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HomeMy WebLinkAboutMarch 20, 2007.~~P ~, r CITY OF ARCADIA ~00 CITY COUNCIUREDEVELOPMENT AGENCY ~""'°"~~ REGULAR MEETING '°'"°~~Y°"`°~• TUESDAY, MARCH 20, 2007 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 Robert Harbicht, Council/Agency Member John Wuo, Council/Agency Member STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Any person wishing to address the City Council/Redevelopment Agency during the Pubiic 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 Gity Council/Redevelopment Agency from discussing topics or issues unless they appear on the posted Agenda. STUDY SESSION a. Report, discussion and direction regarding ATBT's Encroachment permit process for Cable Television. 7:00 p.m., City Council Chamber RECONVENE CITY COUNCIUREDEVELOPMENT AGENCY MEETING TO OPEN SESSION INVOCATION PLEDGE OF ALLEGIANCE ROLL CALL OF CITY COUNCILIREDEVELOPMENT AGENCY MEMBERS: Amundson, Harbicht, Segal, Wuo and Chandler REPORT FROM CITY ATTORNEYIAGENCY COUNSEL ON 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 MAYOR CHANDLER'S "2007 STATE OF THE CITY ADDRESS" 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.: 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: a. REGULAR MEETING MINUTES. MARCH 6. 2007. Recommended Action: Approve EXECUTIVE DIRECTOR; b. FlJNDS. Recommended Action: Approve CITY COUNCIL ITEMS: c. REGULAR MEETING MINUTES MARCH 6. 2007. Recommended Action: Approve d. Action: Approve e. 31 700. Recommended Action: Approve Recommended Action: Approve 2. CITY MANAGER a. AUTHORIZE AN APPROPRIATION OF $100,000 FROM THE GENERAL Approve b. SERVICES Recommended Action: Approve ADJOURNMENT The City Council/Redevelopment Agency will adjoum this to April 3, 2007, 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. CITY COUNCILlREDEVELOPMENT AGENCY MEETING ANNOTATED AGENDA. MARCH 20, 2007 STUDY SESSION 1 a. Report, discussion and direction regarding AT&T's Encroachment permit process for Cable Television. CONSENT CALENDAR REDEVELOPMENT AGENCY ITEMS: a. REGULAR MEETING MINUTES, MARCH 6, 2007. EXECUTIVE DIRECTOR: b. REQUEST FOR MODIFICATION OF AFFORDABLE HOUSING AGREEMENT WITH TRADEMARK DEVELOPMENT REGARDING DISBURSEMENT OF FUNDS. CITY COUNCIL ITEMS: c. REGULAR MEETING MINUTES, MARCH 6, 2007. d. ACCEPT $15,000 GIFT FROM THE FRIENDS OF THE ARCADIA PUBLIC LIBRARY FOR PROGRAMS AND MATERIALS FOR THE LIBRARY. ITEM TO BE SCHEDULED FOR A FUTURE COUNCIL MEETING; NO REPORTABLE ACTION APPROVED 4-0 APPROVED 4-0 APPROVED 4-0 APPROVED 4-0 e. AUTHORIZE THE CITY MANAGER TO ENTER INTO AN APPROVED AGREEMENT WITH COMMUNICATIONS SUPPORT GROUP FOR 4- 0 TECHNICAL CABLE, VIDEO AND TELECOMMUNICATIONS SERVICES IN THE AMOUNT OF $27,500. f. AUTHORIZE THE CITY MANAGER TO ENTER INTO PURCHASE APPROVED AGREEMENTS FOR SOFTWARE MAINTENANCE IN THE AMOUNT 4- D OF $31,700. 2. CITY MANAGER a. AUTHORIZE AN APPROPRIATION OF $100,000 FROM THE APPROVED GENERAL FUND'S UNAPPROPRIATED FUND BALANCE FOR 4- 0 COSTS RELATED TO THE MAY 8, 2007 SPECIAL MUNICIPAL ELECTION. b. AUTHORIZE AN APPROPRIATION FROM THE GENERAL FUND'S APPROVED UNAPPROPRIATED FUND BALANCE OF $25,000 FOR GRAFFITI 4- 0 REMOVAL SERVICES. 49:0033 CITY COUNCIL/REDEVELOPMENT AGENCY REGULAR MEETING MINUTES TUESDAY, MARCH 20, 2007 CALL TO ORDER The Mayor Chandler called the meeting in order at 6:00 p.m. ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Amundson, Segal, Wuo and Chandler ABSENT: Harbicht A motion was made by Council/Agency Member Wuo seconded by MayorlAgency Chair Chandler, and carried on roll call to excuse Council/Agency Member Harbicht from tonight's meeting. STUDY SESSION PUBLIC COMMENTS (5 minutes per person) Richard Roche, Director External Affairs with AT&T introduced himself and John Johnston, Govemment Liaison. Public Works Coordinator with AT&T. STUDY SESSION a. Report, discussion and direction regarding AT&T's Encroachment permit process for Cable Television. City Manager Bill Kelly gave an overview of the AT&T encroachment permit process for cable television boxes which are proposed to be installed throughout the City in the public right-of- way. Mr. Kelly reminded the City Council that a couple of years ago, there was controversy regarding the installation and look of the cable television boxes installed at that time by Altrio. The City Manager advised that between the FCC and PUC, the City has lost some control over communication equipment. Mr. Kelly indicated that AT&T is now in the same business of the previous cable companies and has proposed to the City the installation of new cable boxes at 40+ different locations throughout the City. The City Manager also advised that staff has visited each location in order to determine compatibility and the FCC and PUC laws, the City cannot rohibit the boxes. Mr. Kelly also advised that in some cases, the new boxes may be installed next to existing boxes or they may be standing alone. Mr. Kelly advised that putting the boxes underground is not an option because of technology and cost. In response to a question by Mayor Chandler regarding graffiti, John Johnston from AT&T responded that there is a special surface applied to the box which allows the graffiti to be wiped off. Mr. Johnston also noted that there will be a graffiti removal hotline for citizens to call. Assistant City Manager/Development Services Director pon Penman commented that Edison will be the subcontractor installing the boxes and that the existing boxes will be painted to match the new boxes. Mr. Penman noted that permits will not be granted until the appropriate franchises are secured through the State. Irr response to a question asked by City Attorney Steve Deitsch, Richard Roche responded that AT&T would be willing to discuss the issue of replacing the current larger boxes if and when smaller boxes become available. 03-20-2007 49:0034 Administrative Services Director Tracey Hause gave an overview regarding new cable television regulations. Ms. Hause advised that the City has the authority to regulate franchise fees in the amount of 5%, including public and education grants, emergency alert requirements, network construction and installation and maintenance in public rights-of way and environmental review. RECONVENE CITY COUNCIUREDEVELOPMENT AGENCY MEETING TO OPEN SESSION The Mayor convened the Open Session meeting at 7:00 p.m. INVOCATION Reverend Terry Keenan, The Santa Anita Church PLEDGE OF ALLEGIANCE Janet Sporleder, Director of Library.and Museum Services ROLL CALL OF CITY COUNCIL/REDEVELOPMENT AGENCY MEMBERS: PRESENT: Chandler, Segal, Amundson and Wuo ABSENT: Harbicht A motion was made by Council/Agency Member Segal seconded by Council/Agency Member Wuo, and carried on roll call to excuse Council/Agency Member Harbicht from tonighYs meeting. REPORT FROM CITY ATTORNEY/AGENCY COUNSEL ON CLOSED SESSION/STUDY SESSION ITEMS Steve Deitsch, City Attorney, announced that the City Council meet in a Study Session to discuss concerning AT&T's encroachment permit process for the installation of Cable Television boxes within the public right of way in different locations throughout the City. No action was taken. SUPPLEMENTAL INFORMATION FROM CITY MANAGERlEXECUTIVE 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 Wuo and carried on roll call vote to read all ordinances and resolutions by title only and waive the reading in full. MAYOR CHANDLER'S "2007 STATE OF THE CITY ADDRESS" Mayor Chandler made his State of the City Address which focused on his theme of "Taking Care of Business." Mayor Chandler noted the theme is also known as the "Pick 6" and gave an overview of each Pick 6 Project. 1. "Shops at Santa Anita" proposed at the Race Track 2 03-20-2007 49:0035 2. Westfield Expansion Phase II Project. 3. Rusnak Mercedez Benz Dealership Expansion Project. 4. Goldline Extension. 5. Gymnasium at Foothills Middle Schools. 6. Civic Center Plaza. The Mayor announced that the Fire Department Headquarter Station will be completed by the end of the year. He also commented on the ACTION Program which deals with crime prevention, emergency preparedness and fire safety. Mayor Chandler also noted that the City is doing great financially and that there should be a fund balance in the neighborhood of $3 to $3.5 million dollars to carry over into the 2007-2008 fiscal year; he also mentioned the City's Capital Improvement Program which is used to pay for infrastructure projects such as sewers, water, trees and streets; he also announced that the Ruth and Charles Gilb Historical Museum celebrated its 5`h anniversary last October and that the museum has had over 15,000 visitors. Mayor Chandler also noted that Measures A and B and the Shops at Santa Anita have a future impact on the revenue of the City. Mayor Chandler announced the Mayor's Community event to be held on Friday, April 13, 2007 at 8:00 a.m. at the Community Center which is a celebration of patriotism and the guest speaker will be Lance Corporal Stephen Sanderson and the cost is $5 per person. The Mayor thanked all the City employees for their service to the community; he also thanked the City volunteers for their dedication to the community and also thanked the City Council and the executive staff for a job well done. PUBLIC COMMENTS (5 minutes per person) Mary Dougherty congratulated the Mayor and City Council for a great year. Ms. Dougherty appeared regarding the distribution of unsolicited written material by Arcadia First! to those addresses that appear on the refusal registry. (The City Attorney commented that a cease and desist letter has been sent to Arcadia First! which alleges that distributing unsolicited written materiais to addresses that appear on the refusal registry is a violation of the Arcadia Municipal Code.) REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK Council Member Wuo congratulated the Mayor on his State of City Address. Council Member Amundson announced that he attended the Planning Commission meeting regarding the "Shops at Santa Anita" and encouraged citizens to get involved. Council Member Amundson suggested that the speaker cards should be shuffled rather than on a flrst come first basis. Mr. Amundson also commended the Planning Commission on their expertise. Council Member Segal congratulated the Mayor on his State of the City Address. Mr. Segal commented that the scoreboard at the high school needs to be replaced and that consideration be given to place this item in next year's budget. Mr. Segal advised that it will cost about $20,000 to replace the scoreboard and that the proposal is that the school district would contribute $8,000, the City $8,000 and the booster club will raise $4,000. City Clerk Jim Barrows congratulated the Mayor on his State of the City Address. Mr. Barrows announced that the elementary and middle school kids will participate in a track meet on March 21 at 4:00 p.m. at Salter Stadium. 03-20-2007 49:0036 The City Manager announced that item 1b is moved under Executive Director to be discussed separately. CONSENT CALENDAR REDEVELOPMENT AGENCYITEMS: a. REGULAR MEETING MINUTES. MARCH 6. 2007. Recommended Action: Approve EXECUTIVE DIRECTOR: b. REQUEST FOR MODIFICATION OF AFFORDABLE HOUSING AGREEMENT WITH TRADEMARK DEVELOPMENT REGARDING DISBURSEMENT OF FUNDS. Recommended Action: Approve CITY COUNCIL ITEMS: c. REGULAR MEETING MINUTES. MARCH 6. 2007. Recommended Action: Approve d. ACCEPT $15.000 GIFT FROM THE FRIENDS OF THE ARCADIA PUBLIC LIBRARY FOR PROGRAMS AND MATERIALS FOR THE LIBRARY. Recommended Action: Approve e. AND TELECOMMUNICATIONS SERVICES IN THE AMOUNT OF $27.500. Recommended Action: Approve A motion was made by Council/Agency Member Segal, seconded by Council/Agency Member Wuo, and carried on roll call vote to approve the Consent Calendar items 1a. and 1c through f. on the City Council/Agency Consent Calendars. AYES: Council/Agency Members Segal, Wuo, Amundson and Chandler NOES: None ABSENT: Council/Agency Member Harbicht Consent Calendar 1b: Deputy Executive Director pon Penman presented the staff report regarding a request for modifications of the Affordable Housing Agreement with Trademark Development regarding disbursement of funds. Mr. Penman noted that the Agency Board approved an Affordable Housing Agreement with Trademark in June 2006 for the development of 6 affordable moderate housing units on Alta Street. Mr. Penman advised that the Agency provided financial assistance to the project including both land and cash in the amount of $760,000. He noted that the first installment of the Agency assistance was $123,000 which was provided at the close of escrow. 03-20-2007 Recommended Action: Approve 49:0037 Mr. Penman also noted that the project is currently in its second plan check and it is anticipated that building permits will be issued in the next couple of weeks to start construction. Mr. Pe~man advised that the current language in the Affordable Housing Agreement provides for an alternating disbursement of Agency and lender funds; however, the construction lender is requiring that the Agency funds be expended first. Mr. Penman advised that this request was standard: Mr. Penman recommended that the Agency Board authorize the Executive Director to execute a change in the Affordable Housing Agreement to provide for the disbursement of Agency Funds first rather than the current language of an alternating disbursement schedule. In response to an inquiry by Agency Member Amundson regarding this item, Mr. Penman confirmed that the payment schedule was originally an alternating one and that the Agency's subordinate position does not weaken our financial position since the Agency already has the money invested. The Agency had to fund this project because the land prices in Arcadia are very high in that its takes a significant public assistance package to make these projects happen. Mr. Penman additionally noted that the units will be available for sale in the moderate income price range by the end of the year. In response to an inquiry by Agency Member Wuo regarding this item, Mr. Penman responded that the construction loan amount with East West Bank is $935,000. A motion was made by Council/Agency Member Segal, seconded by Council/Agency Member Wuo, and carried on roll call vote to approve item 1b and authorize the Executive Director to execute a change in the Affordable Housing Agreement to provide for the disbursement of Agency funds first rather than the current language of an alternating disbursement schedule. AYES: Council/Agency Members Segal, Wuo, Amundson and Chandler NOES: None ABSENT: Council/Agency Member Harbicht 2. CITY MANAGER a. The City Manager presented the staff report requesting an appropriation of $100,000 from the General Funds Unappropriated Fund Balance for costs related to the May 8, 2007 special municipal election. Mr. Kelly noted that an initiative petition was circulated and filed with the City in November 2006 relating to the property on Huntington and Santa Clara. Mr. Kelly also noted that on November 21, 2006, the City Council adopted a resolution calling for a special election to be held on May 8, 2007. Mr. Kelly noted that no appropriation for this special election was budgeted; therefore, staff is recommending that $100,OQ0 be allocated from the general fund's unappropriated fund balance to cover the cost of the special election. Mayor Chandler commented that this would be the second special election within the last year. Mr. Chandler also noted that the election regarding Measure N and P cost the taxpayers $75,000 and this election scheduled for May 8, 2007 will cost the taxpayers $100,000. A motion was made by Council/Agency Member Chandler, seconded by Council/Agency Member Segal, and carried on roll call vote to authorize an appropriation of $100,000 from the General Fund's Unappropriated Fund Balance for costs related to the May 8, 2007 Special Municipal Election. 03-20-2007 Recommended Action: Approve 49:0038 AYES: Council/Agency Members Chandler, Segal Amundson and Wuo NOES: None ABSENT: Council(Age~cy Member Harbicht b. Assistant City Manager/Development Services Director pon Penman presented an overview of the staff report regarding the need for additional funding for graffiti removal services. Mr. Penman advised that there has been a significant increase in graffiti over the past year and staff is seeking an additional appropriation of $25,000 to augment the funds which were previously appropriated in the 2006-2007 budget. Mr. Penman noted the cost for graffiti removal this year will be approximately $61,QOQ. Police Chief Bob Sanderson also provided an overview on the rising increase of graffiti. Chief Sanderson reported graffiti has significantly increased throughout Los Angeles County. The Chief noted that in January and February of 2006, there were 179 calls reported to the graffiti hotline as compared to January and February 2007 when there were 427 calls regarding graffiti removal. Chief Sanderson advised that he has confirmed with the graffiti contractor that there was a significant increase in graffiti in the 24 cities that they currently contract with. The Chief also reported that in Los Angeles County last year, there was over 13 million square feet of graffiti removed or painted over which is 4 million square feet above the previous year and advised that an increase in penalties for graffiti are currently being reviewed by the District Attorney office. A motion was made by Council/Agency Member Segal, seconded by Council/Agency Member Wuo, and carried on roll call vote to authorize an appropriation from the General Fund's unappropriated fund balance of $25,000 for graffiti removal services. AYES: Council/Agency Members Segal, Wuo, Amundson and Chandler NOES: None ABSENT: Council Agency Member Harbicht ADJOURNMENT The meeting was adjourned at 8:00 p.m. The City Council/Redevelopment Agency adjourned this meeting to April 3, 2007 at 6:00 p.m. in the City Council Chamber Conference Room located at 240 W. Huntington Drive, Arcadia. James H. Barrows, City Clerk ~ ~/1 ~,~~1-cn. _ ~ By: Lisa Mussenden Chief Deputy City Clerk 03-20-2007 Recommended Action: Approve March 20, 2007 TAKING CARE OF BUSINESS STATE OF THE CITY ADDRESS 2007 As I thought about what I would say tonight about the condition of our City, the answer that came to mind was simple: The State of the City of Arcadia is great! We are a safe community, in excellent financial condition and we continue to provide high quality services and work toward putting plans and projects in place that will safeguard what we love about Arcadia for our children and grandchildren. As was said so often during our centennial year, we are a community that values its past, appreciates its present and eagerly awaits a very bright future. When I began my term as Mayor almost a year ago, I chose the theme "Taking Care of Business" and outlined what has since become known as the "Pick 6." These are 6 projects that we as a Council were hoping to see move forward and achieve some significant progress, which they all have done. First on the list was the SHOPS AT SANTA ANITA PROJECT This project has probably caused the most "community conversation" in the last year. There is no doubt that, if approved, the project will impact the City of Arcadia in a variety of ways. It is fair to say that the review of the proposal by City staff, the Planning Commission and the City Council has been and will continue to be extensive and detailed, with an eye for what is in the best interests of this community and the people who live here. The Planning Commission held a public hearing on the proposed project last night with approximately 850 people in attendance. The Commission accepted public input, closed the public hearing and will continue with their review of the project tomorrow night at a meeting that will take place at 7:OOpm at the Masonic Center. On Aprii 11 at a meeting that will also be held at the Masonic Center, the City Council will accept public comment on the specific applications made to the City concerning the Shops At Santa Anita Project WESTFIELD EXPANSION PROJECT PHASE 2 Westfield has submitted plans for another expansion phase to the mall. The Planning Commission review is complete and the City Council is expected to review this project on April 3. RUSNAK MERCEDES DEALERSHIP EXPANSION PROJECT A great deal of progress was made on the Rusnak Mercedes Dealership Expansion Project, including the friendly acquisition of the Arcadia Self Storage property and initiation of the purchase of the Church of Arcadia property, which is currently in escrow. Because of the owner's reluctance to sell, we have decided not to pursue the purchase of Rod's Griil. As we move forward, Mr. Rusnak will need to redesign his project around the restaurant and re-submit plans for review. There is still work to be done, but things are moving. The Rusnak Dealership is one of Arcadia's leading sales tax producers and as such they provide a significant amount of money each year to the City's General Fund, which is what pays for almost all municipal services, +ncluding public safety. Their continued success is very important to the financial future of Arcadia. GOLD LINE EXTENSION The City has done as much as we can on this project until we hear from the Federal Transportation Authority about whether or not they plan to fund the project. If the funding falls into place, the earliest we are looking at for construction is 2009-2010. The voter approved bonds for the construction of a grade separation at Santa Anita will not be issued until absolutely necessary. GYMNASIUM AT FOOTHILLS MIDDLE SCHOOL The good news is that we did receive approval for $1.5 million in grant funds from the State, provided the gym is jointly used by the City and the School District. Reviewing the impacts on the surrounding neighborhood and developing the plans and specifications are the next steps in the process. We will keep you informed as more information becomes availabfe. CIVIC CENTER PLAZA Last month the City Council directed staff to move forward with a project to replace our aging City Hall. The upper building is "beyond its time" in terms of technology and functional ability, but more important the building does meet current building standards. The two lower buildings of City Hall also have operational issues as well as problems with their basic structure and ability to withstand a large earthquake. The next step for the project is to select an architect, which gets started by issuing what is called a Request for Qualifications. After we have a list of qualified architectural firms with the experience and expertise to meet our needs and select the architect, we then go to conceptual drawings followed by the preparation of plans and specifications. A conceptual pian and preliminary architectural drawings should be available this fall. The actual design, plans and specifications will then take about a year. Paying for the building will be a challenge, but we believe it is doable without going to the public for a bond issue. We currently have approximately $5 million available for the project and should have the ability to save and set aside additional money in the next few budgets so that the entire project can be paid for "in cash." Part of the direction given to staff last month was to explore various funding alternatives and come back to the Council with options and recommendations. A few years ago we put together a model of the Civic Center showing where the new City Hall will be built and how we hope to incorporate an outdoor amphitheater into the plans to hold summer concerts, performances, exhibitions and other community events. The inside of the building will be designed with residents in mind to make your visit to City Hall as easy and efficient as possible. IYs an exciting idea, a necessary undertaking and something that will benefit the community for many years to come. It is also the last City facility in need of replacement. FIRE STATION HEADQUARTERS Construction is well underway on the new Fire Station on Santa Anita. This new facility will serve as the headquarters of the Fire Department as well as house fire suppression staff, the Fire Prevention Bureau and administrative staff. The original station was built in 1958 and as is the case with City Hall, it no longer met today's structural standards, building codes and technology requirements. The new station will be finished by the end of this year and everyone will be invited to commemorate the opening and take a tour of the building. ACTION The ACTION program, which then Mayor Wuo was instrumental in implementing, has been very successful in disseminating information about disaster and emergency preparedness, crime prevention and fire safety. Thousands of resource handbooks have been given out and many neighborhood meetings have taken place. As part of the ACTION program, the City has made staff from the Police, Fire and Public Works Services Departments available to go to your neighborhood or to a meeting of your civic organization to give a presentation on this important subject and to answer any questions you may have. There is no charge for this service. FINANCIAL CONDITION OF THE CITY The City is in great financial condition and barring any unforeseen circumstances this should continue for the next few years. The City Council and City staff are very conservative when it comes to spending money. We keep a keen eye on the future with regard to saving and planning for how we can remain not just solvent, but in strong enough shape that we are able to pay for the services and quality of life Arcadians have enjoyed for so many years. Revenue and expenditure projections for the foreseeable future ~ook good, although they are somewhat dependent on the outcome of the May Special Election (Measures A and B) and the final decision on the Westfield Expansion and Shops at Santa Anita Project. With regard to the immediate future, as of today we believe there will be a fund balance in the neighborhood of $3 to $3.5 million to carry into the 2007-2008 fiscal year. CAPITAL IMPROVEMENT PROGRAM Arcadia has an aggressive Capital Improvement Program, which we use to schedule and pay for infrastructure projects such as sewers water, trees streets. For example, one of our major projects right now is construction of a new water well at Colorado and Baldwin, which will be finished in April of next year. RUTH AND CHARLES GILB ARCADIA HISTORICAL MUSEUM Last October the Museum celebrated its 5~h anniversary with a wonderful dinner and a number of special events. The Museum has had over 15,000 visitors during its young life and the exhibitions and program keep getting better and better. A new special event we initiated this year is the MAYOR'S COMMUNITY COFFEE. Taking place on Friday, April 13 at 8:OOam at the Community Center, this event is intended to be a celebration of patriotism and a chance for the community to acknowledge our local heroes - Arcadians currently on active duty in the military. The featured speaker at the event is Lance Corporal Stephen Sanderson who will talk to us about his recent experience in Iraq. Tickets to the event are $5 each and can be purchased until April 6 from the Mayor's Office at City Hall. CITY EMPLOYEES I know I speak for the entire Council when I tell all of our employees how much we appreciate your efforts on behalf of this community. You do a great job. The City Council is aware of the issues we are facing with recruitment and retention and we are taking assertive steps to recruit and retain quality employees in all departments. A special thank you also needs to go to the many VOLUNTEERS who give so much of their time and talent to the residents of this City as they help out each day in the Police, Fire, Recreation and Community Services and Development Services Departments, and at the Library and Historical Museum. We truly appreciate your efforts and dedication. We remain a wonderful city - a safe city, a friendly city, a city that accepts and anticipates change and at the same time values and preserves its history. We are Arcadia...a community and family with a rich past, a wonderful present and a bright future. My thanks to my colleagues on the City Council, to all of our wonderful volunteers, our staff and to everyone who lives here - our friends and neighbors - for helping to make the last year productive and for maintaining a positive attitude and ability to work through some very involved and complex issues in a harmonious manner. I have enjoyed working with each and every one of you. As I said a few minutes ago - and as I believe with complete certainty - the state of the City of Arcadia is great! t s ~ -` t^' ~ ^^~ . . ~'L 1L"1~ STAFF REPORT Arcadia Redevelopment Agency March 20, 2007 TO: Chairman and Members of the Board FROM: Donald Penman, Deputy Executive Director`~ SUBJECT: Request for modification of Affordable Housinq Aqreement with Trademark Development reqardinq disbursement of funds Recommendation: Approve SUMMARY The Agency- Board approved an Affordable Housing Agreement with Trademark Development Company for the development of six (6) moderate income owner occupied housing units on Aita Street in the downtown area. The Agency provided financial assistance to the project, including both land and cash, which was necessary in order to meet the moderate income criteria in the law. The disbursement of the Agenc~s contribution beyond the land would be on an alternating schedule, with both lender and Agency funds provided in an alternating manner. However, the project construction lender, East West Bank, is requiring the Agency's contribution be disbursed first and Agency staff is recommending this change in the Afforda6le Housing Agreement. BACKGROUND Under the law redevelopment agencies are required to set-aside and expend at least 20% of its property tax increment to support and facilitate the production of low and moderate income housing. The Agency's first project was the devefopment of the 53 unit senior afFordable housing project on Live Oak. The Agency cannot expend any additional set-aside funds for senior housing as we can only expend the same proportion of these funds as is represented by the senior population in the entire community. Therefore, staff was directed by the Board to pursue a moderate income housing project on Agency owned property on Alta Street. At the end of a competitive process the Chairman and Members of the Boarci March 20, 2007 Page 2 Board approved the staff recommendation to select Trademark Development to develop six (6) units on the site and an Affordable Housing Agreement was approved. One of the provisions of the Agreement is for the disbursement of Agency funds along with the funds from fhe develope~'s construction lender. It generally provides for an altemating disbursement with Agency funds and lender funds as the project progresses through construction. However, the construction lender, East West Bank, has conditioned their loan on having the Agency funds disbursed first, which would require an amendment to the Affordable Housing Agreement. DISCUSSION The current language in the Affordable Housing Agreement provides for an alternating disbursement of Agency and lender funds. However, the construction lender is requiring that the Agency funds be expended first. While such a change could potentially represent a greater risk to the Agency, at least in the eaHy stages of construction, staff does not believe it to be significant. This is not an unusuai requirement for a lender whether it is an affordable or market rate project. , Staff contacted the lender who verified that this is a standard provision in all their projects, that they want the outside equity expended first. Also, though there are no Federal funds involved fhis project, this is a staniiard requirement of projects where Federal dollars are utilized. The Agency's financial commitment to the project is the land plus an amount not to exceed $760,000. Pursuant to the approved Agreement, the Agency has provided the first instaliment of funds totaling ~123,000 at the close of escrow. This would leave a balance of Agency funds to be disbursed during construction. The lender is requesting these funds be disbursed first during construction. The project is close to being issued a building permit, and this change is needed at this time before the lender financing can be finalized. The Agency would still hold a deed of trust, subordinated only to the lender, for its financial contribution as is currently provided in the Agreement. RECOMMENDATION It is recommended that the Agency Board authorize the Executive Director to execute a change in the Affordabie Housing Agreement to provide for the disbursement of Agency funds first rather than the current language of an alternating disbursement schedule. Approved: _ ~~ William R. Keliy, Executive Director ~• ~~ ~ , -r ;,,:..>..., '°~Y~~~~Y~~H°JL~ STAFF REPORT Library and Museum Services Deparhnent DATE: March 20, 2007 TO: Mayor and City Cowicil FROM: Janet Sporleder, Library and Museum Services Director By Cazolyn Gamer-Reagan SUBJECT: Gift of' $15,000 from Friends of the Arcadia Public Librarv tor materials for the Librarv Recommendation: Approve SUMMARY: The Friends of the Arcadia Public Library are offering the Library $15,000 to purchase children's books, materials in international languages, DVDs and CDs, processing supplies for these materials and child activity panels for the Circulation Desk. 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 special supplemental gift totaling $15,000 to the Library for the purchase of a variety of high demand librazy materials. These funds will allow the Librazy to purchase additional materials, including children's beginning readers and special sets of non-fiction books for children in grades kindergarten, two azeas for which there is high demand in the Jerry Broadwell Children's Room. There is also considerable demand in the Library for books in foreign languages and new audiovisual materials, including books on tape and on CD, music on CD, videos and DVD's. The Library will also have the chance to buy some special panels, called "Waiting Time Toys", to keep small children occupied while their parents are busy h~ansacting business at the Circulation Desk. 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. Page 1 of 2 RECOMNIENDATION: 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. Approved by: -- ~~~ William R. Kelly, City Manager Page 2 of 2 ,~ ~ ~~, 7 ~veeeOenM ..~ s, ~we '~Lry~~y~tNo~`e STAFF REPORT Administrative Services Department DATE: March 20, 2006 TO: Mayor and City Council FROM: Tracey L. Hause, Administrative Services Directo~ SUBJECT: Authorize the Citv Manaaer to enter into an aqreement with Recommendation: Approve SUMMARY Due to continuing changes in technology and in state and federal legislation related to cable, video and telecommunications services, staff is recommending the City retain Communications Support Group (CSG) for technical assistance. BACKGROUND CSG is a leading cable consultant in California who has helped staff for a number of years with various cable, video and telecommunication issues. Within the last five years, CSG has assisted the City in separate matters involving both of its two cable television providers. In June of 2002, Adelphia Communications (Adelphia) announced its intention to reorganize under federal bankruptcy protection. Time Warner Cable acquired Adelphia in August 2006 providing for franchise transfer activities for the Ciity. In addition, in March 2004 Altrio Communications (Altrio) announced an asset sale to Champion Broadband, LLC (Champion) that resulted in a new franchise agreement between Champion Broadband and the City. CSG provided vafuable assistance with both of these matters. More recently, cable legislation has taken a huge turn. In order to promote video service competition in California, the State Legislature passed AB 2987. A local agency no longer has jurisdiction over franchise agreements for video service providers; the authority now is with the Public Utility Commission (PUC). The Legislature directed the Commission to issue state franchises in order to ensure: 1) A fair and level playing field for all market competitors that do not give an advantage or disadvantage to one service provider or technology over another. 2) Widespread access to the most technologically advanced cable and video services is promoted to all California communities in a nondiscriminatory manner. 3) Local government revenues and their control of public rights-of-way remain protected. 4) Market participants comply with all applicable consumer protection laws. 5) Investment in broadband infrastructure is increased. 6) Access to and maintenance of the public, education and government (PEG) channels continues. 7) Existing authority of the PUC is maintained as esfablished in stafe and federal statutes. Procedures and rules to fulfill the duties and responsibilities assigned to the PUC by AB 2987 have yet to be completed. However, staff is certain that AB 2987 entitles the local entities to retain sole authority to regulate franchise fee provisions, PEG channel requirements, Emergency Alert System requirements, and environmental review with respect to network construction and installation and maintenance in public rights-of-way. The City will also diligently review landscaping and screening plans, require maintenance plans and graffiti removal, ensure ADA compliance and avoid vehicular or pedestrian sightline problems. DISCUSSION Because of changes in legislation, cable, video and telecommunications it is anticipated the permitting and other related activities from a variety of telecommunication companies will increase. In fact, in November 2006 the City received 35 encroachment permit applications from AT&T requesting to place pedestals and fiber in the City's rights-of-way regarding video services associated with AT&T's "Project Lightspeed." The have also verbally indicated to City staff that they will be submitting 18-21 more permit applications within the next few months. Staff has been working close'ly with CSG and the City Attorney's office in corresponding with AT&T with regard to their permit applications. The issues that need to be addressed include a state video service r franchise in accordance with AB 2987 and PUC rules, the City's role to serve as the lead agency for review of any environmental impacts under California Environmental Quality Act (CEQA), potential permit conditions and permit and inspection fees. Staff anticipates these types of activities will be on going and therefore recommends maintaining a relationship with CSG for technical advice in the areas of cable, video and telecommunications. FISCAL IMPACT Sufficient funds are currently budgeted in the proposed 2006-07 FY Budget for CSG's technical services. RECOMMENDATION It is recommended the City Council: Authorize the Gity Manager to enter into a Professional Services Agreement with Communications Support Group for technical cable, video and telecommunications services in the amount of $27,500. Approved: ~~•~ William R. Kelly, City Manager O ~ ~ ; ,*c~Rl'OAAT~9~,eDS STAFF REPORT Administrative Services Deparhnent Date: March 20, 2007 To: Mayor and City Council From: Tracey L. Hause, Administrative Services Direct~ Subject: Financial Software Maintenance Aqreements Recommendation: Authorize the City Manager to enter into purchase agreements for software maintenance in the amount of $31,700. SUMMARY Staff is recommending the City Council authorize the City Manager to enter into agreements for software maintenance for the financial software in the amount of $31,700. The financial software system, Pentamation, is a prioprietary application and their support is the City's only alternative. DISCUSSION The City requested proposals and awarded a contract for financial software to Pentamation in 1999. This financial software supports the entire City's accounting information including financial reporting, payroll, accounts payable and purchasing. It is recommended the City continue utilizing the Pentamation financial software as staff has been satisfied with the product. In addition, a change in software is expensive and extremely time consuming and a system change is not warranted at this time. The annual maintenance and support for the systems for the 2007/08 FY is $31,700. Pentamation is a proprietary application and is the sole source provider of support. Further, the City would be in violation of the license agreement if we were to seek support elsewhere. FISCAL IMPACT The total cost of the proposed maintenance agreement is $31,700. This actually represents a decrease of $589 from the prior year. This decrease is primarily due to a one-time maintenance fee that was incurred last year in the amount of $1,580 for the upgrade of the operating systems for the servers that store the data and programs. Funds for this year's annual maintenance costs are programmed in the 2006-2007 FY Budget for these costs. RECOMMENDATION It is recommended the City Council: Authorize the City Manager to enter into purchase agreements with Pentamation for software maintenance in the amount of $31,700. Approved: ~'~~ William R. Kelly, City Manager 2 ~2 c~1 , ~ ,;::-::. ,h'ualry~~~"oF`e ~J 11 11 1 ~~1 ~1 \ 1 Office of the City Clerk DATE: March 20, 2007 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: WILLIAM R. KELLY, CITY MANAGER~ LISA MUSSENDEN, CHIEF DEPUTY CITY CLERK ~~ SUBJECT: AUTHORIZE AN APPROPRIATION OF $100,OQ0 FROM THE GENERAI~ FUND'S UNAPPROPRIATED FUND BALANCE FOR COSTS RELATED TO THE MAY S, 2007 SPECIAL MUNICIPAL ELECTION Recommendation: Approve SUMMARY The City Clerk's Office is requesting the City Council appropriate $100,000 from the General Fund's unappropriated Fund Balance for costs related to the May 8, 2007 Special Municipal Election. BACKGROUND & DISCUSSION On November 21, 2006, the City Council adopted Resolution No. 6545 calling for a Special Municipal Election to be held on May 8, 2007. Since, there was no appropriation in the adopted Fiscal Year 2006-2007 budget for a special municipal election, funds must be allocated from the general fund's unappropriated fund balance to cover the costs. The amount of $100,000 provides for materials, supplies, temporary election warkers, payment to poll workers and inspectors, printing and translation costs, payment to L.A. County for signature verification of absentee ballot applications and precinct maps, and the work of the specialized elections consultant, Martin & Chapman. The City has been utilizing Martin & Chapman as its sole source provider of certified translation and specialized election services and has received excellent, timely, and trustworthy service for over a decade. Staff will utilize Martin & Chapman services for the upcoming special municipal election. FISCAL IMPACT: Since, there was no appropriation in the adopted Fiscal Year 2006-2007 budget for a special municipal election, $100,000 must be allocated from the General Fund's Unappropriated Fund Balance to cover these costs. RECOMMENDATION: Staff recommends that the City Council appropriate $100,000 from the General Fund's Unappropriated Fund Balance for costs related to the Special Municipal Election to be held on May 8, 2007. ~ ~ , ~:, °~~~~~Y~t~~°Q` STAFF REPORT Development Services Department March 20, 2007 TO: Arcadia City Council FROM: Don Pen n, Assistant City Manager/Development Services Director ~ Jason Kruckeberg, Community Development~dministrator3rC By: Silva Vergel, Business License Office~ SUBJECT: Authorize an aqproariation from the General Fund's unapqropriated fund balance of $25 000 for qraffiti removal services. Recommendation: Approve SUMMARY Staff is recommending the City Council authorize an appropriation of $25,000 from the General Fund's unappropriated fund balance for graffiti removal services. The City Council has set aside $36,000 for graffiti removal in the 2006- 2007 budget for graffiti removal services. The Development Services Department is recommending that the City increase the current budget by $25,000 for fiscal year 2006-2007 based on a significant increase in graffiti activity and removal services provided. DISCUSSION The City has offered graffiti removal services since 1993. In recent years, the cost of removal has increased significantly, including a 46% increase from fiscal year 2004-5 to fiscal year 2005-6. Due to this increase in cost, the Development Services Department is recommending that the current budget of $36,000 be increased to $61,000 to meet the anticipated cost for graffiti removal in this fiscal year. The table below illustrates the cost of graffiti removal in the recent years. FISCAL YEAR BUDGETED AMOUNT ACTUAL ANNUAL COST 2003-4 $35,000 $31,638.00 2004-5 $35,000 $33,386.50 2005-6 $36,000 $48,812.70 In August 2004, the Development Services Department sent a request for proposal to eight firms and invited them to bid on graffiti removal services. Three proposa~s were received. Staff conducted a cost analysis of the three proposals and determined that Urban Graffiti Enterprises was the vendor of choice and the City Council authorized staff to enter into a 3-year agreement with them on December 7, 2004 for graffiti removal services. The costs for graffiti removal varies from year to year based upon the amount of graffiti within the City. Costs have ranged from as low as $4,215 in fiscal year 1995-96 to as high as $48,812.70 in fiscal year 2005-06. The reason for the increase in cost is primarily due to increased graffiti activity and the associated cost of clean up. Fiscal year 2005-06 was a high-cost year. We are experiencing a similar level of graffiti activity this fiscal year and therefore an additional appropriation is needed. Originally $36,000 was budgeted and another $25,000 is anticipated. In order to continue the existing service levels for this fiscal year, staff projects the cost to be $61,000. Increases in graffiti removal serVices is a growing problem faced by many cities. According to Urban Graffiti Enterprises this increased activity is occurring throughout the San Gabriel Valley and has resulted in cities expending more money to clean up graffiti. Graffiti removal is a reactionary process and it is difficult to predict how much graffiti will need to be removed in a given period. Arcadia's contractor has been diligent and expeditious in their clean up efforts throughout the city, as they are required to remove graffiti upon notification or observation: Immediate removal is essential to successful graffiti prevention. FISCAL IMPACT There are sufficient funds available in the General Fund's unappropriated funds balance for this appropriation. RECOMMENDATION It is recommended that the City Council: Authorize an appropriation of $25,000 from the General Fund's unappropriated fund balance for graffiti removal services. Approved by:`"~"` 'v •' William R. Kelly, City Manager Graffiti Removal Services March 20, 2007 Page 2