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HomeMy WebLinkAboutMarch 18, 2008~~` ~ ~~FP~~.,_ ~, CITY OF ARCADIA CITY COUNCIL/REDEVELOPMENT AGENCY M"'"~" w REGULAR MEETING ~ 'm°a~~>^"'°~ TUESDAY, MARCH 18, 2008 AGENDA 5:00 p.m. Locatlon: City Council Chamber Conference Room, 240 W. Huntington Drive CALL TO ORDER ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: Mickey Segal, Mayor/Agency Chair Robert Harbicht, Mayor Pro Tem/Agency Vice Chair Peter Amundson, Council/Agency Member Roger Chandler, 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. STUDY SESSION a. Report, discussion and direction regarding Methodist Hospital of Southern California Tax-Exempt Bond Financing and Lease Amendment. CLOSED SESSION Pursuant to Government Code Section 54956.9(b)(1) to confer with legal counsel regarding anticipated litigation: One (1) case. 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIUREDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION Reverend Larry Eckholm, Lutheran Church of the Cross PLEDGE OF ACCEGIANCE Any writings or documenfs provided to a majonty o/ the Cify Council regartfing any 8em on this agenda will be made availabla for public inspection in the City Clerk's o~ce located af 240 W. Huntington Dnve, Arcadia, California, dunng normal businass hours. ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: Amundson, Chandler, Harbicht, Wuo and Segal 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 PRESENTATIONS a. Presentation of Certificate to Elizabeth Lopez, 2007 Outstanding School Crossing Guard of the Year for City of Arcadia. 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 MAYOR, CITY COUNCIL AND CITY CLERK 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 specific items be removed from the Consent Calendar for separate action. REDEVELOPMENT AGENCY ITEMS: REGULAR MEETING MINUTES OF MARCH 4. 2008. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MARCH 4. 2008. Recommended Action: Approve c. AUTHORIZE THE CITY MANAGER TO AWARD A PURCHASE ORDER $35,145.43 FOR LIBRARY PATRONS. Recommended Action: Approve Any wntings or documents provided to a majority of the City Council regarding any item on fhis agenda will be made availabfe for public inspection in the Cify Clerk's office /ocated at 240 W. Huntingfon Dnve, Arcadia, Califomia, during normal business hours. d. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH C.P. Recommended Action: Approve e. Approve AUTHORIZE THE CITY MANAGER TO EXECUTE AND SIGN ON BEHALF OF THE CITY OF ARCA~IA A GRANT APPLICATION FOR RECEIPT OF FY 2008 FEDERAL FUNDS REQUIRING CITY MATCHING FUNDS FOR WATER SYSTEMIMPROVEMENTS. Recommended Action: Approve 2. CITY MANAGER REPORT REGARDING THE NEGOTIATION OF THE RESIDENTIAL REFUSE AND RECYCLING CONTRACT WITH WASTE MANAGEMENT INC. Recommended Action: Provide direction b. Recommended Action: Provide direction c. REPORT REGARDING THE COMMERCIAL SEWER BILLIING METHOD. Recommended Action: Provide Direction ADJOURNMENT The City Council/Redevelopment Agency will adjourn to Tuesday, April 1, 2008, 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. Any wrilings or documents provided to a majority of tha City Council regarcling any item on this agenda wil! be made availabla for public inspection in the Ciry Clerk's oRCe located at 240 W. Huntington Dnve, Arcadia, Califomia, durtng normal business hours. : ~ CITY COUNCIUREDEVELOPMENT AGENCY REGULAR MEETING ANNOTATED AGENDA March 18,2008 STUDY SESSION a. Report, discussion and direction regarding Methodist Hospital of Southern California Tax-Exempt Bond Financing and Lease Amendment. CLOSED SESSION a. Pursuant to Government Code Section 54956.9(b)(1) to confer with legal counsel regarding anticipated litigation: One (1) case. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEM: a. REGULAR MEETING MINUTES OF MARCH 4, 2008. CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MARCH 4, 2008. APPROVED 5-0 c. AUTHORIZE THE CITY MANAGER TO AWARD A ADOPTED 5- 0 PURCHASE ORDER CONTRACT TO GALE CENGAGE LEARNING FOR THE PURCHASE OF SUBSCRIPTIONS TO FIVE ELECTRONIC DATABASES IN THE AMOUNT OF $35,145.43 FOR LIBRARY PATRONS. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT ADOPTED 5- 0 WITH C.P. CONSTRUCTION CO., INC. FOR THE FAIRVIEW AVENUE SEWER RELIEF LINE PROJECT IN THE AMOUNT OF $577,960. e. AUTHORIZE THE CITY MANAGER TO APPROVE A CONTRACT ADOPTED 5- 0 WITH KR NIDA COMPANIES FOR THE INSTALLATION OF THE EMERGENCY ALARM INFRASTRUCTURE IN FIRE STATION 105 AND APPROPRIATE AN AMOUNT NOT TO EXCEED $45,000 FROM THE CAPITAL OUTLAY FUND. AUTHORIZE THE CITY MANAGER TO EXECUTE AND SIGN ON ADOPTED 5- 0 BEHALF OF THE CITY OF ARCADIA A GRANT APPLICATION FOR RECEIPT OF FY 2008 FEDERAL FUNDS REQUIRING CITY MATCHING FUNDS FOR WATER SYSTEM IMPROVEMENTS. THE CITY COUNCIL DIRECTED STAFF TO REVIEW LEASE AND ZONING ISSUES; TEFRA PUBLIC HEARING SCHEDULEDFOR APRIL 1. 2008 NO REPORTABLE ACTION TAKEN APPROVED 5-0 : 2. CITY MANAGER a. c. REPORT REGARDING THE NEGOTIATION OF THE RESIDENTIAL REFUSE AND RECYCLING CONTRACT WITH WASTE MANAGEMENTINC. REPORT REGARDING SCHEMATIC DESIGN FOR PROPOSED NEW CITY HALL PROJECT. REPORT REGARDING THE COMMERCIAL SEWER BILLIING METHOD. THE CITY COUNCIL DIRECTED STAFF TO ENTER INTO CONTRACT NEOGIATIONS WITH WASTE MANAGEMENTFOR RESIDENTIAL RECYCLING AND REFUSE COLLECTION THE CITY COUNCIL DIRECTED STAFF TO BRING BACK A FINAL SCHEMATIC DESIGN PLAN INCLUDING A FINANCING PLAN THE CITY COUNCIIL (5-D) DIRECTED STAFF TO IMPLEMENT OPTION 1 AS NOTED IN THE STAFF REPORT 50:0035 CITY COUNCIL/REDEVELOPMENT AGENCY ~ REGULAR MEETING MINUTES TUESDAY, MARCH 18, 2008 CALL TO ORDER Mayor Segal called the Study Session Meeting to order at 5:00 p.m. ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: PRESENT: Council/Agency Member Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None CLOSED SESSION/STUDY SESSION PUBLIC COMMENTS (5 minutes per person) None STUDY SESSION a. Report, discussion and direction regarding Methodist Hospital of Southern California Tax-Exempt Bond Financing and Lease Amendment. Don Penman, City Manager provided a summary of the Methodist Hospital of Southern California Tax-Exempt Bond Financing and Lease Amendment. Steve Deitsch, City Attorney reported that the City last provided similar assistance to the Hospital in 1996; he noted that the current project is for a proposed expansion and seismic retroft. He commented that the Hospital officials will explain more in detail what the project is, the size of their financing and what they need from the City in order to conduct the TEFRA hearing on April 1, 2008 which is required by law. Mr. Deitsch explained that a fease amendment would be needed in order to assist with the financing; and noted that land use issues, zoning and a proposed lease amendment would come before the City Council in the near future in order to help facilitate the Hospital financing. Dennis Lee, CEO of Methodist Hospital provided an overview of the history of Methodist Hospital, number of patients per year, emergency room visits, number of employees, babies delivered and the service it provides to surrounding areas. He also provided an overview of the Seismic Safety Act, new patient tower and the new parking structure. Steve Hollis, Goldman Sachs Housing and Health Care Funding Corporation appeared and reported on the plan of financing. Nikki (inaudible) discussed the Federal Housing Administration insurance program (FHA-242) which addresses the financing needs of hospitals; she noted that FHA guarantees mortgage loans made to hospitals and noted that loans are typically funded with tax-exempt bonds. She provided an FHA 242 mortgage overview and Series 2008 bond review. Steve Hollis further commented that the Hospital is asking for Bonds to be sold which requires a TEFRA hearing. He explained that the TEFRA hearing requires a hearing be held in the city where the project is located. 03-18-2008 50:0036 Mike La Pierra of California Statewide Communities Development explained that his company would be the issuer of the tax-exempt bonds for Methodist Hospital and the financing cannot proceed without the City's approval of a resolution approving the financing. Mr. La Pierra noted that the City hold a public hearing and adopt the TEFRA Resolution approving the financing to be undertaken through California Statement Communities Development Authority. Kevin Hale from Orrick Herrington, Bond Counsel for the Hospital explained the TEFRA Hearing process. Mr. Penman noted that the current Lease is for a non-profit hospital on the site and the City is currently working on a Lease Amendment which would also allow for a profit hospital on the site. Mr. Deitsch noted that the original Lease is a 99 year lease entered into in 1953 and expires in 2052; there have been 6 ame~dments to the Lease which do not affect the term of the Lease; he noted that the proposed lease amendment would extend the Lease to 2058 and allow for a "for profit hospital". He also noted that insurance requirements will be updated. Mr. Penman noted that a TEFRA public hearing will be conducted on April 1, 2008; the City Attorney will work with Hospital regarding the Lease Amendment and zoning issues will be reviewed by City staff. CLOSED SESSION a. Pursuant to Government Code Section 54956.9(b)(1) to confer with legal counsel regarding anticipated litigation: One (1) case. RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Segal convened the Regular Meeting at 7:00 p.m. in the Council Chamber. INVOCATION Reverend Larry Eckholm, Lutheran Church of the Cross PLEDGE OF ALLEGIANCE Council Member Roger Chandler ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Council/Agency Member Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None REPORT FROM CITY ATTORNEY/AGENCY COUNSEL ON CLOSED SESSION/STUDY SESSION ITEMS City Attorney Steve Deitsch reported that the City Council met in a study session to receive a report from Methodist Hospital concerning a proposed expansion, seismic retrofit project and proposed method of financing. No further action was taken. 03-18-2008 50:0037 Mr. Deitsch also reported that the City Council met in closed session to consider the one (1) case listed on the posted agenda. No reportable action was taken. SUPPLEMENTAL INFORMATION FROM CITY MANAGERIEXECUTIVE DIRECTOR REGARDING AGENDA ITEMS None 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 Chandler and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Presentation of Certificate to Elizabeth Lopez, 2007 Outstanding School Crossing Guard of the Year for City of Arcadia. PUBLIC COMMENTS There were no public comments. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Wuo congratulated Elizabeth Lopez on receiving the 2007 Outstanding School Crossing Guard of the Year for the City of Arcadia and thanked all the school crossing guards for doing a great job. Council Member Harbicht had nothing to report. Council Member Amundson thanked Captain Devlin, the crew of Station 106 and the entire Arcadia Fire Department for a job well done in responding to a family emergency. Council Member Chandler had nothing to report. City Clerk Barrows had nothing to report. Mayor Segal announced the April 5th Derby Day 5K Run/Walk and encouraged everyone to attend and participate. 1. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES OF MARCH 4, 2008. Recommended Action: Approve 03-18-2008 50:0038 CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF MARCH 4, 2008. Recommended Action: Approve c. AUTHORIZE THE CITY MANAGER TO AWARD A PURCHASE ORDER CONTRACT TO GALE CENGAGE LEARNING FOR THE PURCHASE OF SUBSCRIPTIONS TO FIVE ELECTRONIC DATABASES IN THE AMOUNT OF $35,145.43 FOR LIBRARY PATRONS. Recommended Action: Approve d. AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH C.P. CONSTRUCTION CO., INC. FOR THE FAIRVIEW AVENUE SEWER RELIEF LINE PROJECT IN THE AMOUNT OF $577,960. Recommended Action: Approve e. AUTHORIZE THE CITY MANAGER TO APPROVE A CONTRACT WITH KR NIDA COMPANIES FOR THE INSTALLATION OF THE EMERGENCY ALARM INFRASTRUCTURE IN FIRE STATION 105 AND APPROPRIATE AN AMO,UNT NOT TO EXCEED $45,000 FROM THE CAPITAL OUTLAY FUND. Recommended Action: Approve f. AUTHORIZE THE CI7Y MANAGER TO EXECUTE AND SIGN ON BEHALF OF THE CITY OF ARCADIA A GRANT APPLICATION FOR RECEIPT OF FY 2008 FEDERAL FUNDS REQUIRING CITY MATCHING FUNDS FOR WATER SYSTEMIMPROVEMENTS. Recommended Action: Approve A motion was made by Council/Agency Member Chandler, seconded by Council/Agency Member Amundson and carried on roll call vote to approve items 1.a through 1.f on the City Council/Agency Consent Calendar. AYES: Council Member Chandler, Amundson, Harbicht, Wuo and Segal NOES: None 3. CITY MANAGER a. REPORT REGAF2DING THE NEGOTIATION OF THE RESIDENTIAL REFUSE AND RECYCLING CONTRACT WITH WASTE MANAGEMENT INC. Recommended Action: Provide direction Marie Rodriguez, Management Analyst, Public Works Services Department reported that Waste Management has been the City's exclusive residential hauler since 1999 and their contract is due to expire on June 20, 2009; she further reported that Waste Management maintains one of the lowest refuse rates in the San Gabriel Valley and has consistently provided excellent service for the past 9 years to the City. She reported on the many refuse programs Waste Management administers and noted that through these outreach programs, Arcadia has achieved a 69% diversion rate which exceeds the 50% diversion rate mandated by AB 939. She noted that with the closure of the Puente Hills Landfill in October 2013, the main issue to be negotiated in the new Residential Refuse and Recycling Contract would be the formula by which rate are adjusted annually. She further noted the current contract with Waste Management states that 03-18-2008 50:0039 good faith negotiations must begin by July 1, 2008, with a new contract being reached by January 1, 2009. The City Council (5-0) directed staff to begin contract negotiations with Waste Management for residential recycling and refuse collection. b. REPORT REGARDING SCHEMATIC DESIGN FOR PROPOSED NEW CITY HALL PROJECT. Recommended Action: Provide direction Phil Wray, Deputy Director of Development Services provided a brief summary of the schematic design of the new City Hall project; he noted that the architect made modifications to the building elevations as requested by the City Council at a previous meeting. He further noted the modifications made and provided a report on the site plan and explained the internal floor plan will have an open atmosphere and be accessible to the public. He provided a general overview of the department configurations and purposes. Dave Wantani of Steinberg Architects provided an overview of the building details and elevations; he noted that City Council comments were taken into consideration and incorporated into a new design plan which he presented. He discussed the modifications made to the building, columns, material and lobby entrance. The City Council indicated they were pleased with the design modifications and directed staff to bring back a recommendation to the lobby roof that would work with the design of the building, material, cost estimate and options for funding. Mayor Segal addressed Mr. Duran, who came in after the public comment period, and referred him to staff. Mr. Penman advised that a status report will be forwarded to the City Council regarding Mr. Duran's concerns which were first addressed back in October 2007. c. REPORT REGARDING THE COMMERCIAL SEWER BILLIING METHOD. Recommended Action: Provide Direction Pat Malloy, Assistant City Manager/Public Works Services Director reported that the currenl sewer billing method for commercial accounts does not equitably distribute the cost of operating and maintaining the sanitary sewer system. Tom Tait, Deputy Public Works Services Director provided the staff report regarding commercial sewer billing methods; he reported that the current commercial rates are $11.03 per month plus an additional $3.69 per month per each additional unit. He provided examples of commercial buildings with multiple units such as office buildings and restaurant usage. He explained the two billing options the City can pursue and staff recommended Billing Option No. 1. He noted that staff will be proposing residential and commercial rates for fiscal year 2008-09 at the April 1S1 City Council meeting. He further noted there would be an irrigation credit automatically calculated into both proposed options; he reported that staff met with an engineering firm that specializes in sewer rates structures and that the industry standard is to give a 10% reduction in water consumption on commercial sewer rates. 03-18-2008 50:0040 A motion was made by Council/Agency Member Harbicht, seconded by CouncillAgency Member Amundson and carried on roll call vote to pursue Billing Option No. 1- using $170,000 as the target revenue for fiscal year 2007-08 and assuming commercial customers will consume 810,000 CCF minimum annually -$11.03 base fee per month plus $0.08 per unit of water consumed. AYES: Council Member Harbicht, Amundson, Chandler, Wuo and Segal NOES: None ADJOURNMENT The City Council/Redevelopment Agency adjourned this meeting at 8:15 p.m. to April 1, 2008 at 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk tI ' , ~~l 5~ ~' 1~~,~,n ,~~ ay: Lisa Mussenden, Chief Deputy City Clerk/ Records Manager 03-18-2008 50:0027 CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MARCH 4, 20U8 CALL TO ORDER Mayor Segal called the Study Session Meeting to order at 6:00 p.m. ROLL CALL OF CITY COUNCIUREDEVELOPMENT AGENCY MEMBERS: PRESENT: Council/Agency Member Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None CLOSED SESSION/STUDY SESSION PUBLIC COMMENTS (5 minutes per person) None STUDY SESSION Report, discussion and direction regarding the Mid Year Budget. Shannon Huang, Financial Services Director/City Treasurer provided a Mid Year Budget overview of the General Fund balance, projected revenue and expenditure detail. She discussed the actual numbers from last fiscal year and noted that there is an increase of $1.4 million dollars more in the fund bafance than originally projected. She noted that the City did better than expected in most of the major revenue categories such as property tax, utility users tax and transient occupancy tax than last year; last year $1.5 million dollars was transferred to the equipment replacement fund; and $1 million dollars was transferred to the emergency reserve fund; she noted that based on information to date, the revenue side is up 2.5°/o more than projected last year. She explained that $1.5 million dollars on the expenditure side is a result of labor negotiations; and in this fiscal year, there will be a$2 million dollar shortfall with $1.4 million being transferred to the equipment replacement fund approved by the City Council last year. She further explained that the fiscal year will end with $472,000 more than originally projected. She noted that property tax revenue is expected to increase this year and next year; utility user tax and motor vehicle license tax should remain the same; there is an 11% increase in transient occupancy tax; an increase of $1 million dollars in bui{ding permits which inctudes permit revenue from the Westfield expansion project; and an increase of $300,000 in rental income and parking citation revenue. She noted that the City started the year with $42.3 million dollars of expenditure money; the new MOU's and labor negotiations will cost $1.4 million dollars; $100,000 was added to legal expenses for personnel related issues; and an addition to the expenditure budget was made to cover the cost to establish the Citywide Lighting District. She indicated that the total expenditures this year will be about $46 million dollars. City Manager pon Penman provided the City Council with Economic and Revenue Data for the City. He expiained the sales tax update chart and other data which illustrated some economic and revenue information, comparison information to other cities, sales and property tax information and racetrack data. 03-04-2008 50:0028 RECONVENE CITY COUNCIL/REDEVELOPMENT AGENCY MEETING TO OPEN SESSION Mayor Segal convened the Regular Meeting at 7:00 p.m. in the Council Chamber. INVOCATION First Reader, Dr. Robert Nafie, First Church of Christ, Scientist PLEDGE OF ALLEGIANCE Janet Sporleder, Director of Library and Museum Services ROLL CALL OF CITY COUNCILIREDEVELOPMENT AGENCY MEMBERS: PRESENT: Council/Agency Member Amundson, Chandler, Harbicht, Wuo and Segal ABSENT: None REPORT FROM CITY ATTORNEY/AGENCY COUNSEL ON CLOSED SESSION/STUDY SESSION ITEMS City Attorney Steve Deitsch reported that the City Council/Redevelopment Agency Board conducted a mid year budget review study session and no direction was given to staff to make any budget adjustments. SUPPLEMENTAL INFORMATION FROM CITY MANAGER/EXECUTIVE DIRECTOR REGARDING AGENDA ITEMS None 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 Chandler and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. PRESENTATIONS a. Presentation of a Proclamation declaring Arhor Day. b. Presentation of Certificate to Arcadia High School student Xuanji Wang. PUBLIC HEARING CITY COUNCIL ITEMS: a. 2007-2008 ANNUAL WEED ABATEMENT PROGRAM AND PROTEST PUBLIC HEARING. Recommended Action: Approve 2007-20Q8 Weed Abatement Property Lrst and direct the Los Angeles County Agricultural Commissioner to abate nuisances upon those properties. 03-04-2008 50:0029 City Clerk James Barrows presented the staff report regarding the 2007-2008 Annual Weed Abatement Program. He noted that at the last City Council meeting, Resolution No. 6606 to abate noxious weeds, rubbish and refuse from various private properties in Arcadia was adopted and the public hearing was set for March 4, 2008 in order to provide those property owners an opportunity to be heard, He further noted that as required by law, the Los Angeles County Argricultural Commissioner mailed notice to all property owners whose properties in the City require removal of weeds, rubbish and refuse. The Publlc Hearing was opened and there were no members of the public appearing to provide testimony. A motion to close the public hearing was made by Council/Agency Member Chandler, seconded by CouncillAgency Member Harbicht, and seeing no further objection, Mayor Segal closed the public hearing. A motion was made by Council/Agency Member Harbicht, seconded by Council/Agency Member Chandler and carried on roll call vote to approve 2007-2008 Weed Abatement Property List and direct the Los Angeles County Agricultural Commissioner to abate nuisances upon those properties. AYES: Council/Agency Member Harbicht, Chandler, Amundson, Wuo and Segal NOES: None PUBLIC COMMENTS Vince Vargas appeared and spoke in opposition of pfacing a cellular tower in the Santa Anita Oaks residential area and requested assistance to place the cellular tower in another location. Jeffrey Lee appeared and spoke regarding the implementation of the park facilities impact fees. REPORTS FROM THE MAYOR, CITY COUNCIL AND CITY CLERK Council Member Chandler congratulated Police Chief Sanderson who recently received an Executive Police Officer Standard Training (POST) Certificate; he explained the requirements for receiving this certificate and noted that since 1959 only 1,049 individuals have received this award; and further noted that the Home Town Heroes video will show on Cable TV right after the City Council meeting and those Arcadia families who currently have someone currently serving in the military will receive a copy of the video in the next couple of weeks. Council Member Amundson noted that last week he was approached by an individual who questioned his comments at the last City Council meeting regarding customer service at City Hall; he clarified his comments and noted that he would like to hear from the public regarding public service and provided contact information; he attended the Pony League opening day ceremonies at Bonita Park Pony League; he received a letter from a local hometown hero serving in the military, Corporal Nicholas Warbol and read an except regarding the media's inaccurate description of the war; he noted that the City Manager's office has a list of local soldiers serving in the military and encouraged everyone to adopt a sofdier and send a card or a package; and he commented on the word "efficiency" relating to the City's budget. 03-04-2008 50:0030 In response to a question by Council Member Wuo regarding cell towers in residential areas, Mr. Penman explained the conditional use process regarding cell towers and noted that the City Attorney is currently in the process of providing legal advice to the City regarding the level of control the City has in allowing cell towers in the public right-of-way. Mr. Wuo announced that the City Council attended the ribbon cutting at the 6 unit Alta Classic Project and noted that 3 homeowners are City employees and 3 are Arcadia residents. In response to an inquiry by Council Member Wuo regarding Dial-A-Ride services, Mr. Penman responded that a consultant was hired to assist the City during the recruitment process. Mr. Wuo noted that he has received calls from citizens regarding Dial-A-Ride services and would like staff to speak with Arcadia Transit about the services they provide to the citizens. Mayor Pro Tempore Harbicht commented on the remarks made by Council Member Amundson at the last City Council meeting regarding customer service and noted that since he was first elected 22 years ago, the amount of compliments he received regarding City employees and the services they offer outweighs the complaints 10-1; he noted that he recently received a compliment about the Fire Department from a friend and that even though the Police Department receives negative comments because of the type of work they do, he receives many compliments on police services; he commented on a compliment he received some time ago regarding a building inspector. He read an article from the Pasadena Star Newspaper thanking the Arcadia Fire Department and Paramedics on January 14`h; and announced that the Mt. Wilson Vista Girl Scout Council in Arcadia broke the Guinness Book of World Records for stacking girl scout cookies 5' 6" tall. City Clerk Barrows announced that the Arcadia Recreation Department and the Civitan Club will sponsor 2 track meets at Arcadia High School, one on March 12th for elementary school students and middle school students on April 2nd. Mayor Segal commented on the ribbon cutting ceremony for the affordable housing Alta Classic Project built in conjunction with Trademark Development; he commended the building and planning staff and other staff who worked on the project; he received a letter from Comprised Structure's Inc. commending Building Official Don Stockham, Senior Planner Jim Kasama, and Building Technicians Christine Miller and Joanne Bevelaqua for their outstanding customer service; and also commended all Staff for doing a great job. 2. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS; a. REGULAR MEETING MINUTES OF FEBRUARY 19 2008. Recommended Action: Approve CITY COUNCIL ITEMS: b. REGULAR MEETING MINUTES OF FEBRUARY 19 2008. Recommended Action: Approve 03-04-2008 -, 50:0031 c. ADOPT ORDINANCE NO. 2239 EXTENDING THE TIME LIMIT ON THE EFFECTIVENESS OF THE REDEVELOPMENT PLAN FOR THE CENTRAL d. e. In response to a question by Council Member Amundson regarding Consent Item d, Mr. Penman explained that miscellaneous employees are everyone who is not a police officer or fire fighter; he explained that the 2.5% @ 55 retirement plan formula is based on age at retirement, salary and years of service and provided an example on how the formula works. Mr. Penman noted that the City is currently paying the entire employer share and explained that as a result of the recent increase, the total employer rate will increase and employees will now contribute 1% where in the past the employee did not contribute anything toward the PERS rate; and he further noted that police and fire have a 3°/a @ 50 retirement plan. In response to another question by Council Member Amundson regarding the cost to the City, Mr. Penman responded that the cost to the City would be $2,513,000 for all miscellaneous employees. A motion was made by Council/Agency Member Amundson, seconded by Council/Agency Member Chandler and carried on roll call vote to approve items 2.a through 2.e on the City Council/Agency Consent Calendar. AYES: Council Member Amundson, Chandler, Harbicht and Wuo NOES: None ABSTAIN: Mayor Segal (Consent Calendar Items 2.a and 2.b) 03-04-2008 Recommended Action: Adopt Recommended Action: Adopt ADOPT RESOLUTION NO. 6616 AUTHORIZING A MONTHLY INCREASE OF EMPLOYEES. Recommended Action: Adopt 50:0032 3. CITY MANAGER a. LIGHTING DISTRICT 2008 -1. YEAR 2008/2009. Recommended Action: Adopt Tom Tait, Deputy Director of Public Works Services Director provided a summary of the proposed formation of the Santa Anita Oaks Lighting District and Citywide Lighting District 2008- 1; he provided an overview of the existing street lighting map showing the 6 zones and explained that the cost would be shared between the City and property owners and noted that the assessments are based on the assessed value of the property which would vary from year to year. He explained that formation of the Citywide Street Lighting District would partially fund the operation, maintenance and servicing of lighting improvements throughout the City. He provided information on the balloting procedures for the Citywide District and noted that ballots will be mailed out the last week in May and the public hearing is scheduled for July 15'h and August 5`h and ballots for the Santa Anita Oaks Lighting District, ballots will be mailed the week of March 17'" with a public hearing scheduled for May 6th and May 20'h. He further noted that 03-04-2008 COMMENCING WITH FISCAL YEAR 2008/2009. Recommended Action: Adopt 1008/2009. Recommended Action: Adopt Recommended Action: Adopt Kecommended Action: Adopt ~ 50:0033 in order to establish the Citywide and the Santa Anita Oaks Lighting District, staff recommends adoption of the five Resolutions. A motion was made by Council Member Chandler, seconded by Council Member Amundson and carried on roll call vote to adopt Resolution No. 6610 initiating proceedings for the formation of the Santa Anita Oaks Lighting District; and the levy and collection of assessments related thereto commencing with fiscal year 2008/2009. AYES: Council Member Chandler, Amundson, Harbicht, Wuo, and Segal NOES: None A motion was made by Council Member Wuo, seconded by Council Member Chandler and carried on roll call vote to adopt Resolution No. 6611 preliminarily approving the Engineer's Report regarding the formation of the Santa Anita Oaks Lighting District; and the levy and collection of assessments related thereto commencing with fiscal year 2008/2009. AYES: Council Member Wuo, Chandler, Amundson, Harbicht and Segal NOES: None A motion was made by Council Member Wuo, seconded by Council Member Chandler and carried on roll call vote to adopt Resolution No. 6612 declaring its intention to form the Santa Anita Oaks Lighting District; and declaring its intention to conduct a property owner balfoting on the matter of new assessments related thereto commencing with fiscal year 2008/2009. AYES: Council Member Wuo, Chandler, Amundson, Harbicht and Segal NOES: None A motion was made by Council Member Wuo, seconded by Council Member Harbicht and carried on roll call vote to adopt Resolution No. 6613 initiating proceedings for the formation of the Arcadia Citywide Lighting District 2008-1; and the levy and collection of assessments related thereto commencing with fiscal year 2008/2009. AYES: Council Member Wuo, Harbicht, Amundson, Chandler and Segal NOES: None A motion was made by Council Member Wuo, seconded by Council Member Harbicht and carried on roll call vote to adopt Resolution No. 6614 preliminarily approving the Engineer's Report regarding the formation of the Arcadia Citywide Lighting District 2008-1; and the levy and collection of assessments related thereto commencing with fiscal year 2008/2009. AYES: Council Member Wuo, Harbicht, Amundson, Chandler and Segal NOES: None b. Recommended Action: Provide Direction Jason Kruckeberg, Development Services Director provided the staff report regarding the implementation of Park Facilities Impact Fees and noted that when the Parks and Recreation Master Plan was adopted in November 2007, consideration was given to establish a new Impact Fee. He also noted that the City contracted with MuniFinanciai to develop an impact fee to 03-04-2008 50:0034 ensure that new development pays its farr share of cosYs associafed with building new park and recreation facilities and infrastructure. He reported that the fee schedule recommended in the study was developed by converting the cost per capita to a fee per square foot of net new development on residential properties based on dwelling densities and historical sizes of single family and multi-family units. He noted that on January 15, 2008, the fee approved by the City Council was $2.85 per square foot for single family projects and $3.73 per square fee for multi- family projects for net new floor area. He explained the 3 options for consideration regarding the implementation of the Impact Fee which would be effective March 14, 2008. Mr. Kruckeberg noted that a letter of opposition was received from Scott Yang of Nevis Homes regarding the implementation of the Park Facilities Impact Fees. A motion was made by Council Member Harbicht, seconded by Council Member Wuo and carried on roll call vote to waive the fee for all projects that currently have design review approval; if any projects have design review approval and have not submitted for plan check, they have 6 months to do so; if a project is in plan check and the plan check is to expire, they can renew their plan check with the normal fee until March 14, 2009 and once any plan check expires the project is no longer exempt from the fees. AYES: Council Member Harbicht, Wuo, Amundson, Chandler and Segal NOES: None ADJOURNMENT The City Council/Redevelopment Agency adjourned this meeting at 9:10 p.m. to March 18, 2008 at 5:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows City Clerk .~~ ~~,.~~ ~ By: Lisa Mussenden, Chief Depury City Clerk/ Records Manager 03-04-2008 _ :~ ~ •r5.1>m ~ ~ STAFF REPORT Library and Museum Services Department M~~~~i, i s. zoos '1'O: Meyor and City Council ~ r FRO~'I: lanet Sporleder, Director of Library and :~~iuseum Services X 1'repm'ed by: Carolyn Garner-Reagan ~ SUBJECT: Kecommendatimi: Authorize the Cit~- Mana~er to an~ard a purchase order contract to Gale Cen2aae Learnina for the nurchase of subscriptions to five electronic dat~bases in the amount of S35,145.43. SU~9:IIARY Staff is reconunending the City Council waive the formal bidding process and a~vard a sole source purchase ordcr contract with Gale Cen~age Learning, d~e publisher of online databases, for the purchase of fi~~e unli~~e databases in the amount of $35,14~.43. Sufficient funds are available in the Public Library Funds Trust Account. DISCUSSION The Library pro~oses to renew subscriptions to five online databases }~roduced by Gale Cengage Lea rn i n e: • I~usines.s and Compuiay ProFi]e ASAP • Genernl Reference Center • Hecrlth und Wellness Center • Opposi;rg Vie~vPoin~s and • l_iternleu~e Resotn~ce Center. These dutaUase's provide ~ wealth of up-to-date infonn.ition from a variety of sources in an easy to use Corm~t. n4ost uf the articles that are indexed and included in these databases contain the full text of mticles, providing an exlansion of materials a~~ailable to Library patrons beyond what the Libraiy could purchasc and Iwuse. ln ~ddition, the public can access these databases &om hou7e corn}~uters twenty- lour hours a day, seven days a week, extending tl~e services the Library can pro~~ide beyond the LiUrary's ~~eekly total of sixty hours of in-person service. Use statistics show that there is substantial use by the LiUrary's patrons at all hours ofthe day and night, seven days a week. Library staff continues to carefully evaluate other similar online dataUases a~ailable from other vendors and has concluded that these databases provide the besi mix of resources and materials for [he citizens of the City of Arcadia. Gale Cengage Learning is one o1' tl~e largest publishers of library reference materials and has an excellent track record of proaiding service for and availability of online databases. The Library does subscribe to other online databases from other vendors in the cases where Gale Cengage Learning does nol provide a particular product. Staff previously negotiated a mutually acceplable contract ~~ ith Gale Cengage Learnin~ using as die basis ~~ standard license agreement for online conlent providers developed specifically for the Library by the City Attorncy and Best, Best and Krieger. Tl~is conu~act will stay in force for tl~is renewal. FISCAI. 1~1PACT A total of ~3~,145.43 has been budgeted from the PuUlic Library Funds Trust Account for the purchase of these databases and the Library Board of Trustees has approved this ezpenditure. 2GCO~~IMENDATION Authorize the City Manager to ~~-ai~~e the fomial bidding process and a~~~ard a purchase order contract to Gale Cengage Leaming for the purcliase of five online databases in the amount of $35,145.43. Approved by: ~ 1"entirne.y~ Don Pemnan, City Maiiager ~: r ~~~Y ~u~u~~ A. Co~~'~m~yo~N°m`e STAFF REPORT Public Works Services Department DATE: March 18, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Directo~~~~~~oy Prepared by: Lubomir Tomaier, Principal Civil Engineer Mark Rynkiewicz, Associate Civil Engineer SUBJECT: SUMMARY The Sewer Master Plan adopted by the City Council recommends sewer main improvement projects for various sewer lines within the City of Arcadia. The lines recommended for replacement are based on capacity deficiency, increased maintenance (hot spots), pipeline size, age, root intrusion, historical backups, and other defects. Approval of this project will authorize the construction of one (1) combination twelve (12) and fifteen (15) inch sewer relief line along Fairview Avenue and one (1) tweive (12) inch bypass line at the intersection of Baldwin Avenue and Live Oak Avenue. Staff recommends that the City Council authorize the City Manager to enter into a contract with C.P. Construction Co., Inc. for the Fairview Avenue Sewer Relief Project in the amount of $577,960. DISCUSSION An update of the Sewer Master Plan and Hydraulic Modeling RepoR was adopted by the City Council on May 16, 2006. This Sewer Master Plan evaluated the adequacy of the City's wastewater collection system through the year 2026. The scope of this Sewer Master Plan is comprised of hydraulic modeling, identification of capital improvement projects, evaluation of operation and maintenance, and development of the sewer rate structure, which are all requirements of the State's Sewer System Management Program mandate. Page 1 of 3 Mayor and City Council March 18, 2008 The Hydraulic model has indentified multiple projects to correct capacity deficiency , within the system. The highest priority project is the Duarte Road Sewer Relief project. The sewer along Duarte Road between Baldwin Avenue and Holly Avenue is exceeding capacity and can potentially overflow. Unfortunately construction activity of the magnitude required to increase the pipe size would be too disruptive to traffic along Duarte Road and would become a significant inconvenience to Arcadia businesses and residents. The construction of a relief line along Fairview Avenue in lieu of Duarte Road will correct the flow deficiency along Duarte Road by diverting a majority of the flow into Los Angeles County collection lines before it reaches the over burdened pipe. The Sewer Master plan has also identified improvements to the sewer system at Live Oak Avenue at B.aldwin Avenue. Flow problems exist at this location because the current pipe configuration improperly distributes the flow. This project will construct a 12-inch bypass pipe to redirect flow away from the inefficient intersection and tie directly into the County's coilection line, Notices of inviting bids were published in the adjudicated paper and bid packages were distributed to area contractors. The City Clerk publicly opened fourteen (14) sealed bids on February 19, 2008. The following bid results are listed for the City Councils review and consideration: RANK FIRM LOCA710N BID AMOUNT 1 C.P. Construction Co., Inc. Ontario, CA $577,960 2 Vasifj, Inc. dba Ivanko Irwindale, CA $595,814 3 Nikola Corp. Irvine, CA $599,494 4 Garcia Juarez Const. Corp. Brea, CA $648,070 5 Majich Bros. Inc. Altadena, CA $661,360 6 Ken Thompson Inc. Corona, CA $665,111 7 So. Cal. Pipeline Const. Inc. Tustin, CA $705,025 8 Mike Prlich & Sons, Inc. Baldwin Park, CA $786,858 9 Cedro Construction Inc. Santa Paula, CA $806,872 10 Drina tJnderground Corp. Baldwin Park, CA $853,070 11 Williams Pipeline Contractors Ventura, CA $889,190 12 JA Salazar, Construction La Habra Heights, CA $965,150 13 MMC, Inc. Santa Fe Springs, CA $1,103,273 14 DLSB, Inc. Fontana, CA $1,656,250 Staff has reviewed the bid documents for content and investigated the contractors' background and recent projects for competency. Staff has concluded that C.P. Construction Co., Inc. is the lowest responsible bidder to perform the construction of this project. Staff recommends that the City Council award a contract to C.P. Construction Co., Inc. for the construction of Fairview Avenue Sewer Relief Project in the amount of $577,960. r Page 2 of 3 ~ :, , ~ Mayor and City Council March 18, 2008 ENVIRONMENTAL ANALYSIS This project involves the replacement of existing utility systems and therefore it is categorically exempt per 15302 (c) of the California Environmental Quality Act. FISCAL IMPACT The 2007-08 Capital Improvement Plan has allocated $920,000 for the Design and Replacement of Sewer Lines to cover the cost of construction, inspection, soil compaction testing, project administration, and contingencies. RECOMMENDATIONS 1. Award a Contract to C.P. Construction Co., Inc. for the Fairview Avenue Sewer Relief Line Project in the amount of $577,960. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. 3. Waive any informality in the bid or bidding process. Approved: ,~~ ~~w.~_ Donald Penman, City Manager PM:LT:MR Attachment Page 3 of 3 FAIRVIEW AVENUE SEWER RELIEF LINE PROJEC7 ~ ~ ~~ ~ o hew NORTH CITY OF ARCADIA S~ER , :'° < :' ~ OFPNGE GH t= ~ a ~ rwa~ co~ow~oo sr _ e - PROJECT ~,, LOCATIONS ~AIR ~ A ~ ~ > /'.~ ~ +a ~ 9}H p?o''4 \ 3 = o . f ~ ~ ~oar m~e \ '\~_ FNROIEW pVE ~ c ~ o i• x~ 7 D z Q U ~ N O 2 N R~~ CAM N ~ ~ ~ O 2 ~ > lANGOE AV Z ~ AK Ay / L~ UN ~ LNE 0 K A~ e ~ ~~ q• C D LOCATION MAP NOT TO SCALE ~.. „/ STAFF REPORT Fire Deparhnent March 18, 2008 T0: Mayor and City Council FROM: Tony L. Trabbie, Fire Chief By: Dave Haney, Battalion Chief ~.~. SUBJECT: Recommendation: Authorize the City Manager to approve a contract with KR Nida Companies for the installation of the emergency alarm infrastructure in Fire Station 105 and appropriate an amount not to exceed $45,000.00 from the Capital Outlay fund. SUMMARY Construction of Fire Station 105 is proceeding with a completion date projected for April 2008. One of the components of the project is the installation of the emergency alarm infrastructure, which provides emergency alarm notification and data information for fire suppression crews. These components were not included in the original bid specifications; it is not uncommon to have this work perFormed outside the typical bidding process. Therefore, staff is recommending that KR Nida Companies, be compensated for the installation of this infrastructure at a cost not to exceed $45,000. DISCUSSION Currently Fire Station 105, which will serve as the headquarters station for the Fire Department is under construction. An emergency alarm notification system and other related infrastructure has been installed in the building. Due to the specialized nature of the emergency alarm notification system this work was not included in the basic construction contract for the project. The Fire Department completed a formal bid for all Fire Department radio and emergency communication equipment purchases, installation and repairs, and KR Nida Companies was lowest bid and awarded the contract. This process was in accordance with the City of Arcadia Purchasing Procedures. KR Nida Companies was the vendor at the time construction for Fire Station 105 began in 2006. BUDGET Though the emergency alarm notification system and other related infrastructure was not included in the basic construction contract, sufficient assets are available in the Capital Outlay fund. RECOMMENDATION It is recommended that the City Council authorize the City Manager to approve a contract with KR Nida Companies for the installation of the emergency alarm infrastructure in Fire Station 105 and appropriate an amount not to exceed $45,000.00 from the Capital Outlay fund for this work. Approved: .~ows-~.~ 1~~-~-.~_ Donald Penman, City Manager ~' ~ caOOj~alvyotH°F`6 STAFF REPORT Public Works Services Department DATE: March 18, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Prepared by: Maria P. Aquino, Management Analyst SUBJECT: Recommendation: Approve SUMMARY The City of Arcadia has jointly pursued federal grant funds with the City of Sierra Madre over the past twelve (12) years. The cities have been successful in receiving federal grant funds for planning, design and construction of water system improvements to upgrade the cities' water systems to reduce detrimental impacts due to major seismic events. This year the City of Arcadia has again received a federal grant in the amount of $238,500 through the U.S. Environmental Protection Agency (EPA). As a condition of the grant, the EPA requires that the City provide matching funds in the amount of $195,137 and complete an Application for Federal Assistance to release the grant funds. The submittal of this application and subsequent award of funds by the EPA, commits the City of Arcadia to provide the required matching funds. It is requested that the City Council authorize the City Manager to execute the Application for Federal Assistance committing the City to its participation in the grant prograrn and to set aside the required matching funds ($195,137) in order to release the FY 2008 fiederal grant funds. Water projects related to this grant will be included in the 2008/09 Capital Improvement Program as part of next year's budget. DISCUSSION Over the past decade the Cities of Arcadia and Sierra Madre (cities) have jointly received numerous federal grants for water system infrastructure. Since 1996, the cities Page 1 of 3 Mayor and City Council March 18, 2008 have received a combined total of over $15 million in federal funds for planning, design and construction of water system improvements, resulting in nearly $9.2 million for the City of Arcadia Last week, the EPA notified staff that FY 2008 federal grant funds ($477,000) are available for award to the cities from the EPA's State and Tribal Assistance Grant (STAG) program for water system improvements. The City of Arcadia's share is $238,500. These federal funds have become available through the assistance and cooperation of key members of the California Congressional delegation in concert with City staff and the City's legislative advocate. As part of the grant agreement terms, the City of Arcadia must provide local matching funds of $195,137. The total amount (federal + City match) for expenditure by the City of Arcadia under the FY 2008 grant program is $433,637. These funds will be applied to the following water projects: 1. New Potable Water Well at the Camino Real site (Design and Construction), and 2. New Potable Water Well at the Longley Site (Design and Construction). The design and construction of both welis will be included in the 2008/09 Capital Improvement Program and will use federal funds allocated to the City from both 2006, $1,194,500, and 2008, $238,500, towards the construction of both wells. As a part of the EPA process to release the grant funds, the City is required to complete an Application for Federal Assistance, including project budget data, description of the projects, program plan, description of program tasks, program plan schedule and assurance certifications. The submittal of this application and subsequent award of funds by the EPA, commits the City of Arcadia to providing the required matching funds in accordance with the terms and conditions of the grant. As indicated, the City's matching funds are $195,137 over the course of the grant period. The grant period will be through September 2010, even though it is anticipated that the funds will be expended much sooner. During this time, the City of Arcadia will complete both water well projects identified above. To complete these two (2) projects an additional allocation of water funding $2,061,000 will be budgeted along with the grant funds in next year's Capital Improvement Program budget. The FY 2008 EPA grant funds will become available upon completion of the application process and final award 6y the EPA is made (estimated time is October 1, 2008). FISCAL IMPACT Sufficient funds are in the Water Facilities Replacement Fund for the required grant matching funds and to complete both water well projects. Page 2 of 3 ~ . Mayor and City Council March 18, 2008 RECOMMENDATION Authorize the City Manager to execute the Application for Federal Assistance committing the City to its participation of the required matching funds ($195,137) in order to release the FY 2008 federal grant funds. Approved: ~'~-Q ~~ Donald Penman, City Manager PM:ma Page 3 of 3 :•• ;o, ~ i DATE: March 18, 2008 STAFF REPORT Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Directb~~ Prepared by: Tom Tait, Deputy Public Works Services Director SUBJECT: DISCUSSION AND DIRECTION REGARDING THF NFr,nTieTinn~ nG Recommendation: Provide Direction SUMMARY Waste Management, Inc. (WM) has been the City's exclusive residential refuse hauler since 1999. The current contract is due to expire on June 30, 2009. According to the Residential Refuse and Recycling Agreement, the City and WM must begin good faith negotiations by July 1, 2008 with the intent of revising or drafting a new agreement by January 1, 2009. The Public Works Services Department would like to begin negotiations with WM prior to July 1, 2008. In the unlikely event the City is unsuccessful in reaching a new agreement; this will allow extra time to solicit new proposals for this seroice. DISCUSSION Arcadia maintains one of the lowest refuse rates while providing the most comprehensive city-wide refuse and recycling programs in the San Gabriel Valley (attachment). As the exclusive residential refuse hauler, WM has consistently provided excellent service for the past nine (9) years. In addition to providing waste hauling services, WM administers the following refuse programs for the convenience of residents as part of the monthly refuse rate: • Commingled Curbside Recycling • Green Waste Curbside Recycling • Free Backyard Service for Residents with a Physical Hardship • Four (4) Bulky Item Pick-ups (includes E-waste pick-up) • Holiday Tree Recycling • Waste-to-Energy Program (multi-family units only) Page 1 of 2 Mayor and City Council March 18, 2008 • Residential Recycling Education • Mail-it-Back Recycling for cell phones, rechargeable batteries, sharps waste, and used ink cartridges. WM and their programs have assisted Arcadia in achieving the current 69% diversion rate which exceeds the 50% diversion rate mandated by AB 939. With current legislation (SB 1020) pending to increase the mandatory diversion ~ate to 75% by 2020, a partnership with a responsible waste hauler can facilitate the ongoing process of increasing recycling in the City. WM has demonstrated the ability to assist the City in achieving such mandated goals, as was the case in 2000 when the City had not yet met the required 50°/a diversion rate. With the aid of WM, the City was able to increase its diversion rate from 42% in 2000 to 62% in 2001 by instituting a Green Waste program and a multi-family Waste-to-Energy program. Staff hopes that an agreement can be reached with WM to continue the successful efforts in increasing the diversion rate in the City. Due to the imminent closure of Puente Hills Landfill in October 2013, the main issue to be negotiated in the Residential Refuse and Recycling Contract will be the formula by which annual collection rates are calculated. Staff would like to receive direction from the City Council to begin negotiations for the refuse contract as soon as possible. Consequently, if an agreement cannot be reached between the City and WM during the next six (6) months, there will be enough time allotted to solicit proposals from other waste haulers to provide services beginning July 1, 2009. RECOMMENDATION Authorize the Public Works Services Department to enter into contract negotiations with Waste Management Inc. for residential recycling and refuse collection. Approved: .~'~r~1-~~-,-~-~ Donald Penman, City Manager PM:TT Page 2 of 2 Rate Survey 2007-08 CITY MONTHLY RATES WASTE HAULER MONROVIA $13.45 ATHENS ARCADIA $15.74 WASTE MANAGEMENT ROSEMEAD $16.25 CONSOLIDATED DUARTE $16.44 BURRTEC WALNUT $18.45 VALLEY VISTA LA VERNE $19.18 WASTE MANAGEMENT ALHAMBRA $19.57 ALLIED LA PUENTE $20.96 VALLEY VISTA AZUSA $21.71 ATHENS MONTEREY PARK $21.87 ATHENS COVINA $22.34 ATHENS DIAMOND BAR $22.40 WASTE MANAGEMENT BALDWIN PARK $22.75 WASTE MANAGEMENT MONTEBELLO $23.57 ATHENS SAN DIMAS $23.64 WASTE MANAGEMENT GLENDORA $23.99 ATHENS WEST COVINA $24.52 ATHENS EL MONTE $25.12 PHOENIX VALLEY VISTA SIERRA MADRE $27.72 ATHENS SOUTH PASADENA $33.58 ATHENS ~~; `~- ...: <,: ~ ~ STAFF REPORT Development Services Department DATE: March 18, 2008 TO: Mayor and City Council FROM: Jason Kruckeberg, Development Services Director S~K l Philip A. Wray, Deputy Director of Development Services ~AV,+ SUBJECT: SCHEMATIC DESIGN FOR PROPOSED NEW CITY HALL PROJECT Recommendation: Provide Direction to Complete Schematic Design SUMMARY The City's architectural design consultant, Steinberg Architects, is currently preparing the schematic design of the new City Hall Building to be located on the Civic Center Campus. Staff and the architect presented the preliminary design to the City Council at the Council Study Session on February 5, 2008. At that time, the Council provided comments and requested modifications be made to the building elevations. Council the completed building design and cost estimate. The architect has modified the plans per the City Council's direction and is prepared to present to the City Council the updated design. At the City Council's direction, staff will work with the architect to complete the schematic design phase and bring back to the Staff recommends that the City Council provide comments and direct staff to complete the schematic design. BACKGROUND Funds were budgeted in fiscal year 2007/08 for the design of a new City Hall building on the Civic Center Campus. On September 4, 2007, the City Council awarded an architectural design contract to Steinberg Architects for the schematic design phase of the project. The schematic design phase consists of preparing the building site plan, floor plans and elevations, and assembling a cost estimate for the entire project. Two study sessions have been held with the City Council, one on November 6, 2007 and the other on February 5, 2008, to update the Council on the design progress. At Staff Report March 18, 2008 Page Two the last study session, the Council provided comments and requested some modifications to the building elevations. The purpose of this item is to present to the City Council the design modifications and to request direction to complete the schematic design. With City Council direction, staff will coordinate the schematic design completion and will bring back to the Council the design and cost estimate. At that time, the City Council will be able to review the project cost estimate and options for funding. FISCAL IMPACT The fiscal year2007/08 Capital Improvement Program included a project for the design of a New City Wall in the amount of $750,000. The City Council awarded a contract to Steinberg Architects in the amount of $152,OOQ for the Architectural Design services for the schematic design phase. Additional architectural design services will be negotiated pending the outcome of the Schematic design phase. RECOMMENDATION It is recommended that the City Council provide direction for the schematic design for the proposed new city hall project. Approved By: ` ~stdZ~~v~rs-s,.-J Donald Penman City Manager J K: PAW: pa ,,:_ v m. ~.a :"s','iro~ c°m~°°~~Y°f"°F~~ STAFF REPORT Public Works Services Department DATE: March 18, 2008 TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Director ) Prepared by: Tom Tait, Deputy Public Works Services Director SUBJECT: Recommendation: Provide Direction SUMMARY The current sewer billing method for commercial accounts in the City of Arcadia does not equitably distribute the cost of operating and maintaining the sanitary sewer system. The City Council may consider the following options to equitably distribute the costs among commercial businesses: Option 1: Charge commercial accounts a monthly base fee in addition to a rate based on consumption; Option 2: Charge commercial accounts a rate based strictly on consumption. At this time, staff is seeking direction from the City Council on how to proceed with the billing of commercial accounts, because at the April 1, 2008 City Council meeting, the Public Works Services Department will be bringing forth the issue of sewer rate adjustments. The direction provided will assist staff in proceeding with mandated Proposition 218 ballot procedures as well as establishing sewer rates for commercial accounts in fiscal year 2008-09. BACKGROUND Sewer rates fund the operation and maintenance of the City's sanitary sewer system. Resolution 6572 has established Commercial Property sewer rates for fiscal year 2007- 08 as follows: Page 1 of 4 Mayor and City Council March 18, 2008 "Commercial Properties -$11.03 per month sewer connection charge and an additional $3.69 per month, per each additional dwelling unit (e.g. - Hotel Room, Hospital Room, Commercial Office/Suite, Business...)" However, this method of billing does not equitably share the cost of actual benefit for the different types of properties and businesses. For example, many commercial buildings have multiple units, such as an office building, but do not discharge nearly as much into the sewer system as a restaurant. The office buildings that discharge a insignificant amount of waste are being charged per dwelling which increases their bills dramatically, while restaurants that discharge the most waste creating a greater maintenance impact on the sewer system are being charged $11.03 per month. The following is an illustration of two such businesses: An office building located on Duarte Road has 28 units. Their average water consumption bimonthty is 14 units or 6,358 gallons per month. This commercial building is being charged $110.66 total per month. ($11.03 per month + 3.69 x 27 billable units) On the other hand, a restaurant located on Santa Anita Avenue is one unit. Their average water consumption bimonthly is 350 units or 130,900 gallons per month. This commercial restaurant is being charged $11.03 per month. DISCUSSION Sewer discharge can be directly correlated with water usage. A large portion of water usage in a building is discharged into the sewer system primarily through sinks and toilets. Restaurants tend to have a larger impact on the sewer system due to the volume of their discharge, which has the potential to cause capacity issues for the sewer system. Hence, the restaurant should pay a sewer rate that represents their impact on the City's sewer system given that they discharge a larger amount of waste into the system. The office building discharges a significantly lower amount of waste into the sewer system, with low impact to the system, and they are paying significantly higher rates than restaurants. This situation illustrates the inequity of the City's current sewer rate structure. Establishing sewer rates on water consumption is a fair and equitable method of distributing the cost of operating and maintaining the City's sewer system. Staff conducted a survey of several cities and special districts to determine which commercial sewer billing method is most equitable and practiced. Five (5) agencies charge a flat base rate plus an additional fee based on water consumption. Five (5) agencies charge based on strictly water consumption. Three (3) agencies charge per unit, as the City currently does, and one (1) agency charges an assessment based on the property type and size. Page 2 of 4 Mayor and City Council March 18, 2008 Staff believes that the best way to assess a sewer charge to commercial customers is to base it on water consumption. Using data from the previous five (5) years, staff created a billing method that would maintain the current amount of revenues necessary to continue the operation and maintenance of the City's sewer system, with the least impact to both commercial customers and the sewer fund. With 800 commercial sewer accounts, the City must generate enough revenue from these and residential accounts to continue to provide high quality services, while maintaining a sewer rate schedule that distributes the costs to the commercial customers justifiabiy based on usage of the sewer system. Staff is not recommending a change in the residential rate schedule. The following are two options the City can pursue. Billinq Oation 1 Using $170,000 as the target revenue for FY 2007-08 and assuming commercial customers will consume 810,000 CCF minimum annually: $11.03 base fee per month +$0.08 per unit of water consumed Biliinq Oation 2 Using $170,000 as the target revenue for FY 2007-08 and assuming commercial customers will consume 810,000 CCF minimum annually: $0.21 per unit of water consumed Option 1 uses a base fee that guarantees a steady flow of revenue to ensure minimum leveis of service to customers. The fees presented here are estimates, although either billing method suggested will distribute the costs of maintaining the sewer system equitable among the commercial customers. Automotive repair and auto body shops would not be impacted by this revised billing method since they average 40 - 80 units of water bimonthly, which reflects at most a$12.00 increase in their bimonthly bill. On the other hand, office buildings could experience a reduction in their sewer bills, while restaurants will experience an increase depending on water usage. IRRIGATION An irrigation discount of 10% has been factored into the proposed billing rates to account for the use of water for landscape irrigation. Landscape irrigation does not enter the sewer system, therefore customers should not be charged for water consumption used for this purpose. AKM Engineering Consultants, Inc. has performed many studies for sewer rates and billing for commercial and industrial properties. Page 3 of 4 Mayor and City Council March 18, 2008 Through their studies, they have found that 10°/o of water consumption is used for irrigation. They have recommended charging a sewer rate to commercial properties at 90% of their water usage. According to AKM, 90% is an accepted industry standard currently practiced in many cities including Torrance, Brea and La Habra. The number can be adjusted as in the case of the City of Simi Valley where they offer commercial accounts a 20% discount rate. CONCLUSION Staff believes that a revision to the commercial sewer billing method is needed to equitably distribute the costs of maintaining the sewer system as well as promote and encourage water conservafion among the City's business community. FISCAL IMPACT Sewer rates will be determined based on the cost of operating and maintaining the sewer system while building up the Sewer Fund to a$5 million reserve. There would be no impact to the annual sewer revenues. RECOMMENDATIONS Provide direction to staff on how to proceed with the method of billing for commercial sewer accounts. Approved: ~~n+~~ -~~.~.,,,.a,r.J Donald Penman, City Manager PM:TT Page 4 of 4