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HomeMy WebLinkAboutAugust 15, 2006CITY OF ARCADIA CITY COUNCILIREDEVELOPMENT AGENCY a° REGULAR MEETING TUESDAY, AUGUST 15, 2006 AGENDA 6:00 P.M. Location: City Council Chamber Conference Room, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: 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 CLOSED SESSION /STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council /Redevelopment Agency during the 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/Agency Secretary prior to the start of the Closed, Session /Study 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 /Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council /Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. 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. Manuel De Jesus Romero 35 W. Huntington Dr. Gary and Dan Braun (35 W. Huntington Partners) 27 W. Huntington Dr. Richard Fisher (Tempelkadian) Negotiating Parties— Agency Deputy Executive Director Under Negotiation — Price and terms of payment STUDY SESSION a. Lighting District Discussion. 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIUREDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION Reverend Jolene Cadenbach, Arcadia Congregational Church PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: Chandler, Segal, Amundson, Harbicht, and Wuo REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION /STUDY SESSION ITEMS SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL PUBLIC HEARING All interested persons are invited to appear at the Public Hearing and to provide evidence or testimony concerning the proposed items of consideration. You are hereby advised that should you desire to legally challenge any action taken by the City Council with respect to any Public Hearing item on this agenda, you may be limited to raising only those issues and objections which you or someone else raised at or prior to the time of the Public Hearing. CITY COUNCIL ITEMS: a. Recommended Action: Deny the appeal 91 Recommended Action: Adopt PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council /Redevelopment Agency during the 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/Agency Secretary 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 /Redevelopment Agency and we ask that proper decorum be practiced during the meeting. State law prohibits the City Council/Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. REPORTS FROM ELECTED OFFICIALS 2. 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/Redevelopment Agency request spec items be removed from the Consent Calendar for separate action. REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, AUGUST 1. 2006. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES, AUGUST 1, 2006. Recommended Action: Approve C. d. CLASSIFICATION SPECIFICATIONS FOR MANAGEMENT AIDE/MANAGEMENT ANALYST. Recommended Action: Approve e. f. m Action: Approve h. Recommended Action: Approve Recommended Action: Adopt Recommended Action: Approve Recommended Action: Approve Recommended Action: Approve k. Action: Approve ADJOURNMENT The next Regular Meeting of the City Council /Redevelopment Agency will be September 5, 2006 at 6:00 p.m. in the City 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. Recommended Action: Approve FEES RELATED TO THE JOINT USE GYMNASIUM. Recommended Action: Approve CITY COUNCIL /REDEVELOPMENT AGENCY MEETING ANNOTATED AGENDA AUGUST 15, 2006 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. Manuel De Jesus Romero 35 W. Huntington Dr. Gary and Dan Braun (35 W. Huntington Partners) 27 W. Huntington Dr. Richard Fisher (Tempelkadian) Negotiating Parties — Agency Deputy Executive Director Under Negotiation — Price and terms of payment STUDY SESSION a. Lighting District Discussion 1. PUBLIC HEARING CITY COUNCIL ITEMS: a. APPEAL OF PLANNING COMMISSION DECISION ON MODIFICATION PERMIT #MP 06 -05 FOR 830 SINGING WOOD DRIVE. a CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, AUGUST 1, 2006. The Arcadia Redevelopment Agency has entered into an Purchase and Sale Agreement with Arcadia Self Storage for the site of the former Bekins Storage Facility on Huntington Drive. This Agreement was the result of negotiation between the Agency and Self . Storage Staff to come back on future agenda with cost study agreement and research /analysis on various options for lighting assessment costs. Approve items a. through e. on Modification Application No. MP 2006 -005, and deny the applicant's appeal regarding item g. 3 -2 (Harbicht, Chandler "no) APPROVE 5 -0 APPROVE 5 -0 Recommended Action: Adopt CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES, AUGUST 1, 2006. APPROVE 5 -0 C. RESOLUTION NO. 6535 FIXING THE AMOUNT OF REVENUE TO BE RAISED FROM APPROVE PROPERTY TAXES FOR FISCAL YEAR 2006 -2007 TO PAY THE DEBT SERVICE ON 5-0 THE GENERAL OBLIGATION BONDS AND THE AUTHORIZED MAINTENANCE AND OPERATION COSTS OF LIGHTING DISTRICTS. d. CLASSIFICATION SPECIFICATIONS FOR MANAGEMENT AIDE /MANAGEMENT APPROVE ANALYST. 5-0 e. AWARD A ONE (1) YEAR CONTRACT EXTENSION TO SHELDON MECHANICAL APPROVE CORPORATION FOR THE HEATING VENTILATION AND AIR CONDITIONING (HVAC) 5-0 PREVENTATIVE MAINTENANCE AT ALL CITY FACILITIES IN THE AMOUNT OF $107,700. APPROVE f. WAIVE THE FORMAL BID PROCESS AND APPROVE THE PURCHASE OF SEVENTY 5-0 (70) NEW TASER X26E AND ALL NECESSARY ACCESSORIES FROM PROFORCE LAW ENFORCEMENT IN THE AMOUNT OF $64,980.04. APPROVE 9. ACCEPT GIFT OF $15,000 FROM THE FRIENDS OF THE ARCADIA PUBLIC LIBRARY 5 -0 FOR PROGRAMS AND MATERIALS FOR TEENS. h. ACCEPT THE REVISIONS TO THE 2006 WATER SUPPLY ASSESSMENT (WSA) FOR REMOVED FROM THE CARUSO PROJECT AT THE SANTA ANITA RACE TRACK. CONSENT AGENDA; NO ACTION TAKEN i. AUTHORIZE AN APPROPRIATION OF $3,300.00 TO PAY A ONE -TIME ASSESSMENT APPROVE LEVIED BY THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS 5-0 j. AUTHORIZE THE CITY MANAGER TO IMPLEMENT RECRUITMENT INCENTIVES FOR APPROVE SWORN PERSONNEL WITHIN THE POLICE DEPARTMENT 5 -0 k. ACCEPT GIFT OF $15,077.67 FROM THE ARCADIA PUBLIC LIBRARY FOUNDATION APPROVE FOR PROGRAMS AND EQUIPMENT AT THE LIBRARY. 5-0 AUTHORIZE THE CITY MANAGER TO APPROVE A PURCHASE CONTRACT IN THE APPROVE AMOUNT OF $15,000 AND APPROVE SAME AMOUNT FROM THE CITY CAPITAL 5-0 OUTLAY FUND TO THE ARCADIA UNIFIED SCHOOL DISTRICT FOR ARCHITECTURAL SERVICES AND GRANT PREPARATION FEES RELATED TO THE JOINT USE GYMNASIUM. 48:0077 CITY COUNCIL/REDEVELOPMENT-AGENCY REGULAR MEETING MINUTES TUESDAY, AUGUST 15, 2006 CALL TO ORDER Mayor Chandler called the meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Chandler, Segal, Amundson, Harbicht, and Wuo ABSENT: None. CLOSED SESSION /STUDY SESSION PUBLIC COMMENTS (5 minutes per person) None. 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. 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 (Tempelkadian) Negotiating Parties — Agency Deputy Executive Director Under Negotiation — Price and terms of payment STUDY SESSION a. Lighting District Discussion The staff report was presented by Pat Malloy, Public Works Services Director. Staff provided an overview of the existing system which included: the City's aging street lighting system, the Santa Anita Oaks Home Owner's Association's (HOA) request to upgrade its poles, the inequity of assessments within the City, and the approaching termination date of existing assessment districts. Staff recommended the establishment of a citywide street lighting assessment district via the Landscaping Lighting Act of 1972 and presented various options regarding implementation. The Council directed staff to place on an upcoming Regular Open Session Agenda an item regarding an initial cost study in partnership with a professional consultant, to begin research and analysis regarding options for a citywide lighting district assessment, and to study the requests from the Santa Anita Oaks and San Luis Rey neighborhoods regarding lighting options. 08 -15 -2006 48:0078 RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO OPEN SESSION The Mayor convened the Open Session meeting at 7:12 p.m. INVOCATION Reverend Jolene Cadenbach, Arcadia Congregational Church PLEDGE OF ALLEGIANCE Corky Nicholson, Planning Services Manager ROLL CALL OF CITY COUNCIL /REDEVELOPMENT AGENCY MEMBERS: PRESENT: Chandler, Segal, Amundson, Harbicht, and Wuo ABSENT: None REPORT FROM CITY ATTORNEY /AGENCY COUNSEL ON CLOSED SESSION /STUDY SESSION ITEMS Steve Deitsch, City Attorney, presented the following report regarding the evening's Closed Session meeting: The Arcadia Redevelopment Agency has entered into a Purchase and Sale Agreement with Arcadia Self Storage for the site of the former Bekins Storage Facility on Huntington Drive. This Agreement was the result of negotiation between the Agency and Self Storage. Separate from this, I can report that there are no pending negotiations between the Agency and the owner of the Rod's Grill property regarding the purchase and sale of that property. The Agency has previously directed Staff not to pursue eminent domain against the Rod's Grill property. For the record, in the past, the Agency had made two offers to acquire the Rod's Grill property, the most recent in the amount of $1,224,045 (including furniture, fixtures, and equipment). This is property for which the Agency believes the current owner paid $710,000 in April 2004 according to public tax records. The City Attorney further noted that the Council /Agency conducted a Study -Session regarding city-wide Lighting Assessment Districts; staff was directed to place an item on an upcoming Regular Open Session Meeting agenda for Council to discuss initial cost studies for citywide Lighting Assessment Districts. SUPPLEMENTAL INFORMATION FROM CITY ASSISTANT CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS Don Penman, Assistant City Manager /Development Services Director, noted that item h. on the Consent Calendar would not be considered this evening, and will appear on an upcoming Council /Agency Agenda. 08 -15 -2006 11 •l MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE THE READING IN FULL A motion was made by Council /Agency Member Amundson, seconded by Council /Agency Member Segal, and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. 1. PUBLIC HEARING CITY COUNCIL ITEMS: a. APPEAL OF PLANNING COMMISSION DECISION ON MODIFICATION PERMIT #MP 06 -05 FOR 830 SINGING WOOD DRIVE. Recommended Action: Deny the appeal The staff report was presented by Don Penman, Assistant City Manager /Development Services Director, Jason Kruckeberg, Community Development Administrator, Corky Nicholson, Planning Services Manager, and Andrew Gonzalez, Assistant Planner. Staff noted that the property owner, Harry Scolinos is appealing the Planning Commission's denial of their application; the Development Services Department is recommending the approval of items a. through e. of the application, and denial of the applicant's appeal regarding requests f. and g. The Mayor opened the public hearing. The Appellant, Harry Scolinos, appeared to provide testimony regarding this item; he noted that modification item g. was no longer a required component of his project and would be effectively removed from the application; he provided further testimony regarding the necessity of a modification for the building height, although he amended his request from 35'0" as originally proposed, to 32' 6 ". There were no other persons who appeared to provide testimony on this item. A motion to closed the public hearing was made by Council /Agency Member Segal, seconded by Council /Agency Member Wuo, and seeing no further objection, the Mayor closed the public hearing. After Council deliberation on the matter, a motion was made by Council /Agency Member Segal, seconded by Council /Agency Member Wuo, and carried on roll call vote to approve the Planning Commissions' actions on items a. through e. on Modification Application No. MP 2006 -005 fora proposed two -story, single family residence at 830 Singing Wood Drive, and to approve the applicant's appeal regarding item f., but only to allow for a 32' 6" height in lieu of the 30' height required by the code, and to deny the applicant's appeal regarding item g. AYES: Segal, Wuo, Amundson, NOES: Harbicht, Chandler b. CONSIDERATION OF RESOLUTION NO 6536 FINnINr, THE CITY OF Recommended Action: 08 -15 -2006 48:0080 The staff report was presented by Don Penman, Assistant City Manager /Development Services Director, Jason Kruckeberg, Community Development Administrator. Staff noted that each city in the State of California is requested to submit annually a Local Development Report (LDR) and to certify by resolution to the local Congestion Management Agency that it is in compliance with the local Congestion Management Program (CMP). The Mayor opened the public hearing. There were no persons appearing to provide testimony on this item. A motion to close the public hearing was made by Council /Agency Member Harbicht, seconded by Council /Agency Member Segal, and seeing no further objection, the Mayor closed the public hearing. A motion was made by Council /Agency Member Harbicht, seconded by Council /Agency Member Wuo, and carried on roll call vote to adopt Resolution No. 6536. AYES: Harbicht, Wuo, Amundson, Segal, and Chandler NOES: None. PUBLIC COMMENTS (5 minutes per person) John Dickey, appeared to speak regarding the proposed development at the Santa Anita Race Track. Ann Durgenian, 1670 Elevado Avenue, appeared to speak regarding the proposed development at the Santa Anita Race Track. Russ Garside, Arcadia Chamber of Commerce, appeared to speak regarding a motion made by the Chamber of Commerce to adamantly oppose the adoption of the two upcoming ballot measure initiatives. Beth Costanza, Arcadia Chamber of Commerce, appeared extend invitations to the community to the upcoming "Taste of Arcadia" event on September 18, 2006. REPORTS FROM ELECTED OFFICIALS Council /Agency Member Wuo requested that driver use caution around schools as the academic year approaches; encouraged all residents to attend the last Thursday Concert in the Park on August 17` and sent birthday wishes to Council Member Mickey Segal and City Manager Bill Kelly. Council /Agency Member Amundson thanked Patrick Lee for his recent communication to the City regarding cost of living increases, commented that he would continue monitoring the effects of increases hitting the City's budget, and thanked all who provided input to him regarding Assembly Bill 2409. Council /Agency Member Harbicht noted the significant donations made tonight by the Friends of the Arcadia Library and the Arcadia Public Library Foundation for library programs, materials, and equipment. He thanked Mr. Dickey for his public comments and encouraged residents to utilize the public meetings to raise their issues and concerns regarding City business; and noted the procedural process for the City Council's review of large -scale developments within the City. 4 08 -15 -2006 Y Council /Agency Member Segal noted that contrary to Mr. Dickey's public comments, he has only,hosted one public meeting at his home and that he was not aware of any visit by Mr. Dickey to his personal residence. Council /Agency Member Segal also sent birthday wishes to his daughter. Mayor Chandler thanked his fellow Council /Agency Members for their actions regarding tonight's Closed Session item. 2. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, AUGUST 1 2006. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES, AUGUST 1, 2006. Recommended Action: Approve C. RESOLUTION NO. 6535 FIXING THE AMOUNT OF Recommended Action: Adopt d. CLASSIFICATION SPECIFICATIONS FOR MANAGEMENT AIDE /MANAGEMENT ANALYST. Recommended Action: Approve e. f. a Recommended Action: Approve iw Recommended Action: Approve Item h. was removed from the Consent Calendar and will be placed on an upcoming agenda for Council /Agency consideration. 5 08 -15 -2006 Recommended Action: Approve GOVERNMENTS Recommended Action: Approve k. Action: Approve In response to an inquiry from Council /Agency Member Amundson, Steve Deitsch, City Attorney, commented that the City of Industry obtained special legislation from the State Legislature to pursue affordable housing outside of its city boundaries, and that he knows of no other City that has obtained similar benefits from special legislation. The City Attorney noted that such special legislation could be included as part of future discussion of affordable housing strategies. Mayor Chandler noted that item j. was necessary as the competition for the recruitment and retention of Police Officers is rising among all Southern California law enforcement agencies. A motion was made by Council /Agency Member Segal, seconded by Council /Agency Member Harbicht, and carried on roll call vote to approve items a. through I. , excluding item h., on the Council /Agency Consent Calendars. Noting no further business, the meeting was adjourned at 8:30 p.m. The next Regular Meeting of the City Council /Redevelopment Agency will be September 5, 2006 at 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk By: Vida Tolman Chief Deputy City Clerk 08 -15 -2006 Recommended Action: Approve STAFF REPORT Public Works Services Department August 15, 2006 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direct r Prepared by: Maria P. Aquino, Management naly t SUBJECT: SUMMARY Recommendation: Authorize the City Manager to provide direction for the establishment of a Citywide Street Lighting Assessment District Staff is recommending a citywide street lighting assessment district to address current issues relating to street lighting assessments and system reliability. These issues include the City's aging street lighting system, the Santa Anita Oaks Home Owner's Association's (HOA) request to upgrade its poles, the inequity of assessments within the City, and the approaching termination date of existing assessment districts. BACKGROUND During the early 1970s, under the Street Lighting Act of 1919, the City's existing lighting districts were consolidated into a single district. The newly formed single district consisted of Lighting District Zones "A" through "E ". Since this consolidation, various areas of concern have developed. First, on June 19, 1990, Resolution 5536 set the Lighting Maintenance District expiration to June 30, 2010, which would obligate the City to fund the entire portion of street lighting costs upon term expiration. Second, for unknown reasons, although other neighborhoods in the City share in the energy, maintenance and replacement costs for their streetlights, cost distribution in street lighting assessments (see Attachment A) vary in percentage of assessments from no assessments to full assessments for all costs to individual property owners. These assessments are included in annual property tax bills. Third, the City's street lighting system is comprised of over 3,900 Edison and City —owned streetlights, of which over 1,400 are maintained and repaired by the City. Approximately 330 streetlights located in four (4) zones (Attachment B — Street Lighting Zones 3, 4, 5 & 6) are energized with 6.6 amps, 2300 -volt circuits and are on the verge of failure due to age and lack of available replacement parts. Parts are becoming less available making system repairs difficult and neighborhoods may lose their streetlights indefinitely. The approximate cost to replace underground conduits, wiring and mechanical switchgear to today's standards (110 -volt systems) is estimated at approximately $3,900,000. Mayor and City Council August 15, 2006 Page 2 Finally, last year, the Santa Anita Home Owner's Association (HOA), Zone "2" (Attachment B), is requesting an upgrade to their streetlights. They would like to replace existing cobra head street light poles with decorative light poles as pictured in Attachment "F ". Last spring, the HOA Board voted unanimously to upgrade their streetlights with decorative poles. The approximate construction cost for this project is $602,000. DISCUSSION To continue providing reliable street lighting in these neighborhoods at today's standards and addressing the various areas of concern relating to existing street lighting assessments, staff is recommending the establishment of a citywide street lighting assessment district via the Landscaping Lighting Act of 1972 (LLD 1972). The following options were considered: 1. One District (citywide) — equal assessment across the board to all property 2. One District (citywide) with sub areas based on type of development (residential or commercial) 3. One District (citywide) with sub areas based on additional upgrades, special needs and/or no existing lighting* 4. Leave as is, but add /change assessments as necessary, extending districts in year 2010. *Staff is recommending option #3 with assessments predicated on street lighting benefits and needs /upgrades within a particular area, i.e. primary/secondary streets could be assessed 50/50 between the City and property owner since street lights are shared with general public (Attachment C); residential streets could be assessed 100% since the primary lighting benefits the residents directly and business districts would continue to be assessed for 100% of their street lighting needs. Also, as part of a citywide assessment district, street lighting can be installed and funded in areas that do not have streetlights (Attachment D) via the Lighting and Landscaping Act of 1972. In addition, staff surveyed 19 other cities regarding their district formation and assessment cost distribution (Attachment E). The data concludes that most assessments were under the Landscaping Lighting Act of 1972 and the cost distribution varies randomly among the cities. Costs are paid entirely by the City or the owner or are split 50/50 between the two. Should the City Council direct staff to proceed with the establishment of a Citywide Streetlight Assessment District, the following phases would be followed: Phase 1: Pre - assessment (first study session) a. Background information on formation of 72 Act District that could replace 1919 Act Districts b. Advantages c. Inequities /limitations of 1919 districts Phase 2: Assessment Methodology Analysis (10— 12 weeks) a. List specific improvements & maintenance requirements b. Review parcel maps and improvement diagrams c. Identify proposed district structure & zone boundaries d. Develop method of apportionment for benefiting properties e. Prepare district budgets Mayor and City Council August 15, 2006 Page 3 Phase 3: District formation Services (10 — 12 weeks) a. Prepare Engineer's Report b. Prepare Resolutions for Intent Meeting and Public Hearing c. Prepare and mail notices & ballots d. Tabulate assessment ballots e. Submit to County new assessments Staff is seeking direction from the City Council on the applicability of a potential citywide street lighting assessment district. FISCAL IMPACT The approximate cost to upgrade the City's existing street lighting system from 6.6v amps to 110 -volt system is $3,900,000 and to upgrade the Santa Anita Home Owner's Association (HOA) street light poles is $602,000. Currently, the City's portion of streetlight operation and maintenance costs is approximately $337,000 per year. Upon the establishment of a citywide street lighting assessment district, the LLD 1972 would allow the City to collect a special benefit assessment through the property owners' annual property tax bill to fund the lighting district improvements /upgrades, as well as paying for their portion of ongoing maintenance and operational costs. Additionally, a citywide assessment district would provide an equitable cost distribution for assessing street lighting improvements and maintenance costs. RECOMMENDATIONS Provide direction on the establishment of a Citywide Street Lighting Assessment District. Approved: William R. 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Gonzales, Assistant Planner ka, SUBJECT: An appeal of the Planning Commission's action in denying requests F and G of Modification Application No. MP 2006 -005 for a proposed two -story, single - family residence at 830 Singing Wood is Drive. Recommendation: Deny the applicant's appeal SUMMARY The property owner, Harry Scolinos, is appealing the Planning Commission's denial of requests F and G of the subject application for a proposed two -story, single - family residence at 830 Singing Wood Drive. The Planning Commission denied modification requests F and G because the Commission concluded that the applicant had reasonable options to redesign the proposed residence to comply with the applicable entry and building height requirements. The Development Services Department and Planning Commission is recommending approval of modification requests A through E, and denial of the applicant's appeal regarding requests F and G. BACKGROUND On May 15, 2006 the Rancho Santa Anita Property Owners' Architectural Review Board (ARB) approved the applicant's proposal for a new home at the subject location. However, the proposal approved by the ARB required modifications to Appeal August 15, 2006 Page 1 accommodate the development, and on July 11, 2006, the Planning Commission • considered the applicant's request for the following modifications: A. An easterly side yard setback variation of 18' -2" to 22' -6" in lieu of 46'- 10" required for a portion of the first floor having a gable roof height of approximately 23' -0" (A.M.C. Sec. 9251.2.3). B. A westerly side yard setback variation of 19' -3" to 21' -3" in lieu of 46'- 10" required for a portion of a first floor having a gable roof height of approximately 24' -0" (A.M.C. Sec. 9251.2.3). C. An 18' -2" first floor westerly side yard setback in lieu of 23' -5" required (A.M.C. Sec. 9251.2.3). D. A 31' -9" to 36' -6" second floor easterly side yard setback in lieu of 46'- 10" required (A.M.C. Sec. 9251.2.3). E. A 36-1" to 40' -3" second floor westerly side yard setback in lieu of 46'- 10" required (A.M.C. Sec. 9251.2.3). F. An overall building height of 35' -0" in lieu of a maximum 30' -0" permitted (A.M.C. Sec. 9251.2.1). G. An entry height of 15' -0" in lieu of a maximum 14' -0" permitted (A.M.C. Sec. 9251.2.1). Based on the subject property's irregular lot configuration (very wide at the street and tapering toward the rear), the applicant indicated that the modification requests were necessary to alleviate the restrictive first and second floor setbacks that consume nearly half of the property's developable area. The Planning Commission concurred with the applicant that the required side yard setbacks are excessive and that approval of request A through E would alleviate an unreasonable hardship. In conjunction with the side yard setback modifications, the applicant requested modifications for the front entry and building height. The applicant indicated that the proposed height would remain in scale with the size of the property, and would not visually impact the surrounding neighborhood because a portion the ground floor would be screened from public view due to the site's sloping topography. The Planning Commission indicated that the building height request, in addition to the proposed entry height, could not be justified because the applicant has ample room and options to redesign the proposed residence to comply with the applicable height requirements. Therefore, it was the consensus Appeal • August 15, 2006 Page 2 • of the Planning Commission to approve requests A through E and deny requests F and G. On July 17, 2006, the applicant filed an appeal to the City Council regarding the Planning Commission's action because the applicant believes that the proposed front entry and building height would not have an adverse visual impact on the surrounding neighborhood. DISCUSSION Pursuant to the R -0 zoning regulations, a property with a lot width of seventy -five (75) feet or greater is permitted to have a maximum building height of 30' -0" as measured from the average of the lowest and highest existing grade elevation points of that portion of the site to be covered by a building. The intent of the building height requirement is to ensure that the proposed project is of a size and scale that is compatible with the configuration of the subject property. According to the applicant, the proposed building height (request F) is necessary to accommodate a roof design characteristic of the building's architectural style. Due to the fact that the property descends approximately 7' -6" from the highest street curb elevation, the applicant feels that the proposed building height would have a minimal visual impact because a portion of the building's ground floor • would be screened from public view. However, in staffs opinion the applicant did not provide any substantial justification of why the building height, if reduced to 30' -0 ", would be detrimental to retaining the architectural style of the home. The City's method of measuring building height takes into consideration high and low points. In addition, the applicable zoning requirements limits the height of the entry to a maximum of 14' -0" to minimize the building mass of single - family development. The applicant is requesting a V -0" encroachment over the entry height maximum (request G) to accommodate decorative railings over the front entry. Staff is not recommending approval of such a request because the front entry could easily be redesigned to comply with the applicable height requirement. ENVIRONMENTAL IMPACT Pursuant to the provisions of the California Environmental Quality Act, the Development Services Department has determined that the proposed use will not have a potential for causing a significant effect on the environment and is, therefore, categorically exempt from CEQA per Section 15305. F_ I L Appeal August 15, 2006 Page 3 RECOMMENDATION • The Development Services Department recommends denial of the applicant's appeal, and to uphold the Planning Commission's approval of requests A, 6, C, D, and E of Modification Application No. MP 06 -05, subject to the following conditions: 1. The proposed project and the site shall be developed and maintained in a manner that is consistent with the plans that were approved by Modification Application No. MP 06 -05. Any revisions to such plans shall be in accordance with the approved modifications, and subject to further design review and approval by the Community Development Administrator or designee. 2. Approval of MP 06 -05 shall not take effect until the property owner(s), and applicants have executed and filed an Acceptance Form, available from the Development Services Department, indicating awareness and acceptance of these conditions of approval. 3. The applicant shall defend, indemnify, and hold harmless the City of Arcadia and its officers, employees and agents from and against any claim, action, or proceeding against the City of Arcadia, its officers, employees or agents to attack, set aside, void, or annul any approval or condition of approval of the City of Arcadia concerning this project and/or land use decision, including but not limited to any approval or condition of approval of the City Council, Planning Commission, or City Staff, which action is brought within the time period provided for in Government Code Section 66499.37 or other provision of law applicable to this project or decision. The City shall promptly notify the applicant of any claim, action, or proceeding concerning the project and /or land use decision and the City shall cooperate fully in the defense of the matter. The City reserves the right, at its own option, to choose its own attorney to represent the City, its officers, employees, and agents in the defense of the matter. FINDINGS AND MOTIONS Approval If the City Council intends to approve the appeal, the Council should move to approve the appeal subject to the conditions set forth above, or as modified by the Council, and overrule the Planning Commission's action. Appeal August 15, 2006 Page 4 0 n ICJ Denial If the City Council intends to deny the appeal, the Council should move to deny the appeal and uphold the Planning Commission's action. Approved by: W °` 1 William R. Kelly, City Manager Attachments: 1. Applicant's letter of appeal 2. Planning Commission Minutes of July 11, 2006 3. Land use map 4. Aerial photo with zoning information 5. Preliminary Exemption Assessment 6. Site plan, building elevations & floor plans Appeal August 15, 2006 Page 5 July 17,2006 Vida Tolman, City Clerk c/o City Clerk's Office 240 West Huntington Drive Arcadia, CA 91066 RECEIVED JUL 17 2006 • CITY OF ARCADIA CRY CLERK Reference: Arcadia City Planning Commission Hearing Date July 11, 2006 Public Hearing Number MP 06 -05 Property address 830 Singing Wood Drive Property Owners Harry and Connie Scolinos Dear Madam City Clerk: My wife and I would like to appeal to the Arcadia City Planning Commission July 11, 2006, decision regarding the above mentioned property to the Arcadia City Council. I have enclosed a check payable to the City of Arcadia in the sum of $540. I am not sure when the hearing would be held, but I will be out of the country from August 22 thru September 7, 2006. Thank you for your assistance in this matter. HFS /er Enclosure: Check • DUPLICATE RECEIPT NAME RECVD BY: SH 02000014439 PAYOR: TODAy'S DATE: 07/11/06 REGISTER DATE: 07117/06 TIME: 13:37:3 DESCRIPTION AMOUNT MISCELLANEOUS FUND $540.06 --------------- - TOTAL DUE: $540.00 CHECK PAID* $540.00 CHECK N6: 108 TENDERED: $540.00 CHANGE: $.00 U.S. Fingerprinting, Inc. 11 West Del Mar Boulevard. Suite 100 . Pasadena . CA 91105 . Tel.626.583 8830 or 877.4- PRINT -U . Fax. 626.585.9244 . website . www.ustingerprtnttng.com M I N U T E S Arcadia City Planning Commission • +. Tuesday, July u, 2oo6 7:00 P.m. in the Arcadia City Council Chambers The Planning Commission of the City of Arcadia met in regular session on Tuesday, July 11, 2006 at 7:00 p.m. in the Arcadia Council Chambers of the City of Arcadia, at 240 W. Huntington Dr., with Chairman Olson presiding. PLEDGE OF ALLEGIANCE ROLL CALL: PRESENT: Commissioners Beranek, Hsu and Olson ABSENT: Baderian MOTION: It was moved by Commissioner Hsu, seconded by Commissioner Beranek, to excuse Commissioner Baderian from tonight's meeting. The motion passed by voice vote with none dissenting. OTHERS ATTENDING • Community Development Administrator Jason Kruckeberg Planning Services Manager Corkran Nicholson Assistant Planner Andrew Gonzales Senior Administrative Assistant Billie Tone PLANNING COMMISSION REORGANIZATION FOR THE 2006 -2007 TERM Commissioner Hsu nominated Commissioner Olson for the position of Planning Commission Chairman and Commissioner Beranek nominated Commissioner Baderian for the position of Vice Chairman. There being no objection, the nominations were confirmed. SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS None MOTION: It was moved by Commissioner Beranek, seconded by Commissioner Olson to read all resolutions by title only and waive reading the full body of the resolution. The motion passed by voice vote with none dissenting, 0 MINUTES OF JUNE 12, 2006 • RECOMMENDATION: Approve Commissioner Beranek noted that on Item 2, Page 2, Public Hearing CUP 05 -09 and ADR 04- 28, of the minutes, the word "consideration" should be changed to "approved ". MOTION: It was moved by Commissioner Hsu, seconded by Commissioner Beranek to approve the minutes of June 12, 2006, as amended. ROLL CALL: AYES: Commissioners Beranek, Hsu and Olson NOES: None TIME RESERVED FOR THOSE IN THE AUDIENCE WHO WISH TO ADDRESS THE PLANNING COMMISSION ON NON - PUBLIC HEARING MATTERS (5 MINUTE LIMIT PER PERSON) None I . PUBLIC HEARING MP 06 -05 • 830 Singing Wood Drive Harry Scolinos Consideration of a Modification Application for a proposed two -story, single- family residence. The proposal has been reviewed and approved by the Rancho Santa Anita Property Owners' Architectural Review Board. The proposed modifications include first and second floor side yard setbacks of less than the required footage, an overall building height of 35' -0" in lieu of a maximum 30' -0" permitted and an entry height of 15' -0" in lieu of a maximum 14' -0" permitted. The staff report was presented. Commissioner Beranek expressed concern that the requested variance in side yard setbacks (Items A and B of the requested modifications) seems to be quite dramatic. Commissioner Olson questioned the variance for the overall building height as well as the height of the entry. The public hearing was opened. The applicant, Mr. Harry Scolinos, 85 Monterey Lane, Sierra Madre, thanked the staff for their assistance with this project. He asked the Commissioners to consider the design challenges presented by the irregular shape of the lot. Mr. Scolinos also noted that the neighbors have no � objection to the plan. Arcadia City Plaming Commission 2 7/11/6 Mr. Steve Eide, 158 W. Orange St., Covina, the architect for the project, explained the problems encountered due to the irregular lot and the impact of the reduction in height to the design of the home. Commissioner Beranek said that he could approve items A through E regarding setback variances, but not items F and G, regarding the building and entry height variances. Commissioner Olson agreed. He said that the setback variances are necessitated by the configuration of the lot. However, there is nothing requiring additional height and that building to code would not constitute a hardship. No one else spoke in favor or in opposition to this item. MOTION: It was moved by Commissioner Beranek, seconded by Commissioner Olson to close the public hearing. The motion passed by voice vote with no one dissenting. ROLL CALL: AYES: Commissioners Beranek, Hsu and Olson NOES: None Commissioners Beranek, Olson and Hsu discussed the effect that the project would have on the neighboring properties, i.e., will it dominate the neighborhood? The Commissioners agreed that Items F and G of the application (building height and entry height) were not a hardship. uO M61, It was moved by Commissioner Beranek, seconded by Commissioner Hsu to approve MP 06 -05, as recommended by staff, subject to the conditions in the staff report. ROLL CALL: AYES: Commissioners Beranek, Hsu and Olson NOES: None Chairman Olson noted that there is a five working day appeal period. Appeals are to be filed by July 18' 2. PUBLIC HEARING CUP 06 -06 & ADR 06 -08 5630 Peck Road Omnipoint Communications, Inc. Consideration of a Conditional Use Permit and Architectural Design Review for an unmanned wireless communications facility. The proposal is a 50' -0" monopole antenna camouflaged as a palm tree (monopalm). Arcadia City Planning Commiasion 3 7111/6 There is a five working day appeal period. Appeals are to be filed by July 18` RESOLUTION NO 1744 • A Resolution of the Planning Commission of the City of Arcadia, California, approving Conditional Use Permit No. 06 -06 and Architectural Design Review No. 06 -08 for a fifty -foot (50) tall monopole antenna structure camouflaged as a tree at 5630 Peck Road. The staff report was presented. Commissioner Hsu asked about the height of the monopole. Assistant Planner Gonzales explained that the monopole is 45 feet with palm "leaves" projecting an additional five feet for a total of 50 feet. The public hearing was opened. W. Joe Spieler, 6254 Avila Road, Yuma Valley, represented T- Mobile. Commissioner Hsu asked which way the microwave dish was directed from the monopole and if the applicant had encountered any problems with radio reception or transmission from neighbors at other sites. Mr. Spieler replied that the microwaves were directed to the east and that he had never received any complaints about radio transmission or reception from neighbors of microwave facility sites. The FCC regulates these emissions. Commissioner Beranek asked Mr. Spieler if the applicant had reviewed all the conditions of approval and was willing to comply. Mr. 'Spieler replied in the affirmative. No one else spoke in favor or in opposition to this item. MOTION: It was moved by Commissioner Beranek, seconded by Commissioner Hsu to close the public hearing. The motion passed by voice vote with no one dissenting. ROLL CALL: AYES: Commissioners Beranek, Hsu and Olson NOES: None MOTION: It was moved by Commissioner Hsu seconded by Commissioner Beranek to approve CUP 06 -06 and Architectural Design Review 06 -08 subject to the conditions in the staff report. 0 Arcadia City Planning Commission 4 7/11/6 ROLL CALL: • AYES: Commissioners Beranek, Hsu and Olson NOES: None Chairman Olson noted that there is a five working day appeal period. Appeals are to be filed by July 18'. MATTERS FROM CITY COUNCIL AND PLANNING COMMISSION Councilman Amundson briefly reported on the Independence Holiday celebrations in the city and the City Council study session on Senior Housing. Commissioner Beranek said that he will not be able to attend the next Planning Commission meeting as he will be on vacation. MODIFICATION COMMITTEE MEETING ACTIONS There was no Modification Committee meeting on July 11, 2006. MATTERS FROM STAFF Commissioner Beranak asked about attendance at the Scoping Meeting for the Caruso project. Mr. Kruckeberg replied that approximately 350 to 400 people attended and about 60 were speakers. He further noted that the room used at the Community Center accommodated the group adequately and then he briefly reviewed the status of the Caruso project as well as the Westfield project. Mr. Kruckeberg also reported briefly on several upcoming applications that have been submitted to Planning staff. 1. CITY COUNCIL ACTIONS 2. PLANNING COMMISSION AGENDA ITEMS ADJOURNMENT 7:40 p.m. /s /Jason Kruckebers Secretary, Arcadia Planning Commission 41 Arcadia City Planning Commission 5 7/11/6 A N 100 0 100 200 (8951 s .,n nR (841) (825) F A PO RNLf 830 Singingwood Drive G� Development Services Department MP 06 Engineering Division Prepared by. R &Gonzalez, June 2006 maYpj`Y °t p °m H RD (825) pp (801) !�'''ib"anb ait 830 1g6 4 F.. ��. rot FRSt��1 sJjf ,Ix Il r:I r , F s - „ IY ( e 3 1 Y rtlA 4 b 6fr✓ 9j .BFI ��'L�1 I' r' .�� el ! s 1 bj� Ir i s W tt A i d Ir w (8 16) i �. � , I a � � ' `{ • fn +_ rr >+tb a � t F �t Y �4 { � 1 r . 5 1320. f r Y `1, nCf 1 y Aej�b55 1 F s 1 Bi J 55 IdY,Sfs 11 � w. 5, y A5 b ' i� �avog PRELIMINARY EXEMPTION ASSESSMENT (Certificate of Determination when attached to Notice of Exemption) Name or description of project: MP 2006 -005 is a request for modifications foi 2. Location: 830 Singing Wood Drive 3. Entity or person undertaking project: A. X B. Other (Private) (1) Name: HarryScolinos (2) Address: 85 Monterey Lane Sierra Madre CA 91024 4. Staff Determination: • The City's Staff, having undertaken and completed a preliminary review of this project in accordance with the City's "Local Guidelines for Implementing the California Environmental Quality Act (CEQA)" has concluded that this project does not require further environmental assessment because: a. The proposed action does not constitute a project under CEQA. b. The project is a Ministerial Project. C. The project is an Emergency Project. d. The project constitutes a feasibility or planning study. e. x The project is categorically exempt. Applicable Exemption Class: 15305 f. The project is statutorily exempt. Applicable Exemption: g. The project is otherwise exempt on the following basis: h. The project involves another public agency which constitutes the Lead Agency: Name of Lead Agency Date: May 25, 2006 Andrew A. Gonzales Staff • 05/06 S I 0 C , J —` a �r L I f I R T. 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CAB»33.3011 p c PGUIP.CP (626)915.230 3 w • '� -- L NoMEtsz8l 44 >2d22 LL S July 17, 2006 Vida Tolman, City Clerk c/o City Clerk's Office 240 West Huntington Drive Arcadia, CA 91066 RECEIVED JUL 17 2006 CITY OF ARCADIA CITY CLERK Reference: Arcadia City Planning Commission Hearing Date July 11, 2006 Public Hearing Number MP 06 -05 Property address 830 Singing Wood Drive Property Owners Harry and Connie Scolinos Dear Madam City Clerk: My wife and I would like to appeal to the Arcadia City Planning Commission July 11, 2006, decision regarding the above mentioned property to the Arcadia City Council. I have enclosed a check payable to the City of Arcadia in the sum of $540. I am not sure when the hearing would be held, but I will be out of the country from August 22 thru September 7, 2006. Thank you for your assistance in this matter. HFS /er Enclosure: Check DUPLICATE RECEIPT CLIENT NAME RECVD 8Y: SN 02000014439 PAYOR: TODAY'S DATE: 07111/96 REGISTER DATE: 07/17106 TIME: 13:37:3 DESCRIPTION AMOUNT MISCELLANEOUS FUND $40.00 --------------- - TOTAL DUE: $540.00 CHECK PAID: $540.00 CHECK NO: 108 TENDERED: $540 90 CHANGE: $.90 U.S. Fingerprinting, Inc. 1l West Del Mar BDulevard. Suite ;OD Pasadena CA 91105. TeL626.582 8830 or Fi77 4- PRINT -U Fax_ 626.585 -9244. websl!e _ www usfngerpriming. com s NOTICE OF A PUBLIC HEARING BEFORE THE ARCADIA CITY COUNCIL NOTICE IS HEREBY GIVEN that the City Council of the City of Arcadia, California will hold a public hearing to determine whether the following request should be approved, conditionally approved, or denied: Application No.: MP 2006 -05 Location: 830 Singing Wood Drive Applicant: Harry Scolinos Requests: An appeal of the Planning Commission's action to approve modification requests A through E, and denial of requests F and G for a proposed two -story, single family residence. The modification requests are as follows: A. An easterly side yard setback variation of 18' -2" to 22' -6" in lieu of 46' -10" required for a portion of the first floor having a gable roof height of approximately 23' -0" (A.M.C. Sec. 9251.2.3). B. A westerly side yard setback variation of 19' -3" to 21 " -3" in lieu of 46' -10" required for a portion of the first floor having a gable roof height of approximately 24' -0" (A.M.C. Sec. 9251.2.3). C. An 18' -2" first floor westerly side yard setback in lieu of 23' -5" required (A.M.C. Sec. 9251.2.3). D. A 31' -9" to 36' -6" second floor easterly side yard setback in lieu of 46'40" required (A.M.C. Sec. 9251.2.3) E. A 36'4" to 40' -3" second floor westerly side yard setback in lieu of 46' -10" required (A.M.C. Sec.9251.2.3). F. An overall building height of 35' -0" in lieu of a maximum 30' -0" permitted (A.M.C. Sec. 9251.2.1). G. An entry height of 15' -0" in lieu of a maximum 14' -0" permitted (A.M.C. Sec. 9251.2.1). Environmental Document: This project is categorically exempt from the requirements of the California Environmental Quality Act per Section 15305. Time of Public Hearing: Tuesday, August 15, 2006 at 7:00 p.m. Place of Public Hearing: Arcadia City Council Chamber 240 West Huntington Drive, Arcadia, California The application file and plans are available for review at the Planning Services office. All interested persons are invited to appear at the Public Hearing and to provide evidence or testimony concerning the requested application. You are hereby advised that should you desire to legally challenge any action taken by the City Council with respect to the requested application, you may be limited to raising only those issues and objections which you or someone else raised at or prior to the time of the Public Hearing. Persons wishing to comment on the requested application may do so at the Public Hearing or by writing to Planning Services prior to the August 15 Public Hearing. For further information regarding this matter, or to submit comments, please contact Assistant Planner, Andrew Gonzales by writing to Planning Services at 240 West Huntington Drive, Arcadia, CA 91007, or by calling (626) 574 -5444. In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the Public Hearing, please contact City Clerk's Office at (626) 574 -5455 at least three (3) working days before the meeting or time when such special services are needed. This notification will help city staff in making reasonable arrangements to provide you with access to the Public Hearing. Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. to 5:30 p.m., and on alternate Fridays from 7:30 a.m. to 4:30 p.m. City Hall will be closed on August 4, 2006. Vida Tolman Chief Deputy City Clerk/Records Manager Publication Date: July 31, 2006 DECLARATION I, Marina Simonian , hereby declare that I am over 18 years of age and not a party to the within matter; that my business address is 240 West Huntington Drive, Arcadia, California; that I am employed in Los Angeles County, California; that I placed public hearing notice for MP 2006 -05 in envelopes addressed to property owners whose names appear on the attached list supplied by the applicant, which envelopes were then sealed and postage fully paid thereon and on July 28, 2006 deposited in the U.S. mail at Arcadia, California. I hereby declare, under penalty of perjury, that the foregoing is true and correct. Date: July 18, 2006 Impression antibourrage et 6 s6chage rapide y www.avery.com Q AVERY® 586o- Udlisez le gabarit 5960' 1- 800.60 -AVERY Mr:Miguel Constantino Mr. H colinos Mr. 'chard Smith 816 Singing Wood Drive 85 Monterey e 1122 Lemon Avenue Arcadia, CA 91006 Sierra Madre, CA 25 Ivlonrovi CA 91016 Mr. Darryl Gustafson Mr. Scolinos Mr. card Sm h 815 Hampton Road 85 Monte Lane 1122 emon Avenue Arcadia, CA 91006 Siena Madre, 91025 Monrovia, 91016 Ms. Hilda Murachanian Mr. arty Scolinos Mr. Rt and Smith 827 Hampton Road 85 Mon Lane 1122 E. L n Avenue Arcadia, CA 91006 Sierra Madre, 91 025 Monrovia, CA 1016 Pan Guoping Mr. Scolinos Mr. 'chard Smith 1320 Glencoe Drive 85 Montere ane 1122 E. emon Avenue ',Arcadia, CA 91006 Sierra Madre, 91025 Monrovia, 91016 I IMr. Michael Luu Mr. Harry Scolinos Mr. Richard Smith 1 890 Singing Wood Drive 85 Monterey Lane 11122 E. Lemon Avenue Arcadia, CA 91006 Sierra Madre, CA 91025 Monrovia, CA 91016 Dr. Young Kim Steve Eide 841 Singing Wood Drive 158 range Street Arcadia, CA 91006 Covina C 91123 i Mr. & Mrs. Robert Quenell Mr. Steve Eide 825 Singing Wood Drive 158 W. Orange Street Arcadia, CA 91006 Covina, CA 91723 M, . Eide 158 W. Orah9e Street Covina, CA 91783 teve Eide 158 W. ge Street Covina, CA 23 Steve Eide 158 range Street Covina, CN,91723 AHEIAV-0"08 -1, v 096S 31V'IdW31 O IUOAV ash ru096S ®ASBAf / wow tiawmmm 6upuNd eay aBpnwS pue we[ CORE MEDIA GROUP, INC. Arcadia Weekly /Monrovia Weekly Sierra Madre Weekly /Pasadena Independent 34 E. Huntington Drive Arcadia, CA 91006 (626) 294 -1090 PROOF OF PUBLICATION (2015.5 C.C.P.) STATE OF CALIFORNIA, COUNTY OF LOS ANGELES, I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years, and not a party to or interested in the above - entitled matter. I am the principal clerk of the printer of the Arcadia Weekly, a newspaper of general circulation which has been adjudged as a newspaper of general circulation by the Superior Court of the County of Los Angeles, State of California on the date of October 3, 1997, Case Number GS004333; that the notice, of which the annexed is a printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to -3wit: I declare under penalty of perjury that the foregoing is true and correct. Dated at Arcadia, Los Angeles County, California, (This space is for the County Clerk's Filing Stamp only) RECEIVED AUG 0 9 2006 CITY OF ARCADIA CITY CLERK Proof of Publication of NOTICE OF A PUBLIC HEARING BEFORE THE ARCADIA CITY COUNCIL - i NOTICE IS HEREBY GIVEN that the I City Council of the City of Arcadia, California will hold a public hearing I to calamnine, whether the following I i request should be approved, condl- 1 tonally approved, or denied: ! i, Appliwtion_NO.: MP 2006 -05 } Location: 830 Singing Wood Drive i Applicant: Harry Scolinos - Requests: Ana i appeal of the Plan- i ring Commissions action to approve j I modi cation requests A through E, - and denial of requests F and G for a proposed two -story, single family residence. The mod! cation requests I are as follows: j A. An easterly side yard II j, setback variation of 18 -2 to 22.8 I j in lieu of 46 -10 required for a por- tion of the ist oorhaving a gable; roof height Of approximately 23.0 i (A.M.C. Sec. 9251.2.3). i B: - " - 'A - westerly side - yard setback variation of 19.3 to 21- 3 In lieu of 48-10 required for a P portion of the rat oor having a gable roof height of approximately 24-0 (A.M.C. Sec. 9251:2.3). C. An 18.2 rat oorwester. ly side yard setback in lieu of 23-5 required (A.M.C. Sec. 9251.2.3). D.' A 31 -9 to 36-6 second oor easterly side yard setback in lieu of 46 -10 required (A.M.C. i Sec. 9251.2.3) I E. A`36 -1 to 40 -3 secerd - oor westerly side yard setback In lieu of 46-10 required (A.M.C: Sec.9251.2.3). F. . An overall building height of 35 -0 in lieu of maximum .30.0 permitted (A.M.C. Sec. 9251.2.1). G. An entry height of 15-0 in lieu of a maximum 14.0 Permitted (A.M.C. Sec. 9251.2.1). Environmental Document: This project is categoricrity_ exempt from the requirements of the Celffomia .Environmental Quality Act per Section I .15305. - - I Time of Public Hearing: i Tuesday, August 15,2006 at 7:00 p.m. i Place of Public Hearing: �- Arcadia City Council Chamber 240 West Huntington Drive, Arcadia, California - I Tha application file and plaris arel available for review at the Planning l Services of ce. - I � All interested persons are invited to 1 appear at the Public Hearing and to provide evidence or testimony concerningthe requested application. j You are hereby advised that should i you desire to legally challenge any action taken by the City Council with respect to the requested application, you may be limited to raising only those issues and objections which you or someone else mised at or prior to the time of the Public Hearing. Persons wishing to comment on the requested application may do so at the Public Hearing or by writing to Planning Services prior to the August 15th Public Hearing. For. further F- informabon regarding this matter,'or-F - to submit comments, please. contact Assistant Planner, Andrew Gonzales by writing to Planning Services at 240 S West Huntington Drive, Arcadia, CA 91007, or by calling (626) 574 -5444. l In compliance with the Americans with Disabilities Act, If you need special 3. assistance to participate In the Public S Hearing, please contact City Clerks Of ce at (626) 574-5455 at least three' •t (3) working days before the meeting I or time when such special 'services I. are needed. This notification will help city staff in making reasonable I arrangements to provide you with access to the Public Hearing. Arcadia City Hall is open Monday through Thursday, from 7:30 a.m. to 5:30 p.m., and on alternate Fridays from 7:30 a.m. to 4:30 p.m: City Hall will be dosed on August 4, 2006. Vida Tolman Chief Deputy City Clerk /Records Manager - Publication Date: July 31, t STAF REPORT Development Services Department August 15, 2006 TO: Mayor and City Council FROM: Don Penman, Assistant City Manager /Development Services Director By: Jason Kruckeberg, Community Development Administrator Prepared By: Thomas Li, Associate Planner <L- SUBJECT: CONSIDERATION OF RESOLUTION NO. 6536 FINDING THE CITY OF ARCADIA TO BE IN CONFORMANCE WITH THE CONGESTION MANAGEMENT PROGRAM (CMP) AND ADOPTING THE CMP LOCAL DEVELOPMENT REPORT (LDR). Recommendation: Adopt SUMMARY Each city in the State of California is required to submit annually a Local Development Report (LDR) and certify by resolution to the local Congestion Management Agency that it is in compliance with the local Congestion Management Program (CMP). For the City of Arcadia, the report and resolution are sent to the Los Angeles County Metropolitan Transportation Authority (MTA) as the local Congestion Management Agency. The report is due each year by September 1 st. Staff is recommending that the attached Resolution No. 6536 be adopted and sent to the MTA with the Local Development Report. BACKGROUND The Los Angeles County Metropolitan Transportation Authority (MTA) Congestion Management Program (CMP) was developed in response to the passage of Proposition 111 in 1990. Proposition 111 provided an increase in the State Gas Tax to fund regional transportation improvements (Streets and Highways Code, Section 2105) and included the CMP to monitor regional transportation conditions. Conformance with the CMP assures that local agencies are providing transportation improvements to offset the traffic congestion resulting from new development. If a city does not conform to the CMP, that city's share of the Gas Tax increase provided Reso. 6536 — CMP August 15. 2006 Page 1 by Proposition 111 may be withheld and allocated to the County to use on regional transportation projects. To assure conformance with the CMP, local agencies must perform the following actions: 1. Implementation of a Transportation Demand Management (TDM) Ordinance (Ord. 1984) and a Land Use Analysis (LUA) Program (Reso. 5780). 2. Submit to the Local Congestion Management Agency, by September 1st of each year, a resolution finding that the City is in conformance with the CMP, and a Local Development Report (LDR) showing that the City is meeting its traffic congestion mitigation responsibilities. For the City of Arcadia, the resolution and LDR must be submitted to the MTA, and the LDR consists of a Deficiency Plan Status Summary; a New Development Activity Report; and Exempted Development Activity. The requirements of the TDM Ordinance (Ord. 1984) and the LUA Program (Reso. 5780) are being applied to relevant projects, and the attached Resolution No. 6536 and LDR verify that the City of Arcadia is in conformance with the CMP. DISCUSSION Compliance Action No. 1 The City Council adopted a Transportation Demand Management (TDM) Ordinance (Ord. 1984) and a Land Use Analysis (LUA) Program (Reso. 5780) in 1994. The TDM Ordinance is applied to new, non- residential developments of 25,000 or more gross square feet. The LUA Program is applied to any project that is subject to an Environmental Impact Report (EIR) under the California Environmental Quality Act (CEQA). Compliance Action No. 2 Annually, a resolution and Local Development Report (LDR) must be submitted to the MTA by September 1st to show that the City is meeting its traffic congestion mitigation responsibilities. The CMP requires that cities mitigate traffic congestion resulting from new development. Historically, cities are required to track all new development activity and the CMP assesses debits and credits based on new development and demolition activity. In addition, cities may submit to the MTA a list of transportation projects that reduce local and /or regional traffic congestion for credits. This year, the only requirement for CMP compliance is to report on all new development activity using the LDR and adopt the self- certifying Resolution. The attached Resolution No. 6536 finds the City of Arcadia to be in conformance with the CMP and adopts the Local Development Report (LDR) in accordance with Reso. 6536 — CMP August 15, 2006 Page 2 California Government Code Section 65089. For the current reporting period (June 1, 2005 to May 31, 2006) the LDR consists of the following: Deficiency Plan Summary This form (Section 1, Page 1) summarizes the LDR and shows the City's development totals. Part 1: New Development Activity This form (Section 1, Page 2) shows the number of residential units built and other development activity based on building permits that were issued during the current reporting period. Part 2: New Development Adjustments This form (Section 1, Page 3) shows the adjustments to the new development debits based on demolition permits that were issued during the current reporting period. Part 3: Exempted Development Activity This form (Section 1, Page 4) shows that development which is exempt from being reported as "new development activity' such as low- income housing, and reconstruction of earthquake damaged buildings. ENVIRONMENTAL ANALYSIS Reporting on compliance with a local congestion management program is not subject to the California Environmental Quality Act (CEQA). The development or adoption of transportation improvement programs is exempt by statute (CEQA Guidelines Section 15276). FISCAL IMPACT Nonconformance with the CMP could jeopardize Gas Tax funds. If the MTA determined that a city is not in conformance with the CMP, the State Controller is notified to withhold from that jurisdiction its annual allocation of the State Gas Tax increase enacted by Proposition 111 (Streets and Highways Code, Section 2105). If, after 12 months, a city still has not conformed to the CMP, the withheld Gas Tax funds will be allocated to the County. For the City of Arcadia, the amount that is currently subject to CMP conformance is approximately $345,000.00. The City of Arcadia, however, is in conformance with the CMP, so these funds are not in jeopardy. Reso. 6536 — CMP August 15, 2006 Page 3 It is recommended that the City Council: A. Adopt Resolution No. 6536: A Resolution of the City Council of the City of Arcadia, California, finding,the City of Arcadia to be in conformance with the Congestion Management Program (CMP) and adopting the CMP Local Development Report (LDR) in accordance with California Government Code Section 65089; and, B. Direct the City Clerk to transmit a fully executed copy of Resolution No. 6536 and the Local Development Report to the Los Angeles County Metropolitan Transportation Authority by September 1, 2006. Attachments: Resolution No. 6536 Local Development Report Approved: — ' 4V k A William R. Kelly, City Manager Reso. 6536 — CMP August 15, 2006 Page 4 RESOLUTION NO. 6536 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, FINDING THE CITY OF ARCADIA TO BE IN CONFORMANCE WITH THE CONGESTION MANAGEMENT PROGRAM (CMP) AND ADOPTING THE CMP LOCAL DEVELOPMENT REPORT, IN ACCORDANCE WITH CALIFORNIA GOVERNMENT CODE SECTION 65089. WHEREAS, CMP statute requires the Los Angeles County Metropolitan Transportation Authority ( "LACMTA "), acting as the Congestion Management Agency for Los Angeles County, to annually determine that the County and cities within the County are conforming to all CMP requirements; and WHEREAS, LACMTA requires submittal of the CMP Local Development Report by September 1 of each year; and WHEREAS, the City Council held a noticed public hearing on August 15, 2006, concerning the CMP and the LDR. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That the City of Arcadia has taken all of the following actions, and that the City is in conformance with all applicable requirements of the 2004 CMP adopted by the LACMTA Board on July 22, 2004. The City has locally adopted and continues to implement a transportation demand management ordinance, consistent with the minimum requirements identified in the CMP Transportation Demand Management chapter. i The City has locally adopted and continues to implement a land use analysis program, consistent with the minimum requirements identified in the CMP Land Use Analysis Program chapter. The City has adopted a Local Development Report, attached hereto and made a part hereof, consistent with the requirements identified in the 2004 CMP. This report balances traffic congestion impacts due to growth within the City with transportation improvements, and demonstrates that the City is meeting its responsibilities under the Countywide Deficiency Plan consistent with the LACMTA Board adopted 2003 Short Range Transportation Plan. SECTION 2. That the City Clerk shall certify to the adoption of this Resolution and shall forward a copy of this Resolution to the Los Angeles County Metropolitan Transportation Authority. Passed, approved and adopted this 15`" day of August, 2006. a Mayor of the City of Arcadia ATTEST: . �.� 1-118 , Q 1 � � ` �.�! • • .• APPROVED AS TO FORM: � 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. 6536 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 15th day of August, 2006 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Harbicht, Segal, Wuo and Chandler NOES: None ABSENT: None I JAMES H, BARROWS City Clerk of the City of Arcadia ARCAD STAFF REPORT Administrative Services Department DATE: August 15, 2006 TO: Mayor and City Council nn FROM: Tracey L. Hause, Administrative Services Direct) Prepared by Shannon Huang, Financial Services anager /City Treasurer+ SUBJECT: Resolution No. 6535 fixing the amount of revenue to be raised from Property taxes for fiscal year 2006 -2007 to Day the debt service on the general obligation bonds and the authorized maintenance and operation costs of the lighting districts Recommendation: Adopt SUMMARY The City of Arcadia has utilized the Street Lighting Act of 1919 [Division 14 of the California Streets and Highways Code Section 18,000 et seq.] to establish lighting maintenance districts within the City. The current lighting districts consist of five (5) districts (Exhibit "A "). These districts were formed to provide a source of revenue for the cost of power, maintenance, and -other capital improvements within the respective districts. The City contributes up to 50% of the power and maintenance costs, with the remaining costs collected from a tax applied to land values. Additionally, in June of 2001, the City issued General Obligation Bonds for the construction of a Police facility. The debt service on the bonds is payable from a voter approved levy. DISCUSSION Each year a Resolution is adopted fixing the amount of revenue required to be raised from property taxes to pay the debt service on the General Obligation Bonds and the authorized maintenance and operating costs of the City's lighting districts. This information is the basis for establishing tax rates, which are forwarded to Los Angeles County and applied to properties in specific districts. A separate schedule (Exhibit "B ") is attached to provide expanded detail of assessed valuations, beginning balances, estimated expenditures, and the proposed tax rate for fiscal year 2006 -2007. Mayor and City Council August 16, 2005 Page 2 A special election was held on November 2, 1999, to consider a proposition to incur bonded indebtedness in the principal amount of $8,000,000 for the construction of a Police facility. More than two- thirds of the votes cast were in favor of the agreed indebtedness with the principal and interest payable from taxes levied upon taxable property within the City. This annual levy will provide for interest payments in the amount of $197,833 and $192,033 due on August 1, 2006 and February 1, 2007 and a principal payment of $145,000 due on August 1, 2006. Due to the most recent increase in total assessed valuations of 9.9% within the City of Arcadia', the annual tax rate levied for the general obligation bonds has decreased from last year. A resident owning a home with an assessed valuation of $500,000 will realize an annual savings of approximately $11.14. The current annual levy is $26.37, while last year's levy was $37.51. FISCAL IMPACT The rates established for fiscal year 2006 -2007 will recover the debt service payment on the general obligation bonds and the costs eligible for reimbursement within the established districts. RECOMMENDATION Adopt Resolution No. 6535, a Resolution of the City Council of the City of Arcadia, California fixing the amount of revenue to be raised from property taxes for fiscal year 2006 -2007 to pay the debt service on the general obligation bonds and the authorized maintenance and operating costs of the lighting districts Attachments WrA Approved: William R. Kelly, City Manager TLH:sh CITY OF ARCADIA —j— h. STREET LIGHTING MAP b , (01T *WNER) ZONE A <(40MO) ,. EDISON OWNED i ZONE B (saw) LS -1 ZONE O "nM' ZONE D 2:090= CITY OWNED ZONE E "s'(ona9):; LS -2 ® �� p U 1 NZONED a MWON ZDSTREMIGW - EDISON DINNED STREETLIGHT ® NON- LIGHTEDSTREETS EXHIBIT "A" - i ce Y Exhibit "B" LIGHTING DISTRICT (1) An allowance for delinquent taxes is included, where appropriate, in tax rates to help ensure districts maintain a positive balance. (2) Where major capital costs are planned or have been completed, the proposed tax capitalizes such costs over a fixed period of years. (3) For comparison, last year's rate were as follows: Zone A - .0194224 B - .0022988 C - .0427859 D - .0457457 E - .01165853 GENERAL OBLIGATION BONDS Balance Balance 2006 -07 Estimated Tax Estimated % Assessed Available Assessed Revenues (1) Operating /Capital Tax Rates 2006- 7-1-06 Valuations $114,000 Expenditures 2 07 (3 Zone -1,300 245,208,886 41,500 38,200 0.016924% Zone B - 8,000 1,513,740,379 95,300 82,800 0.006296% Zone C -6,500 328,750,501 81,900 71,500 0.024913% Zone D 81,500 354,087,595 75,400 153,300 0.021294% Zone E 4,300 371,398,501 50,500 52,400 0.013597% (1) An allowance for delinquent taxes is included, where appropriate, in tax rates to help ensure districts maintain a positive balance. (2) Where major capital costs are planned or have been completed, the proposed tax capitalizes such costs over a fixed period of years. (3) For comparison, last year's rate were as follows: Zone A - .0194224 B - .0022988 C - .0427859 D - .0457457 E - .01165853 GENERAL OBLIGATION BONDS Balance 2006 -07 Estimated Tax Debt Service % Tax Rates Available Assessed Revenue (4) (5) 2006 -07 7 -01 -06 valuations $114,000 8,378,189,084 441,900 $534,866 0.0052744% (4) An allowance for delinquent taxes is included, where appropriate, in tax rates to help ensure districts maintain a positive balance. (5) Per debt service schedule. (6) For comparison, last year's rate was as follows: 0.0075017 % i RESOLUTION NO. 6535 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, FIXING THE AMOUNT OF REVENUE REQUIRED TO BE RAISED FROM PROPERTY TAXES NECESSARY FOR FISCAL YEAR 2006 -2007 TO PAY THE DEBT SERVICE ON THE GENERAL OBLIGATION BONDS AND THE AUTHORIZED MAINTENANCE AND OPERATING COSTS OF THE CITY LIGHTING DISTRICTS THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. The following is the amount of revenue necessary during the fiscal year 2006 -2007 to pay the authorized maintenance, operating, and capital improvement costs of the specified Arcadia Consolidated Lighting Districts: District A $41,500 District B $95,300 District C $81,900 District D $75,400 District E $50,500 SECTION 2. The above lighting maintenance districts illuminate rights of way and therefore benefit streets. SECTION 3. The following is the amount of revenue necessary during fiscal year 2006 -2007 to pay the authorized debt service on the Series A, 2001 Annual Obligation Bonds: $441,900. SECTION 4. The City Clerk shall certify to the adoption of this Resolution. Passed, approved and adopted this 15th day of August , 2006. —" �_.� 1 �. i .k �. 1' ' � I 'n a im Mayor of the City of Arcadia ATTEST: IS/ J A M ES t BARROWS City Clerk of the City of Arcadia APPROVED AS TO FORM: �� (). /)t� Stephen P. Deitsch City Attorney 2 N, 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. 6535 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 15th day of August, 2006 and that said Resolution was adopted by the following vote, to wit: AYES: Council Member Amundson, Harbicht, Segal, Wuo and Chandler NOES: None ABSENT: None IS/ JAMES Ho BAR ROWS` City Clerk of the City of Arcadia Q STAFF REPORT Administrative Services Department DATE: August 15, 2006 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Dire By: Sharmeen Bhojani, Senior Human Resources Analyst SUBJECT: Classification Specifications for Management Aide /Management Analyst Recommended Action: Approve SUMMARY Staff is recommending the City Council approve the new and revised job specifications for Management Aide /Management Analyst. DISCUSSION The position of Management Aide was created in September of 2001 in order to respond to the increasing budgetary, financial, administrative, and analytical support requirements that are placed on departments. Established as an entry-level position in the management series, this position's objective was to provide training for incumbents and allow them to transition into the Management Analyst position. Over the last few years, incumbents in this position have shown tremendous professional growth and the departments would like to maintain access to these qualified individuals. In order to aid in employee retention efforts and carry out the long -term goals of the departments, the City Manager and the Executive Management Team have requested that the position of Management Aide be classified as a flexible staffing position alongside the Management Analyst position. If approved, the Management Aide /Management Analyst classification will be added to the flexible staffing series in the classification plan. This will allow departments to flexibly advance a Management Aide to a Management Analyst, with the contingency that minimum qualifications are met, there are sufficient funds in the budget, and that the incumbent has received successful performance evaluations. The current class specifications for the Management Aide position require no minimum experience with one year of administrative or internship experience as desirable. The current class specifications for the Management Analyst position require one year of Mayor and City Council August 1, 2006 Page 2 of 2 administrative and analytical experience, preferably within a local government environment. It is proposed that the new and revised class specifications for Management Aide /Management Analyst require two years of administrative and analytical experience for Management Analyst when filled from the outside and two years of experience when filled by advancement from the Management Aide position. Modifications to the minimum requirements for the Management Aide position are not being proposed at this time. The Human Resources Commission reviewed and approved this item on July 13, 2006. FISCAL IMPACT No salary changes for these positions are being recommended at this time. RECOMMENDATION It is recommended the City Council: Approve the attached revised and new job specifications for Management Aide /Management Analyst. Approved: "` William R. Kelly, City Manager [a] a &WO � 81167:`iYM MANAGEMENT AIDE MANAGEMENT ANALYST DEFINITION Under direction, to perform entry level (Management Aide) or journey level (Management Analyst) budgetary, financial, administrative and analytical support duties for an assigned department and/or division; to assist with (Management Aide) or to oversee (Management Analyst) administrative processes, procedures, and programs; and to provide technical and responsible assistance to assigned department and/or programs. DIST INGUISHING CHARACTERISTICS Management Aide -This is an entry-level position in the management series. Positions at this level usually perform most of the duties required of the positions at the Management Analyst level, but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. Since this class is used as an entry-level class, employees will have the professional education but may have only limited or no directly related work experience. Management Analyst This is the journey level in the management class series. Positions at this level are distinguished from the Management Aide level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations'arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class series are flexibly staffed and positions at the Management Analyst level may be filled by advancement from the Management Aide level with two years of increasingly responsible administrative and analytical experience, sufficient funds in the budget, and successful performance reviews. When filled from the outside, the employee is required to have prior related experience, which allows the employee to meet the qualification standards for the Management Analyst level. SUPERVISION EXERCISED Management Aide Does not exercise any supervision. Management Analyst May exercise direct supervision over technical and clerical staff. City of Arcadia Management Aide/Management Analyst (Continued) Page 2 of 6 EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Oversee assigned programs and administrative support functions and specialized department programs. Participate in the development and implementation of new or revised programs, systems, procedures, and methods of operation; compile and analyze data and make recommendations regarding staffing, equipment, and facility needs. Assist in the drafting and implementation of policies and procedures; assist in the preparation of ordinances and other supporting program documents. Participate in the preparation and administration of assigned operating and capital budget(s); maintain and monitor appropriate budgeting controls. Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs administered by the position or by management staff including complex financial, budget, or administrative issues or questions; prepare comprehensive technical records and reports to present and interpret data, identify alternatives, and make and justify recommendations. Conduct surveys and perform research and statistical analyses on administrative, fiscal, personnel, and operational problems or issues; monitor legislation and analyze proposed legislation. Direct the work activities of assigned clerical and technical personnel; prioritize and coordinate work assignments; review work for accuracy; recommend improvements in work flow, procedures and use of equipment and forms. Participate in selecting, training, motivating and evaluating assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. Serve as a liaison with employees, public and private organizations; represent the City in a variety of community groups, boards, commissions, State and Federal agencies, and other organizations; provide information and assistance to the public regarding the assigned programs and services; receive and respond to complaints and questions relating to assigned area of responsibility; review problems and recommend corrective actions. Participate in special projects including research of new programs and services, budget analysis and preparation, and feasibility analysis. Provide training in various areas to department employees including updated rules and laws, and other areas as required. City of Arcadia Management Aide/Management Analyst (Continued) Page 3 of 6 Coordinate activities and special events with other City departments, the public and outside agencies; attend meetings as representative for assigned department. Assist in contract negotiations; monitor compliance with applicable contractual agreements. Prepare and monitor program grants and related proposals. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Management Aide Knowledge of: General principles and practices of municipal government management. Pertinent Federal, State, and local laws, codes and regulations. General principles and practices of municipal government budget preparation and administration. Public relations techniques; survey and interview techniques. Principles and procedures of record keeping. Sources of information related to a broad range of municipal programs, services, and administration. Elementary statistics; research and reporting methods, techniques and procedures. Modem office procedures, methods and computer software and hardware. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment, software applications, word processing, spreadsheet, and desktop publishing software (or a demonstrated capacity to learn). City of Arcadia Management Aide/Management Analyst (Continued) Page 4 of 6 Skill to: Operate a motor vehicle safely. Ability to: Research, analyze, and evaluate programs, policies, and procedures; make sound recommendations. Communicate clearly and concisely, both orally and in writing. Conduct research on a wide variety of administrative topics. Conduct surveys and interviews with other agencies, business owners, and residents. Effectively administer a variety of departmental programs and activities. Interpret and apply Federal, State, and local policies, procedures, laws and regulations. Effectively establish and maintain working relationships with staff, management, City departments, community organizations, boards, commissions, and the public. Understand the organization and operation of department and of outside agencies as necessary to assume assigned responsibilities. Read, understand, and condense governmental regulations into an understandable brief. Minimum Oualifications: Experience: No prior experience is required. One year of administrative or internship experience is desirable. Education/Traininil: Bachelor's degree from an accredited college or university with major course work in public administration, business administration, finance administration, or a related field. License or Certi£cate: Possession of, or ability to obtain, an appropriate, valid driver's license. City of Arcadia Management Aide/Management Analyst (Continued) Page S of 6 Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Management Analyst In addition to the qualifications for Management Aide: Knowledge of: Principles of supervision, training and performance evaluation. Organizational and management practices as applied to the analysis, evaluation, development and implementation of programs, policies and procedures. Ability to: Prepare clear and concise correspondence and reports on a variety of financial, budgetary, and administrative issues. Organize and direct the work of assigned staff. Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Effectively administer a variety of departmental programs and administrative activities. Plan, organize, and carry out assignments from management staff with minimal supervision and direction. Develop and administer assigned budgets. Interpret and apply administrative and departmental policies and procedures. Minimum Oualifications Experience Two years of administrative and analytical experience, preferably within a local government environment, in the collection, compilation, and analysis of data involving financial, budgetary, or administrative issues is desirable. City of Arcadia Management Aide/Management Analyst (Continued) Page 6 of 6 Training Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, business administration, finance administration, personnel management, economics, or a related field. A Master's degree is desirable. License or Certificate Possession of, or ability to obtain, an appropriate, valid driver's license. Special Requirements Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; ability to travel to different sites and locations. Effective Date: July 2006 .4: c'. . w ealtol STAFF REPORT Public Works Services Department August 15, 2006 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Dire or Prepared by: Tom Tait, Deputy Public Works a ices Directo Dave McVey, General Services Superintendent SUBJECT: HVAC Preventative Maintenance and Sarvin C nn}rnc4 Recommendation: Award a one (1) year contract extension to 'Sheldon Mechanical Corporation for the Heating Ventilation and Air Conditioning (HVAC) preventative maintenance at all City facilities in the amount of $107,700.00 SUMMARY On August 19, 2003, the City Council approved a one (1) year Agreement with optional contract extensions to Sheldon Mechanical Corporation for the Heating Ventilation and Air Conditioning (HVAC) preventative maintenance and service contract for all City facilities. Sheldon Mechanical is reaching the end of their second (2) contract extension and has submitted a written offer to extend the existing contract for an additional one (1) year. The contractor's offer of extension reflects a 2.5% Cost Of Living Adjustment (COLA) to labor costs, increasing the contract total amount to $107,700.00. All other conditions of the Agreement will remain in effect. Based on the excellent service provided by Sheldon Mechanical during the previous years, staff recommends that the City Council award a contract extension in the amount of $107,700.00 to Sheldon Mechanical Corporation for the HVAC preventative maintenance and service at various City facilities. DISCUSSION The Public Works Services Department is responsible for the maintenance of all City facilities. PWSD contracts with Sheldon Mechanical Corporation for the preventative maintenance and major servicing of HVAC equipment for City facilities. The contract includes monthly routine preventative maintenance as well as any extraordinary repairs that may arise at City and/or park facilities. On August 19, 2003, the City Council awarded the HVAC preventative maintenance service contract for the various City facilities with optional annual extensions to Sheldon Mechanical Corporation. Sheldon Mechanical is reaching the end of their second (2) contact extension and has submitted a written offer to extend the agreement an additional one (1) year with a 2.5% (COLA) for labor rates. The Consumer Price Index (CPI) from June 2005 to June 2006 is 4.7% Mayor and City Council August 15, 2006 Page 2 and based on their excellent service in the past three (3) years, staff is recommending that the City Council approve a third contract extension in the amount of $107,700.00 to Sheldon Mechanical Corporation for HVAC preventative maintenance and service for all City facilities. FISCAL IMPACT Sufficient funds have been budgeted in the 2006 -07 Operating Budget for this contract. The total amount of the service contract is $107,700.00. RECOMMENDATIONS Award a one (1) year contract extension in the amount of $107,700.00 to Sheldon Mechanical Corporation for the HVAC Preventative Maintenance and Service Contract for various City Facilities. 2. Authorize the City Manager and City Clerk to execute a contract extension in a form approved by the City Attorney. Approved: % William R. Kelly, City Manager PM:TT:DM:dw "tN STAFF REPORT Police Department DATE: August 15, 2006 TO: Mayor and Members of the City Council FROM: Robert P. Sanderson, Chief of Police Nancy Chik, Management Analyst. SUBJECT: Purchase of Tasers for the Police Department Recommendation: Waive the formal bid process and approve the purchase of 70 new Taser X26E and all necessary accessories from ProForce Law Enforcement in the amount of $64,980.04. SUMMARY Staff recommends that the City Council approve the purchase of 70 new Tasers and all necessary accessories in the amount of $64,980.04 from ProForce Law Enforcement. ProForce is the sole source vendor of the Taser International Taser X26E, and the funds have been budgeted in FY 2005 -2006 and FY 2006 -2007 Capital Improvement budget for this purchase. The Tasers will be used as a less- lethal weapon wherein police officers can subdue violent subjects without physical confrontation. BACKGROUND In recent years, the media have raised concerns that Tasers may cause deaths or severe injuries. However, Force Science News (provided by The Force Science Research Center) indicated in a November 18, 2005, report that the League of Minnesota Cities Insurance Trust has concluded after a thorough review of available studies that these weapons have "resulted in a considerable reduction of arrest - related injuries to both officers and subjects" and are a "safe and effective" means of 'controlling dangerous behavior and overcoming resistance." The report also concludes that while Tasers are "highly effective in helping officers achieve control over violent and resistive subjects," they pose a "very low risk of injury to the individual arrested." Indeed, "scientific and medical studies have ... largely debunked claims" that Tasers have been "a primary cause of death for individuals who have perished while in police custody." Research indicates that when used appropriately, Tasers "generally present a very low risk of danger to the subject... Law enforcement agencies have reported notable declines in injuries to officers and arrestees" once Tasers are introduced into a confrontation. Tasers have "alleviated the need for deadly force in many encounters with armed individuals." In many cases, "an officer's mere display of the device is sufficient to overcome an individual's willingness to fight or resist." DISCUSSION Since the introduction of Taser International's Taser M26 in 1999, thousands of officers in North America and around the world have found the use of a Taser as a valuable less - lethal option in law enforcement. The only drawback to the M26 was its bulky size. That setback has been resolved by a newer, smaller, and just as capable Taser X26 model. The Taser X26 incapacitates subjects by electro muscular disruption (EMD), an uncontrollable contraction of muscular tissue that has been described as a full -body charley horse. Thousands of tests by Taser International on SWAT officers, elite warriors, and martial artists, throughout the years, have proven that EMD can stop the most focused, fit, and determined subjects. Moreover, the Taser X26 has proven to be a substantial alternative to lethal force in situations that otherwise might warrant it. Lastly, the Taser X26 affords officers a close quarter less- lethal option that we currently do not have at the Arcadia Police Department. The Taser X26 will be both a beneficial resource and advanced safety alternative to all police personnel tasked with resolving confrontational situations involving violent and /or potentially violent subjects. Taser International is the only manufacturer of a medically and field- tested Taser of any volume. Furthermore, the X26 should not be confused with the standard hand Tasers commonly found in the open market. The X26 is created specifically for law enforcement in that it has downloadable data per use, electronic projectiles that allow officers to safely disable unruly suspects from a distance, with the additional option of a direct contact (up- close- and - personal) stimulation, if needed. Simply put, no other product currently on the market provides these resources in any single device. This product, .in its entirety, is only available through Taser International at this time. ProForce is the sole source law enforcement vendor in the Western United States of the Taser International Taser X26E. FISCAL IMPACT Staff has budgeted a total of $65,000 in the FY 2005 -2006 and FY 2006 -2007 Capital Improvement budget for this purchase. RECOMMENDATION Waive the formal bid process and approve the purchase of 70 new Taser X26E and all necessary accessories from ProForce Law Enforcement in the amount of $64,980.04. Approved: 4� William R. Kelly, City Manager Ci 9 ••n•a; c `�� ° °��y ° {� STAFF REPORT Library and Museum Services Department August 15, 2006 TO: Mayor and City Council Is FROM: Janet Sporleder, Director of Library and Museum Services By Carolyn Garner- Reagan, Library Services Manager SUBJECT: Gift of $15, 000 from the Friends of the Arcadia Public Library for programs and materials for teens. Recommendation: Accept the donation Summary: The Friends of the Arcadia Public Library are offering the Arcadia Public Library a donation of $15,000 for the purchase of books and other materials and for programs specifically for teens at the Library. Discussion The Friends of the Arcadia Public Library, as part of its ongoing mission to support the Library's goals and objectives, is donating a total of $15,000 to the Library, specifically earmarked for materials and programming for teens. This is Year One of a special three -year gift the Friends voted to give the Library at their July 6, 2006 Board meeting. This gift will enable the Library to more fully develop and experiment with programming for teens than is currently possible with present budget and staffing levels. The Library will significantly increase purchasing of books and other materials for teens. A public performance movie license will be purchased, which ensures copyright compliance so that a teen film series can begin. Funds will be used to support the formation of a Teen Advisory Group (TAG) so that teens can be involved in planning and putting on programs. New, attractive signage will be purchased to highlight the Teen Center. Funds will also be used to provide substitute staffing so that existing staff can be freed up to handle these activities while maintaining the Library's excellent customer service standards and without impinging on regular ongoing duties. All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). Fiscal Impact The Library will experience an added $15,000.00 to its budget allocation. Recommendation: Accept the donation of $15,000 to the Arcadia. Public Library from the Friends of the Arcadia Public Library for the purchase of library materials and for programs for teens. Approved by: Wnk__� William R. Kelly, City Manager r . STAFF REPORT Public Works Services Department August 15, 2006 TO: Mayor and City Council FROM: Pat Malloy, Public Works Services Direc r Prepared by: Tom Tait, Field Services Mana er SUBJECT: WATER SUPPLY nccFCCM=Krr ru,ce� RECOMMENDATION: ACCEPT THE REVISIONS TO THE 2006 WATER SUPPLY ASSESSMENT (WSA) FOR THE CARUSO PROJECT AT THE SANTA ANITA RACE TRACK SUMMARY The population growth in the State of California has resulted in additional water demand on water systems. Senate Bills 610 (Costa) and 221 (Kuehl) amended State law to require detailed information regarding water availability to be provided to city and county land use planners prior to approval of certain land use development projects. This Water Supply Assessment (WSA) follows the guidelines in California Water Code Sections 10910 -10912 for the approach, required information and criteria for determining supply in the water supply assessment. On:January 3, 2006, the City Council approved the WSA for this project. However, the developer has revised the scope of work for the Project; and as a result, the City must now approve a revised WSA. A copy of the revised 2006 Water Supply Assessment for the Caruso Affiliated /Magna Entertainment Corp Project (Project) at the Santa Anita Race Track is available for review in the City Manager's office. The City's estimated overall water demand by the year 2030, including the demand on our water system from the Project is projected at 19,254 acre -feet per year (AFY), which is 2,000 acre feet greater than current water demands on our system. Based on the demonstrated reliability of the City's water supply sources, the WSA concludes that sufficient water supplies are and will be available to meet the City's future demands including this Project. Based on this report, it is recommended that the revisions to the 2006 Water Supply Assessment (WSA) for the Caruso Affiliated /Magna Entertainment Corp Project at the Santa Anita Race Track be accepted by the City Council. Mayor and City Council August 15, 2006 Page 2 DISCUSSION The Water Supply Assessment (WSA) is required by Senate Bills 610 and 221 for major proposed developments in a city or county to provide a detailed assessment to show that a sufficient water supply is available to meet new water demands and written verification to substantiate the assessment. State law further requires that the City Council approve the Water Supply Assessment (WSA) at a regular city council meeting and that the Water Supply Assessment (WSA), once approved by the City Council, be included in the Environmental Impact Report (EIR) prepared for the Caruso Project pursuant to Public Resources Code Section 21000. On January 3, 2006, the WSA was approved by the City Council at its regular schedule meeting. Following the revised scope of work submitted by the developer, minor revisions were made to the 2006 WSA. These revisions included the removal of the residential component of the project and included an additional 25,000 square feet of office space. Based on the water use rates in the WSA, the overall water demand from the project was reduced approximately 156 acre -feet. The preparation of the Water Supply Assessment (WSA) for the Project at the Santa Anita Race Track was a collaborative effort between Public Works Services Department and Stetson Engineers Inc., in conformance with the law. The data in the WSA's appendices reflect the City's 2005 Urban Water Management Plan (UWMP), Fiscal Year 2004/05 Budget and the Main San Gabriel Basin and Raymond Basin Judgments respectively. In compliance with applicable laws, the City's WSA includes the following • Description of the service area, including current and projected population and other demographic factors • Identify and quantify to the extent practicable, existing and planned sources of water available to the City over five (5) year increments • Provide a description of any groundwater basins from which the City pumps groundwater • A description of each water demand management measure that is currently being implemented, or scheduled for implementation • A detailed description and analysis of the location, amount, and vulnerability to seasonal or climatic shortage for an average water year, a single dry water year and multiple dry water years The Main San Gabriel Basin and Raymond Basin have both demonstrated to be reliable sources of water during droughts. In addition, the City has access to treated imported water from the MWD. Based on the demonstrated reliability of the City's water supply sources, sufficient water supplies can be reasonably concluded to be fully reliable and available to meet the City's future demands including this Project. Mayor and City Council August 15, 2006 Page 3 The City Attorney has also recommended that the revisions to the 2006 Water Supply Assessment for the Caruso Affiliated /Magna Entertainment Corp Project at the Santa Anita Race Track be presented to and accepted by the City Council. It is therefore recommended that the revisions to the 2006 Water Supply Assessment (WSA) for the Caruso Affiliated /Magna Entertainment Corp Project at the Santa Anita Race Track be accepted by the City Council. ENVIRONMENTAL IMPACT The WSA will be included in the City's Environmental Impact Report (EIR) for the Caruso Project that is currently being prepared by the Development Services Department. FISCAL IMPACT None. RECOMMENDATION Accept the 2006 Water Supply Assessment (WSA) for the Caruso Project at the Santa Anita Race Track. Approved: —Agra William R. Kelly, City Manager PM:TT:dw U STAFF REPORT Office of the City Manager DATE: August 15, 2006 TO: Mayor and City Council FROM: William R. Kelly, City Manager Wl ` SUBJECT: APPROPRIATION OF $3,300.00 TO PAY A ONE -TIME ASSESSMENT LEVIED BY THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS Recommendation: Approve SUMMARY At the July 18 City Council meeting, the Council reviewed and discussed the San Gabriel Valley Council of Governments (COG) relative to their financial difficulties. At that meeting the Council directed Arcadia's Delegate to the COG, Council Member Harbicht, to vote in favor of a requested dues increase in order to keep the COG in business. Subsequent to this decision the Governing Board of the COG decided to pursue a different option to get the organization through the current fiscal crisis and such is the reason for this report. DISCUSSION At their July 20, 2006 meeting, the COG's Governing Board voted to keep membership dues at the current level and to institute a one -time assessment of $3,300.00 to be paid equally by every City. According to communication from the COG's Executive Director, this action was taken with the understanding that the COG's adopted Strategic Plan calls for staff to develop a long -term financial plan for Board consideration by January 2007. The financial plan will examine the current dues structure with respect to equity and flexibility. The plan will also identify other revenue enhancing opportunities to support desired programs and services and provide for the ongoing stability of the organization. FISCAL IMPACT The approved 2006 -2008 operating budget includes an allocation for membership dues in the COG, but it does not include money for the one -time assessment. As such, staff is asking that the City Council appropriate $3,300.00 as follows: $471.90 from the General Fund $1,414.05 from Proposition A $1,414.05 from air quality (AQMD) funds Mayor and City Council - appropriation of funds for COG assessment August 15, 2006 Page 2 RECOMMENDATION It is recommended that the City Council appropriate funds as follows in order to pay the one -time assessment approved by the Governing Board of the San Gabriel Valley Council of Governments: $471.90 from the General Fund $1,414.05 from Proposition A $1,414.05 from air quality (AQMD) funds 7 STAFF REPORT Police Department DATE: August 15, 2006 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services DirecQS SUBJECT: Authorize the City Manager to implement Recruitment Incentives for Sworn Personnel within the Police Department Recommendation: Approve SUMMARY Staff is recommending the City Council authorize the City Manager to approve the additional recruitment incentives for the Police Department as outlined in this report. BACKGROUND On November 28, 2005, during a study session of the Arcadia City Council, the mid -year budget review and a budget forecast was presented to City Council members. As part of that review, the Police Department's staffing, recruitment and retention issues were discussed. Subsequent to the November 28 Study Session, Police Management participated in a meeting with the general membership of the Arcadia Police Officers' Association. During this meeting, the Police Chief provided an overview of the study session to the Association. A discussion of recruitment and retention incentives was discussed among the membership and subsequently analyzed and evaluated by City staff. On February 21, 2006, staff brought forward recommendations to the City Council requesting authorization for the City Manager to implement various incentives. One of the recommended incentives included the signing bonus for lateral officers be increased from $1,500 to $3,000. The signing bonus has been a great start, however staff was interested in continuing to pursue recruitment and retention incentives. On August 1, 2006, in a closed session of the Arcadia City Council, staff presented additional incentives for consideration. As a result of the City Council direction during the closed 1 session, staff is recommending the City Council authorize the City Manager to approve the additional recruitment incentives for the Police Department. DISCUSSION After discussions about various recruiting incentives, staff is of the opinion that an increased signing bonus for lateral officers would be helpful in addressing current staffing issues. It is recommended the signing bonus be increased from $3,000 to $10,000 and be implemented as follows: $4,000 Date of Hire $3,000 End of probation (18 months) $3,000 3 years from Date of Hire (18 months after end of probation) The method of paying out the bonus over time is intended to provide an incentive for the officers to remain with the City for sometime after their probationary period is complete. Staff is considering alternatives for reimbursement of the signing bonus from the officer if he /she fails to pass probation or leaves employment with the City of Arcadia for some other reason. In addition, this incentive is not recommended to be permanent. Staff will continually monitor recruiting and hiring and could recommend modification of this program in the future. FISCAL IMPACT It is estimated implementation of this recruitment incentive will actually provide some cost savings for the City. When a Law Enforcement Recruit (a person with no formal law enforcement training) is hired, the City is responsible for the salary and benefits of the employee while in training at the Academy. There also is a tuition fee for the Academy that is borne by the City. The total cost is approximately $30,000 over a 5 -month period. If the City can recruit an experienced and trained lateral officer with a $10,000 incentive that can be paid out over 3 years, substantial savings can be realized. RECOMMENDATION It is recommended the City Council: Authorize the City Manager to implement additional Recruitment Incentives for Sworn Personnel within the Police Department. Approved: I W yO William R. Kelly, City Manager 2 t REP STAFF Library and Museum Services Department August 15, 2006 TO: Mayor and City Council FROM: Janet Sporleder, Director of Library and Museum Services Prepared by: Jackie Faust - Moreno, Library Services Manager SUBJECT: Gift of $15,077.67 from the Arcadia Public Library Foundation for programs and equipment at the Library Recommendation: Accept the donation Summary The Arcadia Public Library Foundation, as part of its ongoing mission to support the Library's goals and objectives, is donating $15,077.67 to the Library for equipment and for a series of chamber music concerts. Discussion The funds being donated will be used for the following purposes: Chamber music concert series. This series of four concerts on Wednesday evenings will feature world -class musicians. The series coordinator, Paul Stein, is a violinist with the Los Angeles Philharmonic. The free concerts will be followed by a reception with the musicians. Total cost: $6,000. Outdoor Patio tables and benches The concrete tables will be placed on the patio outside the Children's Services Section near the new art tile wall where they will be utilized for programs and by the public as they enjoy the outdoor, park -like setting. Three benches will be placed along the walkway. Total cost: $8,600. Shelving. New display shelving will be added along the west wall in the entryway. Total cost: $5,000. All gifts to the Library are subject to approval by the City Council pursuant to City Charter article VIII section 809 (d). Fiscal Impact Since there is a balance from money previously donated to library projects by the Foundation, the Library will experience an added $15,077.67 to its budget allocation for these projects. Recommendation It is recommended that the City Council accept the donation of $15,077.67 to the Arcadia Public Library from the Arcadia Public Library Foundation. Approved by: William R. Kelly, City Manager M,��if. I�f) belly °` STAFF REPORT August 15 2006 Recreation and Community Services Department TO: Mayor and City Council FROM: @P Roberta M. White, Director of Recreation & Community Services SUBJECT: SUMMARY At the April 4, 2006 City Council meeting the City Manager was authorized to execute a Joint Use Agreement between the Arcadia Unified School District and the City of Arcadia for a Joint Use Gymnasium at Foothills Middle School. This Joint Use Agreement was required as part of the State grant funding process. Under the terms of SB 50, the State will contribute up to fifty (50) percent of the approved project costs, not to exceed one million five hundred thousand (1,500,000) dollars for building construction. The District and the City will equally share the remaining costs, if funding is approved. The Council committed the City to a maximum financial contribution of one million five hundred thousand ($1,500,000) dollars for its participation in the required matching funds for a joint use gymnasium at Foothills Middle School. This Joint Use Gymnasium Project would jointly benefit the students of Arcadia Unified School District and the residents of Arcadia by providing additional recreation opportunities during school days, evenings and weekends. At the April 4, 2006 City Council meeting the City also agreed to commit up to a maximum of fifteen thousand ($15,000) dollars for all of the processing and application costs. If the project is approved, this amount will be part of the total contribution of the City to the Joint Use Gymnasium. DISCUSSION The City of Arcadia and the Arcadia Unified School District have previously received various state grant funds for projects at school facilities and City parks that benefit both the students of the Arcadia Unified School District and the Recommendation: Approve residents of Arcadia. The District will act as lead agency for the gymnasium and be responsible for all project related costs. In turn, the District will invoice the City for half of all project related costs. The proposed gymnasium would be approximately 7,500 — 8,000 square feet with one regulation size basketball court that could be divided into two smaller basketball courts, two volleyball courts or three badminton courts. The building would also include restroom facilities, storage rooms, office and ancillary spaces. The design of the gymnasium, including cost estimate and design for site preparation and improvements, shall be jointly decided and agreed upon by the District and City, using plans prepared by LPA, Inc. As proposed, the District will have exclusive use of the gymnasium on weekdays from 7:00 a.m. until 5:00 p.m. The City will have the facility available for its exclusive use from 5:00 p.m. until 10:00 p.m. weekdays and from 7:00 a.m. until 10:00 p.m. on weekends and holidays. Both City and District have the right to designate special usage during the others time, as arranged at biannual joint meetings. As agreed, the City and District will equally share in all costs associated with maintaining and operating the gymnasium. This gymnasium project can only be approved by the State if both the City and District share the costs and use of the project. As the State Allocation Board, Office of Public School Construction did not meet in July; our grant application will be considered at its August 23, 2006 meeting. If the grant is not approved, the project will not move forward at the present time as neither party feels it can afford the full four million ($4,000,000) cost. An informal informational meeting about the possible Joint Use Gymnasium project was held with local residents at Foothills Middle School on June 19, 2006. If the grant is approved, a formal Environmental Impact Report will be required and mandated hearings will be held. FISCAL IMPACT Sufficient funds are available in the City Capital Outlay Fund for the requested $15,000 dollars required for the processing /application costs. Should actual construction be approved, funds are available in the Capital Outlay Fund. RECOMMENDATION Authorize the City Manager to approve a purchase contract in the amount of $15,000 dollars to the Arcadia Unified School District for architectural services and grant preparation fees related to the Joint Use Gymnasium and approve the same amount from the City Capital Outlay Fund. Approved: William R. Kelly, City Manager