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HomeMy WebLinkAboutMarch 21, 2006~,~s+~"'w4 MEETINGAGENDA ~~~ Arcadia City Couneil/Redevelopment Agency ¢ e • TUESDAY, MARCH 21, 2006 e~ua at8'~ . . . This agenda contalns a summary of each Item of 6usiness which the Council may.diswss or att on at this meedng. The complete staff report and all othu written doamentatlon relating to each item on this agenda are on file in the ofFlce of the Gty Gerk and the reference desk at.the Arcadia Public lJbrary and are avaltable for public inspection and review. If you have any questions regarding any matter on the agenda, please rall the offlce of the City Clerk at (626) 574-5455.. ~In comptlance with [he Amedcans with Disabilides Ac[, if yau need special assistance [o partidpate In a Gry Council meetlng, please wntact the City Manager's office at (626) 5745401 at least three (3) business days before the meetlrg or time when spedal services.are needed. This notification will help Qty slaff in making reasonable arrangements to provide you with access to the meetlng. ~ 6:00 p.m., City Councll Chamber Canference Room ROLL CALL AUDIENCE PARTICIPATiON -(5 minutes per person) CLOSED SESSION a. ~ Conference with Real~Property Negotlators (Govemment Code Section 54956.8) Property: Property Owner. 55 W. Hundngton Drive Paul Rusnak ~ 21 Morlan Place Wendy Doo (Church in Arcadia) ' ~ . 28 W. Santa Qara Street Don and Ray Dahlgren ~ . 41 W. Huntlngton Drive Manuel De ]esus Romero . ~ ' 35 W. HunUngton Drive Gary and Dan B2un (35 W. Huntlngton Partners) 27 W. Huntlngton Drive Richard Flsher (Templekadian) ~' Negodatlng Partles - Agency Deputy Executive Director and ~ Ecorromic DevNopment Manager . Under Negotlation - Price and terms of payment . . ~ b. Public Employee Performance Evaluation (Govt. Code Section 54957) - Title: Gry Manager _ - - ~ 7:00 p.m., fn the Coundl Chamber ~ INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL REPORT FROM STUDY AN~/OR CLOSED SESSION (AS NECESSARY) , SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS MOTION TO READ ALL ORDINANCES/RESOLUTIONS BY TLfLE ONLY AND WANE READING IN FULL ~ ~~ PRESENTATION ~~ a. PresenWtlon W the Arwdia Chinese Assotlation. ~ b. Presentatlon by Hdly Avenue Elementary School PTA Pmsident. MAYOR WUO'S "STATE OF TXE CITY" ADDRESS ~ ~ ~- .~ 1 AUDIENCE PARTICIPATION -(5 minubes perperson) REPORTS FROM ELECTED OFFICIALS ~ ~, 1. CONSENT CALENDAR - ARCADIA REDEVELOPMENT AGENCY e, ntin~rtn~ of Lhe March 7. 2006 Reoular MeeNna. Recommendadon: Approve CONSENTCALENDAR-CITYCOUNCIL b. Minutes of the Mardi 7. 2006 Regular Meetlno. RemmmendaUon: Approve c &eoort and Recommendation for the n ~~ha~e of Fre Deoartment commun(cation eauipment from Motorola in -n amo~nt no[ to exce~d 5115 000 for the renlacement and uoarade of Flre Department VHF oorLble radios and necessarv eauioment . Recommendation: Approve d, Purrha~ Order Cnntract for Online Lbrarv Data6ase. Recommendation: Appmve e. a I~tlon No 6514 anorovina the s~bmitml of the Transoortation Develooment Act Clalm Form to receive fi n for the ocerations of Arcadi- T2n it for Fis~l Year 2005-2006 Recommendation: Adopt ~, A H+orize the CiN Manaaer to exe~ te and sion on behalf of Me CiN of Arcadla an aRolicaNon for receiot of - federal f~nd= reauirina c'IN mat~+ f~nds for water ~~+em Imorovementr Reoommendatlon:Adopt . _ 2. C1lY MANAGER a, a~~It,tlon No fi515 adootlna ^n exnense -nd use of oublic recources oolicv aooli~ble to members oP the ~ f~undl and o[her elected and aooointed offidals ~ ~ Recommendation: Adop[ - ~ AD70URNMENT The City Coundl will ad~oum this meetlng in memory of Clara Fandry to April 4, 2006, 6:00 p.m., in the qty Coundl Chamber Conference Room. - , ~vaer4 `.:-R.."~L'. ~`• ,. a~ r CLOSED SESSION 1. 2. ANNOTATED AGENDA Arcadia City Council/Redevelopment Agency TUESDAY, MARCH 21, 2006 ~~0 ~ a. Conference wiN Real Property Negotia[ors (GOVernment Code Sec[lon 54956.8J NO REPORTABLE ACiION Vroperty: ~ ~ Property Owner: ~ 55 W. Huntington Drive Paul Rusnak ~ 21 Modan Place Wendy Doa (Church in Arradia) . 28 W. Santa Cla~a Street Don an0 Ray Dahlgren ~ 41 W. Huntington Dnve Manuel De ]esus Romero ~ 35 W. Huntlng[on Dnve Gary and Dan Braun (35 W. Huntlngton Partners) 27 W. Huntlng[on Drive Richard Fisher (Templekadian) ~ Nego[iatlngPartles-Aqency DepuryFxea[iveDirectoranA . Economic Developmen[ Manager Under Negotlatlon - Pnce anU ter ms of paymen[ b. . Puhli[ Employee Performan[e Evaluatlan~(Govt. Code Sec[ion 54957) NO REPORTABLE Title: City Manager ACfION CONSENTCALENDAR-ARCADIA REDEVELOVMENTAGENCY .. a. Minutes af tlte March 7. 2006 Re oular Mee[ina. ' APPROVED Recommendation: Approve ~ , 5 - 0 CONSENT GLENDAR - CIfY COUNCIL ~ b. Minu[es of the March 7. 2006 Re oular Meetino ~ APPROVED ~ Recommentlatlon: Approve 5 - 0 [. Reoort antl Rxommendatian for the ourchase of Fire Deoartment mmmunicatlon eouioment from 11PVROVED - Mo[orola In an amoun[ not to exc eed 5115 000 for Me re~lacement and uoaradP of F're Deoartrnen[ VHF 5- 0 oor[able radios and necessarv eo uiomen[. Recommen0atlon: Approve . d. Curchase Order Con[raR for Onli ne Lib2rv Da[abase AVVROVED Recommendation: Approve 5 - 0 e. RewWtian No 6514 aoorovina Me s~bmittal of [he Transoortatlon D v i~~monr nn nxm co.~.~ r~ pppROVED ~ receive funds for the ooeration~ of Arcadia Transit for Fival Year 2005-2006 ~ 5- 0 Recommendatlon:AdoO[ f. Authorize the CiN Manaaer to ex eate and sian on behalf of the CiN of Arcadia an aooliratlon for recelo[ pppROYED af federal Ponds ou' ~no N ma t h fund for wa[ar ~<[ m imoravem nts 5- 0 Recommendatlon: Adop[ ~ - CITY MANAGER a. Resolutlon No 6515 atloot'no an xo n and of o nr i~ i ni r n of [h AiPROVED ~iN Council and other elected an d aoooin[ed ofFltlak 5- 0 i o.•.~•^~+y ~ MINUTES . . ~O~ Arcadia City Council/Redevelopment Agency ~ c~~ ~~~ ,r - TUESDAY, MARCH 21, 2006 ~ ' ~ . nao' 6:00 p.m., City Wuncll Chamber CoMerenm Room ~ ROLL GLL PRESENT: Councll/Agenry Members Chandler, Kovacic, Marshall, Seqal, and Wuo ABSENT: None ~ AUDIENCE PARTiQPATION -.(5 minutn per person) ~ None. CLOSED SESSION ~ . ~ . ~ . a. Conference with Real Properry Negotiators (GOVemment Code Sec[ion 54956.8) ~ ~ ' Property: Property Owner. ~~ 55 W. Huntlngton Drive Paul Rusnak 21 Morlan Place Wendy Doo (Church in Arcadia) ~ 28 W. Sanm Clara Street Don anG Ray Dahlgren 41 W. Huntington Drive Manuel De ]esus Rnmero . 35 W. Huntington Drive ~ Gary and Dan Braun (35 W. Huntlng[on Partners) , ' . 27 W. Huntlngton Dnve Wchard Flsher (Templekadian) Negotlatlng Partles - Agency Depury Ezea[ive Director and . ~ . " ~ . . Economic Development Manager . ~ Under Nega[ia[ion - Price and tertns of paymen[ b. Public Employee Pertortnance Evalua[ion (Govt. Code Section 54957) Title: City Manager ' 7:00 p.m., In the Councll Chamber ~ INVOGTION ~ Reverend Melissa Macltinon, Church af [he Good Shepherd PLEDGE OF ALLEGLINCE Mary Dougherty, former Arcadia Unified School Board Member ROLL CALL PRESENT: Council/Agency Members Chandlep Kovacic, Marshall, Segal, an0 Wuo ' ~ ABSEM: None ~ ~ ~ ~ REPORT FROM STUDY AND/OR CLOSED SESSION (AS NECESSARY) ~ Steve Deis[ch, Ciq Attorney, reported Ma[ the City Council met In Closed Session to discuss two items; no re0ortable ac[lon was taken by the Ciry Council on ei[her i[em. , SUPPLEMENTAL INFOIIMATION FROM STAFF 0.EGARDING AGENDA ITEMS ~ . ' None. MOTION TO READ ALL ORDINANCES/RESOLUTIONS BY TI7LE ONLY AND WAIVE READING IN FULL ~ A modon was made by Council Member Chandler, sxonded by Councll Member Marshall, and carned wi[hou[ ~ obJection [o reaG all oMinances/resolutions by tlUe only and waive reading In PoII. . PRESENTIITION ~ ~ ~ , a. PresenWtion [o ArcaCia Chlnese Associa[ion President DaviO Lee b. PreSentaUOn by Holly Avenue Elementary School PTA Presiden[ - no[ present ~ 1 48:0024 03-21-2006 ae:ooz5 MAYOR WUO'S 'STATE OF THE CITY' ADDRESS Mayor Wuo made hls State of the City address which focused on [he theme, "Many Voices, One~ ~ Communiry." He no[ed Ne City's acmmplishments over [he past year, thanked his fellow Coundl Members an0 [he Ciry staff, and mentloneA seve2l issues that will impact Ne nez[ City Council. AUDIENCE PARTICIPATION -(5 minutes per persan) Gearge~Fasching, ArcaOia resident and former Arcadia Mayor and Council Member, appeared [a speak in~opposition to Measure A on the April 11, 2006 General MuMdpal Elec[lon ballot . ~ Chris~ Wncas[er, a 59th Sta[e Assembly Dis[rict candidate, ap0eared [o in[roduce himself [o the Arpdia City Council and communlry. . ' linda Jean, Armdla resiAen[, appeared [o speak In opDOSitlon of the [orture of Falun Gong practioners in China. Armdia Girl Scou[ Troop 388, appeared to request Ciry Cauncil support of [heir [ommunity service projeci. Mary Dougherty, Arcadia resident and former Arcaaia School Board member, appearetl [o speak in support of Measure A on the ADnI 11, 2006 Generdl Municipal EleRion ballot. REPORTS FROM ELELTED OFFIQALS KOVACIC Con92lula[ed Mayor Wuo on his Sm[e of Ihe City aUCress; Manked tlie Arcadia Chinese Assoaation for [heir mmmunity service, . especially noting their commitrnent to "Arca0la Law Day"; thanked Ms. Dougherty and Mr. Fasching for sharing their commentr ~ ~ regardinq Meawre A; commentetl on Ne nature of eleUions and the need for accu2[e informatlon on Issues; in rwponse to an Inquiry from Council Member Kovadq Don Penman, Assismnt Gly Manager/Develo0ment Services Director, reported tha[ the Ciry's redevelapmen[ plan specifcally pmhibi6 the acquisi[ion of residentially zonetl property [hrough the use of eminent domaln. CHANDLER Thanked Mayor Wuo for his Smte af the Ciry address; commented on the ezcellent work of Gty Manager Bill Kely, the City Executlve Team, and all City staff; noted the hlstory of redevelnpment use In Arcadla and its Impact on qry services. MARSHALL Commented on Ne success of the recent Mayor's P2yer Breakfast; Nanked Mayor Wuo for his State of the Ciry address; noted a recent prog2m by the Arwdla Histotlcal Society; ~enmuraged residents to participate In programs listed In [he recen[ Recreatlon . guiGe; alw enmuraged all residentr [o vo[e In the upcoming April 11, 2UOfi General Munidpal Election. SEGAL Commended ~Mayor Wuo on the success of the Mayor's Prayer 8reakfast and [he State of the,City address; ~noted that Mr. . Fasdiing, dudng his tenure on the Gty CounGl, made many of [he same redevelopment declsions tha[ the current Cauntll is being asked ro make in reqards [o the redevelopmen[ area; announced Mat the 12M annual Derby Day run/walk on SaNrday, April 8, 2006 - all proceeds will go to Arcadia service organiza[ions and.schools; wished Mr. Chades Gilb, Pormer Mayor, a speedy recwery from his recen[ surgery. . WUO Thanked Gid Scout Group Troop~388 for Meir appea2nce a[ ronighPS meeting and commended them for [heir community service project; also thanked [hose who participated In [he recent Mayor's Prayer Breakfast, nodng that Me proceeGS serve Arcadia . projecCS, progams, and service organ¢a[ions; commen[ed on the upcoming eoards and Commissions vacantles and encou29eA ~ Arcadla resiaents to apply for open pasitlons. ~ , 1. CONSENTGLENDAR-ARCADIA0.EDEVELOPMENTAGENCY a. . Minutes of the March 7. 200fi Reaular MeeGna ~ Remmmen0a[ion: Approve ~ CONSEN7CAlENDAR-CITYCOUNCIL ~ ~~ ~ b. Minutes of Me March 7. 2006 Reoular Meetlna ~ ~ RecommenAatlon: Appmve ~ - c. n f ~ m m liatl4nsauioment from ~ RecommenAation: Approve d. Purchase Order Contract for Online Librarv Database Necommen0a~on: ADProve e. Resolutlon No 6514 aoorovino the submittal of the Transoortatlon De eloomen[ Ac[ Claim Form to rxeive funds for [he ooera ions of Ar adia Transi[ for FIv I y ar 00 - 006 ' ~ Remmmendation: Adop[ f, Authorize the CIN Manaae to ezeate and =lan on behalf of the Ci[v of A cadia an aoolication for rerelot 4F feAeral funds reauirina Citv ma[rh funds for water sv=_[em imorovements Recommen0atlon: Adopt . 0321-2006 C 48:0026 Motion A motlon was made by Wundl Member Giandler, se[onded by Council Memher Segal, and carried on roll Call vote to . approve items I.a. through S.f. on the Redevelopment Agency and Gry Council Consent Calendars. Roll UII AYES: Coundl/Agenry Members fhan0ler, Segal, Kovacic, Marhsall, and Wuo ~ NOES: None. 2. QTY MANAGER ~ . . , . . ~ , a. Besoludon No. 6515. aGOO[ino~an exoense and use of oublic resourres oolicv aoolicable to members of the CIN Cnuntll and other eleReA antl auooinMG off[ials. . " Recommenda[lon: Adop[ . BIII Kelly, Qty Manager, maAe the report; staff noted that Assembly Bill 1234 requires tltles that reimburse members of [heir leqislative 6oGie5 must adop4 in a public meedng, a reimbursement policy; he further no[ed Nat tanlghPs action is a small adjustrnen[ W Ne GNs evistlng policy and will no[ have an impac[ on the Ciry's budge[. Motion ~ A motion was made by Council Member Chandler, secanded by Council Member Segal, and~carrled on roll call vo[e to . aDG~e ResoluGOn No. 6515, A Resolutlon of Me Gty Council of [he Ciry of Arcadia adopdng an expense and use of - public rewurces policy applica6le [o mem6ers of [he Ciry Council and other elected and appointed officials. . . Roll UII AYES: Council/Agency Members Chantller, Segal, Kovadc, Marshall, and Wuo - NOES: None. . The Ciry Council adjourneA [his meetingiat 8:30 p.m. in memory of Clara. Fandry to April 4, 2006, 6:00 p.m., in [he ~ Gry Cauncil Chamber Conference Room. James H. Barrows, CiN Qerk U~a~i~. ~: Chief Deputy Gry Clerk~ 3 03-21-2U08 i' STAFF REPORT Fire Deparhnent DATE: March 21, 2006 TO: Mayor and City Council FROM: David R. Lugo, Jr., Fire Chief ~''` ~~ By: Tony L. Trabbie, Deputy Fire Chief SUBJECT: Report and Recommendation for the Purchase of Fire Department Communications Equipment from Motomla in an Amount Not to Exceed $115,000 for the Replacement and Upgrade of Fire Department VHF Portable Radios and Necessary Equipment. Recommendation: Approve SUMMARY The F've Department wishes to move forwazd with the first phase of a two-yeaz upgrade/replacement progam designed to replace remaining obsolete communication equipment in an effort to maintain effective operations. Adequate funding exists in the FY 2005/2006 Capital Improvement/Equipmem Replacement Plan approved by Coancil Staff recommends that the City Council authorize the purchase of VHF Portable Radios and necessary equipment from Motorola in an amount not to exceed $115,000. BACKGROUND In June 2004, the I.os Angeles Area Fire Chiefs adopted a standard VHF communication plan titled Tactical Mutual Aid Communications (TMAC). The TMAC was developed in the L.os Angeles azea due to emergency responders inability to communicate dwing events surrounding 911/Crround Zero in September 2001. The Los Angeles Area Fire Chiefs have been proactive in the development of TMAC to ensure effective communications in the event of a man-made or natwal disaster in the Los Angeles area. Currently, Arcadia Fire Department VI-IF portable radios are not compah'ble with the TMAC plan. The TMAC requires a minimum of ten {10) zones with sixteen (16) channels per zone. Existing Arcadia F've Department VHF portable radios have only three (3) wnes. New Motomla VHF Portable Radios aze needed for all suppression personnel, command staff, emergency appazatus and support units. These radios will also be utilized for staffing additional appazatus in the event of a disaster or wide-scale emergency in Arcadia and/or surrounding areas, as well as for nomial Fire Department operations. Mayor and City Council March 21, 2006 Page 2 The VI~' Portable Radios and Related Equipment to be purchased during phase I of this project will be purchased from Motorola, which is a sole source provider. No other vendors aze authorized to issue bids for the Motorola products. The VHF Portable Radios when purchased from Motomla will be consistent with existing Arcadia Fire Department Motorola UI~ Potable Radios. The Motorola radios are recommended for their reliability, zoning/channel capability (over 30 zones, 16 channels per zone), ruggedness during emergency operations, upgradeable features, and quality of the product. Additionally, the radios will meet current and projected FCC requirements and will enable the Arcadia F've Depamnent to communicate with the Arcadia Police Department Dispatch Center and muhiple agencies and jurisditions. This is the first yeaz of the two-year Equipment Acquisition Plan that was developed to distn'bute the costs of this upgrade over a two-yeaz period, rather than making the entire transition in 2005- 2006. Completion of this two-yeaz replacemenUupgrade will provide radios for the Arcadia F've Depar[ment that will adapt to future eacpansions of the Tactical Mutual Aid Communications Plan and allow Arcadia emergency responders to communicate with other emergency responders from multiple agencies and jurisdictions. FISCAL IMPACT The cost to purchase communication equipment designated in phase one is $l ] 5,000. Adequate funds were set-aside in the FY 2005/2006 Capital Improvement Plan/Equipment Acquisition Program, which was previously approved by Council. RECOMMENDATION Staff recommends the City Council authorize the purchase of communicaHons equipment in the amount not to exceed $115,000 from Motorola for the replacement and upgrade of Fire Deparfinent communication equipmen~ Approved: '~Y--f~ William R. Kelly, City Manager ~,: ,.. ~. w.n~ i. uw ~ // March 21, 2006 STAFF REPORT Library and Museum Services Department TO: Mayor and City Council ~ FROM: Janet Sporleder, Director of Library and Museum Services ~ Prepazed by: Cazolyn Garner-Reagan SUBJECT: Purchase Order Contract for Online Librarv Databases Recommendation: Authorize the City Manager to awazd a purchase order contract to Gale Group for the purchase of subscriptions to five electronic databases in the amount of $31,877.99. SUMMARY Staff is recommending the City Council waive the formal bidding process and award a sole source purchase order contract with Gale Group, the publisher of online databases, for the purchase of five online databases in the amount of $31,877.99. Sufficient funds are available in the Public Library Funds Trust Account. The Library proposes to renew subscriptions to five online databases produced by Gale Group: • Business and Campany ProFile ASAP ~ General Reference Center • Health and Wellness Center • Opposing ViewPoints and • Literature Resource Center. These databases provide a wealth of up-to-date information from a variety of sources in an easy to use format. Most of the articles that are indexed and included in these databases contain the full text of articles, providing an extension of materials available to Librazy patrons beyond what the Librazy could purchase and house. In addition, the public can access these databases from home computers twenty- four hours a day, seven days a week, extending the services the Library can provide beyond the Library's weekly total of sixty hours of in-person service. Library staff has cazefully evaluated other similar online databases available from other vendors and has concluded that these databases provide the best mix of resources and materials for the citizens of the City of Arcadia. Gale Group is one of the largest publishers of library reference materials and has an excellent track record of providing service for and availability of online databases. The Library does subscribe to other online databases.from other vendors in the cases where Gale Group does not provide a particular product. Staff has negotiated a mutually acceptable contract with Gale Group using as the basis a standazd license agreement for online content providers developed specifically for the Library by the City Attorney and Best, Best and Krieger. FISCAL IMPACT A total of $31,877.99 has been budgeted from the Public Library Funds Trust Account for the purchase of these databases and the Library Board of Trustees has approved this expenditure. RECOMMENDATION Authorize the City Manager to waive the formal bidding process and award a purchase order contract to Gale Group for the purchase of five online databases in the amount of $31;877.99. Approved by: lr"`'°`^~ William R. Kelly, City Manager /; , ~ / DATE: March 21, 2006 STAFF REPORT Development Services Deparhnent TO: Mayor and City Council FROM: Don Penman, Assistant City Manager/Development Services Director~ Martha Eros, Transportation Services Officer/~yq!jj - ~. ~ - SUBJECT: Resolution No 6514 aaprovinq submittal of the Transportation Transit for Fiscal Year 2005-2006 Recommendation: Approve SUMMARY Attached for the City Council's review and approval is Resolution No. 6514 authorizing the City Manager to -submit a claim form for Transportation Development Act (TDA). Article 4 funds for fiscal year 2005-2006. The claim form has been prepared by staff and will be submitted to the Los Angeles County Metropolitan Transportation Authority (MTA) and the Southern California Association of Governments (SCAG) for processing. The City will receive $389,051 in FY05-06 to operate Arcadia Transit. DISCUSSION The Transportation Development Act was adopted by the California State legislature in 1971 (S6325) and generates revenue from retail sales tax and gasoline/diesel sales tax. Local agencies are allocated funds based on area population and transit fare revenue generated by its local transit service. The funds are administered by means of two programs, the Local Transportation Fund (LTF) and.the State Transit Assistance (STA) fund. The MTA serves as the regional planning agent for Los Angeles County and administers the funds to each participating municipal transit operator. The City of Arcadia will, receive a total of $389,051 in Transportation Development Act funds during fiscal-year 2005-2006.for the operation of Arcadia Transit. Local Transportation 'Fund (LTF) revenue is derived from one-fourth of one percent `°' (0.0025) of the 8.25% retail sales ta'x collected statewide for transportation planning and mass transit activity. The Califomia State Board of Equalization returns the quarter cent to each County according to the amount of taxes collected in its jurisdiction. Eligible uses include public transit, program administration, transportation planning, pedestrian and bicycle facilities, special group transportation service, and rail passenger service. In FY05-06, the City of Arcadia will receive $353,459 in LTF funds to operate Arcadia Transit. The 1980 State Transit Assistance (STA) fund is a second TDA fund source dedicated to public transit operation and capital expenditures. STA revenue is generated from the statewide sales tax on gasoline and diesel fuels, and is appropriated by the California State Controller Office to regional Transportation Planning Agencies (i.e., the MTA) for formula allocation. The formula is calculated using 50% population count and 50% operator revenues for the prio~ fiscal year. The City will receive $35,592 in STA funds in FY05-06. FISCAL IMPACT The City of Arcadia will receive a total of $389,051 from the MTA in State funds to operate Arcadia Transit. This amount represents approximately 24% of Arcadia TransiYs FY06 Operating Budget. RECOMMENDATION ADOPT RESOLUTION NO. 6514 AUTHORIZING THE CITY MANAGER TO SUBMIT THE TRANSPORTATION DEVELOPMENT ACT-ARTICLE 4 CLAIM FORM TO THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTFIORITY IN THE AMOUNT OF $389,051 TO RECEIVE FUNDS FOR THE OPERATION OF ARCADIA TRANSIT FOR FISCAL YEAR 2005=2006. Approved: ~^^"' '~1 William R. Kelly, City Manager Attachment(s) 1. Resolution No. 6514, TDA-Article 4 2. FY06 Transportation Development Act, LTF-Article 4 Claim Form . 3. FY06 State Transit Assistance Fund Claim Form RESOLUTION NO. 6514 A RESOLUTION OF THE CITY COUNCIL OF TI-IE CITY OF ARCADIA, CALIFORNIA, APPROVING THE SUBMITTAL OF THE TRANSPORTATION DEVELOPMENT ACT CLAIM FORM TO RECEIVE FUNDS FOR THE OPERATIONS OF ARCADIA TRANSIT FOR FISCAL YEAR 2005-2006 VVHEREAS, the Transportation Development Act of 1971 ("Act") (Chapter 1400, Statutes 1971 (SB 325), and amendments thereto) makes certain funds available for public transportation systems; and WHEREAS, the Arcadia City Council has adopted a budget for Arcadia Transit for the 2005-2006 Fiscal Year evidencing the need for financial assistance; and WHEREAS, the Southem Califomia Association of Governments ("SCAG") has been charged in the Act with the responsibility for the general administration of local transportation funds through the Act. NOW TI~REFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The City Council appoints the City Manager or his/her designee to execute and file a claim with SCAG for local transportation funds in an amount to be determined by SCAG based on preliminary estimates of funds available, and to take any and all necessary further actions and execute any and all necessary documents in order to receive such £unds. SECTION 2. The City Clerk shall certify to the adoption of this Resolurion. Passed, approved and adopted this Z ls t day of March 2006. ISd JOHN ~NUO Mayor of the City of Arcadia ATTEST: /S/ JAM~S H. ~~RR4lN~ City Clerk of the City of Arcadia APPROVED AS TO FORM: ~~~, L(n.. b' . ~ City Attorney of the City of Arcadia STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolution No. 6514 was passed and adopted by the ,City Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 21 st day of March, 2006 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None /S/ JAMES Ho ~ARRO~S City Clerk of the City of Arcadia ~ ~~'r~~~ \ r ~, ~..o.o a . .. . . . . e~~m~i.iioa .. . ~ . °°mm~a,~Yot~~m°' ~ ~ STAFF REPORT f Public Works Servicesbeparhnent March.21, 2006 TO: Mayor and City Council ~ . ~~ FROM: Pat Malloy, Public Works Seniices Direc or~ Prepared By: Maria P. Aquirio, Manageme t An lyst ' SUBJECT: Apqlication for Receiot of FY 2006 Federal Funds Reauirine Cit~ matcn Funds Recommendation: Authorize the City Manager to execute and sign on behalf of the City of Arcadia an application for receipt of federal funds requiring City match funds for water system improvements • SUMMARY „ ;. The City of Arcadia has jointly pursued federal grant funds with the City of Sierra Madre over the past ten (10).years. The cities have been successful in receiving federal grant funds for planning, design and construction of water system improvements to upgrade the cities' water systems to reduce detrimental impacts due to major seismic events. This year the City. of Arcadia has again received a federal grant in the amount of $1,194,700 through the U.S. Environmental Protection Agency (EPA). As a condition of the grant, EPA requires that the City provide matching funds in the amount of $977,482. The City is required to complete an Application for Federal Assistance to release the grant funds. The submittal of this application and subsequent award of funds by EPA, commits the City of Arcadia to provide matching funds. It is requested that~the City Council authorize the City Manager .to execute the Application for Federal Assistance cortimitting the City to its participation of the required matching funds ($977,482) in order to release the FY 2006 federal grant funds. DISCUSSION Over the past decade the Cities of Arcadia and Sierra Madre (cities) have jointly " received numerous federal grants for water system infrastructure. Recently, EPA fias notified the City of Arcadia that FY 2006 federal grant funds are to be awarded jointly to both cities from EPA's STAG program for water system improvements. For FY 2006 EPA federal grant award, the cities received the largest grant amount for water infrastructure projects. Mayor and City Council - March 21, 2006 Page 2' ~ The total amount of federal.,funds ayailable to, the cities for the EY 2006 program is $2,389,400 to beshared equally; a total of $1,194,700 in federal grant funds is aVailable to the City of Arcadia. These fede~al: funds. , have become available, through the assistance and cooperation of key members of the California Congressional delegation in concert with City staff, the Ferguson. Group (City's legislative advocates), and Bucknam & Associates (Grant Manager). ` As part of the grant agreement terms, the City of Arcadia must provide local matching funds of $977,482. Thus, the total emount (federal ± City match) for expenditure by the City of Arcadia under the FY 2006 grant program is $2,172,182. ~ ~ _ .. ,ri . . . ~ . . ' ' These funds will enable the, City: of Arcadia' to continue its water infrastructure improvement program including the following important projects: 1. Replacement of Orange Grove Booster Pump Station (Design and Construction} 2. Replacement of Potable Water Well (Design and Construction). The design for the replacement of Orange Grove Booster Pump. Station has already commenced under the previous grant funds (FY 2003; 2004 and FY 2005 funds). As a part of the EPA process to release the grant funds, the City is required to complete an Application fo[ Federal Assistance, including {iroject budget data, description of projects, program plan and description of program tasks, program plan schedule, and assurance certifications: The submittal of, this epplication and subsequent award of funds by the EPA; commits the City of Arcadia to provide matching funds in accordance with the terms and conditions of the grant. - As indicated above, the. City's matching funds are $977,482. over the course of the grant period. The application will request that the grant period be through September 2010, even though it is anticipated that the funds will be expended much sooner. During this time, the City of Arcadia will complete as many of the projects identified. above as funding allows. To fully complete all,projects identified above, additional local funds and/or additional federal grant funds with local matching funds may still be required. The FY 2006 EPA grant,funds will become available after"the application process and final award by EPA is made (estimated time is September 30, 2006). : . Since 1996, the cities have received a combined total of over $14 million in federal funds fot planning; design and construction of water system improvements, resulting in nearly $8.6 million for the City of Arcadia. FISCAL IMPACT , . Sufficient funds are in the Water Facilities Replacement Fund for the grant match funds. , . Mayor and City Council March 21, 2006 • Page 3 : . , , . . RECOMMENDATION . ~ Authorize the City Manager to execute preparation and submittal of the Application for Federal Assistance. committing the City, to its"participation of the required matching funds ($977,482) in order to release the FY 2006 EPA federal grant funds. APProved: ~ ~'W- i~ William R. Kelly, City Manager PM:MA:dw . . ' n.' '~ , °~~~.=s9-~•~' STAFF REPORT Administrative Services Department DATE: TO: FROM: SUBJECT: March 21, 2006 Mayor and City Council Tracey L. Hause, Administrative Services Direc~r Recommendation: Adopt BACKGROUND As the result of recent state legislation, AB 1234, cities that reimburse members of their legislative bodies must now adopt, in a public meeting, a reimbursement policy. It is important to note that the reimbursement provisions of AB 1234 apply to all elected and app~inted o~cials who are members of a"legislative body" as that term is defined in Govemment Code section 54952 and who receive reimbursement for expenses incurred on City business. Although many aspects of such a policy are left up to the City, the new law does establish some minimum criteria. These are: • The policy must specify the types of occurrences that qualify•a member of the legislative body to receive reimbursement of expenses relating to travel, meals, lodging, and other actual and necessary expenses. • The policy must specify the reasonable~reimbursement rates for travel, meals, and lodging, and other actual and necessary expenses. If it does not, the City must use the IRS rates, as established in Publication 463. • If the lodging is in connection with a conference or organized educational activity, lodging costs can not exceed the maximum group rate pu6lished , by the conference or activity sponsor, when the group rate is available at the time of booking. If the group rate is not available,,the member of a legislative body must use comparable lodging. • Officials must use government and group rates offered for transportation appointed officials or lodging when available. • All expenses that do not fall within the adopted policy or the IRS reimbursable rates must be approved by the City Council; in a public meeting before the expense is incurred. • The City must provide expense report forms to be filed by the members of the legislative body for reimbursement. • Expense reports must document that expenses meet the existing policy for expenditure of public resources. • Members of a legislative body must submit expense reports within a reasonable time after incurring the expense, • The reports must be accompanied by the receipts documenting each expense. • Members of a legislative body must provide brief reports on meetings attended at the expense of the City at the next regular meeting of the legislative body. DISCUSSION At present, the City has an administrative policy ~entitled "Travel Arrangements and Reimbursement Policy." This policy applies to both the City. Council and City staff. While AB 1234 does not apply to City employees, the City is required to adopt a reimbursement policy applicable to all elected and appointed officials who are members of a"legislative body" as that term is defined in Govemment Code section 54952 and who receive reimbursement for expenses incurred on City business. The proposed policy includes these individuals within its provisions in accordance with AB 1234. Apart from this change,.the proposed amended policy also incorporates all of the above-cited AB 1234 criteria. By its terms, AB 1234 prohibits all reimbursement allowances. Currentiy, the City Council receives monthly allowances for City Council expenses as authorized by Resolution Number 6137. The proposed. "Expense and Use of Public Resources Policy" and accompanying resolution effectively repeal Resolution Number 6137 and provides for reimbursement of expenses consistent with AB 1234. If the proposed `policy and resolution are approved, the provisions of the 'Travel Arrangements and Reimbursement Policy.'' shall remain applicable to the Ciry staff, however would no longer apply to the City CounciL . ~ 1 1 FISCAL IMPACT There is no significant impact by adopting this policy. Reimbursable expenses may vary, but not significantly. It is recommended the City Council: Adopt Resolution No. 6515 - A Resolution of the City Council of the City of Arcadla adopttng an expense and use of publfc resources policy applicable to members of the City Council and other elected and appointed officials U~~ William R. Keliy, City Manager i RESOLUTION NO. 6515 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, ADOPTING AN EXPENSE AND USE OF PUBLIC RESOUCES POLICY APPLICABLE TO MEMBERS OF THE CITY COUNCIL AND OTHER ELECTED AND APPOINTED OFFICIALS WHEREAS, the City of Arcadia ("City") takes its stewardship over the use of its limited public resources seriously; and WHEREAS, the public resources should only be used when there is a substanrial benefit to the City; and WHEREAS, such benefits include: (i) the opportunity to discuss the community's concems with state and federal officials; (ii) participating in regional, state and narional organizarions whose activities affect the City; (iii) attending educarional seminazs designed to improve officials' skill and informarion levels; and (iv) promoting public service and morale by recognizing such service; and WHEREAS, tlie City Council desires to adopt the "Expense and Use of Public Resources Policy" attached hereto ("Policy") for the purpose of providing guidance to elected and appointed officials on the use and expenditure of City resources, as well as the standards against which those expenditures will be measured; and WHEREAS, the Policy will satisfy the requirements of Government Code sections 53232.2 and 53233.3 in the event such requirements could. be 1 consritutionally applied to charter cities; and WHEREAS, the Policy also supplements the definition of necessary and reasonable expenses for purposes of federal and state income tax laws; and WHEREAS, the Policy also applies to any charges made to a City credit card, cash advances or other line of credit; and W~IEREAS, the Policy sha11 apply to all elected and appointed officials who are members of a"legislarive body" as that term is defined in Government Code section 54952. NOW, THEREFORE, THE CITY COUC1vIL OF THE CITY OF ARCADIA, CALIFORNIA DOES HEREBY F1ND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. Adoprion. The Policy attached hereto is adopted as the approved compensation and reimbursement policy of the City in compliance with AB 1234 and other applicable laws. SECTION 2. Rescission._ of Conflicting Ordinances, Resolurions, Policies. All prior City Ordinances, Resolutions, and Policies inconsistent with the policies approved in this Resolution are hereby repealed in their entirety. Specifically, this Resolution repeals Resolurion No. 6137 and Administrarive Policy I-1 but only to the extent that it is applicable to the City Council. 2 SECTION 3. Effective Date. This Resolurion is effective upon its adoprion by the City Council. Passed, approyed and adopted this z~sr day of MBr~n , 2006. /S/ JOHN WUO Mayor of the City of Arcadia ATTEST: 1Sl JAMES H. ~~RR0~9S City Clerk of the City of Arcadia APPROVED AS TO FORM: ~r~, ~ ~ Stephen P. Deitsch City Attorney 3 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) SS: CITY OF ARCADIA ) I, JAMES H. BARROWS, City Clerk of the City of Arcadia, hereby certifies that the foregoing Resolurion No. 6515 was passed and adopted by the Ciry Council of the City of Arcadia, signed by the Mayor and attested to by the City Clerk at a regular meeting of said Council held on the 21 st day of March, 2006 and that said Resolurion was adopted by the following vote, to wit: AYES: Council Member Chandler, Kovacic, Marshall, Segal and Wuo NOES: None ABSENT: None /S/ J~MES H. ~p~RRO~NS City Clerk of the City of Arcadia 4 CITY OF ARCADIA EXPENSE AND USE OF PUBLIC RESOURCES POLICY I. APPLICATION This Expense and Use of Public Resources Policy ("Policy'~ shall be applicable to all elected and appointed officials who aze members of a legislative body as that term is defined in Government Code secrion 54952. Legislative Bodies include, but aze not limited to, the City Council, the Planning Commission, and standing committees. II. AUTHORIZED EXPENSES A. Limitations. City funds, equipment, supplies (including letterhead), and staff time must only be used for authorized City business. Expenses incurred in connection with the following types of activities generally constitute authorized expenses, as long as the other requirements of this Policy aze met: 1. Communicaring with representatives of regional, state and national govemment on City adopted Policy positions; 2. Attending educational seminars designed to improve officials' sidll and informarion levels; 3. Participating in regional, state and national organizations whose activities affect the City's interests; 4. Attending City events; 5. Implementing a City-approved strategy for attracting or retaining businesses within the City, which will typically involve at least one staff inember; 6. Performing activities at home or office in fiutherance of official City duties. B. Other Expenses. All other expenditures for occurrences not included in subsection A require prior approval by the City Council in a regulaz public meeting. C. Personal Eapenses. Personal expenses will not be reimbursed by the City, including, but not limited, to the following: 1. The personal portion of any trip; 2. Political or charitable contributions or events; 1 3. Family expenses, including partner's expenses when accompanying official on agency-related business, as well as children- or pet-related expenses; 4. Entertainment expenses, including theater, movies (either in-room or at the theater), sporting events (including gym, massage and/or golf related expenses), or other cultural events; 5. Non-mileage personal automobile expenses, including repairs, traf~ic citations, insurance or gasoline; and 6. Personal losses incurred while on City business. Any questions regarding the propriety of a particulaz type of expense should be resolved by the approving authority before the expense is incurred. III. COST CONTROL To conserve City resources and keep expenses within community standazds for public officials, expenditures should adhere to the following guidelines. In the event that expenses aze incurred which exceed these guidelines, the cost bome or reimbursed by the City will be limited to the costs that fall within the guidelines. A. Transportation. The most economical mode and class of transportation reasonably consistent with scHeduling needs and cargo space requirements must be used, using the most direct and time-efficient route. 1. Airfazes. Reimbursement is limited to economy coach class commercial air carrier. An official may use City travel to qualify for frequent flyer credits, but the selection of an airline for a given trip shall not be made for the purpose of accumulating such credit. 2. Automobile. Automobile mileage is reimbursed at Intemal Revenue Service rates presently in affect. Officials may use private automobiles for personal or group transportarion. Reimbursement shall be at the prevailing ]RS rate per business mile. Mileage shall not exceed the cost of round-trip air transportation. The amounts that aze contained herein do not include bridge and road tolls, which are also reimbursable. 3. Caz Renta7s. If a rental caz is necessary for the performance of an officiaPs duties, the rental caz shall be standazd or economy class unless an upgrade is provided at no additional cost. Use of a rental caz, in lieu of private transportation, will be reimbursed either at the private auto mileage rate as set forth in section 2 above or the caz rental cost apportioned for the number of days used for City business, whichever is less. 4. City Vehicles. City vehicles normally are not used for transportation on extended hips, but they may be made available for one-day trips if an officer has need for the same. 5. Taxi/Shuttles. Taxis or shuttles fares may be reimbursed, including a 15 percent gratuity per faze, when the cost of such fares is equal or less than the wst of caz rentals, gasoline and pazking combined, or when such transportarion is necessary for time-efficiency. 6. Pazking expense shall be reimbursed provided the officer uses the ]east expensive pazking available. Pazldng incurred as part of a personal excursion aze not reimbursable. B. Lodging. Lodging expenses will be reimbursed or paid for when travel on official City business reasonably requires an overnight stay. Lodging expenses aze authorized only for travel outside of a 50-mile radius of City Hall unless approved in advance by a majority of the City CounciL 1. Conferences/Meetings. If such lodging is in connection with a conference, lodging expenses must not exceed the group rate published by the conference sponsor for the meeting in question if such rates aze available at the time of booking. If the group rate is not available, see section 2 below. 2. Other Lodging. Travelers must request government rates, when available. Lodging rates that are equal or less to government rates are presumed to be reasonable and hence reimbursable for purposes of this Policy. In the event that government rates aze not available at a given time or in a given azea, lodging rates that do not exceed the median retail price for lodging for that azea listed on websites like www.priceline.com or an equivalent service shall be considered reasonable and hence reimbursable. C. Meals. Reunbursable meal expenses and associated gratuities will not exceed actual and necessary expenses associated with the performance of official City duties. When possible, an attempt should be made to take advantage of ineals that are included as part of conference or event registration costs (or included in airfaze). D. Telephone/Fax/Cellular Expenses. Officials will be reimbursed for actual telephone and fax expenses incurred on City business. Telephone bills should identify which calls were made on City business. For cellulaz calls when the official has a particulaz number of minutes included in the officiaPs plan, the official shail identify the percentage of calls made on City business and the City shall reimburse lum or her accordingly. E. Iuternet Officials will be reimbursed for Intemet access connection and/or usage fees away from home, not to exceed $15.00 per day, if Internet access is necessary for City- related business. Home-based intemet usage may be reimbursed provided such an expense is actual and necessary for the performance of official City duties. F. Baggage. Baggage handling fees of up to $1 per bag and gratuides of up to 15 percent will be reimbursed. Expenses for which City o~cials receive reimbursement from another agency aze not reimbursable. 3 G. Oftice supplies. The City will reimburse ofl'icers for any office supply expenses which aze actual and necessary for the perforntance of their official City duties. H. Other Egpenses. The City may reimburse other expenses provided these expenses aze not the type listed in Section II.C. herein. IV. CASH ADVANCE POLICY From time to time, it may be necessary for an official to request a cash advance to cover anticipated expenses while traveling or doing business on the City behalf. Such request for an advance should be submitted to the City Manager staff prior to the need for the advance with the following information: (i) the purpose of the expenditure and (ii) the anticipated amount of the expenditures (for example, hotel rates, meal costs, an transportation expenses). Any unused advance must be retumed to the City, along with an expense report and receipts documenting how the advance was used in compliance with this expense Policy. Instead of a cash advance, the City may pre-pay the cost of registration fees, food, lodging, transportarion and reasonable incidental expenses. In the event expenses are prepaid, receipts should still be submitted so that the City can document o the Intemal Revenue Service that the payment of the expenses does not constitute miscellaneous income to the official. V. CREDIT CARD USE POLICY City does not issue credit cazds to individual office holders but does have an agency credit cazd for selected City expenses. City office holders may use the City's credit cazd for such purposes as airline tickets and hotel reservations by following the same procedures for cash advances. Receipts documenting expenses incurred on the City credit cazd and compliance with this Policy must be submitted within five business days of use or as soon as pracdcable. City credit cazds may not be used for personal expenses, even if the official subsequently reunburses the City. VI. EXPENSE REPORT CONTENT AND SUBMISSION DEADLINE All cash advance expenditures; credit cazd expense and expense reimbursement requests must be submitted on an expense report form provided by the City. Expense reports must document that the expense in question met the requirements of this Policy. For example, if the meeting is with a legislator, the local agency official should explain whose meals were purchased, what issues were discussed and how those relate to the City's adopted legislative positions and priorities. 4 Officials must submit their expense reports within 30 days of an expense being incurred, accompanied by receipts documenting each expense. Restaurant receipts, in addition to any credit cazd receipts, are also part of the necessary documentation. Inability to provide such documentation in a timely fashion may result in the expense being borne by the oY~'icial. All expenses are subject to verification that they comply with this Policy. VII. REPORTS OF CONFERENCE OR MEETINGS ATTENDED Officers will be required to provide a brief report on the conference or meeting attended at the next regulaz meeting of his or her respective legislaHve body. VIII. COMPLIANCE WTTH LAWS City officials should keep in mind that some expenditures may be subject to reporting under the Political Reform Act and other laws. All agency expenditures aze public records subject to disclosure under the Public Records Act and other ]aws. IX. VIOLATION OF THIS POLICY Use of public resources or falsifying expense reports in violation of this Policy may result in any or all of the following: 1) loss of reimbursement privileges, 2) a demand for restitution to the City , 3) the agency's reporting the expenses as income to the elected official to state and federal tax authorities, 4) civil penalties of up to $1,000 per day and three rimes the value of the resources used, and 5) prosecution for misuse of public resources.