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HomeMy WebLinkAboutMay 2, 2006~`~ _~~ CITY OF ARCADIA N-..:.:. CITY COUNCIL/REDEVELOPMENT AGENCY ~ .._a` REGULAR MEETING TUESDAY, MAY 2, 2006 AGENDA 6:00 p.m. Location: City Council Chamber Conference Room, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: Roger Chandler, Mayor Mickey Segal, Mayor Pro Tem PeterAmundson, Council Member Bob Harbicht, Council Member John Wuo, Council Member CLOSED SESSION PUBLIC COMMENTS (5 minutes per person) Any persoFl wishing to address the City Council during the Closed Session Public Comments period is asked to complete a"Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk prior to the start of the 6:00 p.m. Closed Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council from discussing topics~or issues unless they appear on the posted Agenda RECESS TO CLOSED SESSION CLOSED SESSION a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: 55 W. Huntington Dr. 21 Morlan PI. 28 W. Santa Clara 41 W. Huntington Dr. 35 W: Huntington Dr. 27 W. Huntington Dr. Negotiating Parties - Agency Under Negotiation - f Property Owner: Paul Rusnak Wendy Doo (Church in Arcadia Don and Ray Dahlgren Manuel De Jesus Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fisher (Templekadian) Deputy Executive Director and Economic Development Manager 'rice and terms of payment STUDY SESSION a. CITY COUNCIL TEAM BUILDING 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIL MEETING TO OPEN SESSION INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIIJREDEVELOPMENT AGENCY MEMBERS: Roger Chandler, Mayor Mickey Segal, Mayor Pro Tem. Peter Arriundson, Council Member Bob Harbicht, Council Member John Wuo, Council Member SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS MOTION TO READ ALL ORDINANCES AND. RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL PRESENTATIONS AND PROCLAMATIONS a. Proclamation - Arcadia High School Choral Music Group b. Presentation by the Camino Grove Elementary School PTA President REPORTS FROM ELECTED OFFICIALS AGENDA ITEM PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council during the Agenda Item Public Comments period is asked to complete a"Public Comments" card available in the Council Chamber Lobby. The completed form should be submitted to the City Clerk prior to the start of the 7:00 p.m. Open Session. In order to conduct a timely meeting, there will be a five (5) minute time limit per person. All comments are to be directed to the City Council and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council from discussing topics or issues unless they appear on the posted Agenda. CONSENT CALENDAR All matters listed under the Consent Calendar are considered to be routine and all will be enacted by one roll call vote. There will be no separate discussion of these items unless members of the City Council request specific items be removed from the Consent Calendar for separate action. REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES. APRIL 18. 2006. Recommended Action: Approval. b. c. CITY-COUNCIL ITEMS: d. REGULAR MEETING.MINUTES. APRIL 18. 2006. Recommended Action: Approval. e. f. 'IlA'11 IVIV - JMIV I Action: Approval. 9• h. Recommended Action: Approval. Recommended Action: Approval. 2. CITY MANAGER - REPORTS a. REQUEST FROM METHODIST HOSPITAL TO PLACE BANNERS ON STREET LIGHT POLES. Recommended Action: Provide direction ADJOURNMENT In memory of Kyle A. Colnot. The next Regular Meeting of the City Council will be May 16, 2006 at 6:00 p.m. in the Ciry Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. PURSUANT TO THE AMERICANS WITH DISABILITIES ACT, PERSONS WITH A DISABILITY WHO REQUIRE A DISABILITY-RELATED MODIFICATION OR ACCOMODATION IN ORDER TO PARTICIPATE IN A MEETING, INCLUDING AUXILIARY AIDS OR SERVICES, MAY REQUEST SUCH MODIFICATION OR ACCOMODATION FROM THE CITY CLERK AT (626) 574-5455. NOTIFICATION 48 HOURS PRIOR TO THE MEETING WILL ENABLE THE CITY TO MAKE.REASONABLE ARRANGEMENTS TO ASSURE ACCESSIBILITY TO THE MEETING. CITY COUNCIL/REDEVELOPMENT AGENCY MEETING ANNOTATED AGENDA MAY 2, 2006 CLOSED SESSION a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: 55 W. Huntington Dr. 21 Morlan PI. 28 W. Santa Clara 41 W. Huntington Dr. 35 W: Huntington Dr. 27 W. Huntington Dr. Negotiating Parties - Agency Under Negotiation - F Property Owner: Paul Rusnak Wendy Doo (Church in Arcadia Don and Ray Dahlgren Manuel De Jesus Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fisher (Templekadian) Deputy Executive Director and Economic Development Manager ~rice and terms of payment STUDY SESSION: CITY COUNCIL TEAM. BUILDING CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, APRIL 18, 2006. Recommended Action: Approval. b. AUTHORIZE THE EXECUTIVE DIRECTOR TO INCREASE THE AMOUNT OF THE PROFESSIONAL SERVICES AGREEMENT WITH MASON & MASON FOR REAL ESTATE APPRAISAL SERVICES IN AN AMOUNT NOT TO EXCEED $15.000. Recommended Action: Approval. NO REPORTABLE ACTION POSTPONED TO A FUTURE MEETING NO REPORTABLE ACTION APPROVED 5-0 APPROVED 5-0 c. AUTHORIZE THE EXECUTIVE DIRECTOR TO INCREASE THE AMOUNT OF APPROVED THE PROFESSIONAL SERVICES AGREEMENT WITH KEYSER MARSTON 5-0 ASSOCIATES FOR AFFORDABLE HOUSING ADVISORY SERVICES IN THE AMOUNT NOT TO EXCEED $25,000. Recommended Action: Approval. CITY COUNCIL ITEMS: d. REGULAR MEETING MINUTES, APRIL 18. 2006. Recommended Action: Approval. e. APPROVED 5-0 APPROVED 5-0 f. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH APPROVED OAK ENGINEERING. INC. IN THE AMOUNT OF $49.840 FOR THE TR,4FFIC 5- 0 ~.JIVIY/1L IYIVVII Ilifl11V1\ ~ V/'\IY I Recommended Action: Approval. g. AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT WITH APPROVED COMPREHENSIVE HOUSING SERVICES. INC. FOR THE HOUSING 5- 0 REHABILITATION PROGRAM. Recommended Action: Approval. Recommended Action: Approval. APPROVED AUTHORIZE THE EXTENSION OF THE CONTRACT WITH THE WORKSHOP 5- 0 THROUGH JUNE 30. 2007 FOR CITY-WIDE PRINTING SERVICES. Recommended Action: Approval'. APPROVED CLASSIFICATION SPECIFICATIONS AND COMPENSATION LEVEL FOR 5- 0 THE POSITION OF FIRE MARSHAL. Recommended Action: Approval. CITY MANAGER - REPORTS a. REQUEST FROM METHODIST HOSPITAL TO PLACE BANNERS ON APPROVED STREET LIGHT POLES. 5- 0 Recommended Action: Provide direction I.I~. ^ STAFF REPORT Arcadia Redevelopment Agency May 2, 2006 TO: Chairperson and Agency Board FROM: Don Penman, Deputy Executive Director ~ By: Brian Saeki, Economic Development Manager ~ U SUBJECT: Real estate appraisal services - Morlan Place Proiect Recommendation: Authorize the Executive Director to increase the amount of the Professional Services Agreement with Mason & Mason for real estate appraisal services in a not to exceed amount of $15,000 SUMMARY The Agency is currently in negotiations with property owners for a possible 3.6 acre expansion to the east of the Rusnak/Arcadia Mercedes Benz dealership. The Agency obtained initial real estate appraisals in 2002 and 2003 for all five parcels and updated real estate appraisals in 2005 for Rod's Grill and the Arcadia Self Storage parcels only. In order to continue negotiations with the remaining property owners, updated real estate appraisais may be required. Mason & Mason has prepared all real estate appraisals to date. Staff recommends that they continue to provide these services for consistency reasons and that they are able to provide them at a lower rate because they have all relevant back-up information to complete the updates. ENVIRONMENTALIMPACT None FISCAL IMPACT This $15,000 increase can be applied towards the $8 million total Agency contribution to the Morlan Place Project as approved in the Land Assembly and Disposition Agreement with Mr. Rusnak in January 2005. Chairperson and Agency Board May 2, 2006 Page 2 RECOMMENDATION That the Agency Board authorize the Executive Director to increase the amount of the Professional Servlces Agreement with Mason & Mason for real estate appraisal services in a not to exceed amount of $15,000 from the Agency's $8 million contribution to the project. Approved: V~+w -'~'7 William R. Kelly, Executive Director I , ~, STAFF REPORT Arcadia Redevelopment Agency May 2, 2006 TO: Chairperson and Agency Board FROM: Don Penman, Deputy Executive Director~ , p By: Brien Saeki, Economic Development Manager ~if' P~ SUBJECT: Affordable housinct advisorv services Recommendation: Authorize the Executive Director to increase the amount of the Professional Services Agreement with Keyser Marston Associates for affordable housing advisory services in the amount not to exceed $25,000 SUMMARY On November 19, 2002, the Agency Board approved a Professional Services Agreement with Keyser Marston Associates for $25,000 to analyze the requests for financial assistance submitted for various housing projects in the City. Due to increased affordable housing activity over the last several years, an additional $25,000 is needed to pay for Keyser Marston Associates' consulting services. Therefore, staff recommends that the Agency Board authorize the Executive Director to increase the existing Professional Services Agreement with Keyser Marston Associates in the amount of $25,000 for affordabie housing consulting services. DISCUSSION Keyser Marston Associates Inc., a Los Angeles based firm, is experienced in analyzing requests for financial assistance for housing projects. The principal assigned to Arcadia, Ms. Kathe Head, is a recognized expert in the state on affordable housing. Staff has used Ms. Head previously for advice on Habitat for Humanity, AB 637, the Arcadia Heritage Park and the Alta Street projects, and general advice on affordable housing issues. She and her staff are very familiar with Arcadia, the redevelopment project area, and our housing needs and concerns. Chairperson and Agency Board May 2, 2006 Page 2 FISCAL IMPACT As part of the FY 2005-2006 affordable housing budget, $25,000 was approved for affordable housing consulting services. RECOMMENDATION That the Arcadia Redevelopment Agency authorize the Executive Director to increase the amount of the Professional Services Agreement for affordable housing services with Keyser Marston Associates by $25,000. Approved: ~__"__ "~ William R. Kelly, Executive Director 48:0034 CITY COUNCIUREDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MAY 2, 2006 CALL TO ORDER The Regular Meeting of the City Council of the City of Arcadia, California, was called to order by Mayor/Agency Chair Chandler at 6:00 p.m. in the City Council Chamber Conference Room, 240 W. Huntington Drive, Arcadia. ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: PRESENT: Roger Chandler, Mayor/Agency Chair Mickey Segal, Mayor Pro Tem/Agency Vice Chair Peter Amundson, Council/Agency Member Bob Harbicht, Council/Agency Member John Wuo, Council/Agency Member ABSENT: None CLOSED SESSION PUBLIC COMMENTS Christopher Sutton appeared to speak in opposition of the Agency's use of eminent domain. RECESS TO CLOSED SESSION Mayor/Agency Chair Chandler recessed the meeting into a Closed Session at 6:02 p.m. to discuss the agenda items listed below. CLOSED SESSION a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS (Government Code Section 54956.8) Property: Property Owner: 55 W. Huntington Dr. Paul Rusnak 21 Morlan PI. Wendy Doo (Church in Arcadia 28 W. Santa Clara Don and Ray Dahlgren 41 W. Huntington Dr. 35 W. Huntington Dr. 27 W. Huntington Dr. Negotiating PaRies - Agency Under Negotiation - f STUDY SESSION Manuel De Jesus Romero Gary and Dan Braun (35 W. Huntington Partners) Richard Fisher (Templekadian) Deputy Executive Director and Economic Development Manager 'rice and terms of payment a. CITY COUNCIL TEAM BUILDING (continued) Mayor Chandler reconvened the Regular Meeting to order at 7:00 p.m. OS-02-2006 48:0035 INVOCATION The invocation was led by Reverend John Payton of Point Loma Nazarene University PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Chief Deputy City Clerk, Vida Tolman ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Chandler, Segal, Amundson, Harbicht, and Wuo ABSENT: None SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS Bill Kelly, City Manager, noted the reversal in agenda order for the Public Comments period and the Reports from Elected Officials. CLOSED SESSION Steve Deitsch, City Attorney, noted that Study Session listed on the agenda has been postponed to a later date. He further noted that the Arcadia Redevelopment Agency Board met regarding the one (1) scheduled Closed Session item on the agenda. The Agency Board elected to postpone a scheduled hearing on a previously adopted resolution of necessity for the property at 41 W. Huntington Drive. The hearing originally had been rescheduled to May 16, 2006. MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL It was moved by Council/Agency Member Amundson, seconded by Council/Agency Member Segal, and carried by unanimous vote to read all Ordinance and Resolutions by title only and waive the reading in full. PRESENTATIONS AND PROCLAMATIONS a. Proclamation - Arcadia High School Choral Music Group and Rollie Maxon, the. Choral Group Director b. Presentation by the Camino Grove Elementary School PTA President, Leann Solis AGENDA ITEM PUBLIC COMMENTS Christopher Sutton appeared to speak opposing the Redevelopment Agency's use of eminent domain. Steve Deitsch, City Attorney, responded to Mr. Sutton's comments as requested by the Mayor; he noted that as the Redevelopment Agency's counsel, the issues raised by Mr. Sutton were without merit; that Mr. Sutton's assertions regarding a need for a Grand Jury investigation regarding the disposition and development agreement entered into between the Redevelopment Agency and the Rusnak/Mercedes dealership are without merit; however, the Redevelopment Z OS-02-2006 48:0036 Agency will fully cooperate if asked by the Grand Jury; and finally, as to Mr. Sutton's references to the Rusnak/Chrysler dealership currently located in Pasadena, that particular dealership has no relationship to the Arcadia Redevelopment Agency or to the City of Arcadia, and it is the Rusnak/Mercedes dealership in Arcadia alone that is the subject of the current agreement. Scott Hettrick, appeared to speak on behalf of "Arcadia Wins," a newly created volunteer citizen's group. Jonathan Hsu, appeared to thank the Arcadia Fire Department for saving his house. Gail Marshall, appeared to speak regarding "unethical" tactics used by a petition circulator for the "billboard and free parking" initiatives who appeared at her private residence and at other properties in the City. REPORTS FROM ELECTED OFFICIALS Mayor Chandler commented on the tactics of petition circulators in the community; noted his conversations with representatives from the Westfield Corporation and Caruso Affiliated; commented on the negative economic impacts the current initiatives will have on the City. Council Member Harbicht commented on the nature of the relationship between the Westfield Corporation and Arcadia First; he noted the unrest that the initiatives are creating in the community; he commented on his conversation with Mr. Caruso and the subsequent filing of another initiative funded by Caruso Affiliated; he encouraged both Westfield and Caruso to withdraw their initiatives and noted that the City Council will be giving sober and reasoned consideration of any development project submitted to the City. Council Member Wuo noted his attendance at the recent Arcadia High School Athletic Booster Club Golf Tournament fundraiser and the Arcadia Teacher of the Year luncheon sponsored by the Arcadia PTA; he thanked Jonathan Hsu for his presentation to the Fire Department; he encouraged residents to attend the upcoming Arcadia Law Day on May 13'"; he commented on the negative tactics being used by petition signature gatherers in the community and encouraged residents not to be persuaded by such tactics. Council Member Amundson noted the subterfuge tactics being used by both the Westfeld Corporation and Caruso Affiliated; he noted that the "Public Comments" cards now being used during the Council Meeting were strictly to assist the City Clerk in maintaining an accurate public record of the meetings - they are not being used to "stifle" public comment; he noted that Thursday, May 4'" is the National Day of Prayer. Mayor Pro Tempore Segal noted that the support of the community and the City Council will be critical in the success of any major development proposal in Arcadia; he further noted that the current initiatives backed by the Westfield and Caruso groups are not creating community consensus and support; he noted the success of the Arcadia High School Choral Group and its director Rollie Maxon; he encouraged all members of the community to participate in the May 6'" Community Bike Ride and Arcadia Firefighters Pancake Breakfast. Mr. Kelly, City Manager, noted that despite the City's efforts, the Westfield Corporation- supported initiatives were filed with the City Clerk's office today (May 2) and will be sent to the Los Angeles County Registrar-Recorder for signature verification. OS-02-2006 : S_, 48:0037 Mayor Chandler noted that he attended the recent Arcadia High School Athletic Booster Club Golf Tournament fundraiser. Mayor Chandler announced the list of City Council liaison appointments of the Fiscal Year 2006- 2007 as follows: Arcadia Beautiful Commission Historical Museum Commission Human Resources Commission Library Board of Trustees Planning Commission Recreation Commission Senior Citizens' Commission Chamber of Commerce Foothill Private Industry Council Foothill Transit Gold Line JPA W uo Segal Harbicht Harbicht Amundson Segal W uo Chandler, alternate - Segal Chandler, alternate - Segal Chandler, alternate - W uo Chandler, alternate - Wuo Independent Cities Assn. Wuo, alternate - Segal L.A. County DiviSion of the League of Califomia Cities Chandler, alternate - Segal League City Selection Committee Chandler, alternate - Segal San Gabriel Council of Govt.'s Harbicht, alternate - Wuo San Gabriel Valley Mosquito and Vector Control District Chandler Sanitation District Chandler, alternate - Harbicht South California Association of Governments Chandler, alternate - Segal Youth Services Coordinating Council Segal, alternate - Chandler CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, APRIL 18, 2006. Recommended Action: Approval. b. AUTHORIZE THE EXECUTIVE DIRECTOR TO INCREASE 7HE AMOUNT OF Action: Approval. c. AUTHORIZE THE EXECUTIVE DIRECTOR TO INCREASE THE AMOUNT OF CITY COUNCIL ITEMS: d. REGULAR MEETING MINUTES. APRIL 18 2006. Recommended Action: Approval. 4 OS-02-2006 Recommended Action: Approval. 48:0038 e. AUTHORIZE THE CITY MANAGER TO RENEW. FOR ONE (1) YEAR. THE JOINT USE AND MAINTENANCE AGREEMENT WITH THE ARCADIA UNIFIED SCHOOL DISTRICT FOR THE SHARED USE OF NINE (9) FACILITIES. Recommended Action: Approval. SIGNAL MODIFICATION - SANTA ANITA & CAMPUS PROJECT. Recommended Action: Approval. g. AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT WITH COMPREHENSIVE HOUSING SERVICES. INC. FOR THE HOUSING REHABILITATION PROGRAM. Recommended Action: Approval. h. Recommended Action: Approval. CLASSIFICATION SPECIFICATIONS AND COMPENSATION LEVEL FOR THE POSITION OF FIRE MARSHAL. Recommended Action: Approval. A motion was made by Council/Agency Member Harbicht, seconded by Council/Agency Member Segal, and carried on roll call vote to approve Consent Calendar items 1.a through 1.h. Consent Calendar Item "i." was pulled from the Consent Calendar by Council Member Amundson for separate consideration. Council Member Amundson inquired as to the fiscal impact of the Council's action on this item. Mr. Kelly responded that Council's action tonight did not authorize a new position in the current budget. This recommended action was part of an organizational restructuring in the Fire Department to improve overall service delivery in the Fire Prevention Bureau. Council Member Wuo noted that the staff report did not include a recommendation from the Human Resources Commission. Mr. Kelly responded that the item did attain approval from the Commission and that the recommendation should have been included in the staff report. It was moved by Council Member Harbicht, seconded by Mayor Pro Tempore Segal, and carried on roll calf vote to approve Consent Calendar Item "i." AYES: Harbicht, Segal, Amundson, Wuo, and Chandler NOES: None 2. CITY MANAGER - REPORTS a. Action: Provide direction Don Penman, Assistant City Manager/Development Services Director, presented the staff report. Staff noted that Methodist Hospital requested permission to install temporary banners OS-02-2006 48:0039 , on City street light poles adjacent to the hospital for the period of one (1) year to inform their i, employees and the public about their construction progress; the City Code does allow for these type of banners on a conditional and limited basis; due to the length of the request, staff recommends direction from the City Council on whether the conditional use should be granted. Council Member Harbicht, noting the contributions by Arcadia Methodist Hospital to the residents of Arcadia, recommended approval of the request. A motion was made by Council Member Harbicht, seconded by Council Member Chandler, and carried on roll call vote to allow the placement of banners by Methodist Hospital on twelve (12) City street light poles for one year. AYES: Harbicht, Chandler, Amundson, Segal, and Wuo NOES: None ADJOURNMENT At 8:11 p.m., in memory of Kyle A. Colnot, Rose Marie Cogorno, and Fred Lindsey. The next Regular Meeting of the City Council will be May 16, 2006 at 5:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows. Citv Clerk U~.~~ By: Vida Tolman Chief Deputy City Clerk 6 OS-02-2006 ~,e, ~..w a Ao(a~t5~190) ~~wattyot4~~o• STAFF REPORT Public Works Services Department May 2, 2006 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Directo~ Prepared by: Tom Tait, Deputy Public Works ~es Director¢~; Denise Weaver, Public Works Technician SUBJECT: SUMMARY The City of Arcadia and the Arcadia Unified School District has several agreements, which allows the sharing of facilities for the common use of the City and the District. One (1) of these agreements, a joint use agreemenl was entered into by the City Council on March 6, 2001. The shared use and maintenance agreement is for the following nine (9) Facilities: Arcadia High School Baldwin Stocker Elementary Camino Grove Elementary Camino Grove Park Dana Middle School First Avenue Middle School Holly Avenue Elementary Hugo Reid Primary Hugo Reid Park The current five (5) year agreement will expire on May 1, 2006. As set forth in the terms of this Joint Use and Maintenance Agreement, City staff and the District have agreed that it would be in the best interest of both agencies to renew this agreement for one (1) additional year to allow the School District time to complete an analysis of their turf and landscape maintenance deficiencies at these facilities and other school facilities. Staff recommends that the City Council authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A", "B", "C", "D" and "E" attached. Authorize the Citv Manaaer to renew the Joint Use and Maintenance Mayor and City Council May 2, 2006 Page 2 DISCUSSION The City of Arcadia and the Arcadia Unified School District have entered into several joint use agreements over the years for tf~e purpose of sharing school playgrounds and City parks that are adjacent to one another for recreation uses. The following three (3) agreements outline maintenance responsibilities and shared use of these nine (9) facilities: Aqreement Term Expiration Joint Use and Maintenance 5 years May 1, 2006 Agreement From May 2001 Joint Use of the Baseball Field Lighting at Arcadia High School for School and 20 years April 12, 2014 Recreational Purposes From April 1994 Joint Use of the Athletic Field Lighting at Dana Middle, First Avenue Middle and Arcadia High School 20 years October 6, 2019 for School and Recreational From October 1999 Purposes The City and District mutually agreed in 2001 to consolidate the three agreements into one agreement for the ease of administration. The term of the October 1999 Agreement and the April 1994 Agreement shall remain in effect. Should this single Agreement expire or terminate prior to the expiration of the other two Agreements, then the October 1999 and/or the April 1994 Agreement, as applicable shall survive the expiration or termination of this single Agreement. This five (5) year single Agreement will expire on May 1, 2006. As set forth in the terms of this Joint Use and Maintenance Agreement, City staff and the District have agreed that it would be in the best interest of both agencies to renew this agreement for one (1) additional year. In recent meetings, the School District has indicated to City staff that they will be doing an evaluation of turf and landscape areas of their school sites. Following this evaluation, the District said it wanted to prepare a master plan to assist them in planning and implementing a long-term management and care program for their athletic fields and infrastructure. Additionally, the School District indicated that there might be a maintenance fee associated with the use of their athletic fields and facilities by outside organizations. Staff recommends that the City Council authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A", "B", "C", "D" and "E." Mayor and City Council May 2, 2006 Page 3 FISCAL IMPACT Administration of a single contract will result in a continued general cost savings for both agencies. RECOMMENDATION Authorize the City Manager to renew the Joint Use and Maintenance Agreement with the School District for shared use and maintenance of nine (9) facilities as described in Exhibits "A", "B", "C", "D" and "E" in a form approved by the City Attorney. APPROVED: _~ William R. Kelly, City Manager PM:dw Attachments EXHIBIT A Arcadia High School With respect to Arcadia High School, the CITY shall share with the DISTRICT the use of the baseball and softball field and their lighting, the swimming pool, the tennis courts, and the track, in accordance with a schedule mutually agreed upon by the parties. Maintenance of these facilities at the High School shall be as follows: 1. Baseball and Softball Field Liehtin¢ The CITY shall be responsible, at its cost, for the maintenance of the baseball and softball field lighting. 2. . SwimminQ Pool The DISTRICT shall be responsible for the maintenance of the swimming pool. During the ten (10) week City Summer Program, the CITY shall reimburse the DISTRICT for all actual costs for maintenance of the pool related to the City's use. For this purpose, the DISTRICT shall provide the CITY reasonable documentary support for the reimbursement. There shall not be any additional fees or costs imposed upon the CITY with respect to the Summer Program. During the remainder of the yeaz, the CITY shall pay the DISTRICT at the rate of six dollars ($6.00) per hour for each hour the CITY uses the pooL The CITY and DISTRICT shall shaze the cost for all major swimming pool renovation work at the following rate: one-third (1/3) CITY, two-thirds (2/3) DISTRICT; provided that both parties have mutually agreed in advance to any and all such renovation wark. 3. Tennis Caurts The CITY shall be responsible for the maintenance of the tennis court lights. The DISTRICT shall be responsible for the cleaning and maintenance of the tennis courts, including the surface of the courts, and the fencing around the courts. Both the CITY and the DISTRICT shall share equally the cost and responsibility for maintenance of the tennis court nets. 1. Track The track shall be maintained by the DISTRICT, which shall be solely responsible for the cost of said maintenance. "See Attachment 1" ~ z o~ ~ 0 0 2 U ~ rin V 2 Q ~ Q U ~ Q ~ ~ z G _ U ~ Q 0 z w w J J W ~ Q _~ ~~ J eF ~ ~ EXHIBIT B Baldwin Stocker Elementary With respect to Baldwin Stocker Elementary School, the CITY shall share with the DISTRICT the use of the property in accordance with a schedule mutually agreed upon by the parties. Maintenance of the facilities shall be as follows: 1. CITY Resnonsibilitv The City shall be responsible, at its cost, for the maintenance of the bleachers and backstop on the baseball diamond within the area on Attachment "2" labeled "CITY". 2. DISTRICT Resnonsibilitv The DISTRICT shall be responsible, at its cost, for maintenance of all areas labeled "DISTRICT" on Attachment "2". "See Attachment 2" Camino Grove Elementary & Camino Grove Park With respect to Camino Grove Elementary School and Camino Grove Park, the City and DISTRICT shall share the use of both properties in accordance with a schedule mutually agreed upon by the parties. Maintenance of certain facilities shall be as follows: 1. CITY ResponsibilitV The CITY shall be responsible for the maintenance of all facilities located within the azeas on Attachment "3" labeled "CITY", including the parking lot, bleachers and backstop located therein. 2. DISTRICT Resaonsibilitv The DISTRICT shall be responsible for maintenance of all facilities located within the azeas on Attachment "3" labeled "DISTRICT". "See Attac6ment 3" ~ ~ z ~ ~ Q F- Z W ~ _ W ZN J ~ W Z ~ w W ~ UQ O~ ~Q z ~ ~ J Q m CAMINO GROVE ELEMENTARY A(VD CAMINO GROVE PARK ATTACHMENT "3" LEGEND ~ N.T.S. ^ PANEL Holly Avenue Elementary With respect to Holly Avenue School, the CITY shall shaze with the DISTRICT the use of the property in accordance with a schedule mutually agreed upon by the parties. Maintenance of certain facilities shall be as follows: 1. CITY Resnonsibilitv The CITY shall be responsible, at its cost, for the maintenance of the tennis court lights, nets, surfaces, and cleaning of the tennis courts within the area labeled "CITY" on Attachment "4". 2. DISTRICT Responsibilitv The DISTRICT shall be responsible, at its cost, for the maintenance of all Areas labeled "DISTRICT" on Attachment "4". "See Attac6ment "4" HOLLY AVE. ELEMENTARY ATTACHMENT 4 N.T.S. LEGEND ^ PANEL EXHIBIT C Hugo Reid Primary School & Hugo Reid Park With respect to the Hugo Reid Primary School and Hugo Reid Park, the CITY shall share with the DISTRICT the use of the property in accordance with a schedule mutually agreed upon by the parties. Maintenance of certain facilities shall be as follows: 1. CITY ResponsibilitY The CITY shall be responsible for the maintenance of all facilities located within the areas on Attachment "5" labeled "CITY", including landscaping, tennis court nets, surfaces and cleaning the tennis courts. 2. DISTRICT Responsibility The DISTRICT shall be responsible for maintenance of the sprinklers, all turf azeas, janitorial services, trash disposal and maintenance of all facilities located within the areas on Attachment "5" labeled "DISTRICT". "See Attac6ment 5" HUGO REID PRIMARY AND HUGO REID PARK ~ N.T.S. ATTACHMENT "5" ~ ~ . .,, _ _ ., ~ ` . C /L .5 S~ AUSD Co act No, 99/00;9J2 AGREEMENT BETWEEN THE CITY OF ARCADIA AND TIiE ARCADIA UNIFIED SCHOOL DISTRlCT OF LOSANGELESCOUNTY FOR THE CONSTRUCTION, MAIN'I'ENANCE AND JOINT USE OF THE ATHLETIC FIELD LIGHTING AT DANA MIDDLE SCHOOL, FIRST AVENUE MIDDLE SCHOOL AND ARCADIA HIGH SCHOOL FOR SCHOOL AND RECREATIONAL PURPOSES THIS AGREEMENT, ,made and entered into this 6w day of October, 1999, by and between the CITY ~F ARCADIA, hereinafter referred to as the "Citv" and the ARCADIA UNIFIED SCHOOL DISTRICT OF LOS ANGELES COUNTY, hereinafter referred to as the "District." WITNESSETH WHEREAS, the Civic Center Act, commencing with Section 38130 of the Edncation Code provides that the governing board of a school district may grant the use of school grounds for recreational and public purposes; and WHEREAS, Education Code Section 10900 et seq. provides that governing bodies of any two or more public authorities may cooperate with each other in the development and conducting of programs of community recreation; and _. WHEREAS, the District owns and operates the Dana Middle School, First Avenue Middle School and Arcadia High School (collectively, the "School Sites") located within the Ciry of Arcadia, County of Los Angeles (the "County"), State of Califomia; and WHEREAS, a portion of the School Sites consist of athletic fields as depicted in E~ibits A, B, and C(collectively, the "Premises"), which aze attached hereto and incorporated herein by this reference; and WHEREAS, the City and District desire to install athletic field lighting on the Premises forrecreationaland otherrelated purposes;and VJHEREAS, the City is an eligible applicant for funding under. County of Los Angeles Regional Pazk and O~fen Space District, per Pazcei Discretionary Grant Program; and WHEREAS, the City Council at its meeting of May 18, 1999 approved the filing of an application with the County of Los Angeles Regional Park and Open Space District for funds under ection ~l1 of Progosition A for the installation of athletic field lighting at the School Sites; and WHEREAS, the District and the City will mutually benefit from access to and utilization of athletic fie(d lighting. NOW, THEREFORE, THE CITY AND THE DISTRICT HEREBY MUTUALLY AGREE AS FOLLQWS: EXHIBIT D See Attachment "6" - Dana Middle School 1 See Attachment "7" - First Avenue Middle School The City shall apply for County of Los Angeles Regional Park and Open Space District, per Pazcel Discretionary Grant Program funds allocated in Section 3(,~,L of Pronositi4n A, in the unount of $242,438. 2. The Ciry, upon execution of an agreement between the CounTy and the City for the Per Pazcel Discretionary Crrant Program Funds, sha11 provide the District the funds approved in said agreement for the installation of athletic field lighting on the Premises at the School Sites. 3. The District agrees, upon receipt of the funds described above, to contract for the construction and installation of the athletic field lighting on the Premises at the School Sites in accordance with plans and specifications prepared by the District ° and approved by the City and the County (the "ProjecY'). 4. The City requires that a11 lighting specific to the Project be isolated from any and all other faciliTy energy consumption, subject to the cooperation of the local ufility company and the DistricYs ability to acquire separate metering. The cost of installing the separate metering at the Premises shall be borne by the Grant Program. 5. Upon completion of construction and after acceptance of the Project, agrees at ics soie cost ana exoense co ~,~i mamtam saia amienc nein t;g tme m good workine order and condition and (~~roav all utili~y bills when due for the oneration_of~aicLathLe~ic field liehtine. throuehout the life of this Aereement. The City reserves the right to chazge a fee for the use of the lights, other than use by the District, in order to offset some of the costs of operation. 6. The District recognizes that certain requirements must be fulfilled in the use of Per Pazcel Discretionary Grant Program Funds far the installation of said lighting and agrees to comply with all said requirements, imposed on the City by the use of these funds. These requirements include; but are not limited to: a. That the District will provide and maintain competent and adequate azchitectural engineering supervision and inspection at each construction site to insure that the completed work conforms with the approved plans and specifications; that it will furnish progress reports and such other information as the County may require. b. That the District will give the County's authorized representative access to and the right to examine all records, books, papers or documents related to the grant. c. That the District will cause work on the project to be commenced within a reasonable time after receipt of funds and that the Project will be prosecuted to completion with reasonable diligence. 2 d. All deviadons from approved plans and specificadons shall be submitted to the City for eva]uation of significance and to the Counfy for written approval if deemed appropriate. e. That the District has met, or will meet, all federal, state or local environmental, pubiic health, relocation, and affirmative action and all other appropriate codes, laws, and regulations prior to expenditure of grant funds related to the project. f. That the County will, upon completion of the projects, audit the project. District agrees to provide necessary records, contracts, and related documents necessary to satisfy County audit requirements. 7. Use of the Premises a. The District agrees to make available to the Ciry, without chazge except.as expressly provided for in this Agreement, for the purposes of conducting recreational programs and activities sponsored and organized by the City, the said attiletic field lighting at all times when not being utilized for school purposes, whenever occurring during the regulaz school term or the sununer school term, throughout the life of this Agreement. The use of the Premises shalt be determined by a prior schedule mutually agreed upon. Deviation from said schedule is to be subject to approval in writing by the City Manager and District Superintendent, or their designated representatives. b. The City shall fiirnish all necessary custodial services and supplies (including consumable materials) when using the Premises in order to keep the Premises in a neat, orderly and sanitary condition. Should either the City request or District require the assignment of District custodial staff at the Premises when being used by the City, the City shall pay District the actual cost to the District of providing the custodial staff for the City sponsored actiyity. In the event the District provides custodial staff, the District shall invoice the City for such services and the City shall pay such invoices within fifteen (15) days of receipt. c. The Di$trict agrees to maintain the Premises and related equipment, excluding the subject athletic field lighting, in a condition which is safe, clean, operable, and usable condition. d. The City shall pay the actual costs determined by the DistricYs established hourly fee schedule for any required technical staff assigned by the District and approved by the City Manager or his designee, to provide operational expertise for the City's use of the Premises. The District shall invoice the City for such service and the City shall pay such invoice within fifteen (15) days of receipt. 3 e. The City shall install, repair, maintain and be responsible (including the risk of loss) for all equipment that the City may own and desire to use on the Premises €or which the District has given its written consent. £ The City shall be responsible for providing or causing to be provided all security service as deemed necessary by the Arcadia Police Department when using the Premises. g. The City shall be responsible for fumishing and supplying personnel to conduct and supervise the recreational activities conducted by the City on the Premises, including non-technical personnel as may be required by the District, such as supervisors, ushers, ticket takers, etc.). h. In the event of damage to any portion of the Premises beyond normal wear and teaz due to the cazelessness or negligence of the City, the CiEy shall be responsible for all costs associated with the repair or replacement and rehxrn to safe operable conditions. The City shall give written notice to the District of any such damage within five (5) working days of the discovery of the damage. The District shall arrange for and oversee all repairs or replacement. 8. Neither of the parties to d~is Agreement nor their respective elected officials, officers and employees, shall be deemed to assume any liability for any act or omission of any other party, its employees, officers or agents arising out of the performance of ttus agreement. The City agrees to indemnify, defend, and hold hannless the District, its officers, employees and agents from and against any and a71 claims, demands, suits, loss, damage, injury and liability, including costs, judgments and expenses arising out of any negligent or wrongful act or omission of tfie City, its employees, officers or agen4s in the performance of this Agreement. The District agrees to indemnify, defend, and hold hazmless the City, its officers, employees and agents from and against afl clauns, demands, suits, loss, damage, injury and liability, including costs, judgments and expenses arising out of any negligent or wrongful act or omission of the District; its employees, officers or agents in the performance of this Agreement, including the construction provided for herein. 9. The City and the District shall each provide its own liability and other insurance deemed by it to be necessary to protect the activities and facilities covered hereunder in an amount of not less than Two Million Dollars ($2,000,000). The City and the Distirct shall each provide the other with a certificate of insurance as required herein, which certificates of insurance shall provide notice to the party receiving said certificate of any cancellation of such coverage. Altematively, the City and/or District may self-insure up to the specified l'units as evidenced, by a rider of self-insurance to be provided to the other party. As a condition precedent 4 to execution of this agreement, the Distriot shall provide proof of insurance to the satisfaction of the City Attorney. 10. Both the City and District shall solely coaduct the activities, services, and programs normally controlled by each within the scope of its respective operation. The City shali cooperate to minimize custodial and maintenance services required by reason of the City's activities and programs conducted upon the Premises. 11. It is acknowledged and agreed by the District that, except for specific recreation events or City sponsored events, using the athletic field lighting, all other uses of Premises, including general use by the public, aze under jurisdiction of the District. 12. The term of this Agreement shall be for twenty (20) yeazs. This agreement may be terminated for cause (substantial breach of a material provision) upon thirty (30) days written notice to the other party. This Agreement may be terminated without cause upon 1 SO days written notice to the other party. 13. This Agreement is severable with respect to the Premises set forth in Eachibits A through C of dus Agreement. Should either party commit a material breach of the powers and duties with respect to a specific property resulting in the termination of this Agreement as to that specific property, this Agreement shall remain in effect with respect to the remaining Premises. 14. This agreement or any interest of the parties therein shall not at any time after the date hereof, without the prior written consent of the other party be mortgaged, pledged, assigned or transferred by either pariy by voluntary act or by operation of law. 15. All notices by either party to the other shall be in writing and shall be deemed and served upon the other party, if delivered personally or three (3) days after depositing in the United States mail, postage pre-paid, addressed to: ' If to the CITY: City of Arcadia 240 West Huntington Drive Post Office Box 60021 Arcadia, California 91066-6021 Attention: William R. Kelly, City Manager If to the DISTRICT: Arcadia Unified School District 234 Campus Drive Arcadia, California 91007 Attention: C. Eazl Davis, Assistant Superintendent, Business Services 16. The District and City shall provide each other with the names and telephone numbers of personnel that aze responsible for the day to day operations of the 5 recreational programs and facilities of the parties. Said list shall be updated as needed based on personnel changes. 17. Failure of the parties to insist upon strict performance of any of the terms, condifions or covenants iii this Agreement shall not be deemed a waiver of any right or remedy that either party may haue and shall not be deemed a waiver of any right or remedy for a subsequent breach or default of the terms, conditions or covenants herein contained. 18. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one in the same Agreement. IN WITNFSS WHEREOF, the parties hereto have set their hand and seal the date and year first written. CITY OF ARCADIA A Municipal Corporation By: R er Chandler, Mayor AT ST: - ti>~e-~ /(~ C C Clerk APPROVED AS TO FORM: . ~. p I~~~ City ttorney ARCADIA UNIFIED SCHOOL DISTRICT OF LOS ANGELES COUNTY of Education APPROVED AS TO FORM: Pazker, Covert & Chidester By: ~ Douglas N. Ye an DISTRICT Counsel 6 ~ ~ z J ~ ~ _ U//'~ VJ J ~ G Q ~ Q 0 ~ ~ W ~ Q ~ Q J W 0 ~ Q Z = a W ~ ~ 'n J ~ J ~ 0 ~ z ~~ J ~ ~ _ U ~ W J ~ ~~ W ~ z w > Q ~ ~ ~ ~ ti Z Wc G 2 U a ~ Q Z Wr^ V W J ~ W ~ Q = a ~ ~ J N • ^ ~ ~'" AU~^ Contract No. 3723 ` , AGREEI~'N'P BETAEETi TFIE CITY OF ARCADIA }1ND ' THE ARCADIA IINIFIED SC800L DISTRICT OF La3 ANGELES COQNTY EOR TSE CONSTRIICTION~ MAINTEN}1NCE AND JOINT IISE OF THE BASEBALL FIELD LIGHTING AT ARCADIA HIGH SCHOOI, FOR SCHOOL AND RECREATIONAL PIIRPOSES THIS AGREFI~IQT, made and enter into this lZth day of April , 1994, by and between the CITY OF ARCADIA, hereinafter referred to as the "City" and the ARCADIA LTNIFIED SCHOOL DISTRICT OF LOS ANGELES COIINTY, hereinafter referred to as the "District". WITNESSETFi: WHEREAS, Chapter 4 of Division 12 of the Education Code provides that the governing board of a school district may grant the use of school grounds for recreational and public pi, ~oses; and WHEREAS, Chapter 6 of Division 12 of the Education Code provides that governing bodies of any two or more public authorities may cooperate with each other in the development and conducting of programs of community recreation; and WfiEREAS, the District owns certain properties located within the City of Arcadia, Countg of Los Angeles, State of California, more particularly described in Exhibit "A" attached hereto and incorporated herein by reference; said property is commonly known as the Arcadia Aigh School and on which property the City and the District desire to construct baseball field lightinq on existing school baseball Pield Por recx~eational and other related purposes; and WHEREp,S, the City is ari eligible applicant for funding under County of Los Angeles Regional Park and Open Space District, per Parcel Discretionary Grant Program; and -1- EXHIBIT E . . a r ... ~.. ~ ,~. WHEREAS, the City Council at its meeting of April 5, 1994 approved the filing of an application with the County of Los Angeles Regional Park and Open Space District for funds under Section 8.b.2 of Proposition "A" for the construction of baseball field lighting at the Arcadia High School; and WHEREAS, the District and the City will mutually benefit from access to and utilization of baseball field lighti.ng. NOW~ TFIEREFORE, 'i'FIE CITY AND TfiE DISTRICT HEREBY MUTIIAIS,y AGREE AS FOLLOWS: 1. The City shall apply for County of Los Angeles Regional Park and Open Space District, per Parcel Discretionary.Grant Program funds allocated in Section 8.b.1 of Proposition "A", in the amount of.$150,000. 2. The City, upon execution of an agreement between the County and the City for the Per Parcel Discretionary Grant Proqram Funds, shall provide the District the funds approved in said agreement £or the canstruction of the baseball field lighting at the Arcadia liigh School. 3. The District agrees, upon receipt of the fund described above, to;construct the baseball field lighting at Arcadia High School in accordance with plans and specifications prepared by the District and approved by the City and the County. 4. Upon completion of construction and after acceptance of the job, the City agrees to operate and maintain said baseball field lighting throughout the life of this Agreement. The City reserves the right to charge a Pee for the use of the lights, in order to offset some of the cost oP operation. -Z- • % ~.. 5. The District recognizes that certain requirements must be fulfilled in the use of Per Parcel Discretionary Grant Program Funds for the construction of said lighting and agrees to comply with all said requirements, imposed on the City by the use of these funds. These requirements include, but are aot limited to: a. That the District will provide and maintain . competent and adequate architectural engineering supervision and inspection at the construction.,site to insure that the completed work contorms with the approved ' plans and specifications; that it will furnish progress reports and. such other information as the County may require. b. That the District will give the County's authorized representative.access to and the right to examine all records, books, papers or documents related to the grant. c. That the District will cause work on the project to be commenced within a reasonable time after receipt of funds and that the project wi11 be prosecuted to completion with reasonable diligence. d. All significant deviations from approved plans and specifications shall be submitted to the City and County for prior approval. e. That the District has met, or will meet, all federal, state or local environmental, public health, relocation, and affirmative action and all other appropriate codes, laws, and regulations. prior to expenditure of grant funds. . -3- , ~ I ti f. That the County will, upon completion of the projects, audit the project. District agrees to provide necessary records, contracts, and related documents necessary to satisfy County audit requirements. 6. The District agrees to make available to the City the , said baseball field lighting at all times when not being utilized for school p„ r+oses, whenever occurri,nq during the regular school term or the summer school term, throughout the life of this Aqreement. The use of these facilities shall be determined by a prior schedule mutually agreed upon. Deviation from said schedule is to be•subject.to approval in writing by the City Manager and Superintendent of Schools, or their designated representatives. 7. None of the parties to this Agreement nor their respective elected officials, officers and employees, shall be deemed to assume any liability for any act or omission of any other party, its employees, officars or agents arising out of the performance of this Agreement. The City agrees to indemnify, defend, and hold harmless the District, its officers;, employees and agents from and against any and all claims, demands, suits, loss, damage, injury and liabilit.y, including costs, judgments and.expenses arising out of the sole act or omission of the City, its employees, officers or agents in the per£ormance of this Agreement. The City shall not be responsible to the District for loss or damaqe to the District~s property. -4- . . ~ ' . District agrees to indemnify, defend, and hold harmless the City, its officers, employees and agents from and against a11 claims, demands, suits, loss, damage, in7ury and liability, including costs, judgments and expenses arising out of any act or omission .of the District, its employees, officers or,aqents in the performance of this Agreement, or the,construction provided for herein. 8. The City and the District`shall each pravide its own liability and other insurance deemed by it to be necessary to protect the activities and facilities covered hereunder in an ~~ amount oP not less than Two Million Dollars ($2,000,000). The . City and the District shall each provide the other with a certificate of insurance as required herein, which certificates shall provide notice to the party receiving said certificate of any cancellation oP such coverage. 9. Both the City and District shall solely conduct the activities, services, and programs normally controlled by each within the scope of its respective operation. This agreement does not constitute a joint powers agreement to provide mutual or overlapping services. The City shall cooperate to minimize custodial and maintenance services required by reason of the City's activities and programs conducted upon the property. The~District shall provide all janitorial services required to maintain said property during the term of this Agreement and the District shall provide all maintenance for said property. Janitorial services shall include collection and disposal of, refuse resulting from the use of the property by the City and the District. -5- ~~ ! • 10. It is acknowledged and agreed by the District that, except for specific Recreation events or City sponsored events, using the baseball field lights, all other uses of subject property, including general use by the public, are under jurisdiction of the District. 11. The term of this Agreement shall be for twenty (20) years and may be renewed upon mutual agreement of the parties hereto. This Agreement shall be:non-revocable except for just cause and in such event, either party to this Agreement may terminate the agreement at any ti.me subject to 180 days notice in writing to the other party•hereto. IN WITNESS WHEREOF, the parties hereto have set their hand and seal the clate and year first above written. ATTEST: ~ a~ City Cle c APPROVED AS TO FORM: ~ ~J ~1~P~ T-~ City Attorney ARCADIA UNIFIED OF LOS ~NGELES. gy v si t, Bo o duc io By~f ~...~.~--- Superintendent Approved by the Governing Board 4/12/94 -6- t ;°~ Z-~-~,o. r~ ... , ~ ~;::~;:>:.... . ; .: 4 •::. :. ~~•::.~ •}\• ~ t, . l 1' : •}~{•i.;~, ; J Gv ...... ....... ~:~t: . . n ~ 'C:; 1 . IU ~?:,••••'••.•::•:.•~•~••• 5.~~ l ~ I L~ I , :'~::: _.~~' ;:;;;: ~` . Ll i ~ ~ ~ t ; i; ~ ; a i 9 1 ~.T1', i v , ~t~ "` o • R~ ~~ ~ ~ i N; ~ i ~ ~ t ~ i V i ~ ~ ~. ~ ' ~: i ~ .. i i ~ ''i, i n. .. k ' ~~ ~ . ~ ~ ~ ~ i ~ t ~ ~ i ~ ~ ~ -;- i , ~ ~ i 0 ~ ' i ~'~ m • ;$ .~ a ~ ,¢ r ,,r; 0~.. ~ , . -~.-~ . ~ . ~ ' ~W i • ~ ~ ~g i 0 Q ~ ~~. i3 ~~ d o oV a o~ ' . ; •, ~ i i i o c ~ ~ Q ot7 i i i Lj' ~ i ' ~ i i ~ii i ~ :~ i ~ e Q lt ~ op D ; ; Q < < ! U ~ . i c~ ~ ' i ~ - -------; Q i i ~ ~ ~ ~ 1 ~ . I~ i i i i ~ ~ ~ ~ ~ U ~ a 0 z ;, EXHIBIT "A" ~G_; :r~ ~ 1 , ~. r"" - ax r"°°Rp~A~Tn°-'°°~ STAFF REPORT • - - . : - -> :. Development Services Deparhnent - DATE: May 2, 2006 TO: Mayor and City Council ~ FROM: Don Penman, Assistant City ManagedDevelopment Services Directo ~ Philip A. Wray, City Engineer y~,,~~ Prepared by: Ramiro S. Gonzalez, Assistant Engineer SUBJECT: Award Contract - TrafFic Siqnal Modification Santa Anita Avenue and Campus Drive Recommendation: That the City Council authorize the City Manager to enter into a contract with Oak Engineering, Inc. in the amount of $49,840 for the Tra~c Signal Modification Santa Anita Avenue and Campus Drive project SUMMARY As part of the City's on going traffic signal modification program, the Development Services Department prepared a tra~c signal pole and mast arm inventory and replacement list. From the inventory and replacement list, staff has selected the intersection of Santa Anita Avenue and Campus Drive as the highest priority. A location map of the project area is attached for reference. The project was advertised and bids were opened on April 18, 2006. Oak Engineering, Inc. submitted the successful low bid in the amount of $49,840. Staff recommends that the City Council award a contract for the Traffic Signal Modification at Santa Anita Avenue and Campus Drive to Oak Engineering, Inc. BACKGROUND In the 2002-03 fiscal year, staff undertook an inventory of all traffic signals to identify poles and mast arms needing replacement. Several intersections were found to be equipped with old poles and mast arms, most with old brace supports that have reached their usefui life. The mast arms will not support additional features such as traffic signs and street name signs. Staff developed a list of locations for a replacement program. ~. ~Vr • `-- Staff Report May 2, 2006 Page 3 Construction may begin before the end of the school year. The construction will be primarily in the parkways, and periodic lane closures will be allowed only during off-peak morning and afternoon school traffic times. ENVIRONMENTAL ANALYSIS The project is categorically exempt per Section 15301 class 1(d) from the requirements of California Environmental Quality Act (CEQA). FISCAL IMPACT Funds were budgeted in the 2002-03 and 2004-05 Capital Improvement Program for this traffic signal modification at Santa Anita Avenue and Campus Drive. Funds are available to cover the contract cost, inspections and contingencies. RECOMMENDATION That the City Council authorize the City Manager to enter into a contract with Oak Engineering Inc. in the amount of $49,840 for the Tra~c Signal Modification at Santa Anita Avenue and Campus Drive. Approved By: DP:PAW:RSG:pa Attachment ~o ~~ WILLIAM R. KELLY City Manager J , 1,~, : ~ ;.~, ~~~a,~ at~°~°' S TAFF REP ORT Development Services Department May 2, 2005 TO: Mayor and City Council FROM: Don Penman, Assistant City ManagedDevelopment Services Directo~ ~ Jason Kruckeber~Community Development Administrator Silva Vergel, Business License Office~Q SUBJECT: Consideration to award a three-vear Housinq Rehabilitation Services Apreement to Comprehensive Housinq Services Inc. for The Housinp Rehabilitation Proqram Recommendation: Approve SUMMARY As part of the Community Development Block Grant (CDBG) Housing Rehabilitation program, the City must retain a consultant that will implement and oversee the program in accordance with HUD requirements. The City sent the request for proposal (RFP) to 14 firms. Five (5) firms responded to the RFP. The Development Services DepartmenY is recommending that the City Council authorize staff to enter into an agreement with Comprehensive Housing Services, Inc. in an amount not to exceed $50,000.00 for the management of the Housing Rehabilitation Program. CDBG - CHS May 2, 2006 Page 1 DISCUSSION On March 6, 2006, the Development Services Department sent a request for proposal (RFP) to fourteen (14) firms or individuals to bid on the management of the housing rehabilitation program. The perspective applicants were asked to prepare bids based on the construction and financial management of the program. Also, the job qualifications required the applicants to have experience in administering Community Development Block Grant housing programs and work experience with the Los Angeles Community Development Commission. The contract will be for a three-year period starting July 1, 2006 and ending June 30, 2009. A total of five (5) responses to the RFP were received and bidders are listed below: ^ AmeriNational Community Services, Inc. • Comprehensive Housing Services, Inc. ^ Frank Hernandez • LDM Associates ^ Willdan Staff evaluated the proposals based on experience, references, comprehensiveness, costs and responsiveness to the scope of work as set forth in the RFP. In reviewing the proposals, the Development Services Department believes that Comprehensive Housing Services, Inc. would be the most qualified consultant based on experience and cost of services in addressing the City's needs and requirements. Comprehensive Housing Services, Inc. has provided similar services to the cities of Hemet, Irvine, South Gate and the County of Ventura. For fiscal year 2006-2007, the City has set aside $395,802 in CDBG funds for Housing Rehabilitation. This amount includes funds to administer the program. The maximum amount allotted per household is $12,000 for rehabilitation services. It is estimated that based on overall grants and costs for administering the program the City could assist 25 households. Because the Housing Rehabilitation Program is an ongoing program, staff is recommending that the City participate in a three-year contract with Comprehensive Housing Services, Inc. CDBG-CHS May 2, 2006 Page 2 FISCAL IMPACT Comprehensive Housing Services will be paid on an hourly basis, and it is anticipated that they will be paid between $1,000 to $2,000 for each participant, depending on the complexity of the rehabilitation. The costs for this service will be paid with CDBG funds. There will be no fiscal impact on the City's budget. RECOMMENDATION That the City Council authorize the City Manager to enter into a Professional Services Agreement with Comprehensive Housing Services, Inc. for three (3) years beginning July 1, 2006 through June 30, 2009 in an amount not to exceed $50,000 per year. Approved by: ~ William R. Kelly, City Manager CDBG - CHS May 2, 2006 Page 3 __ .~ \ h , , ~' a ,hc~RPOq~TID9~y0oA STAFF REPORT Administrative Services Department DATE: May 2, 2006 T0: Mayor and City Council FROM: Tracey Hause, Administrative Services Direc Submitted by: Jan Steese, Purchasing O~cer SUBJECT: Extension of the contract with The Workshoo~ Yil June 30 2007 for citvwide printinq services Recommendation: Approve SUMMARY In March 2002, the City Council authorized the approval of a three (3) year agreement with the option to renew for two (2) additional one-year periods with The Workshop for citywide printing services. In June 2005, the City Council authorized the approval of a one (1) year contract extension with The Workshop in the amount of $220,000.00. DISCUSSION Staff is satisfied with The Workshop's services and would like to continue using them for the City's printing needs. Staff would recommend that the contract be extended for an additional 3 months as expiration of the contract will then coincide with the City's fiscal year end. If approved, this extension will be valid from this date through and including June 30, 2007. As a result of the contract extension, staff is suggesting an additional $30,000.00 be added to the prior year expenditures because of the extended contract term. Staff anticipates soliciting new proposals for printing services next spring. By utililizing one vendor for all printing services confusion in processes have been eliminated, and familiarity and continuity of style allows for consistency in forms and supplies throughout the City. Mayor and City Council May 2, 2006 FISCAL IMPACT The funding for on-going printing services is included within each departmenYs operating budget. It is anticipated that the costs will be an estimated $250,000.00, including any increased paper costs and/or higher delivery charges as a result of gas prices. RECOMMENDATION Staff is recommending that the City Council: Approve a contract extension for citywide printing services until June 30, 2007 for an amount not to exceed $250,000.00. Approved: "~I William R. Kelly, City Manager ,.~..,.,,u. ..,,.,.o, ~ ~ ~ ,~ . ~ STAFF REPORT Administrative Services Department DATE: May 2, 2006 ~,i TO: Mayor and City Council FROM: Tracey Hause, Administrative Services Direct~ y,~ Submitted By: Michael A. Casalou, Human Resources Administrator ~'/~ SUBJECT: SUMMARY Approve It is recommended the City Council approve the new classification specifications and compensation level for the position of Fire Marshal. , BACKGROUND The Fire DepartmenYs Fire Prevention Bureau presently consists of a Deputy Fire Marshal, a Fire Inspector, a part time Administrative Assistant, and temporary interns and volunteers. The Deputy Fire Marshal has some oversight responsibility for the Fire Prevention Bureau and reports to a Battalion Chief assigned to the Bureau. With potential for large-scale development projects currently under review by the City, the Fire Prevention Bureau has already experienced an increase in workload. Furthermore, there is a greater need for the Bureau to be in attendance at meetings held during regular work hours. The current organizational structure calls for a Fire Battalion Chief having responsibility for the Bureau; however, the 24-hour shift work schedule of the Battalion Chief is not conducive to effective operations within the Fire Prevention Bureau. Furthermore, it prevents other City Departments from having readily available access to a Fire Marshal during regular work hours. The different work schedule of the Battalion Chief also contributes to a delay in communication within the Bureau and among other City Departments during the days that the Battalion Chief is not scheduled to work. The creation of a civilian Fire Marshal will allow a full-time person assigned to a 40-hour workweek, who has the specialized Fire Prevention knowledge and experience to be Mayor and City Council May 2, 2006 Page 2 of 2 assigned to the Fire Prevention Bureau. This position will ensure continuity and consistency of information flow between project designers, contractors, and the Fire Department. Furthermore, this management position will be able to provide closer daily supervision of the Prevention Bureau personnel and enhance opportunities for career advancement, staff development and training. A dedicated civilian Fire Marshal will relieve the current Fire Battalion Chief of his Fire Prevention sta~ng duties, thus allowing him to address other administrative needs of the Fire Department. It is recommended this position be placed at Salary Range Number 74 M($5,829-$7,280 per month). FISCAL IMPACT Staff anticipates the net cost to the General Fund at approximately $11,000 annually. RECOMMENDATION Approve the new classi£cation specifications and compensation level for Fire Marshal in the Fire Department. Concur: ~'~^-~=~ William R. Kelly, City Manager Attachment: Fire Marshal Job Specification CITY OF ARCADIA FIRE MARSHAL DEFIIVITION Under direction, to supervise, direct, oversee, and participate in the ac6vities and operafions of the Fire Prevention Bureau within the Fire Department including fire prevention, investigation, inspection, plan check, and education programs; to coordinate water storage and supply systems; to oversee fixed water delivery systems, installation, and maintenance; to coordinate assigned activities with other divisions, outside agencies, and the general public; and to provide highly responsible and complex staff assistance to the Fire Chief. SUPERVISION EXERCISED Exercises direct supervision over technical and clerical staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Supervise, direct, plan, and review the work of staff responsible for providing fire prevention, investigation, and inspection services and activities including plan checking, public education programs, and water supply and delivery systems. Plan, direct, and participate in the prevenrion, investigation, and inspection activities. Train assigned employees in the azeas of work methods, techniques, and the use and operation of equipment. Verify the investigarive and inspection work of employees for accuracy, proper work methods, techniques and compliance with applicable standazds and specifications. Provide staff assistance to the Fire Ctvef; prepaze and present staff reports and other necessary correspondence. Check and review building plans prior to issuance of permits;, review and approve construction and permit docuxnents in relation to fire prevention laws and codes; check all specialty plans including auto fire sprinklers, fire alarms, and all special suppression systems. Check site plans for fire deparhrtent access and fire hydrant placement; conduct fire hydrant flow tests. Ciry ofArcadia Fire Marshal (Continued) Page 2 of 6 EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Conduct inspections of buildings and property including places for public assembly, institu- tions, educational facilities, and developmentally disabled facilities for fire hazazds, efficiency of fire protective equipment, adequacy of fire exits and generai compliance with applicable laws, codes, and regulations. Make presentarions at various City functions, Fire and Building Code Review Boazds, and public education events. Coordinate with Water Division on issues involving water supply to fire protection systems. Create, revise, unplement, coordinate, and spot check inspection fom~s, procedures, and related policies for the Fire Deparhnent. Attend and participate in various fire protection organizations, committees; interact with adjoining jurisdictions with related fire protection problems. Approve, inspect, monitor, and assign personnel as necessary for pyrotechnic displays and filming productions. Meet with citizen groups, organizations, contractors, architects, engineers, and developers regazding fire protection systems, access requirements, building requirements, and other fire prevention life safety issues. . Participate in the development and implementation of a comprehensive code enforcement program; enforce fire laws, codes, and regttlations; uutiate notices, infraction citations, misdemeanor citations, and criminal complaint procedures. Serve as an expert witness tesrifying in court cases involving fire and code violations. Assist in regulating hazazdous materials in azea of jurisdicdon; review hazazdous material safety plans; provide technical data at hazardous materials incidents; participate in arranging for hazazdous materials training for community. Prepaze various reports on operations and activifies and complete comprehensive reports when required including fire mvestigation reports, project requisitions, and code enforcement reports. Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner. City af Arcadia Fire Marshal (Continued) Page 3 of 6 EXAMPLES OF IMPORTANC AND ESSENTIAL DUTIES Attend and participate in professional group meetings; stay abreast of new trends and innovarions in the fields of fire preventiog investigation, and inspection. Operate a variety of equipment and tools used in fire investigation and inspection including computers, printers, microfiche, hydrant flow meter, explosimeter, indushial video camera and equipment, cameras, overhead and slide projectors, hydraulic calculator and water systems checker, and a fire investigation tool kit and some engine company tools for fire scene investigationa Perform the full range of duties in the assigned azea of work. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledee of: Operational chazacterisrics, services, and activifies of a fire prevention and investigation program. Principles of supervision and training. Modern theory, principles, and practices of fire prevention, investigation, and fire code enforcement. Principles and techniques used in the development and implementation of safety education programs. Principles and techniques of public relations as related to obtaining cooperation and compliance to fire codes and laws. Managing modem fire and azson investigation methods and techniques including proper collection and preservation of evidence, tagging, photographing, filing, and assembly of case jackets for prosecution. Standards used in the storage, handling and disposal of hazazdous materials, expiosives, highly flammable materials, and other toxins used in industrial settings. Ciry of Arcadia Fire Marshal (Continued) Page 4 of 6 Knowledee of: Drafting techniques and drawing skills to create accurate and funcrional graplucs, diagrazns, and drawings for a variety of applications. Current arrest procedures; civil rights privileges, and laws affecting the issuance of official norices, search warrants, and other court venue processes. Fire hazazds and related prevenrion and abatement methods. Hazardous materials, chemical chain reactions, and fire behavior. Modern office practices, methods, and computer equipment. Principles and procedures of record keeping and reporting. Pertinent Federal, State, and local laws, codes, and regulations, and building codes pertaining to life safety and the prevention of hazazdous conditions. Occupational hazazds and standazd safety practices necessary in the areas of fire prevention, investigarion, and inspecfion. Building construction and automa$c fire protection and alazm systems and equipment. . Mechanical, chemical, and related chazacteristics of a wide variety of hazazdous materials. Safe driving principles and practices. Skill to: Operate fire detecrion and monitoring equipment. Operate modem office equipment including computer equipment and a variety of audio-visual equipment. Operate a motor vehicle safely. Abili to: Plan, organize, and review the work of fire prevention staff in the azea of work assigned. .. , City ofArcadia Fire Marshal (Continued) Page 5 of 6 Abili to: Provide supervision and training to assigned staff. Conduct a variety of fire prevention uid educational activities including building code inspections. Analyze problems, idenufy altemative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Deal efFecfively with property owners, managers and the general public in difficult work situations. Detect fire hazazds and malce recommenda6ons for ways to prevent and elixninate fire hazazds. Conduct thorough fact-fmding inspections and investigations including evidence gathering and preservation. Enforce regulations firmly, tactfully, and impartially. Prepaze and deliver effective oral presentations. Interpret and apply the policies, procedures, laws, and regulations pertaining to assigned programs and functions. Perform thorough and highly technical safety inspections, identify hazards, impose requirements or make recommendations using tact and fimuiess while maintaining public esteem. Establish record keeping systems and operate a computerized plan check system. Plan and implement programs of fire education, fire prevention, and staff training Read and interpret blueprints. Prepaze and maintain accurate and complete records. Prepaze clear and concise comprehensive reports. Work independently in the absence of supervision. Respond to requests and inquiries from the general public. City ofArcadia Fire Marshal (Continued) Page 6 of 6 Abilitv to: Exercise good judgment, flexibility, creativity, and sensirivity in response to changing situarions and needs. Communicate cleazly and concisely, both orally and in writing. Establish, maintain, and foster positive and hannonious working relationships with those contacted in the course of work. Minimum Oualitications: Exaerience• Four years of increasingly responsible fire prevenrion experience. $upervisory experience in fire prevenfion is desirable. Trainine• Bachelor's degree from an accredited college or university with major course work in fire science or a related field. License or Certscate: Possession of Fire Prevention lA, 1B, 1C, 2A, 2B, 2C certification. Fire Instructor IA, 1B certificarion is highly desirable. May be required to obtain necessary certifications and maintain proficiency levels related to cairying firearms. Possession of an appropriate, valid driver's license. Suecial Reauirements: Essential duties require the followingphysical skills and work environment: Ability to sit, stand, walk, run, lmeel, crouch, stoop, squat, crawl; twist, cl'unb, and lift 125 lbs.; exposure to cold, heat, noise, outdoors, vibration, confining work space, chemicals, explosive materials, mechanical hazazds, and electrical hazazds; ability to travel to different sites and locations; availability for shift work, on-call, and stand- by. Effective Date: Apri12006 1. ' ~ - ~.q. "~c°R~~.=49-•°°° STAFF REPORT Development Services Department May 2, 20o6 TO: Mayor and Gity Council FROM: Don Penman, Assistant City Manager/Development Services Directo~ SUBJECT: Reauest from Methodist Hospital to place banners on street liaht poles Recommendation: Provide direction SUMMARY Methodist Hospital has requested permission to install temporary banners on City sfreet light poles adjacent to #he hospital to inform their employees and the public about their construction progress at the hospital. The City Code provides that signs/banners that involve or commemorate a singular event of a nature that merits special consideration because of its unique character, public interest or other similar factors, may be placed on utility poles, in this case City street light poles, on a conditional and limited basis. Because this request is somewhat beyond the boundaries of other applications for banners, staff is requesting City Council determination of whether to approve, deny or approve with conditions. BACKGROUND The City Council adopted Ordinance No. 2087 in May of 1998 to establish regulations pertaining to the placement of banners and signs on utility poles in the right-of-way by outside organizations. The ordinance, codified in Section 4912.6.1 states: "The City may exercise its discretion to consider allowance, on a conditional and limited basis, of signs and banners that involve or commemorate a singular event of a nature that merits special consideration because of its unique character, public interest or other similar factors. Commercial considerations alone will not suffice to meet this criteria." It should be noted that while the Code indicates that banners shouid commemorate a singular event, it does not define a duration for that event. Mayor and City Councii May 2, 2006 . Page 2 In September 2000 the City Council again discussed this program as a result of an increase in the number of requests from outside organizations for use of utility poles for the placement of banners. Besides some conflicts in requested dates, staff identified other issues for Council discussion and direction, including advertising, approval of both non-profit and for-profit organizations and promotion of a singular event. The City Council determined that both non-profit and for-profit organizations could qualify, albeit for-profit groups would have a more difficult time meeting the criteria, and the Council allowed for a fairly broad definition of "singular evenY'. Banners that have been approved in the past have included the Santa Anita Park regular racing season, the grand opening of the Westfield expansion in October 2004, special events at the County Arboretum, The Sycamores anniversary, the Greek Festival, the L.A. County Fair and the World Cup Soccer competition. Most of the events are of a non-profit nature, though the Code does not preclude for-profit banners providing the purpose of the banner is not solely for commercial purposes only, The City Council in the past specifically addressed the Santa Anita Racetrack banners and determined that the meet, which lasts approximately four (4) months, meets the criteria in the Code and, therefore, they have been permitted to install banners for this approximate time. However, banners for outside organizations are only allowed when the event is regionally significant and of a non-commercial nature. ~- Requests for banners on utility poles are processed administratively, based on the guidelines in the City Code and subsequent direction by the City Council. The Council has directed that all utility pole banners that are approved by staff be forwarded to the City Council, and any individual member of the Council has five (5) working days from receipt of the information from staff, to appeal to the entire Council the staff decision to approve the request (Attachment 1- Banner Policy). To date there have been no appeals of the staff approvals. DISCUSSION Staff has received an application from Methodist Hospital to place banners on twelve (12) City street light poles on the eastbound direction of Huntington Drive (Attachment 2). The purpose of the banners is to keep the public and hospital employees informed about the construction progress at the hospital. They would like to install the banners in May of 2006 and leave them up for one year. The banners would not"be placed for commercial considerations alone so the request would qualify in that respect. The two areas where some direction from.the City Council is requested pertains to the length of time that the banners would be in place and whether or not the construction would be considered a singular event. To date the longest period of time for placement of a banner has been about four (4) months, marking the regular season meet at Santa Anita. The Westfield banners commemorated the completion of construction for the recent expansion and were up , . Mayor and City Council -. May2,2006 Page 3 approximately two (2) months. The only projected conflict if the Hospital banners were in place for one year would be with the Santa Anita Park banners on eastbound Huntington Drive adjacent to the Hospital. Staff did discuss with Hospital representatives the option of placing the banners at the start of construction, removing them for a period of 4ime, then reinstalling banners again at the end of construction. They indicated that they preferred to have them up for the entire year. FISCAL IMPACT There is no financial impact on the City, as the sponsoring organization pays for the installation and removal of the banners by a private vendor and the City is indemnified against any claims due to the placement of the banners. There is a$90 processing fee with each application. RECOMMENDATION :it is recommended that the City Council review the request from Methodist ~:Hospital to allow the placement of banners on tweive (12) City street light poles for one year and either approve, deny or approve the request with conditions, :: such as a shorter duration of time. ,_~Approved: ~~ William R. Kelly, City Manager CITY OF ARCADIA DEVELOPMENT SERVICES DEPARTMENTIENGINEERING DIVISION Procedures for Banner Displav Under the authority of Ordinance #2087 adopted 5/5/98, the City Manager or his/her designee may, on behalf of the City Council, exercise discretion to consider allowance, on a conditional and limited basis, of signs and banners that involve or commemorate a singular event of a nature that merits special consideration because of its unique character, public interest, or other similar factors. Commercial considerations alone will not suffice to meet this criteria. Banners for events outside the City of Arcadia will only be allowed where the event is regionally significant and of a non-commercial nature. Banner poles may be reserved on a first come first served basis. Banners may not be installed more than thirty (30) days in advance of the event and must be removed immediately following the completion of the event. To install banners on streetlight poles within the City of Arcadia, the applicant shall submit the following: 1. A letter requesting banner display addressed to: Don Penman, Assistant City Manager/Development Services Director City of Arcadia Development Services Department 240 W. Huntington Drive Arcadia, CA 91007 The letter shall include: a) The occasion for which the banner(s) will be displayed. b) The name, telephone and fax number of the applicant. c) The name, address, telephone and fax number of the company who will install and remove the banner(s). d) Sample of banner artwork (7 color copies). e) Installation and removal dates of the banner(s). 2. Insurance Certificate(s) per Encroachment Permit requirements. General Liability Insurance MUST include an Additional Insured Endorsement Page naming the City of Arcadia, its directors, officials, officers, employees, agents and volunteers covered as additional insured. General Liability Insurance is required of both the applicant and the banner installation company. 3. Completed and signed Encroachment and Use of Public Property Permit. Attachment 1 ~ ~ , 4. Location map showing streetlight poles to be used for banner display. (NOTE: If the streetlight poles are Edison owned, Engineering staff will inform the applicant and it shall be the applicanYs responsibility to contact the Edison Company at (626) 303-8429 and obtain authorization to install banners on their streetlight poles. The applicant must forward to the City's Development Services Department a copy of the Edison Company's authorization.) City Staff must approve banners on Edison poles based on the procedures stated therein. 5. A check in the amount of $90.00 (permit fee) payable to the "City of Arcadia". Completed application packet shall be reviewed by Staff and submitted to the City Council. The City Council will have five (5) days to appeal the approval to the City Manager. After five (5) days, an approval letter with conditions shall then be sent to the applicant. -2- .U~P-~ ~ ~trt 9`i-6n~a.ou~u~~fax na.aia.saau ~ . '4sY W':: PIit9T sTResY. aTe~soc ~ . . . TU6TIM. CA 92lBO .. . . April 5, 2006 Don Penman, Assistant City Manager/ Development Services Director Ciry of Arcadia Development Services Department 240 West Huntington Drive Arcadia, CA 91007 Sfadia ` u! efs.saa.aoao fnr e~e.ssa.sas+ t15 N. MARYLIIND AVC, 6T6 30t 6L8NDAL8, CA B1ZOO www.rHaioartour.com R~G~IVEd ~~~ o s zoas UrVElOPNIEf~r SERUICES Dear Mr.Penman, The Identity Group is the advertising agency for Methodist Hospital of Southem Califomia in Arcadia. On behalf of Methodist Hospital, we ue requesting the ability to install temporary banners on twelve (12) streedight poles on the eastbound direction of Eluntington Drive, ditecdy adjacent to the hospital (as shown on the attached location map). Following are answers to the questions requested in the letter received from Pat Auriemmo, Engineering Aide for the City of Arcadia: 1. Occasion: Construcdon at Methodist Hospital - keeping the public and hospital employees informed about construction progress at the hospital. 2. Applicant: Tony Yang, Director of Marketing, Methodist Hospital, 300 West Hun6agton Drive, Arcadia, CA 91066-6016 - Telephone: 626.898.8973 - Fax: 626.898.8972. 7anet Bowden, Account Executive, The Idenaty Group, 440 West First Sueet, Suite 204, Tustin, CA 92780 - Telephone: '714573.0010 - Fax: 7145732084. 3. Installation & Removal: Gold Graphics, 12450 Montague Street, Pacoima, CA 91331- Telephone: 818.899.1183 - Fax: 818.899.2430. 4. Sample - Banner Artwork: Please see attached (7 color copies). 5. Installation & Removal Dates of Banners: Installation - May 15, 2006; Removal - May 15, 2007. Gold Graphics said they have their business license and insurance information on Fle with the City of Arcadia. Also attached is a"Summary of Insurance" from Methodist Hospital of Southem California, a$90.00 permit fee check from the hospital and the wmpleted "Encroachment and Use of Public Property" permit application. Please contac[ me directly at (714) 573-0010 should you have any questions regazding the enclosed informaflon. Sit~cerely, , ~~-., C, j CS,YV.~ '~~cu~~~_'.~.;~~_. Janet Bowden Account Executive The Identity Group Attachment 2