential Refuse and Recycling Agreement; that the increase is based on a rate adjustment formula consisting of three (3) indices: Consumer Price Index (CIP) (65 %), Disposal /Green Waste Facility Index (30 %) and Producer Price Index (PPI) for fuel (5 %); that the rate for single - family would increase 2.84% or $0.56, changing the standard monthly service fee from $19.65 to $20.21 (does not include $0.30 AB 939 fee and $0.78 recycling fee); that residents with standard monthly service would be billed $63.87 every three (3) months instead of $62.19 which is an increase of $1.68 every three (3) months or $6.72 annually; and multi - family refuse rates would be adjusted by 2.84 %; and on April 5, 2011 the City Council directed staff to follow Proposition 218 procedures for the refuse rate adjustment and set a public hearing for June 7, 2011. She advised that staff reviewed and verified the proposed rate adjustment data, contractors service record and continued satisfactory performance and recommended Waste Management's request for a rate adjustment be approved. Mayor Kovacic opened the public hearing. No one appeared to provide testimony. A motion to close the public hearing was made my Council Member Harbicht, seconded by Council Member Segal. 06 -07 -11 53:0110 A motion was made by Council Member Chandler, seconded by Council Member Harbicht and carried on roll call vote to adopt Resolution No. 6774 setting the service rates for the collection of Residential Refuse and Recyclables pursuant to Section 5120.7 of the Arcadia Municipal Code. AYES: Council Member Chandler, Harbicht, Amundson, Segal and Kovacic NOES: None ABSENT: None PUBLIC COMMENTS Imy Dulake, Arcadia real estate agent appeared and requested the City Council reinstate the property address change request. REPORTS FROM THE CITY COUNCIL AND CITY CLERK Council Member Chandler had no comments. Council Member Segal congratulated Mr. Shear on his courage and the award he received for saving a 5 year old child; he announced and congratulated Library and Museum Director Carolyn Garner - Reagan, School Board Member Mary Ann Gibson and Deputy Fire Chief Dave Haney on their upcoming retirement. Council Member Amundson requested residents who have comments or ideas regarding improvements to the Downtown Area should contact Economic Development Manager Jerry Schwartz; he announced that effective July 1, 2011 the law requires homes with fire places must have a carbon monoxide alarm; he congratulated Kevin Zimmerman of Arroyo Plumbing who was named Small Businessman of the Year by Assemblyman Portantino; and he announced the AQMD Lawn Mower Exchange Program on June 11, 2011. Mayor Pro Tem Harbicht encouraged everyone to attend and get involved in the Patriotic Festival and Parade on July 2, 2011. City Clerk Barrows announced the last day of school this week; he congratulated all the high school seniors graduating; he commented on an article in the L.A. Times about Arcadia schools; and congratulated Christian Zwicky who received his Eagle Scout Award. Mayor Kovacic also announced the Patriotic Festival and Parade on July 2, 2011 and noted that anyone with questions should contact Scott Hettrick; he announced the 7th Annual Arcadia High School Honors History Student Exhibition at the Ruth and Charles Gilb Museum from June 3 to July 9 at 3:00 p.m. which will highlight Arcadia Fire Department history. Mayor Kovacic announced for the record that he will be resigning as an Alternate on the San Gabriel Valley Council of Governments and appointed Mayor Pro Tem Harbicht to replace him. 06 -07 -11 53:0111 2. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. Approve the Special Meeting Minutes of May 2, 2011, Regular Meeting Minutes of May 17, 2011 and Special Meeting Minutes of May 25, 2011. Recommended Action: Approve b. Authorize the Executive Director to execute a Professional Services Agreement with Caporicci & Larson for the Agency's Financial Auditing Services for Fiscal Year ending June 30, 2011 in the amount of $6,770. Recommended Action: Approve c. Adopt the Arcadia Redevelopment Agency Statement of Investment Policy for Fiscal Year 2011 -2012. Recommended Action: Adopt CITY COUNCIL ITEMS: d. Approve the Special Meeting Minutes of May 2, 2011, Regular Meeting Minutes of May 17, 2011 and Special Meeting Minutes of May 25, 2011. Recommended Action: Approve e. Authorize the City Manager to execute a Professional Services Agreement with Caporicci & Larson for the City's Financial Auditing Services for Fiscal Year ending June 30, 2011 in the amount of $30,830. Recommended Action: Approve f. Adopt the City of Arcadia Statement of Investment Policy for Fiscal Year 2011 -2012. Recommended Action: Adopt g. Adopt Ordinance No. 2284 amending Article IX, Chapter 2, Part 7 of the Arcadia Municipal Code pertaining to the conditional use permit process to allow automobile fueling stations and automated self - service car washes in the C -O Zone. Recommended Action: Adopt h. Adopt Resolution No. 6773 classifying the various components of fund balance as defined in Government Accounting Standards Board Statement No. 54. Recommended Action: Adopt Adopt Resolution No. 6775 establishing an Appropriation Limit for Fiscal Year 2011- 2012. Recommended Action: Adopt j. Authorize the City Manager to execute a Professional Services Agreement with All City Management Services for crossing guard services in the amount of $154,867. Recommended Action: Approve k. Accept a gift in the amount of $50,000 from the Friends of the Arcadia Public Library for programs and materials for the Library. Recommended Action: Approve 06 -07 -11 53:0112 I. Award a one (1) year purchase order contract extension to 10 -8 Retrofit Inc. for the installation of emergency related equipment and lighting for City vehicles in an amount not to exceed $35,000. Recommended Action: Approve m. Approve a two -year retention of Studio Spectrum, Inc. in an amount up to $27,000 per year to film, program and provide ancillary services related to the live and taped broadcast of City Council meetings during Fiscal Year 2011 -2012 and 2012 -2013. Recommended Action: Approve n. Authorize the City Manager to execute a three (3) year contract with AdminSure Inc. for Third Party Administrator Services for Worker's Compensation in the amount of $288,552. Recommended Action: Approve o. Authorize the City Manager to execute a Professional Services Agreement amendment extending the terms with UCLA Center for Prehospital Care for Paramedic and Emergency Medical Technician Continuing Education and Quality Improvement in an amount not to exceed $29,500 in the final year of agreement. Recommended Action: Approve P. Authorize the City Manager to renew the contract with Arcadia Unified School District for transportation for recreation activities from July 1, 2011 through June 30, 2012 in the amount of $35,000. Recommended Action: Approve P. Accept all work performed by West Coast Arborists, Inc. for the Removal and Replacement of the Stone Pine Trees as complete and authorize the final payment to be made in accordance with the contract documents. Recommended Action: Approve r. Allow the Arcadia Historical Museum Foundation to Solicit Monetary Contributions through the City's water bills. Recommended Action: Approve Mayor Pro Tem Harbicht recognized and thanked the Friends of the Library for their gift of $50,000 to the Arcadia Public Library for programs and materials. It was moved by Mayor Pro Tem Harbicht, seconded by Council Member Amundson and carried on roll call vote to approve Consent Calendar items 2.a through 2.r. AYES: Council /Agency Member Harbicht, Amundson, Chandler, Segal and Kovacic NOES: None ABSENT: None 3. CITY MANAGER/AGENCY DIRECTOR ITEMS: a. Report, discussion and direction regarding customer requested property address changes. Recommended Action: Provide direction 06 -07 -11 53:0113 Don Stockham, Building Official provided an overview of the staff report provided at the City Council meeting on May 3, 2011 regarding customer requests for property address changes and their direction to bring back a cost analysis report showing staff time and costs involved in processing an address change so that an appropriate fee can be charged to recover the City's costs; he indicated that all City departments involved in the process provided a cost analysis which was used to calculate the cost of processing an address change and recommended if the City Council reinstated requests for a property address change a fee of $1,250 be charged to cover the processing costs so there is no fiscal impact to the City. A motion was made by Council Member Harbicht, seconded by Council Member Kovacic to re- instate property address change request at a cost of $1,600. Council Member Harbicht amended his original motion, as suggested by the City Attorney to include a public hearing is required in order to set a fee. The motion died for lack of a second A motion was made by Council Member Chandler, seconded by Council Member Amundson and carried on roll call vote to rescind Resolution No. 5569 adopted by the City Council on February 5,1991 which originally established the fee for processing street address number changes. AYES: Council Member Chandler, Amundson and Segal NOES: Council Member Harbicht and Kovacic ABSENT: None b. Authorize the Mayor to execute an agreement with the Arcadia Historical Society regarding the operation of the Ruth and Charles Gilb Arcadia Historical Museum. Recommended Action: Approve Carolyn Garner - Reagan, Library and Museum Services Director reported that the current agreement regarding the operation of the Ruth and Charles Gilb Arcadia Historical Museum must be amended due to the Historical Society's recent decision to remove their photographs, ephemera and artifacts from the Museum; she advised that when the plans were developed to build the Ruth and Charles Gilb Arcadia Historical Museum, the City and the Historical Society entered into an agreement that the City would own and maintain the building; and the Society would lease the building from the City and manage the Museum; that over the course of 2010 and 2011, the Historical Museum Commission requested a new agreement regarding the Museum's use of Society's collection and the Museum's operation and the Society's desire for access to their photographs beyond the Museum staff's working hours. Council Member Segal requested City Council support for a report to review the make -up of the Arcadia Historical Museum Commission and be brought back to a future meeting. He also requested that the City Attorney review the existing endowment agreement to see if it violates the wishes of Alice Slater who requested the endowment to the Museum; he also would like to know if the 501(c)(3) status is in jeopardy. Council Members Harbicht and Chandler concurred. It was moved by Council Member Segal, seconded by Council Member Harbicht and carried on roll call vote to authorize the Mayor to execute an agreement regarding the operation of the Ruth and Charles Gilb Historical Museum between the City of Arcadia and the Arcadia Historical Museum. 06 -07 -11 53:0114 AYES: Council /Agency Member Segal, Harbicht, Amundson, Chandler, and Kovacic NOES: None ABSENT: None c. Authorize the City Manager /Executive Director to execute an Agreement for Services with the Arcadia Chamber of Commerce in the amount of $62,000 for Fiscal Year 2011 -2012. Recommended Action: Approve Jerry Schwartz, Economic Development Director reported that the Chamber of Commerce assists the City's economic development and marketing function through an annual agreement for services; he provided an overview of the Chamber's proposed services and budget for fiscal year 2011 -12 and provided that the Chamber has requested a continuance of the contribution provided by the City and the Agency of $62,000; he provided an overview of the services provided by the Chamber and noted that one of the new Chamber initiatives for 2011 -12 is to work with local businesses to create business associations in West and South Arcadia; that the City also subsidizes the Chamber's annual rent at the City owned facility and the current lease agreement expires December 12, 2011; and recommended approval of the Agreement for Services in the amount of $62,000 ($31,000 in General Funds and $31,000 in Redevelopment Agency Funds) for services in 2011 -12. It was moved by Council /Agency Member Harbicht, seconded by Council /Agency Member Segal and carried on roll call vote to authorize the City Manager /Executive Director to execute an Agreement for Services with the Arcadia Chamber of Commerce in the amount of $62,000 for Fiscal Year 2011 -2012. AYES: Council /Agency Member Harbicht, Segal, Amundson, Chandler and Kovacic NOES: None ABSENT: None d. Accept a Communication Site Lease Agreement between the City of Arcadia and Verizon for a Wireless Communication Facility at Camino Grove Park — 1410 South Sixth Avenue. Recommended Action: Approve Tom Tait, Public Works Services Director reported that on April 12, 2011, the Planning Commission granted a Conditional Use Permit and Architectural Design Review for a wireless telecommunication facility to be installed by Core Development Services on behalf of Verizon Wireless at Camino Grove Park on Sixth Avenue; that Verizon Wireless will lease approximately 745 square feet at Camino Grove Park which includes a 55 foot high cell tower camouflaged as a mono -pine to be located at the southeast corner of the park; that this area has several mature trees which would allow the mono - pine to blend into the surrounding area; he provided an overview of the deal points of the agreement that have been agreed to by the City and Verizon Wireless; that staff negotiated the price based on a survey of wireless communication leases with surrounding cities; he advised that this will be the seventh cell tower on City -owned property and recommended approval of the communication site lease agreement with the City and Verizon Wireless. It was moved by Council Member Harbicht, seconded by Council Member Segal and carried on roll call vote to accept the Communication Site Lease Agreement between the City of Arcadia and Verizon Wireless for a wireless communication facility at Camino Grove Park — 1410 South Sixth Avenue. 06 -07 -11 53:0115 AYES: Council /Agency Member Harbicht, Segal, Amundson, Chandler and Kovacic NOES: None ABSENT: None ADJOURNMENT The City Council /Redevelopment Agency adjourned this meeting at 9:10 p.m. in memory of Mary Jo Helms to Tuesday, June 21, 2011 at 6:00 p.m. in the City Council Chamber located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk 1 1 - ' 6 1 (Lic By: Lisa Mussenden Chief Deputy City Clerk/Records Manager 06 -07 -11